Attachment A - Quality Assurance Surveillance Plan QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Grounds Maintenance Services – St. Louis VAMC (Jefferson Barracks)

a) INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is established in accordance with the Performance Work Statement (PWS) for Grounds Maintenance Services at the St. Louis VAMC–Jefferson Barracks. It defines the Government’s surveillance approach for assessing contractor performance and verifying that required outcomes in the PWS are met.

1. Purpose

The purpose of this QASP is to outline systematic surveillance methods used by the Government to evaluate contractor performance and ensure compliance with the PWS and the contractor’s Quality Control Plan (QCP). It identifies performance standards, acceptable quality levels (AQLs), documentation procedures, and corrective action expectations.

2. Performance Management Approach

The PWS defines required outcomes and service standards. The contractor is responsible for determining how to perform the work. The Government evaluates results—not processes—to validate that PWS standards are met.

3. Performance Management Strategy

The contractor maintains responsibility for all quality control functions. The Government conducts surveillance and assesses compliance to determine whether corrective actions, incentives, or consequences (such as negative CPARS ratings) are warranted.

b) ROLES AND RESPONSIBILITIES

1. Contracting Officer (CO)

The CO is responsible for contract administration, resolving performance issues, executing formal corrective actions, and managing modifications. Only the CO may change contract requirements.

2. Contracting Officer’s Representative (COR)

The COR performs technical oversight, surveillance, inspections, and performance documentation. The COR verifies compliance with the PWS, QASP, and QCP.

c) IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS

Required performance standards are located in the PWS and summarized in the Performance Requirements Summary (PRS) included in this QASP. These standards include recurring grounds maintenance tasks, seasonal work, safety requirements, and emergency response expectations.

d) METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance techniques include:

- Random inspections

- Biweekly formal inspections

- Customer feedback and complaints

- Review of monthly invoices and required documentation

- Review of contractor Quality Control reports

- Verification of licensing compliance

- Monitoring of chemical application records and SDS

- Surveillance of emergency response timeliness

- Review of contractor corrections completed within 48 hours

e) QUALITY ASSURANCE DOCUMENTATION

The COR maintains all surveillance documentation including monitoring forms, inspection results, corrective action notices, and communications with the contractor. Deficiencies shall be corrected within 48 hours unless otherwise approved.

f) ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

The COR monitors trends, identifies recurring deficiencies, and ensures contractor compliance. Failure to meet AQLs results in written notice, negative CPARS ratings, or CO-directed remedies.

Performance Requirements Summary

Performance Objective

Standard AQL Assessment Method

Incentive/Disincentive

Performance Objective 1 – Grass Height

Grass maintained at

3.5 to 4.5 inches as specified in the

PWS

99% or better Random inspections, observations, customer feedback

Written notice, then negative CPARS if repeated

Performance Objective 2 – Trash & Debris Removal

All trash and debris removed prior to each mowing cycle

98% or better Random inspections, observations, customer feedback

Written notice, then negative CPARS

Performance Objective 3 – Contractor Personnel Performance

Contractor personnel conduct, professionalism, safety compliance, PPE use, equipment security, and adherence to facility policies

95% or better Random inspections, observations, customer feedback

Written notice, then negative CPARS

Performance Objective 4 – Vertical Edging

All required paved surfaces and bed borders vertically edged; horizontal edging prohibited

98% or better Random inspections, observations, customer feedback

Written notice, then negative CPARS

Performance Objective 5 – Weed Removal

Removal by pulling or line trimming;

herbicide use limited to hard surfaces by licensed applicators

98% or better Random inspections, observations, customer feedback

Written notice, then negative CPARS

Performance Objective 6 – Clipping Removal

Clippings blown off paved areas and not blown back onto turf

98% or better Random inspections

Written notice, then negative CPARS

Performance Objective 7 – Chemical Application Compliance

Contractor maintains valid State of Missouri pesticide/herbicide licenses, application logs, SDS, and regulatory compliance

100% compliance Document review, inspections

Written notice, CO action for continued violations

Performance Objective 8 – Seasonal Cleanup

Leaf removal, debris removal, and seasonal cleanup performed as required and/or directed by the COR

98% or better Random inspections

Written notice, then negative CPARS

Performance Objective 9 – Emergency Response

Contractor responds to emergencies within four (4) hours of COR notification

100% compliance COR records, time logs

Written notice, CO action for repeated failures

Performance Objective 10 – Tree/Diseased Vegetation Notification

Contractor notifies COR immediately when identifying dead or diseased trees; removal performed only when authorized

100% compliance COR review and confirmation

Written notice, possible CO action

--- SAMPLE QUALITY ASSURANCE MONITORING FORM ---

Contract #: _____________________________

Contractor: _____________________________

Service/Standard: ________________________

Survey Period: __________________________

Methods Used:

[ ] Random Monitoring

[ ] Biweekly Inspection

[ ] Customer Complaint

[ ] Document Review

Performance Result:

Action Required: [ ] Yes [ ] No

Prepared By: __________________ Date: _____