Attachment_B_-_ECAO_HVAC_System_Maint_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

HVAC Systems Maintenance

Bureau of Reclamation

Eastern Colorado Area Office, Loveland, Colorado Purpose

Reclamation has developed this Quality Assurance Surveillance Plan (QASP) to implement a quality surveillance strategy for HVAC services at the Eastern Colorado Area Office. The primary intent of this plan is to provide the Quality Assurance Evaluator (QAE) a basis and systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work.

Oversight of the contractor's performance will ensure contract quality. The plan will afford the QAE a proactive mechanism to preclude major deficiencies in the performance of services and provide for evaluation of the contractor's performance.

As it pertains to services, a concept of "fully compliant" shall be the basis used in reference to where there has been no willful departure from the terms of the contract and no omission of essential work. The contractor has performed the required work honestly and faithfully and the only variance consists of infrequent minor omissions or deficiencies. In general, work is substantially complete when the contractor has successfully performed 90 percent or more of the required tasks.

Authority

Section E - Inspection and Acceptance, provides the authority for issuance of this QASP. This authority provides for the Contracting Officer's, or his duly authorized representative's, inspection and acceptance of the articles, services, and documentation called for in the contract.

Scope

In order to understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The contractor, and not Reclamation, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The contractor develops and submits his Quality Control Plan (QCP) for

Reclamation acceptance. Once accepted, the contractor then uses the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

On the other hand, Reclamation puts the QASP into place to provide Reclamation surveillance oversight of the contractor's quality control efforts to assure that they are timely, effective, and are delivering the results specified in the contract. The QASP is not a part of the contract, nor is it intended to duplicate the contractor's

QCP. Reclamation will periodically evaluate the contractor’s performance. Therefore, Reclamation has provided the contractor an informational copy of the QASP as an attachment to the solicitation to support the contractor's efforts in developing a QCP and for providing the contractor an opportunity to comment and propose innovative solutions for the Reclamation's QASP.

Government Resources & Responsibilities

The following definitions for Reclamation resources are applicable to this plan:

Contracting Officer (CO) - A duly appointed person with the authority to enter, administer, or terminate contracts, and to make findings and determinations on behalf of the United States Government. This is the only individual authorized to change the contract or any of the requirements stated herein.

Solicitation: 140R6024Q0038 Attachment B

Subj: ECAO HVAC Systems Maintenance QASP

Quality Assurance Evaluator (QAE) - A Reclamation person designated by the Contracting Officer, with authority to act within the scope of the delegated authority, including but not limited to, the surveillance and inspection of the contractor’s performance.

Reclamation resources shall have responsibilities for the implementation of this QASP as follows:

The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of the United States in the contractual relationship. The Contracting Officer ensures the contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor's performance.

The QAE is responsible for technical administration of the project and assures proper surveillance of the contractor's performance. The QAE is not empowered to make any contractual commitments or to authorize any contractual changes on Reclamation's behalf. The contractor shall refer any changes that may affect price, terms, or conditions to the Contracting Officer for action.

Performance Indicators/Measures

The QAE will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements. This Performance Work Statement identifies the performance standards for all services that the contractor shall perform.

Frequencies - The QAE will determine whether tasks and frequencies conform to the tasks and frequency requirements accepted as a part of the contractor's proposal.

Management Responsiveness - The QAE will determine whether the contractor provides satisfactory project management, adequate timely response to customer complaints, the quality of the management of customer complaints, quality accountability of complaints, the quality of the reporting of complaints, and conformity to the contractor's final Quality Control Plan.

Methods of Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions, the QAE will use the standardized Surveillance Activity Checklist, which is contained in this document, to document QA surveillance.

Customer Feedback - A method of surveillance Reclamation may use in the administration of the

Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, Reclamation reviews firsthand information from the actual users of the service. Reclamation will use feedback to supplement other forms of evaluation and assessment.

Random Sampling - A method of surveillance Reclamation may use in the administration of the

Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, Reclamation prepares documentation to assess the contractor's ongoing performance.

Documentation

In addition to providing documentation to the Contracting Officer, the QAE will maintain a complete Quality

Assurance file onsite. The file will contain copies of all reports, evaluations, recommendations, and any actions related to Reclamation’s performance of the quality assurance function, including the originals of all surveillance Activity Checklists. Reclamation will retain all such records for the life of this contract. The QAE shall forward these records to the Contracting Officer at termination or completion of the contract.

Subj: ECAO HVAC Systems Maintenance QASP

Task – Main Office

Frequency Tasks Checked

Y/N Acceptable

Per Manual

Inspections on equipment

Per Manual /

PM Plan

Perform preventative maintenance.

Corrective

Maint.

Perform corrective maintenance as outlined in contract

Always Clean up work area after work performed.

Always Maintain Maintenance log.

Task – Building A

Frequency Tasks Checked

Y/N

PM Plan

Perform preventative maintenance.

Corrective

Maint.

Perform corrective maintenance as outlined in contract

Always Clean up work area after work performed.

Always Maintain Maintenance log.

Task – Building F

Frequency Tasks Checked

Y/N

PM Plan

Perform preventative maintenance.

Corrective

Maint.

Perform corrective maintenance as outlined in contract

Always Clean up work area after work performed.

Always Maintain Maintenance log.

ACKNOWLEDGEMENT

QAE DATE

CONTRACTOR DATE

METHOD OF SURVEILLANCE

Random Sampling Customer Feedback