Attachment II ------- QASP.pdf

413th Contract Support Brigade (CSB) Quality Assurance Surveillance Plan (QASP)

Quality Assurance Surveillance Plan

(QASP)

FOR

REFUSE COLLECTION AND EQUIPMENT

RENTAL

Army Contracting Command – 413th CSB RCO – AK

05 May 2025

TABLE OF CONTENTS

Subject Page Number

1. Overview 3

2. Description of Services 3

3. Roles and Responsibilities 3

4. Contract Quality Requirements 4

5. Government Surveillance 5

6. Non-Conforming Performance 7

7. Deduct Plan 8

8. Data Analysis 8

9. Acceptance of Services 8

10. COR Status Report 8

11. Contractor Performance Assessment Reporting System (CPARS) 8

12. Combating Trafficking In Persons 8

13. COR/Quality Assurance Surveillance Files 8

14. QASP Changes 8

15. Attachments #

1. Overview.

1.1 Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2 Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control;

and 3) encourage the Contractor to take appropriate steps to control and improve quality. Accordingly, the Government will perform surveillance on the contract in accordance with this QASP, but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services.

2.1 Scope of Work. The Contractor shall furnish all labor, supervision, management, tools, personnel, materials, equipment, facilities, transportation, and other items necessary to provide the services outlined below and described in this PWS. The Contractor must provide adequate work force central for the uninterrupted performance of all tasks defined within this PWS to support requirements specified in the unique task order. See attachment 1: Dumpster AO Map.

2.1.1 Types of waste that will be required to be collected include general refuse, recyclable materials, biohazardous waste, and organic waste. Biohazardous waste is defined as solid waste containing pathogens that can cause infectious disease. The Contractor shall be responsible for labeling and / or identifying which refuse containers are for which type of waste.

2.1.2 The Contractor shall provide a variety of dumpster sizes to accommodate different volumes of waste with transportation from the identified location without additional charge to the Government.

Containers should be easily identifiable by color, label or some other form as to what type of waste should be collected. The Contractor shall provide a tarp, cover, net or likewise to all refuse containers, regardless of size, to prevent animal scavenging and / or weather impacts.

2.1.3 The Contractor shall deliver the refusal container to an 8-digit grid location unique to each task order within the service area. See attachment 1: Dumpster AO Map. The Contractor shall provide relocation services of the refusal container within 2 business days excluding federal holidays and weekends.

2.2 Type of Contract. Firm Fixed Price (FFP)

3. Roles and Responsibilities.

3.1 Government.

3.1.1 Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer Info:

Contracting Officer: Jeff Morgan Organization or Agency: RCO-AK Phone: 907-353-1519 Email: Jefferey.a.morgan.civ@army.mil

3.1.2 Contracting Officer’s Representative (COR). The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Contracting Officer’s Representative (COR). Will be identified by Task Order. Need COR Info

3.1.3 Contract Administrator. N/A

3.1.4 Property Administrator. N/A

3.2 Contractor. TBD

3.2.1 Contract Manager. TBD

3.2.2 Project Manager. The Contractor shall provide a Project Manager (PM) who is responsible for the performance of the work. The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The name of the PM shall be provided to the KO and shall be present and on-site and available during normal duty hours. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence.

3.2.3 Quality Manager. TBD

4.0 Contract Quality Requirements.

4.1 Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2 Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor is performing in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5.0 Government Surveillance. The Government has the right to inspect all contract deliverables at any time before acceptance. Inspections can be announced or unannounced, but they will not unduly delay work or include directions that would change the contract. The Government also has the right to reject a deliverable that does not meet contract requirements. Any in-process inspection by the Government must be consistent with commercial practices. The COR monitors Contractor performance using various inspection methods. Before an inspection, the COR will check the contract for specific inspection and testing requirements. The COR shall use a systematic approach and ensure that the inspection methods do not interfere with the Contractor’s progress or disrupt that progress only when absolutely necessary and as minimally as possible.

5.1 Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1 100% Inspection. This method inspects/evaluates performance at each occurrence. It is often costly (both time and money) but can be necessary due to health, safety, and other considerations.

5.1.2 Customer Feedback/Input (Complaints). Although usually not a primary method, customer feedback is a valuable supplement to more systematic methods. For example, when random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

5.1.2.1 The COR will investigate and determine the validity of the complaint.

5.1.2.2 If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

5.1.2.3 For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2 Performance Requirements Summary (PRS). The Performance Requirements

Summary (PRS) (Appendix 14.1) lists performance objectives, standards, and thresholds the Contractor must meet. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Although the PRS contains only mission-essential items, the Government retains the right to inspect all contract requirements. Nonconformance with any contract requirement, whether addressed explicitly in the PRS or not, is still nonconformance (See Para 6.0 Nonconforming Performance). The PRS forms the foundation of the COR’s inspection checklist(s). Inspection of each element will be documented in the COR PIEE-SPM File.

5.3 Surveillance Schedule. A Surveillance Schedule will be created each month utilizing the DA 5475, COR Surveillance Schedule, Attachment 3. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. A copy of the Surveillance Schedule will be filed in the DoD SPM Module at https://wawf.eb.mil, in the Miscellaneous Documents Section of the CORs’ Online File.

5.4 Surveillance Checklists. Surveillance Checklists, Attachment 4, will be utilized and completed when surveillances are conducted. A copy of the Surveillance Checklists will be filed in the DoD SPM at https://wawf.eb.mil, in the CORs’ Online File.

5.5 Performance Rating Definitions. IAW FAR 42.1503, Table 42-1, the following performance ratings will be used to evaluate the quality of the Contractor's performance.

Performance Rating Criteria

Exceptional

Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good

Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

6.0 Non-Conforming Report (NCR). Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All government discovered contractor non-conformances shall be documented at the time of discovery.

Documentation will, at a minimum, include the contract and order number, reference to the specific contract requirement, the specific deficiency to the requirement, where it was discovered, the date and time it was discovered, focal point for the contractor who was notified and suspense date for contractor response. Types of nonconformance (Defined in FAR 46.101):

“Minor nonconformance” means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

“Major nonconformance” means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

“Critical nonconformance” means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

“Vital agency mission” means the mission of the requiring activity/supported unit(s) that the contract supports (ACC definition).

See ACC-AI for additional information on definitions of types/levels of nonconformance.

6.1 L1-Minor. May be issued by a functional specialist (QA, PA, etc). May be issued by a COR if KO specifically authorizes and COR is trained. Contracting Officer must review and approve if functional specialist or COR issues; KO’s review verifies the nonconformance traces to contract requirements, Contract requirements have been interpreted correctly. They agree the nonconformance is minor.

6.2 L2-Major. Issued by the Contracting Officer. Must be reviewed by one level above the KO (Can be a Team Lead).

6.3 L3-Critical. Issued by the Contracting Officer. Must be reviewed by one level above the KO. Coordinated with the Senior Contracting Official (SCO) through Customer Field Support (413th CSB) (SCO concurs / non-concurs with issuance). Commanders Critical Information Report (CCIR) to 413th BDE. If delegated contract, both SCOs must coordinate and agree."

6.4 Tracking and Resolving NCRs. All NCRs, will be included in the COR’s Monthly Report. The COR and KO shall track NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7.0 Deduct Plan. This acquisition does not include a Deduct Plan.

8.0 Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Status Reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract

Discrepancy Report. Trends noted using Contractor data will not result in a NCR unless the Contractor is not addressing the negative trend.

9.0 Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://wawf.eb.mil/.

10.0 COR Status Report. COR Status Reports will be submitted on a Monthly basis to the Contracting Officer via the COR SPM Module. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; Customer Feedback, if any; NCRs, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information.

Completed Surveillance Checklists and NCRs, if any, will be included as attachments to COR Status Reports or uploaded separately CORs’ Online SPM Module contract file.

11.0 Contractor Performance Assessment Reporting System (CPARS).

Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and NCRs, if any) will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

12.0 Combating Trafficking In Persons (CTIP). In accordance with PGI 222.17 and FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

13.0 COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained in the on-line DoD SPM Module contract file per Army Contracting Command Pamphlet, 70-1.

14.0 QASP Changes. This QASP is a living and Government document only and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval and the Contracting Officer must approve all changes.

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

Once you get a good PRS in the PWS then copy and paste it into here.

Attachment 1

Performance Requirements Summary (PRS)

Required Services

PWS

Paragraph

Performance Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

#1 Provide adequate workforce to conduct services.

Para 2.2.3.2 Contractor must provide adequate work force to conduct required daily tasks

Zero Deviation from the Standard

Random Sampling

Customer Complaints

#2 Provide multiple sized options for refusal containers

Para 2.1.2 Contractor must provide containers as small as 15 Cubic Yards to containers as large as 40 Cubic Yards for refusal collection.

Zero Deviation from the Standard

Random Sampling

Customer Complaints

#3 Provide containers for multiple different types of refusal collection

Para 2.1.1 Contractor must provide refusal container rental, refusal collection, and hauling services for general refuse, recyclable materials, biohazardous waste, and organic waste.

Zero Deviation from the Standard

Random Sampling

Customer Complaints

#4 Conduct coordination with requesting unit prior to scheduled delivery date

Para 2.5.1 Contractor must coordinate with the identified POC associated with the Task Order 48 hours prior to the scheduled delivery date to confirm

Zero Deviation from the Standard

Random Sampling

Customer Complaints drop-off times and locations.

#5 Conduct coordination with requesting unit prior to scheduled haul date

Para 2.5.1 Contractor must coordinate with the identified POC associated with the Task Order 48 hours prior to the scheduled haul dates to confirm pick up times

Zero Deviation from the Standard

100% Inspection with COR upon delivery

#6 Provide transportation of all refusal collection containers / equipment.

Para 2.3.1 Contractors must deliver and retrieve refusal containers from designated grid locations.

Within 50 meters of 8-digit grid location

No more than 15 minutes after coordinated delivery time

No more than 15 minutes after coordinated pickup time

100% Inspection with COR upon delivery

#7 Provide transportation of all refusal collection containers / equipment.

Para 7.1.1.84 The contractor must retrieve, haul, and return refusal containers from designated grid locations to landfills and back on the dates identified per the task order.

No more than 15 minutes after coordinated pickup time

Random Sampling

Customer Complaints

#8 Provide relocation services of

Para 2.1.3 The Contractor shall provide relocation services of refusal container

Zero Deviation from the Standard

Random Sampling refusal container(s).

(s) within 2 business days of email notification excluding federal holidays and weekends.

Customer Complaints

#9 Provide cover for all refusal containers.

Para 2.1.2 The Contractor must provide a tarp / cover / net or likewise to prevent animal scavenging or weather impacts

Zero Deviation from the Standard

100% Inspection with COR upon delivery

#10 Contractor use of dependable vehicles and abide by state and federal laws related to service.

Para 7.5.4 Disposed refuse IAW the state and federal laws.

100% Random Sampling.

Customer Complaints.

#11 Contractor notification of any services not completed

Para 2.1.3 Notification of locations not delivered, hauled, or collected by end of business day and provide corrective action and preventative action plans within 1 business day

Zero Deviation from the Standard

Re- Performance within four (4) hours of notification

#12 Reposition Dumpsters on order

Para 2.5.1 Perform reposition of dumpsters within 48 hours of notification

Zero Deviation from the Standard

Random Sampling

Customer Complaints

Attachment 2

Customer Complaint Record, DA Form 5477

Attachment 3

Surveillance Schedule, DA Form 5475

Attachment 4

Surveillance

Checklist(s)

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date: YES No N/A

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments: