B08_Attachment_5_QASP_CTDVC_and_LSR.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – January 2023

For Grand Teton National Park

Contract Number:

Contract Description: Maintenance Services for Craig Thomas Discovery and Visitor Center and Laurance S. Rockefeller Preserve Visitor Center Contractor’s name: (hereafter referred to as the contractor).

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price,

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO:

Organization or Agency: National Park Service Telephone:

Email:

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

Assigned COR: Jamey Zimmerman Telephone: 307-739-3637 Email: Jamey_zimmerman@nps.gov

d. Other Key Government Personnel Title: Assistant COR (Inspector) – David Dreger Telephone: 307-739-3637 Email: David_dreger@nps.gov

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

a. Program Manager - Telephone:

Email:

b. Task Manager - Telephone:

Email:

c. Other Contractor Personnel - Title:

Telephone:

Email:

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, below, includes performance standards.

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Performance Standards Matrix:

Craig Thomas Discovery and Visitor Center

DAILY SCHEDULED

MAINTENANCE ACTIVITIES

Task ID TASK LOCATION FREQUENCY

Inspect fire alarm, fire pump controller and security panels for faults

Security and Alarm Panels Daily

2 Inspect Fire Pumps (Leaks or visible damage) Boiler Room Daily

3 Inspect and Maintain Boilers

Check Glycol levels in hydronic heating system fill tank Boiler Room Daily

5 Fill as necessary, using appropriate mixture Boiler Room As needed

6 Check overall system pressure Boiler Room Daily

Adjust by Adding or removing liquid to maintain pressure around 20 PSI Boiler Room As needed

Inspect propane fired condensing Boilers (Hydrotherm KN10) (1, 2 & 3). Boiler Room Daily

Record Temperature, Pressure, Alarms, Faults, Etc.

Boiler Room Daily

10 Complete all Boiler logs daily Boiler Room Daily

Check (2) hot water and (1) chill water circulation pumps for proper operation Boiler Room Daily

12 Inspect pump couplers, tighten/ adjust as necessary Boiler Room Daily

Visually inspect all floor heat and snow melt circulation pumps Boiler Room Daily

Inspect room for any leaks, excess condensation or any other issues Boiler Room Daily

Maintain Electrical Equipment Electrical

Room

16 Visual inspection of lighting control panel Electrical Room Daily

17 Visual inspection of TUSS Electrical Room Daily

18 Visual inspection of Fan Cooling Unit Electrical Room Daily

19 Inspection and Minor Repair, Main Building

Check building for any noticeable issues: Leaks, drips, unusual noises. Includes all rooms, attic/mechanical/crawl spaces, etc.

Entire Bldg:

All rooms, attics, mechanical spaces

Daily

Check server room, ensure cooling system is operational Server Room Daily

22 Check Building Automation System

Check all system graphics and setpoints Maintenance

Office Daily

Check and verify all alarms Maintenance

Office Daily

Verify building temperatures Maintenance

Office Daily

Verify all component inputs and outputs Maintenance

Office Daily

Troubleshoot any issues and adjust accordingly Maintenance

Office Daily

Reload controllers, back programs up to flash, verify program operation as needed

Maintenance Office Daily

Craig Thomas Discovery and Visitor Center

WEEKLY SCHEDULED MAINTENANCE

ACTIVITIES

29 Inspect propane levels in five underground propane tanks Exterior Weekly

Inspect All Air Handling Units and Energy Recovery Ventilators Weekly

Check Belts, pulley, air filters, electric motors and any other inspection requirements from manufacturer. Weekly

Ensure proper housekeeping in all mechanical rooms (clean and sweep) Weekly

33 Physical inspection of the building crawl space Weekly

34 Inspect all building lighting (to include exit lighting) Weekly

Inspect air filters from all HVAC equipment

Entire Bldg: All rooms, attics, mechanical spaces Weekly

36 Physical test of Generator – Verify output voltage Weekly

Inspect Generator

Generator Room

Check oil level and Battery voltage of propane fired generator. Generator Room Weekly

Verify there are no generator faults, ot faults/alarms for the Automatic Trasnfer Switch Generator Room Weekly

Physical inspection of air cleaner

Generator Room Weekly

Ensure proper room temperature

Generator Room Weekly

Visual inspection of unit heater

Generator Room Weekly

Inspect louvers and actuator motors

Generator Room Weekly

Ensure no ice buildup and clear of obstructions.

Generator Room Weekly

For any faults: Troubleshoot and provide estimate for repairs/ replacement Generator Room As needed

Craig Thomas Discovery and Visitor Center

MONTHLY PLUS SCHEDULED MAINTENANCE ACTIVITIES

Task

ID TASK LOCATION FREQUENCY

Air Handling Units and Energy Recovery Ventilators: Change belts Annually

Air Handling Units and Energy Recovery Ventilators: Change filters every 4 months

48 Inspect Fan Cooling Unit Belt & Filter (x 5 FCU's) Monthly

49 Replace Fan Cooling Unit Belt (x 5 FCU's) Annually

50 Replace Fan Cooling Unit Filter (x 5 FCU's) Twice per year

All Fans and Motors: Check bearings and grease per manufacturer's recommendation Monthly

Maintain proper lubrication of electric motors (refer to manufacturers lubrication recommendations) Boiler Room

Per Manufacturer

53 Replace Lamps 150 x per year

54 Replace Lighting Ballasts 10 x per year

Provide to NPS all Monthly PM/CM logs with any corrections/ adjustments Monthly

Visual and Thermal inspection (with IR Camera) of electric motors Monthly

Visual and Thermal inspection (with IR Camera) of water circulation pumps

Mech Rooms, boiler room, mezzanines & crawl spaces Monthly

Visual and Thermal inspection (with IR Camera) of VAV actuators

Air Handler Mezzanines Monthly

Visual and thermal imaging inspection of all electrical distribution equipment Annually

Tighten electrical connections as necessary according to manufacturer’s torque values Annually

61 Perform regular scheduled maintenance of generator Monthly / Annually

62 Physical inspection and operation of fire pump Monthly

Operate and exercise valves on hydronic heating system, and domestic water pipes Monthly*

Check glycol freeze rating on boiler system and adjust accordingly

Twice per year

65 Inspect and adjust all components of auditorium curtain Monthly

66 Inspect and adjust all blinds in director’s room Monthly

67 Inspect and clean filters in lighting control boxes Monthly

68 Inspect filters in generator room Annually

Clean manifold on all three boilers

Annually

70 Replace 2 floor heat circulating pumps Annually

71 Inspect/ clean filters on cabinet heaters in entry vestibule Annually

72 Repalce filters in Generator Room Intake Annually

73 Clean all heating and cooling coils in building Annually

74 Adjust HVAC equipment based on seasonal setbacks Twice per year

Laurance S. Rockefeller Preserve

DAILY SCHEDULED MAINTENANCE ACTIVITIES

NOTE: LSR WINTER

ACCESS IS OVER

SNOW

Task ID TASK LOCATION FREQUENCY

1 Inspect fire alarm and security panels for faults Security and Alarm Panels Daily in Summer

Task ID TASK LOCATION FREQUENCY

2 Inspect ClimateMaster Heat Pump Main Building Daily in Summer

Maintain Composting Toilets & Plumbing

Visual inspection of Composting Toilet (Building and Complete System)

Composting Toilets

Daily in Summer / Weekly in Winter

4 Inspect all Plumbing Fixtures (All Buildings) All Buildings Daily in Summer

Inspection and Minor Repair

Check building for any noticeable issues: Leaks, drips, unusual noises. Includes all rooms, attic/mechanical spaces, etc.

Entire Bldg: All rooms, crawlspace, mechanical spaces

Daily in Summer / Weekly in Winter

Check all doors for proper operation of door hardware and locks

All Buildings Daily in Summer Only

7 Check building lighting (includes exit lighting) All Buildings Daily in Summer

TASK LOCATION FREQUENCY

Check Building Automation System

Check all system graphics and setpoints

Main Building Daily Year Round

Check and verify all alarms

Main Building Daily Year Round

Verify building temperatures

Main Building Daily Year Round

Verify all component inputs and outputs

Main Building Daily Year Round

Troubleshoot any issues and adjust accordingly

Main Building Daily Year Round

Reload controllers, back programs up to flash, verify program operation as needed Main Building Daily Year Round

WEEKLY SCHEDULED MAINTENANCE ACTIVITIES

NOTE: LSR

WINTER ACCESS

IS OVER SNOW

14 Physical inspection of all air handling equipment Main Building Weekly, Summer Only

15 Visual inspection of all filters Main Building Weekly, Summer Only

16 Inspect and top off fire cistern tank Main Building Weekly, Summer Only

17 Inspect and tighten toilet seats/covers Composting Toilets

Weekly, Summer Only

18 Physical inspection of Phelps Lake restroom (Summer) Phelps Lake Toilet Weekly, Summer Only

19 Inspect water tank and compost tee tanks Phelps Lake Toilet Weekly, Summer Only

20 Inspect PRV system: Batteries, panels, etc.

Composting Toilets

Weekly, Summer Only

Inspect Building Exterior, Check all doors for proper operation of door hardware and locks Main Building

Weekly, Year Round

MONTHLY PLUS SCHEDULED MAINTENANCE ACTIVITIES

Task

ID TASK LOCATION FREQUENCY

Maintain Composting Toilets & Plumbing

23 Replace 2 compost tee pumps per year Composting Toilets Annually

24 Replace 1 composting toilet vent fan per year Composting Toilets Annually

25 Removal of all compost tea Composting Toilets Monthly

26 Stir Compost Composting Toilets Monthly

27 Remove Trash from Compost Tanks Composting Toilets Monthly

28 Add wood chips Composting Toilets Monthly

Task

ID TASK LOCATION FREQUENCY

Inspection and Minor Repair

30 Replace broken toilet seats x 2 All Buildings Annually

31 Repair/ replace broken soap dispensers x 2 All Buildings Annually

32 Replace bulbs as needed – minimum 25 lamps per year All Buildings Monthly

33 Replace ballasts as needed – 5 ballasts per year All Buildings Monthly

34 Replace all air handler filters Main Building Three times per year

Visual and thermal imaging inspection of all electrical distribution equipment All Buildings Annually

36 Inspection and Maintenance of light touch system Main Building Annually

Inspection and Maintenance of Uninterrupted Power Supply System Main Building Annually

38 Spring Opening

Opening of all buildings to be done based on NPS schedule

39 Turning on water to buildings and ensure no leaks All Buildings Annually

40 Charge water line to fire cistern Main Building Annually

Turn on water to compost toilet misters Composting

Toilets Annually

Install Photovoltaic System Batteries at Restrooms Composting

Toilets Annually

Turn on water to boot washing station Composting

Toilets Annually

Turn on water to all faucets

All Buildings Annually

Turn on water to employee restroom and janitors closet in main building Main Building Annually

Fill water heaters

All Buildings Annually

Turn on water to outside water fountain

Main Building Annually

Install all backflow prevention devices (backflow testing by NPS) All Buildings Annually

Seasonal startup of compost toilets & install tea pumps Composting

Toilets Annually

Opening valve to turn on waterfall

Main Building Annually

Opening dampers on HVAC air intake and exhaust

Main Building Annually

Removal of building shutters

Main Building Annually

Initial filling of water tank at Phelps Lake Composting

Toilets Annually

Install pumps and fans for compost toilets, verify proper operation

Composting Toilets Annually

Ensure Phelps Lake PRV is in summer mode and properly charging

Composting Toilets Annually

Install pumps from water tank to compost toilet misters Composting

Toilets Annually

57 Fall Closing

Closing of all buildings to be done based on NPS schedule

58 Turn off and drain water from all buildings All Buildings Annually

Antifreeze all drains

All Buildings Annually

Turn off water to all compost toilets, remove pumps and remove all compost tee

Composting Toilets Annually

Turn off power to all compost toilets Composting

Toilets Annually

Remove batteries from photovoltaic system Composting

Toilets Annually

Turn off water to outside water fountain, drain

Main Building Annually

Drain water heaters, shut off power

All Buildings Annually

Use air compressor to blow out all water lines

All Buildings Annually

Turn of valve to shut down waterfall

Main Building Annually

Drain Lines to fire cisterns

Main Building Annually

Drain water tank at Phelps Lake, and remove all compost Tee Composting

Toilets Annually

Remove Mister pumps at Phelps Lake Restroom Composting

Toilets Annually

Close dampers on HVAC air intake and exhaust

Main Building Annually

Replace all building shutters, all windows on main building

Main Building Annually

Final stirring and cleaning of compost toilet tanks Composting

Toilets Annually

6. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the COD CS, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL. The following surveillance methods shall be used with their corresponding performance standard requirements listed, by number, following each method. The COR may change surveillance methods after contract award to provide better review of contract compliance with the AQL’s.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

• All unscheduled maintenance items

• CTDVC Items 46-47, 49-50, 70-73

• LSR Items 22-31, 34-72

b. MANAGEMENT INFORMATION SYSTEMS (MIS). (Evaluates outputs through the use of management information reports. Best used for general surveillance and may need to be supplemented by periodic inspections.) Contractor shall develop and submit for approval prior to use, a record log for all performance items under this surveillance category. Record all work items on forms at scheduled frequency.

• CTDVC Items 1-45, 48, 51-69

• LSR Items 1-21, 32-33

c. PERIODIC INSPECTION. (Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

• CTDVC Items 1-45, 48, 51-69

• LSR Items 1-21, 32-33

d. USER SURVEY. (Combines elements of validated user complaints and random sampling.

Random survey is conducted to solicit user satisfaction. Appropriate for high quantity activities that have historically been satisfactory. May also generate periodic and 100% inspections.)

• CTDVC Item 74

e. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.)

• CTDVC Item 74

f. 100% INSPECTION. (Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.)

• All unscheduled maintenance tasks for both CTDVC and LSR

g. PERIODIC SAMPLING. (Variation of random sampling. However, sample is only taken when a deficiency is suspected. Good follow-up to MIS analysis. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.)

• CTDVC Items 46-47, 49-50, 70-73

• LSR Items 22-31, 34-72

i. Progress or status meetings.

• CTDVC Items 68-73 (Items related to season change from summer to winter, etc)

• LSR Items 34-72 (Items related to season change from summer to winter, etc)

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

8. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

All performance requirements shall be rated to the following rating system. Note that most performance items are either unsatisfactory or satisfactory (such as checking fluid levels on boilers, checking for leaks, etc.). These items shall be rated as such, however the exceptional rating shall be used when there are varying levels of performance on those work items (changing lightbulbs and ballasts as soon as they go out, rather than waiting weeks, etc.).

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the CO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements, on a daily, weekly, or a variable basis- as specified in the AQL summary of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed. Frequency of measurement shall be done to ensure AQL’s are being met, and contract compliance is being met.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor on an annual basis to assess performance and shall provide a written assessment.

Prepared by: Phillip A. Fessler, PE

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER:

2. Prepared by: (Name of COR)

3. Date and time of observation:

4. Observation:

Prepared by:

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number:

2. TO: (Contractor Task Manager or on-site representative)

3. FROM: (Name of COR)

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than days from receipt of this CDR.

Prepared by:

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>