B08_Attachment_D_-_Quality_Assurance_Surveillance_Plan.pdf

Attachment D – Quality Assurance Surveillance Plan

Quality Assurance Surveillance Plan

For

U.S. Army Reserve (USAR) Army Reserve Installation Management

Directorate (ARIMD)

Enterprise Building Control System (EBCS)

23 April 2025

Jonathan Chisholm Contracting Officer Department of the Interior Interior Business Center

Timothy D. Harper Contracting Officer’s Representative Office of the Chief Army Reserve (OCAR) Sustainment and Resiliency Division (SRD), ARIMD

Fort Belvoir, VA 22060-5231

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Deduct Plan

8. Data Analysis

9. Acceptance of Services

10. COR Status Report

11. Enterprise Contractor Manpower Reporting Application (ECMRA)

12. Contractor Performance Assessment Reporting System (CPARS)

13. Combating Trafficking In Persons (CTIP)

14. COR/Quality Assurance Surveillance Files

15. QASP Changes

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. Across all U.S. Army Reserve (USAR) facilities building-level assets (e.g., local building controls, heating, and cooling systems, etc.) will continue to be connected to Enterprise Building Control System (EBCS) -connected, and individual buildings or systems can be viewed and controlled remotely. EBCS is used for more than basic scheduling – providing intelligent monitoring of systems and alerting operators of problems. Building operation is optimized based on actual needs and systems are retuned on an on-going basis.

For background, the Army Reserve Installation Management Directorate (ARIMD) considers EBCS an important tool to save energy and provide improved remote monitoring and control of Army Reserve facilities. USAR facilities are ideal candidates for an EBCS because they are dispersed across a wide geographic area, often lack on-site personnel capable of managing control systems, have highly variable occupancy, and often have long periods of low/partial occupancy.

The EBCS provides a platform to better implement scheduling (e.g., unoccupied period temperature set-back), monitoring of building equipment, and remote diagnostics and troubleshooting capabilities.

The ARIMD has adopted a standardized architecture for EBCS that provides a uniform integration standard for communication at the “Enterprise” level (e.g., connection of building level controls to an Enterprise Server via the Army Reserve Network (ARNet)). Developing tools at the “Enterprise” level ensures uniformity of equipment and interfaces, while providing the ability to develop region- or site-specific tools. The EBCS process has led to USAR-wide controls specifications.

2.2. Type of Contract. This requirement will be fulfilled under an Indefinite Delivery/Indefinite Quantity (ID/IQ) Contract that uses largely firm fixed price task orders that may include limited scope time and materials (T&M) line items.

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.

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.

Because this effort will be across the total USAR portfolio, regional POCs will also be involved in QA/QC to validate successful integration.

3.2. Contractor.

3.2.1. Contract Manager and Alternate.

The Contractor must designate a minimum of one individual who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m EST, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. These individuals may be classed as a Program Manager if so desired by the Contractor. As necessary, the Contractor shall furnish the COR with a list of telephone numbers where an authorized representative may be contacted during duty hours while in performance of tasks under this scope.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which the Contractor is assured the 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 has performed 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. Government Surveillance.

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

5.1.1. 100% Inspection

5.1.2. Customer Feedback. 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.

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

• 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.

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

5.2. Surveillance Schedule.

A Surveillance Schedule will be created each month (or at the end of requirement if less than 30 days) 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 Virtual Contracting Enterprise (VCE), COR Management Tool, https://cor.army.mil/, (Either as an Attachment to the Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File.).

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 4, will be utilized and completed when surveillances are conducted.

5.4. Surveillance Documentation. The applicable Surveillance Checklist(s) will be completed when/as Surveillances are conducted. Completed Surveillance Checklist(s) will be filed in the Virtual Contracting Enterprise (VCE), COR Management Tool, https://vce.army.mil/, (Either as an Attachment to Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File.).

https://cor.army.mil/ https://vce.army.mil/

6. Non-Conforming Performance.

Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All instances of non-conformance will be documented, and the Contractor will be notified. Resolution of non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor. Non-conformance is classified as either: Level I (Minor); Level II (Major);

or Level III (Critical).

6.1. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through either a verbal or written Contract Discrepancy Report (CDR). However, the Government is still required to document verbal Level I CDRs. The COR may issue verbal Level I CDRs directly to the appropriate level of Contractor management.

The COR will notify the KO as soon as practical when a verbal Level I CDR is issued and document them in their Monthly Reports. If the non-conformance cannot be corrected on the spot, the Contractor shall be given a suspense date to correct the deficiency. The KO will issue, and sign written Level I CDRs, Attachment 5.

6.2. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Also, repeated discrepancies, a large number of documented Level I CDRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The KO issues all Level II CDRs in writing, Attachment 5. The COR will notify the KO as soon as practical when a major non-conformance is identified.

6.3. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II CDRs. The Contracting Office Director or Deputy Director issues written Level III CDRs. The COR is responsible for notifying the KO immediately upon discovery of a critical non-conformance.

6.4. Documenting CDRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement;

where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.5. Tracking and Resolving CDRs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Report. The COR and KO shall track CDRs 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. Deduct Plan.

This acquisition does not include a Deduct Plan.

8. 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 adjust 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 CDR unless the Contractor is not addressing the negative trend.

9. 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. COR Status Report.

COR Status Reports will be submitted on a Quarterly basis to the Contracting Officer via the COR Management Tool. 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; CDRs, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists and CDRs, if any, will be included as attachments to COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online file.

11. Enterprise Contractor Manpower Reporting Application (ECMRA).

In accordance with Office of the Secretary of Defense Memorandum, Enterprise-wide Contractor Manpower Reporting Application, dated 28 Nov 2012, the Contractor must report contractor (and subcontractor) manpower to the Contractor Manpower Reporting website at https://ecmra.mil/. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in the VCE, COR Module, CORs’ Online File, CMRA section. Contractors should direct questions to the ECMRA support desk at DOD.ECMRA.Support.Desk@mail.mil.

12. Contractor Performance Assessment Reporting System (CPARS).

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

13. 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.

14. COR/Quality Assurance Surveillance Files.

https://wawf.eb.mil/ https://ecmra.mil/Default.aspx mailto:DOD.ECMRA.Support.Desk@mail.mil

The official COR/Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool per Army Contracting Command Pamphlet, 70-1.

15. QASP Changes.

This QASP is a living document 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.

Timothy D. Harper Contracting Officer’s Representative Office of the Chief Army Reserve (OCAR) Sustainment and Resiliency Division (SRD)

ARIMD

Jonathan Chisholm Contracting Officer Department of the Interior Interior Business Center

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

5. Contract Discrepancy Report, DA Form 5479

Attachment 1

Performance Requirements Summary (PRS)

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold

Method of Surveillance

PRS # 1

The contractor shall remove and dispose of all debris, existing desks, and raised floor. Para 5.2.1

Room 102 will be free of all desks, debris.

No visible debris, desks.

100 Percent Inspection by COR or

FM

PRS # 2

The contractor shall provide and install all finishes. Para 5.2.3

All finishes installed IAW with ANSI standards, the PWS, and manufactured recommendations.

All installed finishes will present a flush, neat and clean appearance.

100 Percent Inspection by COR or

FM

PRS # 3

The contractor shall install all electrical fixtures and circuits.

Para 5.2.5

All circuits meet NFPA and NEIS standards

100% functioning 20amp circuits to every two work stations.

100 Percent Inspection by COR or

FM

PRS # 4

The contractor shall provide and install all communications equipment. Para 5.2.6

All communications equipment shall be installed IAW with Electronic Industries Association and Telecommunications Industries Association (EIA/TIA) 568 standards.

100% functioning of all installed or reinstalled communications equipment.

100 Percent Inspection by COR or

FM

PRS # 5

The contractor shall provide all deliverables. Para 5.3

All deliverables provided IAW the corresponding CDRL

All deliverables provided NLT 48 hours after requested date

100 Percent Inspection by COR or

FM

PRS # 6

Contractor shall ensure all safety measures are met during work.

Para 1.6.7

All safety precautions are followed IAW with OSHA and NFPA standards.

Zero negligent injuries of government or contractor personnel.

Customer complaint and random monitoring by the COR.

Attachment 2

Customer Complaint Record, DA Form 5477

DA FORM 5477

Attachment 3 Surveillance Schedule, DA Form 5475

DA Form 5475 COR-QAE Surveillanc

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:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

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

Attachment 5 Contract Discrepancy Report, DA Form 5479

DA Form 5479 Contract Discrepanc