Bar Montenegro_QASP_Final_LH_5Feb2021.pdf

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QUAILITY ASSURANCE SURVEILLANCE PLAN

STEVEDORING AND RELATED TERMINAL SERVICES

PORT OF BAR, MONTENEGRO

Stevedoring & Related Terminal Services (S&RTS)

Quality Assurance Surveillance Plan

For

Military Ocean Terminal 839th Transportation Battalion

TC DET - EASTERN MED - GR

(Greece Detachment)

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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. OBJECTIVE. This Quality Assurance Surveillance Plan (QASP) has been developed as an aid to the

Government in providing effective and systematic surveillance for the Stevedoring and Related Terminal Services (S&RTS) provided. This QASP provides the methodology by which the Contractor’s performance will be monitored to determine compliance with standard performance objectives. The plan is designed so that surveillance is limited to that which is necessary to verify the Contractor is performing the services satisfactorily and relates directly to performance objectives of the Performance Work Statement (PWS).

Critical performance objectives are those designated with corresponding performance measures and standards.

Surveillance will be in accordance with the Performance Requirements Summary (PRS) located in the Performance Work Statement.

The Performance Requirements Summary (PRS) represents the most important contract objectives that, when met, will ensure contract performance is satisfactory. Although not all PWS requirements are listed in the PRS, the contractor is fully expected to comply with all requirements in the PWS. Performance standards define required services. The Government will perform surveillance to determine if the Contractor meets, or does not meet the standards of this contract. The PRS Matrix below includes performance standards that the Government shall use to evaluate the Contractor's performance and shall compare the Contractor’s performance with Acceptable Quality Levels (AQL).

2. GOVERNMENT SURVEILLANCE.

a. The Contracting Officer will designate in writing a primary and alternate Contracting Officer Representatives (CORs) for the contract at the Port of Bar, Montenegro. The COR authority will be limited to administering specific technical aspects of the contract. The letter of designation will identify specific guidelines and clearly detail the limits of the COR authority.

b. A Port Service Caller(s) may be designated by the Contracting Officer to monitor daily contractor performance at the Port of Bar, Montenegro. Monitors shall be designated in writing and provided a copy of the contract and this surveillance plan. In the case of this contract, the Port Service Caller shall:

(1) Maintain a detailed knowledge of the technical requirements of the contract.

(2) Monitor and record Contractor’s performance.

(3) Maintain complete and accurate documentation.

(4) Establish and maintain a good working relationship with the Contractor.

(5) Not make legal interpretations.

(6) Not impose tasks or performance standards not included in the contract.

(7) Not supervise or direct Contractor personnel.

(8) Not waive contract requirements.

(9) Not negotiate rates with the Contractor.

c. Port Service Caller will notify the COR of any problem areas related to the execution of the contract. The

COR is responsible for resolving performance issues. The COR will immediately notify the Contracting Officer (KO) if satisfactory resolution cannot be reached.

d. The COR/ACOR/PSC will meet with the contractor at the completion of each operation to discuss operations and problem areas as identified in the Quality Assurance Surveillance Report (developed from the Performance Requirement Summary).

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3. SURVEILLANCE. Surveillance of contractor performance is the method used by the Government to determine whether the contractor is effectively and efficiently complying with all terms and conditions of the contract. The functional expertise of the COR/ACOR/PSC plays a critical role in adequately evaluating contractor performance. The following surveillance methods shall be used:

a. Vessel Inspection. Vessel inspection will occur when loading and discharging cargo. It shall involve direct visual observation, direct dialog with all involved parties, and completion of the QASR for each shift.

b. Visual Inspection. Visual inspection will occur when documenting cargo during vessel loading and discharge, loading and securing cargo on outbound conveyances, unloading cargo from inbound conveyances, and complying with applicable installation and terminal safety and fire regulations. The QASR will be used for documenting visual inspections.

c. Traffic Management Division (TMD) feedback. TMD feedback will occur after receipt of Contractor’s documentation and reconciliation with government documentation. COR monitors feedback from TMD to ensure proper documentation procedures are being followed by the Contractor.

A Contractor Surveillance Checklist/QASR will be used during the surveillance of Contractor performance during each terminal operation (Ex. Form on Page 8).

4. PERFORMANCE REVIEWS AND EVALUATIONS.

a. The COR will conduct a performance review at the end of each ship operation and an annual evaluation with the contractor based on information obtained from the ACOR/PSC and other onsite Government personnel and through the surveillance methods identified above. The Acceptable Quality Level (AQL), have been identified in the PRS. Reviews and evaluations will form the basis for determining compliance with performance objectives, measures and standards. Performance deficiencies shall be identified, documented and addressed immediately, in coordination with the KO.

b. The ACOR/PSC will provide the COR with standard performance objectives deficiencies. The ACOR/PSC will thoroughly document all deficiencies, identify source of information and reference the applicable PWS performance standard or contract requirement for which the deficiency applies. The COR will document performance deficiencies providing a copy of such deficiency to the KO.

c. The COR will generate performance reports based on the COR/ACOR/PSC overview performed at the end of each ship mission. This report will identify the level to which the performance standard for critical objectives was achieved based on a cumulative total of all activity for the period of performance. Critical performance objectives are listed in the Performance Requirements Summary.

5. ANALYSIS OF PERFORMANCE REVIEW RESULTS. At the end of each performance evaluation period, the COR will evaluate all surveillance data to determine those critical performance standards that do not meet the AQL in the PRS. The COR will prepare a Contract Discrepancy Report (CDR) and forward to the KO for review. The KO will issue it to the Contractor. The CDR will make reference to the performance objective and standard and state how the AQL was not met. The CDR will identify the monetary deduction to be applied, if applicable, as identified at Attachment 1. The contractor will be required to respond to the KO generated CDR within five (5) working days. The contractor response shall be in writing and explain why the performance deviated from the AQL, how the performance will be returned to acceptable levels and how a recurrence of the problem will be prevented in the future. The COR may prepare and request the issuance of a CDR for recurring failure to meet other contract performance objectives or requirements. The contractor shall respond in accordance with requirements identified herein.

6. QASP REVISIONS. Revisions to this plan are the joint responsibility of the COR and KO.

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Performance Requirements Summary Matrix

PWS Section # and Title

Item being measured Details of AQL Method Used Corrective actions required due to deviations from the

Performance Measure

1.0 SCOPE

1.2.2 Written approval from the COR

for all work being performed The Contractor shall obtain the required written approval from the COR for all work, services, or other terminal operations for which a task order number and ordering template will be issued.

100% Compliance

The Contractor will assume all expenses for any work performed outside of or without prior written authorization from the COR

2.0 SECURITY

2.4.3 2.4.4.

2.4.4.1

Cyber-Incident Reporting Objective: 100% Compliance Provide timely cyber-incident reporting.

Threshold: No more than one late cyber-incident report or unreported cyber-incident in a twelve (12) month period.

Observation and inspection

Contractor verbally reprimanded for non-compliance or written

TDR

3.0 SAFETY

3.3 SAFE WORKING LOADS adhere to local authority, and DOD

standards for “safe working load” for all Material Handling Equipment

(MHE)

100% Compliance Observation and inspection

Contractor verbally reprimanded for non-compliance or written

TDR

3.2.1 PERSONNEL PROTECTIVE

EQUIPMENT

ensure all contractor personnel, to include subcontractors wear proper PPE, to include but limited to: safety vest, steel toed boots, hard hats, leather gloves, and long pants

100% Compliance Observation and inspection

Contractor verbally reprimanded for non-compliance or written

TDR

3.5.2 LEAKING CARGO

SHIPMENTS, GOVERNMENT

OWNED EQUIP or

CONTRACTOR OWNED EQUIP

The Contractor shall report immediately leaking POL or hazardous substances to the COR The Contractor shall not move any cargo leaking or spilling POL or any hazardous substances

100% Compliance Observation and inspection

Contractor verbally reprimanded for non-compliance or written

TDR

Contractor shall be responsible for cleanup at their expense

3.6.2 3.6.2.1

REQUIRED LICENSES The Contractor shall ensure that its personnel operating Government Vehicles possess valid civilian driver’s licenses or permits as required for operating military vehicles on and off the port.

100% Compliance Observation and inspection

Contractor shall be verbally reprimanded for non-compliance

3.7 SAFETY BRIEFINGS The Contractor shall conduct and

document safety briefings for all workers prior to all operations and at each shift change

100% Compliance

Observation and inspection

COR fills out evaluation of contractor

3.10 6.11

DAMAGE, ACCIDENTS,

INJURY, PILFERED CARGO

The Contractor shall immediately notify the COR of any incident and/or accident that results in damage to cargo or property, release of HAZMAT, injury, and/or death to any personnel

Load Without Damages: 0% of Cargo Damaged, 1% max allowable deviation for damages under $1000, otherwise 0% deviation

The Contractor shall immediately notify the COR, as occurs or as first discovered, if any cargo is damaged, lost or pilfered while in the care, custody or possession of the

100% Compliance

Compliance

Observation and inspection

COR fills out evaluation of contractor

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Contractor. The Contractor shall use the Cargo Discrepancy Report (TDR Form 361)

4.0 CONTRACT ADMINISTRATION

4.2.3 RECONCILIATION AND

VALIDATION

the Contractor & COR shall reconcile all services ordered within seven (7) business days of each vessel or DW review all supporting documentation (log book, tally sheets, and time sheets). The COR and Contractor agree and the Contractor shall sign (digital or wet signature) the SDDC form MT 288 capturing all commodity, labor and equipment used

85% Compliance The Contractor shall submit an invoice for payment to the COR for certification in order to meet the goal of paying the contractor within 30 days.

4.12 START TIMES The Contractor shall be flexible to the

Government for work start times. The Government shall discuss vessel or terminal work at each planning meeting, where an established work day start time shall be established.

85% Compliance The Contractor will be held accountable for delays in vessel start times.

COR fills out evaluation of contractor per vessel

5.0 CONTRACTOR GENERAL REQUIREMENTS

5.1.2 5.1.2.1

PLANNING MEETING,

OPERATIONS

The Contractor and the COR will agree in writing all mission requirements and time schedules for completion.

The Contractor shall keep pace with cargo surge and sustainment of daily throughput capacity, ensuring all conveyances are loaded/ unloaded expeditiously and vessels are loaded/discharged on time to meet required shipping deadlines and timelines as agreed to between the COR and the Contractor at pre-operations meetings.

95% Compliance The Contractor will be held accountable for vessel completion times

The Contractor will be held accountable for delays in vessel operation.

The Contractor will be held accountable for productivity delays

5.1.3 CARGO INSPECTIONS Prior to handling cargo, the Contractor will inspect all inbound military cargo when the cargo is received (vessel, truck, or by convoy) for damage, leaks, documentation, and container seal numbers, placards, and other discrepancies. These issues will be immediately reported to the COR.

100% Compliance

The Contractor will be held accountable for each vessel, inspect all cargo, all Cargo lashing, and reporting all discrepancies.

5.1.4 LABOR OR EQUIPMENT

SHORTFALLS

The Contractor shall notify the COR immediately for any labor or equipment shortfalls, and communicate their plan to rectify those shortfalls prior to operational start times.

100% compliance

100% compliance

The Contractor will be held accountable for labor and equipment shortfalls

COR fills out evaluation of contractor per vessel

5.3 DAILY OPERATION

MEETINGS

The Contractor shall participate in all meetings regarding all vessel and terminal services to include, standard daily operations meetings, (time specified and location in Section 6), vessel planning briefs, boarding parties, quarterly command safety meetings, etc. as required. Meetings may be scheduled or unscheduled, and participation is required by the Contractor and shall be part of all commodity operations.

95% compliance

Contractor verbally reprimanded for non-compliance or written

TDR

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5.4.2 VEHICLE (CARGO)

PREPARATION

The Contractor shall prepare USG cargo for onward movement to final destination (port clearance trucks) or for loading vessels.

COR, ACOR, or the Marine Cargo Specialist shall inspect all cargo, and make on the spot correction,

5.4.3 5.4.4 5.4.5

LOAD AND DISCHARGE

TRUCKS,

The Contractor shall load or discharge commercial line haul trucks, (Reception or Disposition) The Contractor shall load and unload trucks in such a manner that no damage is caused by the Contractor.

The contractor shall ensure cargo is loaded for the right destination on the right truck.

compliance and make on the spot correction.

The Contractor shall be responsible for reimbursing the Government for all costs associated with recovering or moving the cargo in question to the proper final destination

5.5.3 5.5.5

LOAD AND DISCHARGE

VESSEL

The Contractor and COR shall develop a vessel load or discharge plan based on the most efficient way to complete vessel operations, and shall agree on completion time schedule(s).

The Contractor shall verify the location of all cargo onboard the vessel, and inspect cargo prior to handling, and report any damage or discrepancies found while onboard the vessel to the COR.

0% of cargo needs to be re-stowed.

Max allowable deviation is 1% Cargo must be one hundred percent (100%) accounted for once the ship has been fully discharged. Zero deviation and make on the spot correction.

The Contractor will be held accountable for vessel completion times, delays in vessel operation.

5.5.6 5.5.7

CLEAN UP VESSEL,

DUNNAGE, LASHING, AND

MATERIALS

The Contractor shall remove all unused dunnage, lashing and securing material. The Contractor shall also remove from vessel all debris, to include broom sweeping, generated by the operation.

85% compliance

Specialist shall inspect vessel, and make on the spot correction,

5.15 STUFFING AND UNSTUFFING

CONTAINERS, FLAT RACKS,

The Contractor may be requested to stuff and un-stuff containers in such a manner that no cargo is damaged by the Contractor.

and make on the spot correction.

5.19 TALLY AND CHECKING The Contractor shall provide tally and checking services for all cargo handled during cargo operations. The Contractor shall report all damages and shortages and shall provide a copy of all tally reports (signed by the checker) to the COR no later than 2 hour after the completion of each shift unless otherwise specified.

5.21 FRUSTRATED CARGO The Contractor shall notify the COR

immediately on all discrepancies found with USG cargo. Cargo is considered frustrated for but not limited to (documentation, labeling discrepancies, damage, leaking POL’s or hazardous substances, missing or damaged door seals, or missing placards).

and make on the spot correction.

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5.22 INOPERABLE OR DEADLINE

VEHICLES (TOWING)

Any vehicle being towed shall be towed via the use of vehicle tow-bar designed for that vehicles Gross Vehicle Weight Rating (GVWR), and by a fully operational equivalent size and capacity contractor vehicle designed for towing.

The Contractor shall adhere to DOD safety standards for towing vehicles (wheel or tracked) and use proper towing equipment (tow bars).

and make on the spot correction.

Per Army smart book, (http://vertexintl.com/media/2018/ 09/02-US-Army-Tow-Bar-Smart- Book.pdf).

5.25 LIFTING GEAR AND RIGGING The Contractor shall load test all lifting gear and rigging used in connection with all military operations. All tested equipment shall be tagged, certifying it meets the required industry and DOD standards

IAW TB 43-0241.

The Contractor shall have two personnel (foremen or stevedore) that were school trained and certified in rigging to inspect and rig, heavy lift slings used in all vessel, and truck lifting operations.

6.0 PORT - TERMINAL SPECIFIC REQUIREMENTS

6.3.1 POSTED SPEED LIMITS

RORO RAMP SAFETY

The Contractor shall adhere to all port speed limits as directed or as defined by the SDDC Commander and SDDC Safety Officer. For all SDDC vessel operations at all terminals/ports, the speed limit inside vessel, on vessel ramps, and dock/pier is <5 MPH. In all SDDC Staging areas, the speed limit is 10 MPH or less. MHE speed limit is 10 MPH or less

100% Compliance

Observation and inspection

Contractor verbally reprimanded

6.8 TRUCK OPERATION The Contractor is responsible for

managing yard operations to include the call forward of commercial trucks for both inbound and outbound.

100% deviation from standard

Observation and inspection

Contractor verbally reprimanded

Appendix C The Contractor shall submit 100% legible invoices within thirty (30) days after completion of service (vessel operation).

100% of invoices received within 30 days. Max allowable deviation is 2 days

100% Inspection

Contractor reprimanded for not submitted within the time specified. Invoices returned for correction to the Contractor shall be resubmitted within two (2) working days.

*The PRS Matrix could change due to PWS changes. Being part of the PWS makes the PRS Matrix a living document*

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Contractor’s Surveillance Checklist

CONTRACTOR’S NAME:

TYPE OF OPERATION: Truck Rail Vessel Extra Labor

LOCATION 1: DT: PIER NR:

LOCATION 2: DT: PIER NR:

DATE: DD-MM-YY VESSEL NAME/NUMBER: /

TYPE OF GANG: Ro/Ro Lo/Lo Lash Checkers Extra Labor

STEVEDORE:

GANG HEADER:

839TH TBN-GR Representative (Y/N):

VESSEL OPERATIONS

1. For Vessel Operations, did Contractor discharge or load cargo (as applicable) IAW PWS Section 6.5.3 – Vessel

Loading.?

YES NO N/A COMMENTS

2. For Vessel Operations, did Contractor secure cargo IAW PWS Section 6.5.3 – Vessel Loading?

YES NO N/A COMMENTS

3. Did the required number of stevedores arrive?

YES NO N/A COMMENTS

4. Did the stevedores arrive on time?

YES NO N/A COMMENTS

5. Did the stevedores have the required PPE?

YES NO N/A COMMENTS

CARGO MANAGEMENT

6. Did Contractor maintain cargo accountability and perform documentation procedures accurately IAW SOW P.O.

numbers (as applicable) per PWS 6.12.2.4 (Accountability Report of Government Furnished or Contractor Provided Material)?

YES NO N/A COMMENTS

TML OPERATIONS (TRUCK / RAIL):

7. Did Contractor receive and stage cargo including Dangerous/Hazardous/Sensitive IAW per PWS 6.12.2.4

(Accountability Report of Government Furnished or Contractor Provided Material)?

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8. Did Contractor Load or Unload cargo for Railcars or Trucks IAW SOW P.O. numbers (as applicable)?

9. Did Contractor load conveyance with correct cargo and correct destination (no miss-shipment) IAW SOW P.O.

(as applicable)?

YES NO N/A COMMENTS

10. For Terminal Operations (rail or truck), did Contractor secure cargo IAW PWS Sections (as applicable) in PWS

6.4.2 and 6.4.2.2?

YES NO N/A COMMENTS

SAFETY:

11. Did Contractor follow safety regulations for equipment and cargo IAW PWS P.O. # 3.1 (General Safety

Requirements)?

SECURITY:

12. Did Contractor follow security measures IAW SOW P.O. # 2 (Security)?

OTHER: