Attachment_B-QASP.pdf

Attachment B

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QUALITY ASSURANCE SURVEILLANCE PLAN

1. PURPOSE

This Quality Assurance Surveillance Plan (hereinafter “QASP”) has been developed to provide a systematic and effective method in evaluating and monitoring the Contractor’s performance throughout the duration of this contract. The intent is to ensure that the Contractor performs in accordance with the contract and performance requirements set forth in this contract, to ensure that quality standards are achieved, that the Government receives quality services and that the Government only pays for the acceptable level of Services received.

A listing of some of the significant standards for performance of this contract are identified in the Performance Requirement Summary (hereinafter “PRS”) attached below. The absence of comprehensive listing of performance standards does not absolve the Contractor of the overall responsibility to generate high quality products and services according to normal business practices and industry standards, nor does this condition detract from Government enforceability, nor limit the rights or remedies of the Government under all provisions of the contract.

2. SCOPE

To fully understand the distinction between a Quality Control Plan (hereinafter “QCP”) and the QASP it is important to define the terminology. The Contractor, and not the Government, is responsible for the implementation and management of the quality control actions needed to meet the quality standards set forth by this contract. As such, the Contractor shall develop and submit a QCP for Government approval documenting how they how they will implement procedures to identify, prevent, correct and ensure non-recurrence of non-compliant/ unacceptable services, to monitor and manage the necessary quality control actions in order to achieve the contract and performance requirements set forth by this contract (e.g. assigned resource(s), inspection plan, etc.) and to ensure services are performed in accordance with all applicable Federal, State, and Local laws and regulations and BEP policies and procedures. In essence the QCP is a part of the Contractor’s overarching quality control program in driving quality within their performance of this contract. The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the level of quality specified in this contract.

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3. ROLES

The Contracting Officer Representative (hereinafter “COR”) and designated Quality Monitors will monitor performance using the surveillance/monitoring methods and procedures identified in this QASP. The COR will instruct the Quality Monitors on the evaluation procedures to be used when conducting surveillance/monitoring of the Contractor's performance as well as the contract and performance requirements (refer to the PRS below) that are to be used in evaluation of the Contractor’s performance.

The COR is the primary party responsible for the surveillance/monitoring of Contractor performance under this QASP, maintaining QASP files, submitting QASP documentation to and informing the Contracting Officer (hereinafter “CO”) of any issues that may arise during the performance. The designated Quality Monitors are Government employees authorized by the COR and CO to assist in the evaluation of Contractor performance. A list of designated individuals will be provided to the CO within fifteen (15) days after award.

4. METHODS OF SURVEILLANCE/MONITORING

The below listed methods of surveillance/monitoring shall be used by the Government to evaluate and review the Contractor’s performance and generated documentation in accordance with contract requirements and performance standards as specified in this contract. The Government reserves the right to unilaterally change its method, level, or frequency of surveillance/monitoring at any time during the course of the contract. Altering the method, level, or frequency of surveillance/monitoring will not entitle the Contractor to an equitable adjustment of the contract terms, estimated costs, or fees. It is the responsibility of the Contractor to ensure service is delivered correctly, on time, and without fail in accordance with the terms and conditions of the contract.

a. Monthly Surveillance/Monitoring: Monthly surveillance/monitoring will be conducted at the end of each month and may evaluate all or a part of the documentation generated and services performed by the Contractor over the month.

b. Random Surveillance/Monitoring: Random surveillance/monitoring can be conducted anytime during a given month and evaluate all or a part of the documentation generated and services performed by the Contractor during that point in time.

c. Customer Feedback: Customer Feedback may be obtained at any time from any Government employee, working on-site at the Government facility, either through individual feedback submission or

Page 3 of 13 Pages via a customer survey conducted by the COR. Customer Feedback may be positive or negative feedback.

5. PROCEDURES

The COR and designated Quality Monitors will monitor at the level, method and frequency as described in the above section, Contractor performance by either watching actual performance, physically checking an attribute of a completed task, checking a report, accessing records or generated documentation, inspecting a task or its results to determine whether or not the performance met the required contract and performance requirements contained within the contract. The Government may conduct this surveillance/monitoring either announced or unannounced and by either in person or by remote observation (i.e. via video camera). Results of surveillance/monitoring are to be recorded on the Surveillance Activity Checklist (Refer to Attachment B.1).

The COR will summarize all the Surveillance Activity Checklists submitted for the given month and provide a summary document, along with any other associated documentation, to the CO no later the 3rd week of the following month. This documentation will become a part of the CO’s official record of the Contractor's performance. These summary sheets will also be used as part of the Award Fee process as described in this contract. Nonetheless, the Government reserves the right during the QASP process to review or request any additional documentation in order to gather additional details.

a. Customer Feedback: Customer Feedback must set forth clearly in writing the nature of the feedback, be dated, signed by the individual submitting the feedback and be submitted to the COR directly or via one of the designated Quality Monitors. The COR will notify and discuss with the Contractor both negative and positive feedback and in instances of a complaint provide an opportunity for the Contractor to correct the problem as per contract requirements or disagree with the validity of the complaint. If the Contractor disagrees with a complaint, the Contractor shall inform the COR of their reasoning and any issues they may have with the compliant. The COR will then further investigate the complaint to determine its validity and document his/her findings. If the COR determines the complaint as invalid, then the Contractor will be notified.

Invalid complaints will not be used in the evaluation of Contractor’s performance. If the COR determines the complaint as valid, the COR will inform the Contractor, who will be given additional time to correct the issue. The COR may choose not to count valid complaints against the Contractor’s performance evaluation if proper and timely correction of the

Page 4 of 13 Pages non-compliant/unacceptable service(s) is accomplished in the time authorized. Nonetheless, recurring Customer Feedback indicating the same non-compliant/unacceptable service(s) will result in the COR contacting the CO for appropriate action and will be used in the evaluation of the Contractor performance.

For each valid Customer Feedback submitted, the COR is to complete a Surveillance Activity Checklist and a) indicate the applicable performance requirement in question or b) if there is not a performance requirement that readily aligns to the feedback select "Customer Feedback - other", provide a general note in the designated area concerning any resolution or appraisal of the feedback and attach the submitted Customer Feedback document to the Surveillance Activity Checklist. Customer Feedback will be summarized along with the other surveillance/monitoring information obtained. The COR will maintain a summary log of all received Customer Feedback as well.

6. PERFORMANCE REQUIREMENT CHANGES

The COR may make recommendations to the CO to modify the performance requirements listed in Section VIII below. The COR must put such recommendations in writing and include a rational as to why they are requesting such a change. If approved by the CO the Contractor will be notified in writing of such changes. Changes won’t become effective until the following month after notification. The CO will update the necessary documentation and provide updated copies to the appropriate parties as well.

7. RECORDS

The COR will, in addition to providing documentation to the CO, maintain a QASP file. The file will contain copies of reports, evaluations, recommendations, summary documentation, and any other associated documentation related to the surveillance/monitoring of the Contractor’s performance. All such records will be retained for the life of this contract. The COR shall ensure to provide a copy of these records to the CO at termination or completion of this contract.

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8. PERFORMANCE REQUIREMENTS SUMMARY

Below is a summary of the performance requirements that will be used to evaluate the Contractor’s performance.

Attachment B.1 of this document represents the form that that the COR and designated Quality Monitors will use to record their results of their surveillance/monitoring.

Performance Requirements Summary Performance Requirement

Performance Indicator

Standard Acceptable Quality Level Surveillance Method

Disincentive

Emergency Repair Notification 1.3.20.1

Responsiveness

– Emergency Repairs

Notification must be within 15 minutes of becoming aware of the issue.

100% of occurrences require COR notification.

Periodic physical surveillance

$2,000/ occurrence COR is notified past 15 minutes and $4,000/ occurrence when COR is not notified.

Repair Notification 1.3.20.2

Responsiveness

- Repairs

Notification must be within 24 hours of becoming aware of the issue.

100% of occurrences require COR notification.

Periodic physical surveillance

$1,000/ occurrence COR is notified past 24 hours and $2,000/ occurrence when COR is not notified.

Fines and Penalties 3.1.1

Environmental and Safety - Assessment of Fines and Penalties

Any fines or penalties assessed against the BEP for any regulatory finding under the requirements of the contract.

No fines or penalties. Episodic physical surveillance

Total amount of fines and/or penalties assessed including any and all costs for legal defense.

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Plant Shutdown 3.1.1.1

Environmental and Safety - Responsibility and Liability

If the Contractor fails to maintain the Plant in 100% operational status and/or in compliance with the Regulations/Publications/Co des, resulting in shutdowns/stoppages the BEP will assess damages and pass that amount onto the Contractor for reimbursement.

No shutdowns that result in damages to BEP.

Episodic physical surveillance

Total amount of damages assessed as specified/episode.

Housekeeping 3.1.2

Quality - House keeping

Maintain good housekeeping as prescribed.

No more than 3 occurrences of poor housekeeping observed in a month.

Periodic physical surveillance

$500.00/ occurrence above three findings in a month.

Odor Control 3.1.3

Quality - Odor control

No malodorous odors go beyond Plant.

No more than one report or episode of odor emanating from Plant in a year.

Episodic physical surveillance

$500.00/ occurrence above one episode in a year.

Roll-up Doors 3.1.4

Quality - Roll-up Doors

All Plant roll-up doors must be kept closed unless material or equipment is being transferred through them.

No more than two observances of door(s) remaining open for >15 minutes after being used in a month.

Periodic physical surveillance

$200.00/ occurrence above two observances in a month. An individual door counts as one occurrence.

Maintenance of Plant Documentation 3.1.5

Quality - Maintenance of Plant Documents

Updated documents must be sent to the COR for review and approval within 15 calendar days of the completion of the change.

No instances of Plant documentation not being updated as required in a month are allowed.

Episodic physical surveillance

$1,000/ document not updated as required.

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Maximum Work Hours in 24 Hour Period 3.2.3.1

Safety - Maximum Work Hours in 24 Hour Period

Contractor shall not allow any individual to be on duty for greater than 1.5 shifts without being sent off-site for rest.

No instances allowed. Periodic physical surveillance

$5,000 per occurrence.

Proper Role Utilization 3.2.3.3

Management - Proper Role Utilization

Management personnel may not cover for Non- Management Personnel for more than 16 hours in a 7 calendar day period, individually or collectively.

No instances allowed. Periodic physical surveillance

$5,000 per occurrence.

Materials 3.3

Management - Materials

All current materials are required to be managed in Maximo.

Management of materials in Maximo must be completely implemented for all current materials within 4 months of contract award unless a technical issue with Maximo exists.

Periodic physical surveillance

$4,000 each month all materials are not managed in Maximo except for technical issues in Maximo.

Materials 3.3.1

Management - Materials

All new materials that are associated with the new equipment are required to be managed in Maximo.

New materials associated with the new equipment must all be completely managed in Maximo within 4 months of the start-up of the new equipment.

Periodic physical surveillance

$4,000 each month all new materials are not managed in Maximo except for technical issues in Maximo.

Safety Stock Materials 3.3.4.2

Environmental and Safety - Materials

All safety stock materials stored at the Landover warehouse are required to be used at least annually and replenished.

No instances of exceeding 1 year storage before being used.

Periodic physical surveillance

$ 2,000 / safety stock material / not used within 1 year / month.

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Changes in materials levels 3.3.5

Responsiveness

- Changes in Materials Levels

Changes in materials levels that may impact the operation of the Plant shall be brought to the attention of the COR immediately.

No exceptions. Periodic physical surveillance

$2,000/ occurrence COR is notified past 15 minutes and $4,000/ occurrence when COR is not notified.

Equipment 3.4.5

Management - Equipment

All assets are required to be managed in Maximo.

Management of assets in Maximo must be completely implemented for all current assets within 6 months of contract award unless a technical issue with Maximo exists.

Periodic physical surveillance

$4,000 each month all current assets are not managed in Maximo except for technical issues in Maximo.

Equipment 3.4.6

Management - Equipment

All assets are required to be managed in Maximo.

Management of new recycling system assets in Maximo must be completely implemented for all assets within 6 months of system start – up unless a technical issue with Maximo exists.

Periodic physical surveillance

$4,000 each month all recycling system assets are not managed in Maximo except for technical issues in Maximo.

Accident or Incident Notification 3.8

Environmental and Safety - Notification

Immediately notifying, verbally COR of accidents and/or incidents.

100% of occurrences require COR notification.

Periodic physical surveillance

$2,000/ occurrence COR is notified past 15 minutes and $4,000/ occurrence when COR is not notified.

Accident or Incident Report 3.9.1

Environmental and Safety - Report

Providing a written (non-verbal) Accident or Incident Report of any incident/ accident encountered.

Report must be submitted within twenty-four (24) hours of occurrence.

Periodic physical surveillance

$1,000/ report that is not submitted to COR within 24 hours of occurrence and $2,000/ report that is not submitted to COR within 72 hours of occurrence.

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Safety Hazard Identification Notification 3.9.5

Safety - Safety Hazard Identification Notification

Upon identification of any safety hazard, providing verbal notification.

Notification must be provided immediately.

Periodic physical surveillance

$2,000/ occurrence COR is notified past 15 minutes and $4,000/ occurrence when COR is not notified.

Uniforms 3.12

Management - Uniforms

The use of torn or worn out uniforms or safety shoes are unprofessional and are strictly prohibited.

Personnel may not “share” uniforms.

No exceptions. Periodic physical surveillance

$500/ occurrence. As an example, 2 people having a torn or worn out uniform counts as 2 occurrences.

Meetings 3.14

Management - Meetings

Taking meeting minutes at requested meetings and submitting for review and approval.

Meeting minutes must be submitted for review and approval within 24 hours of the end of the meeting.

Periodic physical surveillance

$200.00/ occurrence above one episode in a month.

Periodic Review 3.18.3

Quality - Documents

Deliverables and other applicable documentation shall be reviewed and updated on a periodic basis.

The minimum review for any document is once per year.

Periodic physical surveillance

$500.00/document reviewed at an interval greater than 1 year.

Safety Equipment Inspections 3.23

Safety - Safety Equipment Inspections

Documented safety equipment inspections shall be performed on a monthly basis, the first full calendar week of every month.

No exceptions. Periodic physical surveillance

$1,000 /month for inspections that are not completed on time after the first occurrence on an annual basis.

Chain of Custody 3.27.1

Environmental - Chain of Custody

Chain of custody shall be provided 24 hours after sampling is completed.

No exceptions. Periodic physical surveillance

$500 for submission past 24 hours and $1,000/day for submission past 48 hours.

Sampling Results 3.27.3

Environmental - Sampling Results

Provide complete review of outside lab results of sampling and testing within 10 calendar days of the samples’ collection date.

No exceptions. Episodic physical surveillance

$500/day for submission past 10 calendar days and $1,000/day for submission past 12 calendar days.

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Emergency Technician Report 3.31.1

Management - Emergency Technician Report

Provide report prior to technician leaving the BEP facility.

No exceptions. Episodic physical surveillance

$2,000/ occurrence if technician has left the facility before the report is provided.

pH and ORP Meter Calibration 3.32

Environmental -pH and ORP Meter Calibration

All pH and ORP meters must be calibrated at least weekly.

No exceptions. Periodic physical surveillance

$2,000/ occurrence if a probe has not been calibrated within 7 days.

Each probe counts as a separate occurrence.

PLC Program Back-up 3.33

Management - PLC Program Back-up

All Plant PLC programs shall be backed-up on at least a semi-annual basis.

No exceptions. Periodic physical surveillance

$500/ PLC program/ day for each calendar day over six months that the PLC program is not backed-up.

Conduct 4.1.1

Management, Safety - Sleep

No Contractor shall sleep or “nap” while on BEP property.

No exceptions. Periodic physical or electronic surveillance

Immediate removal from contract.

Dress 4.2

Management, Safety - Dress, PPE

A “Taped” name on a uniform is strictly prohibited.

Uniforms shall be maintained in good repair and kept clean. Contractor personnel shall also wear steel toe shoes in accordance with ANSI standards while working at the Plant. PPE and other identified Tools and Equipment shall be worn as appropriate.

No exceptions. Periodic physical surveillance

$500/ occurrence/ personnel.

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Dress 4.2.1

Management, Safety - Dress, PPE

Contractors must be in uniform and ready for work at the beginning of their designated shift.

No exceptions. Periodic physical surveillance

$500/ occurrence/ personnel.

Appearance 4.3

Safety - Appearance

Facial hair that obstructs the proper wearing of a respirator is strictly prohibited.

No exceptions. Periodic physical surveillance

$500/ occurrence/personnel.

Authority 4.6

Onsite Management

Plant Managers, Assistant Plant Managers and/or Supervisors or equivalent shall have authority to act on the behalf of the Contractor for matters relating to the performance of the contract to include the full legal authority to commit to a decision and bind the Contractor for matters pertaining to this contract.

No exceptions. Periodic physical surveillance

$1,000.00/ occurrence/ where the onsite highest level personnel have to call off site to commit to a decision and obtain approval to bind the Contractor.

Badges 5.6

Security - Badges

The identification badge shall be worn by Contractor personnel above the waist, clearly visible, with picture side front forward at all times while on-site at BEP Facilities.

The only exception to this requirement is when the Contractor is performing as an entrant in a Confined Space event. Upon exiting the confined space, the Contractor must wear the respective badge.

Periodic physical surveillance personnel.

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Internet Access 6.6.8

Management – Internet Access

The Contractor is strictly prohibited from viewing any videos of any type on Government provided equipment.

Only those associated with required training or otherwise required by the Government may be viewed.

Periodic physical surveillance

$500 first occurrence.

$1,000 second occurrence.

$2,000 third occurrence and removal from contract.

This is for each contract personnel.

Movement of Materials 6.6.10

Safety - Movement of Materials

The delivered Materials shall be moved into the Plant within 4 hours of being delivered to the basement hall.

No exceptions. Periodic physical surveillance

$500/ occurrence.

Damage, Destruction, and Repair 6.9

Management – Damage, Destruction, and Repair

The Contractor shall report all cases of loss, damage or destruction of GFP to the COR within twenty four (24) hours of the loss, damage or destruction.

No exceptions. Periodic physical surveillance

$500/ occurrence plus the cost of the repair.

Deliverables 8.2

Management – Deliverables

The Contractor shall submit deliverables as prescribed.

No exceptions. Periodic physical surveillance deliverable.

Attachment B.1

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Surveillance Activity Checklist

Month:___________ Year:_________ Name:_____________________________ Contract:____________________

Date Performance Requirement Standard Acceptable

Quality Level Observations/Findings Disincentive