QASP_Laundry__Shop_Towels_8.29.pdf

Version 01/21/2016

Quality Assurance Surveillance Plan

For

Industrial Shop Towel Laundering Service

BEP-RFP-16-0459

5 August, 2016

COR

Tanya Redd-barron

DATE BEP

CONTRACTING

OFFICER

C.E. John Hoddinott

DATE

SUMMARY OF REVISIONS

Revision

Dated

Revision page(s) number

Content Position Name

Original version Date

Original 1 page QASP Manager

Rick Popp

Revised Updated to Green

QASP Contracting

Specialist

Tiffiney Duncan

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services/Supply/Product

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Data Analysis

8. Acceptance of Services

9. COR Status Report

10. Contractor Performance Assessment Reporting System (CPARS)

11. COR/Quality Assurance Surveillance Files

12. 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.

The Contractor shall provide all personnel, equipment, materials, transportation, vehicles and supervision necessary to perform the services specified to ensure that customer deliveries are made as required.

2.2. Type of Contract. The government will award a Blanket Purchase Order with 5 ordering years.

3. Roles and Responsibilities.

The BEP’s Contracting Officer’s Representative is Tanya Redd-Barron. The BEP COR is responsible for maintaining contact with the Contractor to insure goals and deadlines are met.

Contact information is as follows:

Tanya Redd-Barron

Bureau of Engraving and Printing

(202) 874-3249

Tanya.redd@bep.gov

The COR will be identified by separate letter from the Contracting Officer (CO). The COR monitors all technical aspects of the contract and assist in contract administration. The COR is authorized to perform the technical requirements of the contract; perform inspections necessary in connection with the contract performances, maintain written and oral communication with the

Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor’s performance and notify 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 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.

3.1. Government.

3.1.1. Contracting Officer (CO). The CO 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, 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.

3.1.3. Contract Specialist. The official Government representative delegated authority by the

Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

3.1.4. Property Administrator. N/A.

3.2. Contractor.

3.2.1. Contract Manager. N/A.

3.2.2. Project Manager. The official contractor representative, 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.

3.2.3. Quality Manager. N/A.

4. 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 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. The Government will utilize Random Sampling method of surveillance.

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

5.1.1. 100% Inspection. The Government COR will review all deliverables to ensure compliance according to the Performance Work Statement (PRS). The Government COR will provide comments, questions and corrections to the Contractors.

5.1.2. Random Sampling – Unplanned random sampling of a service will be conducted.

5.1.3. Periodic Inspection – Unplanned/random inspections of a service will be conducted.

5.1.4. Customer Feedback. N/A.

5.2. Surveillance Schedule. N/A.

5.3. Surveillance Instructions/Checklists. N/A.

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

CORs file. The file will have ready access to the BEP Office of Acquisition.

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 CO 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 CO 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 CO issues all Level II CDRs in writing, Attachment 5. The COR will notify the CO 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 CO 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 Monthly Report. The COR and CO 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 CO 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. Data Analysis. N/A.

8. 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 via IPP

9. COR Status Report. COR Status Reports will be submitted on a Monthly basis to the

Contracting Officer. 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.

10. 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

11. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance

Surveillance File will be maintained by the COR.

12. 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.

Attachments:

1. Performance Requirements Summary (PRS)

Attachment 1

Performance Requirements Summary (PRS)

Industrial Shop Towel Laundry Service Performance Requirements Summary

Item

Deliverables Quality Standard

Quality Assurance

Method

Acceptable Quality Level

(AQL)

Incentive/ Disincentive

1 Quantity return is the same as quantity picked up

Outgoing and incoming quantities match.

Periodic/Random Inspection

5% deviation.

Contractor will only be paid for actual returned quantity.

2 Pick up and deliver at least once a week between the hours of 9:00 A.M. and 12:00 P.M. local time, Monday through Friday, except for Federal Holidays and BEP Year-End Shutdown.

Scheduled shipments will be made.

Observation, complaints

No deviation

Contractor will be called back to make pickups and deliveries as required.

3 Contractor shall pick up soiled shop towels and drop cloths, launder and return cleaned shop towels and drop cloths.

Clean and bundled shop towels and drop cloths returned ready for use.

Periodic/Random Inspection and customer complaints.

No Deviation

Contaminated/unclean shipments will be returned for re-launder at contractor’s expense.

Attachment 3

Surveillance Schedule, Surveillance Schedule edit 2.pdf

Attachment 4

Surveillance Checklist(s)

COR Inspection Checklist 1.pdf

SURVEILLANCE

ACTIVITY CHECKLIST BEP OA FORM 3440.pdf

BEP OA Form 3437 TALLY CHECKLIST.pdf

Attachment 5

Contract Discrepancy Report, BEP Form 3425

CDR -BEP OA Form 3425.pdf