C04_QASP.pdf

2026 Ochoco National Forest NCT and Piling

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Contents

Project Name 2026 Ochoco National Forest NCT and Piling Solicitation / Contract Number Insert Solicitation / Contract Number Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled 2026 Ochoco National Forest NCT and Piling. This plan sets forth the procedures and guidelines that the USDA, Forest Service will use in ensuring the required performance standards or services levels are achieved by the contractor.

The Ochoco National Forest requires noncommercial thinning on up to 436 acres and fuel rearrangement (hand and grapple piling) of existing and activity generated fuels on up to 536 acres in the “Dome” and “Slot” areas. These two previously treated commercial sale areas are within Black Mountain and Gap Planning Areas of the Paulina Ranger District. Treatment objectives are stand improvement, hazard mitigation, fuels reduction, and piling of excess forest materials that built up over time and remain after commercial treatment. Additionally, incidental vegetation management (pruning of some trees and some clearing of small trees) within and directly adjacent to contract units along open roads is included. Tree pruning shall only occur within and directly adjacent to contract units with open roads, and not throughout entire units. Specific performance tasks are listed in paragraph 3 of the Performance Work Statement.

1.1 Purpose

The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the PWS. This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. Changes to the Metric must be incorporated into the PWS, Performance Requirement Summary (PRS) and QASP by a bilateral modification to contract that is issued by the Contracting Officer (CO). A copy of the QASP is provided to the contractor to enable the contractor to enhance its Quality Control (QC) program to perform in accordance with its Quality Control Plan (QCP).

1.2.2 Surveillance of Performance Progression

As the performance period progresses, the levels of surveillance may be altered for service areas where performance is either consistently excellent or unsatisfactory. If consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

1.3 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the PWS, the QASP represents the way in which the Government personnel specified in Section 3: Contractor and Government Responsibilities, Paragraph 3.2, Government Responsibilities will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

Section 2: Performance Description Performance of the contractor will be monitored through the surveillance methods described in Section 4: Surveillance Methods to Perform Quality Assurance to assess the Contractor’s performance against PWS requirements.

2.1 Performance Standards and Acceptable Quality Levels (AQLs) For selected activities in the PWS, the PRS provides a performance standard and an AQL. A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages. For periodic inspections, performance standards may be stated as either percentages or as absolute numbers.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

2.1.a Performance Requirement Measures (PRS)

Possible charge to contractor for damage or cutting of leave trees.

2.1.1 Allowable Deviation

The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., nine out of ten piles). There may be instances where 100 percent compliance is required, and no deviation is acceptable (e.g., where safety is involved).

2.1.2 Substantially Complete

In some cases, service outputs are evaluated using subjective values (e.g., excellent, satisfactory, unsatisfactory). The criteria for acceptable performance and for defects must be defined for these service outputs. The concept of “substantially complete” should be the basis for inspections based on subjective scales. Work is considered “substantially complete” where there has been no significant departure from the terms of the contract and no omission of essential work. In addition, the Contractor has performed the work required to the best of its ability and the only variance consists of minor omissions or deficiencies.

2.2 Non-Performance

Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement. Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

2.2.1 Documentation

Documentation of work non-performed or unacceptable work is essential for tracking Contractor performance. The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. A sample documentation reporting form is a FS6300 Daily Diary Form. The documentation, with any recommendations, will be forwarded to the CO. In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

2.2.2 Remedial Actions

The Federal Acquisition Regulation allows for penalties in the event that the Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor within the general provisions of the contract for nonconformance to the PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract. Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions. Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to a Administering ACO (ACO) and/or the COR for performance management and administrative actions such as invoice approval and issuance of Contract Discrepancy Reports may be, and normally are, delegated by the CO to the COR. The CO shall approve any revisions to the QASP processes or standards.

3.2.2 Contracting Officer Representative (COR)

The COR, is designated in writing, by the CO. The COR will ensure that the QA function is properly executed, plays a key role in contract administration and performs the contract surveillance and monitoring. Some key contract administration duties include, but are not limited to, performs surveillance as required by this QASP; make recommendations to the CO for issuance of Contract Discrepancy Reports or letters of commendation and acceptance or rejection of completed work and for administrative actions based on unsatisfactory or non-performed work, and revisions or changes to the QASP; and assists the CO in identifying necessary contract modifications and preparing reports of Contractor performance and cost.

The COR may use the form(s) included in the Appendices to perform inspections or other forms as approved by the CO.

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

The surveillance methods used in the QA process are the Government’s tools to monitor the Contractor’s products and services. The best means of determining whether the Contractor has met all contract requirements is to inspect the Contractor’s service products and analyze the results. Further, documented inspection results are an effective tool in contract administration that can confirm the successful achievement of all performance requirements or highlight areas where defects exist and improvements are necessary.

4.1.a Surveillance Methods for PRS tasks

1. Deliverables COR records in daily diary that all deliverables are received within stated time frame.

2. Leave Tree Selection and Cut Trees Each unit shall be inspected separately and inspection results on one unit shall not be averaged or combined with those of any other unit. Determination of the acceptabilty of the work performed shall be based on these inspections and shall be considered conclusive.

Government inspections for acceptance of tasks may consist of informal visual inspections. When informal visual inspections show unacceptable work, formal plots shall be taken. Final determination of acceptable work shall be based on these formal plots.

Formal Plot Inspection Procedure

a. The Government shall install a series of circular plots. Plots shall be located throughout the unit to obtain a representative sample of the work.

b. A minimum of one plot per ten acres shall be taken, and no less than 4 plots per unit. Plot size shall be 1/20th acre (26.3 feet radius) with slope correction as needed.

c. Inspection plots shall be marked on the ground with flagging to locate plot center, and identified with plot number and date of inspection.

d. On each plot the items listed below shall be examined and recorded.

a. Number of trees to be left.

b. Number of trees left.

c. Satisfactory trees.

d. Number of trees deficient.

e. Number of trees excess.

f. Remarks (brief description of deficient or excess trees, plot percentage, etc).

The quality of leave tree selection and cut trees shall be calculated as follows:

(No. of deficient trees + No. of excess trees) / (No. of trees to be left) x 100 =_______% AQL must be 90% or greater

3. Slash Treatment and Pull back Number of plots with acceptable slash treatment / Total number of plots X 100 = _______% AQL must be 90% or greater

4. Grapple Pile Construction (or hand piles if approved) The Government will conduct visual inspections of each unit to determine work quality and may make periodic inspections while work is in progress. Each unit will be verified separately and inspection results on one unit will not be averaged with those of the other units. If the work quality is determined to be better than 90 percent, payment will be made at 100 percent of unit price, less any deductions. In the event visual inspection indicates that work quality is less than 90 percent and the operator will not rework the unit voluntarily then an inspection of the unit will be done. A minimum of one plot per ten acres shall be taken, and no less than 4 plots per unit. Plot size shall be 1/20th acre (26.3 feet radius) with slope correction. Each plot will be examined to determine if the intent of the contract has been met. Plots will be determined to be either, in, or not in, compliance with the conditions listed below.

After completion of a unit, the Government will inspect to determine compliance with the contract standards for 1) residual fuel loadings and 2) pile characteristics.

A. Residual Fuel Loading – The remaining non-piled slash will be compared to the photos on page 42 in “Photo Series for Quantifying Forest Residues in the: Ponderosa Pine Type, Ponderosa Pine and Associated Species Type, and Lodgepole Pine Type.” USDA Forest Service General Technical Report PNW-52 (1976).

If there is disagreement between the Government and the Contractor on meeting residual fuel loading specifications, the Government will establish plots as referenced above to compare with the actual tonnage figures established in USDA Forest Service General Technical Report PNW-52 (1976) for the photo referenced above.

Slash treatment quality must be 90% or greater for Government to continue inspection.

B. Pile characteristics – A sampling of piles (minimum of 5% of the total unit acreage) may be individually inspected for the following:

Consumability – Is the pile of sufficient size to generate enough heat for total consumption? Are the tree boles (trunks) and large limbs aligned parallel to each other in the majority of the pile? Is the pile compact? Does the pile contain a minimal quantity of soil or rocks? Is there material protruding beyond 12” from the general contour of the pile?

Containment – Will the pile maintain integrity as it burns? Is the material oriented parallel to the slope? Is there other combustible material with ignition range of the pile?

Location and Pile Size – Does pile size and location provide sufficient spacing from residual trees to prevent damage from burning of the pile? Does the pile meet the size specifications outlined?

Any pile not meeting the above characteristics would be considered not in compliance. The piling quality percentages will be determined by:

Total # of Piles Taken

AQL must be 90% or greater

5. Road clearing and pruning Visual inspection of work quality within and adjacent to contract units will occur along specificed areas for qulity and presence of pruning or tree clearing (within contract unit only) that includes inspection of branch stub length, appropriate fuel management, and amount of material addressed.

AQL must be 90% or greater

6. Quality Control COR requests copies of records from contractor that demonstrate the implementation of their quality control plan. Contractor’s quality control is +5/-5% of the government’s quality assuranc

4.2 Analysis and Results

When the inspections and validations have been completed, the COR will perform an analysis of the Contractor’s performance. The purpose of the analysis is to ensure Government is receiving high-quality products and services from the Contractor. The COR will review the results, rate the Contractor’s compliance with the performance standards and AQLs, and characterize the Contractor’s overall performance. Analysis of all types of contract monitoring will result in one of the following outcomes:

Units under line items for Thinning as listed in the Detail Data Information Sheet, may not be accepted by government quality assurance for pay until line items Piling for the associated unit is completed.

Appendix A: Detail Data Information Sheet

Detail Data Information Sheet

Appendix B: Performance Requirement Summary

Cut trees: Fall all non-juniper conifer trees up to 9” DBH not meeting leave tree specifications. Cut trees are defined as:

A. All live excess trees not needed to meet average spacing requirements, or not otherwise designated as a leave tree or a reserve tree.

B. All cull trees.

C. Any damaged or diseased trees with less than 50% live crown or those with yellowing or fading foliage, and those infected with dwarf mistletoe up to and including the maximum DBH.

All Western Juniper <21”that do not exhibit old growth characteristics. The lowest live limbs must be severed from the stump. Characteristics of old growth include large diameter branches, spike tops, or flattened crowns.

Leave trees as described herein and on the Detailed Information Sheets for individual units, shall be determined by the Contractor and shall be the best, crop-suitable trees available to meet average spacing requirements. Species and spacing described as:

A. Species - The Default preference for leave tree species free of dwarf mistletoe is the following order, unless specified differently on the Detailed Information Sheet:

1. Englemann spruce

2. Western larch

3. Ponderosa pine

4. Douglas-fir It is preferred to leave a smaller healthy Western larch or ponderosa pine before leaving a larger diameter Douglas-fir or any tree with misteltoe. This is very important when selecting desired trees to be retained.

B. Spacing – the Detailed Information Sheet(s) issued with this contract specifies the desired spacing between leave trees (after any Dripline Thinning has been accomplished). To reduce the incidence of insect and disease problems in thinning units, the spacing guidelines may be or may not be met depending on existing insect and disease presence. The average spacing may be varied by plus or minus twenty five percent (25%) of spacing to ensure retention of the best trees.

Leave Tree Selection - The Contractor shall select leave trees based on the species preference (listed above under Item A) and/or on the Detailed Information Sheet(s) and then by criteria listed below. The contract definition and specifications also help in determining leave tree selection. The Government may mark individual leave trees and/or groups of leave trees prior to thinning. The general concepts of leave tree selection are as follows:

A. Leave the most dominant trees, with at least thirty (30) percent live crown, good color and form, free of insects, disease, and free of damage or defect.

B. Leave co-dominant trees, with at least thirty (30) percent live crown, good color and form, free of insects and disease, and free of damage or defect.

Retain all (where applicable):

1. Hardwood trees (i.e. alder, aspen and cottonwood) and hardwood shrubs (i.e. chokecherry, serviceberry, and elderberry)

2. Dead trees (i.e. snags) or live trees with a nesting cavity

3. Trees with orange/red band of paint, metal signs, or trail markers

4. Mountain-Mahogany Patches

5. Do not count hardwood or dead trees as part of the leave tree calculations.

Open System Roads within or adjacent to contract units:

1. Fell all trees up to 9” DBH on cut slopes and within 15 feet of road prism edge within contract units.

2. If unit is next to an open road, only the side(s) of the road which includes the contract unit shall have road clearing (trees felled).

3. Remove (prune) all limbs extending into the road surface from either side by pruning branches.

4. Any branches that shall be limbed (pruned) shall be cleanly severed with no more than 4 inches of branch remaining from bole and no remaining damage to main bole of tree.

5. Pruned limbs should not be flush cut or damage the bark of the tree bole.

6. Prune (limb) all leave trees within 30 feet of road prism edge within unit.

7. If a unit is next to an open road, prune both the contract side and the opposite side of the road within the first 30 feet from road prism edge.

8. Prune trees to 8 feet high from the uphill side of the tree.

9. Prune limbs less than 6 inches in diameer at branch collar.

Fences: Fell all trees up to 9” DBH that are within 10 feet either side of a fence. If a fence is damaged by cutting or piling operations it shall be corrected within 24 hours.

Stump Height: shall not exceed 3” in height from the uphill side of the stump unless cutting is obstructed by natural obstacles. All stumps shall be cut below the lowest live limb, and completely severed from the bole of the tree.

Do not cut existing down logs that are 12” diameter or larger at the smallest end. Leave large down wood whole to extent possible.

Riparaian Habitat Convservation Areas (RHCAs):additional cut and felling specifications exist in units with RHCAs as described in the detailed unit information sheets (DUIs). Additional piling specifications also exist based on distance from and type of riparian feature.

Hand/Grapple Pile:

Piles shall be constructed in such a manner as to combust completely, contain fire within the pile perimeter, and do minimal damage to residual trees.

At least 90% of material described in PWS shall be piled.

Fuels to be piled include:

1.Hand Piling:

A.Material greater than or equal to ½ inch diameter up to 6 inches in diameter, measured at the small end, and greater than or equal to 18 inches in length.

1.Example: When one end of material is at or below 6 inches in diameter, and 18 inches or greater in length, and the other end is over 6 inches in diameter, material shall be placed in pile.

2.Grapple Piling:

A.The size of material to be piled grapple is from two (2) inches to twelve (12) inches in diameter at the small end and at least six (6) feet in length.

B.The length of material to be piled is a minimum of six (6) feet and a maximum of sixteen (16) feet.

C.Existing material shall be cut to meet length specifications.

1.For example, a log that is thirty-two (32) feet long and four (4) inches small end shall be bucked into two (2) or more pieces and piled unless the remaining piece exceeds 12” Diameter outside bark (DOB).

2.If the resulting material is greater than twelve (12) inches at the small end it shall be left in place and remaining length intact as much as reasonable.

3.Pruning material A. All material pruned that is greater than ½ inch diameter on the opposite side of road where applicable shall be moved to the contract unit side of road and piled per specifications above.

B. No pruning material shall be piled outside of the contract units.

Decomposition classes one (1) to three (3) shall be piled.

Pile size is to be at a minimum of 10’x10’x10’ unless variance is approved by COR.

Piles shall not be placed on down logs greater than 12” diameter.

Piles shall not be constructed in roads, ditches, meadows, or swale bottoms and shall contain a minimal amount of soil/rocks.

Piles shall not be constructed within 50 feet of RHCAs or any waterbody.

Piles shall not be placed in dispersed recreation sites or within visual management corridors unless where previous piles have been burned.

Piles are to be dense with minimal air gaps and no material extending beyond 12” of the general contour of the pile.

In areas of thinning units where the slash loading is lighter and a hand pile as approved by the COR is constructed to a smaller than the size than stated above, the pile will be considered acceptable if all the required material to be piled as per contract in the surrounding 100 feet of said pile has been cleaned up and placed in the pile. In these situations, there shall not be another hand pile within that surrounding 100-foot zone.

No piles will be constructed outside the unit boundary. Activity slash that lies outside the unit boundary shall be brought back into the unit and placed in piles inside the unit.

Appendix C: Discrepancy Report

CONTRACT NUMBER: DATE:

4. DISCREPENCY OR PROBLEM (Describe in Detail. Include PWS references. Attach Continuation Sheet if Necessary)

5. SIGNATURE OF COR

8. CONTRACTOR RESPONSE AS TO CAUSE, EFFECT, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE (Attach Continuation Sheet if necessary. Cite applicable Contractor QC program procedures or new QC procedures)

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, or rejection. Attach Coordination Sheet if necessary)

12. GOVERNMENT ACTIONS (Cure notice, show cause, other)

CLOSE OUT

KTR NOTIFIED

COR

Appendix D: Daily Diary

CONTRACT DAILY DIARY

(Reference FSH 6309.32)

1. FOREST

2. CONTRACT NO.

3. PROJECT

REPRESENTATIVE ON SITE

6. GOVERNMENT OFFICIALS ON SITE

23. MATERIALS FURNISHED TO JOB SITE (Furnished By: G-Govt.; C-Cont.; S-Subcont.)

24. LIST EQUIPMENT ON SITE (Furnished by G-Govt.; C-Cont.; S-Subcont.) Type Contract Item Number and Location of Use Hours Used

25. LIST CONTRACT PAYMENTS, REPORTS, CORRESPONDENCE, ETC.

Item

27. GOVERNMENT PROVIDED SERVICES ADEQUATELY AND TIMELY YES NO - Explain in narrative

28. NARRATIVE REPORT

Distribution: Original - CO (weekly); COR, SO, PROJ ENG FS-6300-20 (Rev 01/17) Previous editions of this form are obsolete.

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