C04c_Attachment 3_QASP_12444026Q0075.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

1. PURPOSE. This Quality Assurance Surveillance Plan (QASP) is a Government developed document used to ensure that the Government receives quality services, and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

2. SCOPE. The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government’s oversight of the Contractor’s quality control efforts to assure timely, effective services are provided IAW the contract/order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

3. ROLES AND RESPONSIBILITIES.

a. Contracting Officer (CO): A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally obligate the Government. The CO, as the Government’s agent, is the only individual that can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor’s performance. The CO decisions arising under or relating to the contact are final.

b. Contracting Officer’s Representative (COR): An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the CO.

c. Quality Assurance Evaluator (QAE): An individual designated by the requiring activity, typically the Section or Branch Chief, to assist the COR and provide technical oversight of the Contractor’s performance. The QAE’s primary duty is to monitor the Contractor’s performance by physically checking to see that tasks are completed, reports are submitted, and required quality and standard of practice are achieved. When a surveillance observation results in an unacceptable evaluation, the QAE will report the unacceptable performance to the COR. The QAE is not authorized to direct work, direct performance, change the contract, or in any way obligate payment of funds by the Government.

4. METHODS OF SURVEILLANCE. Surveillance is performed by the Government to provide objective quality evidence that there is a reasonable level of confidence that the services provided by the Contractor have met all the requirements of the contract before authorizing payment. Work done under this contract includes the on-site and in-person delivery of Wilderness First Responder Training at Forest Service administrative sites on the Tongass National Forest identified in the contract. The primary methods of quality assurance and surveillance shall be based on the delivery of training on time per the contract schedule, delivery of individual certifications and delivery of records to the TNF SOHM, and the quality of the training via customer feedback as outlined below.

a. Periodic Assessment of Services: For services that occur over a number of months, the COR will evaluate Contractor performance on a quarterly basis or at agreed upon project milestones and upon completion of services. Generally, the Government will rely on the Contractor’s Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

a. Customer Feedback: Customer feedback is typically obtained via telephone or email.

Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint, if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

5. SURVEILLANCE PROCEDURES.

a. The COR/QAE will monitor performance in accordance with the schedule and will ensure all services required by the contract are successfully performed to an acceptable level of quality. All field or office inspections will be documented and include as a minimum date and time, who performed the inspection, what was inspected, to what standard and the results. Successful or exceptional performance will be documented as well as deficiencies in Contractor performance. Documentation will be maintained for future reference, audit, and proof of inspection. Any uncorrected or unacceptable observation will result in an unacceptable rating, a corrective action request to the Contractor and notification to the CO.

b. The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR/QAE will record the contract requirement, the specific deficiency to the requirement; the date and time it was discovered, and have the Contractor acknowledge the notification. The Contractor will be required to correct the deficiency in accordance with requirements of the contract.

Critical deficiencies that will prevent adequate performance of the contract that are not corrected within the project schedule will be reported to the Contracting Officer.

c. The COR will report to the CO more serious (systemic in nature) deficiencies or recurring deficiencies in the same area that could indicate a trend. The CO will notify the Contractor and request corrective action. The CO may require the Contractor to reperform any services that do not meet contract requirements at no additional cost to the Government. The Contractor will return a copy of the completed and signed CDR to the CO for inclusion in the contract/order file.

d. The COR/QAE will re-inspect items that were found deficient to ensure corrections were made within the timeframe outlined in the contract or other agreed upon time. The COR/QAE will not consider the services complete until all deficiencies have been corrected. Contractor’s failure to complete corrective actions will be reported immediately to the CO for further action.

d. Upon satisfactory completion of work, the COR/QAE will accept the services provided and authorize payment, by approving the Contractors invoice.

6. SURVEILLANCE STANDARD. The performance Standard set forth in the Statement of Work/Scope of Work/Performance Work Statement, whichever is applicable to the contract/task order, is the standard the Contractor must meet for the services to be deemed acceptable. Generally, under commercial service contracts, the Government is relying on the Contractor’s assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/task order. The government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government’s right to inspect services under the inspection provision of the contract be prejudiced.

7. QUALITY ASSURANCE SURVEILLANCE DOCUMENTATION.

a. The following shall be documented in the official contract record:

i. Copy of the COR appointment letter from the CO, any changes to that letter, and any termination letters

ii. Training Certifications for COR

iii. Copy of the applicable Quality Assurance Surveillance Plan (QASP)

b. The following shall be maintained electronically by the COR

i. Copy of the contract and all contract modifications

ii. Copy of each task order scope of work

iii. Copy of the contractor’s Work, Safety, and Sampling Plans

iv. Correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

v. Records of onsite inspections, trip reports, or other surveillance performed and the results

vi. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

c. Engineering product reviews will be maintained by the COR in a project document folder

d. Alternate forms of review, such as memorandum or email

e. Performance of each task order shall be documented at each progress payment and CPARS evaluation completed

8. RECORDS: All records will be retained for the life of this contract.

9. CHANGES: The QASP is a living document and, as such, may be changed as needed. The COR will coordinate changes with the CO.