D.1 ATTACHMENT 1 QUALITY ASSURANCE SURVEILLANCE PLAN.doc.docx

Quality Assurance Surveillance Plan (QASP)

Project Title: Emergency Generators Inspections and Maintenance Services

Contract Number: TBD

Contract Description: The Department of Veterans Affairs, VA Pacific Islands Health Care System (VAPICS) has a requirement for Emergency Generators Inspections and Maintenance Services. The Contractor shall provide all labor and resources necessary to complete the services as required within this performance work statement.

Maintenance, inspection, testing, and calibration of the Emergency and Standby Power System Services and all its components located at Bldg. 30, Ambulatory Care Clinic (ACC), located at 459 Patterson Rd. Honolulu, HI 96819, Building 110, Community Living Center (CLC), 110 Krukowski Rd. Honolulu, HI 96819 and Building T1, E-Wing located at 1 Jarret White Rd. Honolulu, HI 96819.

Contractor’s Name: TBD

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: The Contractor will be furnished with CO contact information upon contract award.

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Contractor will be furnished with COR contact information upon contract award.

Other Key Government Personnel: Contractor will be furnished with other Key government Personnel contact information upon contract award.

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

· Program Manager(s) – TBD

· Contract Assigned Personnel – TBD

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Quality Assurance Specifications and Requirements, paragraph 1, in the contract, includes performance standards to be followed. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

LEVEL

METHOD OF SURVEILLANCE

through 100% surveillance

5. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Direct Observation. (Can be performed periodically or through 100% surveillance.)

b. 100% INSPECTION: 100% inspection is a QA method designed to evaluate all outputs of the contract requirement. This method requires a total inspection of the Contractor’s performance.

6. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

a. Positive outcome: No more than 1 incident of not meeting the performance standard during the period of performance.

b. Neutral outcome: No more than 2 incidents of not meeting the performance standard during the period of performance.

c. Negative outcome: More than 3 incidents of not meeting the performance standard during the period of performance.

7. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

(1) The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

(1) When unacceptable performance occurs, the COR shall inform the Contracting Officer (CO). This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR and the CO shall document the discussion and place it in their respective files.

(2) When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor's program manager for corrective action.

(3) The contractor shall acknowledge receipt of the CDR in writing. The CDR shall specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR shall also state how long after receipt the contractor must present this corrective action plan to the CO and COR. The Government shall review the contractor's corrective action plan to determine acceptability.

(4) Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

8. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

i. During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

i. The COR shall meet with the contractor monthly to assess performance and shall provide a written assessment.