D.2 QASP-Fire Alarm Inspection Services.pdf

V 0002 Revised 12/1/2016

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Fire Alarm and Fire Sprinkler inspection services for the Sioux Falls VA Health Care System, Sioux Falls SD located at 2501 West 22nd St., Sioux Falls SD 57105.

Contract Number: TBD

Contractor’s name: TBD

Contract Description: The Sioux Falls VA Health Care System, Sioux Falls SD located at 2501 West 22nd St., Sioux Falls SD 57105 has a need for fire alarm and fire sprinkler inspection services for the premises listed herein. The contractor will be responsible for the following:

a. Mobilization to the facility for inspection services

b. Proper documentation of fire sprinkler and fire alarm data and reports

The successful contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the inspection and reporting services. The contractor will comply with standard VA policies such as dress codes, identification badges, and parking.

The contractor will be evaluated in accordance with the following:

1. PURPOSE

a. 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. Deliverable timeframe defined in PWS. Quality and completeness of reports.

• How monitoring will take place. If contractor hits deliverable timeframe defined in PWS.

• Who will conduct the monitoring? Aaron and Adam.

• How monitoring efforts and results will be documented. Records saved in the Engineering file structure and shared with the contracting officer.

b. 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.

c. 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 through contract modification. 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: TBD

Organization or Agency: TBD

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.

Primary COR: Aaron Kompelien, Eng. Dept., Sioux Falls VA Health Care System 2501 West 22nd St.

Sioux Falls SD 57105

Alternate COR: Adam Thompson, Eng. Dept., Sioux Falls VA Health Care System 2501 West 22nd St.

Sioux Falls SD 57105

3. CONTRACTOR REPRESENTATIVES. The following employee(s) of the contractor serve as the contractor’s program manager(s) for this contract.

a. Program Manager: TBD

b. Other Contractor 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.

Task

ID

Indicator

Standard

Acceptable

Quality Level

Surveillance

Method

Incentive

Rating

Schedulin g inspection s annually, semiannu ally, and quarterly

Contractor completes schedules tasks at appropriat e time

Per SOW intervals

Schedules align with

NFPA

allowances

Routine monitoring

Appropri ate

CPARS

justificati on for above or below satisfacto ry.

Exceptional = Scheduled activities 15 days or earlier before due.

Satisfactory= Scheduled activities within 5 days or earlier before due

Unsatisfactory= Scheduled activities

Task

ID

Indicator

Standard

Acceptable

Quality Level

Surveillance

Method

Incentive

Rating beyond 20 days from due

Executing inspection annually, semiannu ally, and quarterly

Contractor completes inspection tasks at appropriat e time

Per SOW intervals

Reports are complete and sent the VA timely

Routine monitoring

Appropri ate

CPARS

justificati on for above or below satisfacto ry.

Exceptional = Reports provided 10 calendar days or less.

Satisfactory= Reports provided within 14 calendar days.

Unsatisfactory= Reports provided beyond 14 calendar days.

Page 4 of 5 version 0005 Dated 12/1/2016

5. INCENTIVES

The Government shall use positive performance evaluation as an incentive. This incentive shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVAILLANCE

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

1.QA Report- Recurring reporting of General Contractor Performance 2.Contractor Performance Evaluation Report 3.Contractor CPARS Evaluation Report

7. 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:

Exceptional = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails to Meet Standards

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

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

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the Contracting Officer. Upon CO review and agreement, then sends the documents to the contractor.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will 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 will also state how long after receipt the contractor must present this corrective action plan to the COR. The Government shall review the contractor’s corrective action plan to determine acceptability.

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

Page 5 of 5 version 0005 Dated 12/1/2016

9. FREQUENCY OF MEASUREMENT

a. Frequency of measurement

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 Meeting

The COR shall meet with the contractor as needed but at least annually to assess performance and shall provide a written assessment.

SIGNED:

COR NAME/TITLE DATE

SIGNED:

CONTRACTOR NAME/TITLE DATE