Exhibit 02 QASP.docx

EXHIBIT 02: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

CAFETERIA FOOD AND CONFERENCE CATERING SERVICES

I. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) sets forth the procedures that the Government intends to follow to protect the Government’s interest. The plan will define the surveillance areas, standards of performance, and actions that will be recommended if the Contractor fails to meet the performance standards in the performance work statement (PWS).

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.

The Government may review and revise this QASP on a regular basis. The Government will coordinate changes with the Contractor. Copies of the original QASP and revisions will be provided to the Contractor and Government officials implementing surveillance activities.

II. SERVICE CONTRACT DESCRIPTION

To obtain a food service partner to operate the main cafeteria and the independent coffee bar located in Building (Bldg.) 101, as well as conference center related catering services on the National Institute of Standards and Technology (NIST) Gaithersburg, Maryland campus. The cafeteria shall offer breakfast, lunch, and snacks while the coffee bar will offer beverages and “grab & go” food and snacks. The food service business shall be operated on a profit & loss basis.

III. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel will oversee and coordinate surveillance activities.

Contracting Officer (CO) - The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will 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.

Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and will assure proper Government surveillance of the Contractor’s performance. The COR will 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. Conference Program Staff, Bldg. 101 Facility/Building Managers, and NIST safety officials will assist in surveillance activities.

IV. SURVEILLANCE AREAS

At the end of each month, the Government will compare Contractor performance to the contract standards. The Government will survey Contractor performance in the following areas:

1. Food Service Operations and Reporting

2. Menu Cycle and Variety

3. Food Safety, Sanitation, and Recycling

4. Government Equipment, Security, and Emergencies

V. 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 Performance Requirements Summary Matrix in the table below includes the relevant performance standards. The Government will use these standards to determine Contractor performance and will compare Contractor performance to the Acceptable Quality Level (AQL).

TABLE: Performance Requirements Summary Matrix

Food Service Operations and Reporting

Appendix F

1.10.2

Menu Cycle and Variety

1.2.4 1.10.1 Contractor shall prepare, serve, and store all food in compliance to all applicable food safety codes and Food Service Guidelines for Federal Facilities.

At least 50% of the menu structure shall adhere to the healthy food and beverage standards as defined in the Food Service Guidelines for Federal Facilities. At a minimum, the contractor shall adhere to the minimum standard of the guideline, both in terms of the types and frequency of healthy food options. The contractor has adhered to the Behavior Design Standards defined in the Food Service Guidelines for Federal Facilities.

Random sampling

1.2.2

Food Safety, Sanitation, and Recycling

Maintain proper food safety and sanitation, and pest control.

1.2.4 1.4.2.7

Government Equipment, Security, and Emergencies

1.3.3

1.2.18

1.2.18 Initial PM schedule submitted to the COR prior to the start of the contract performance and as changes occur.

PM is scheduled and performed in accordance with (IAW) the approved PM schedule and the equipment is maintained IAW manufacturer’s recommendations.

Prior to start of contract and as Random Sampling

1.9.4

1.2.11 1.2.12 1.7 1.11

VI. METHODS OF INSPECTION

Acceptable surveillance methods include the following:

1. Random Sampling. The primary means of inspection or surveying for this contract.

Random sampling is a method of sampling that gives each sample an equal chance of being selected.

2. Planned Food Safety Audit. A NIST-hired food safety inspector will conduct quarterly food safety audits. Findings will be provided to the Contractor.

3. Incidental Inspection. Unplanned surveillance method is used to supplement planned inspection by documenting casually observed performance while enroute to or on site as planned for other review of other contract requirements.

4. Customer Input. COR will maintain documentation and status of customer complaints and compliments. COR will provide the Contracting Officer documentation on validated complaints:

a. Date and time of complaint

b. Source of complaint - organization and/or individual

c. Nature of complaint (narrative description)

d. Contract reference of complaint related services

e. Valid complaint (Yes or No) (Validation)

f. Date and time Contractor is informed of complaint

g. Action taken by Contractor and date ticket is closed

h. Signature of the person validating the Complaint

VII. DOCUMENTING PERFORMANCE

When the COR determines formal written communication is required, the COR will provide the notification to the Contractor's program manager and copy the CO/CS.

The COR will complete the inspection form, sample form is attached.

Acceptable Performance. The Government will document positive performance as identified as at or above the Acceptable Quality Level (AQL). Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance. When unacceptable performance occurs, below the AQL, the COR will inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. The COR will document the discussion and place it in the contract file.

For unacceptable performance, the Contractor shall acknowledge receipt in writing. The written communication 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, and how long after receipt the Contractor must present this corrective action plan to the COR. The Government will review the Contractor's corrective action plan to determine acceptability. Any costs associated with corrective actions will be the responsibility of the Contractor.

If the contractor fails to satisfactorily complete the work within the time allowed, the Government will proceed to complete the work by other means and will bill the Contractor with the Government’s actual cost to perform the work.

VIII. PERFORMANCE EVALUATION MEETINGS

Prepare a formal agenda covering review of performance, any corrective actions, and any other matters of concern to either the Government or the Contractor. Record the minutes of the meetings and sign and date them along with the Contractor’s representative.

IX. SIGNATURES

Signature/Date – Contractor Program Manager

Signature/Date – Contractor Program Manager

ATTACHMENT: CONTRACT REQUIREMENTS INSPECTION REPORT

INSTRUCTIONS: Form is used for inspection of contract requirements by inspectors to record results. The condition of area(s) inspected will be rated SATISFACTORY or UNSATISFACTORY. Explain unsatisfactory rating in remarks column and complete quantity column.

WORK DESCRIPTION - LOCATION

(Room No., Corridor, Lobby or either)

QUANTITY

(By measure or count)

CHECK ONE

REMARKS

CUSTOMER COMPLAINT GUIDE

You may use the Customer Complaint Form to augment other surveillance efforts when certain contract requirements are best documented by this methodology.

1. The COR may submit a customer complaint after auditing the contract or receiving a complaint from a customer or other interested individual.

2. Reference the specific contract requirement, if determinable. Validate the accuracy of the complaint. If the complaint is valid, the complaint will be forwarded to the Contracting Officer for further action. The Contractor is obligated to take corrective action.

3. The COR retains the complaint form in his/her files. All validated complaints are used to determine acceptable or unacceptable performance of contractual requirements.

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION INDIVIDUAL

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

DESCRIPTION OF PERFORMANCE REQUIREMENTS SUMMARY

Food Service Operations

Menu Cycle and Variety

At least 50% of the menu structure shall adhere to the healthy food and beverage standards as defined in the Food Service Guidelines for Federal Facilities. At a minimum, the contractor shall adhere to the minimum standard of the guideline, both in terms of the types and frequency of healthy food options. The contractor has adhered to the Behavior Design Standards defined in the Food Service Guidelines for Federal Facilities.

Daily

Food Safety, Sanitation, and Recycling

Shall maintain proper food safety and sanitation.

Government Equipment, Security, and Emergencies

Shall properly maintain government furnished equipment to ensure top performance and life of the equipment.

Daily