Exhibit 04 QASP 2024 08 19.pdf

Exhibit 04 Quality Assurance Surveillance Plan (QASP)

Contract Number: TBD

Contract Description: Preventative and Corrective Maintenance Contract for NIST larger diesel and natural gas generators.

1.0 PURPOSE OF THE QASP

This Quality Assurance Surveillance Plan (QASP) is designed to provide the National Institute of Standards and Technology (NIST) with an effective surveillance method for monitoring and evaluating the Contractor's performance under a Performance Work Statement (PWS) for custodial and related services.

In accordance with Federal Acquisition Regulation (FAR) Part 37.601, performance-based contracting methods are intended to ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed, or outcomes achieved meet contract standards. The role of NIST is quality assurance by ensuring that the Contractors are achieving the performance quality levels required under the custodial and related services contracts and focusing on the Contractors' quality control programs. The NIST periodically validates the execution of the Contractors' quality control programs by reviewing such areas as the Contractors' inspection forms, service call logs, tenant reports, tenant satisfaction surveys, and the timeliness of corrective actions.

This 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. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

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. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the Contractor and Government officials implementing surveillance activities.

2.0 GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer - 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.

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. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The Contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

3.0 TYPES OF WORK TO BE PERFORMED

The Contractor performance in providing the following services shall be evaluated by the Government.

• Quarterly Preventative Maintenance Services

• Annual Preventative Services

• Corrective Maintenance Services

• Emergency Maintenance Services

• Reporting

• Other services or requirements as specified in the PWS.

Performance standards define desired services. The Government performs surveillance to determine if the Contractor meets or does not meet these standards.

The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

4.0 METHODS OF SURVEILLANCE

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

Regardless of the surveillance method, the COR shall always contact the Contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO/CS, shall be responsible for monitoring the Contractor’s performance in meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION. Can be performed periodically or through 100% surveillance.

b. PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs.

Preventative maintenance scheduled Quarterly.

c. 100% INSPECTION. Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

d. Progress or status meetings. Four weeks before scheduling the inspection. One, onsite on the day of the inspection starts. One, onsite on the day inspection ends.

e. Performance reporting. Evaluate metrics for a specific time-period. Develop metrics or use metrics found in the contract.

Frequency of Measurement

The CO or their designee shall evaluate the Contractor’s performance, reports, surveys, etc., on an event, weekly, biweekly, monthly, or quarterly basis. The COR shall take measurements every three (3) months, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

Frequency of Performance Assessment Meetings

The COR shall meet with the Contractor once every three months to assess performance and shall provide a written assessment.

Surveillance results may be used as the basis for actions (to include payment deductions) against the Contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

5.0 DOCUMENTING PERFORMANCE

Inspection Form: NIST inspection forms shall be used to document and evaluate the Contractor's performance. The CO or their designee shall evaluate each event in accordance with the performance standards and performance requirements stated in the PWS. All tasks that are considered to have an unacceptable performance shall be substantiated and documented on the form(s). The form(s) shall be completed and submitted to the Contractor within 24 hours. The Contractor shall return the form(s) identifying the corrective action taken, within time allotted by the CO or their designee.

Inspection of Services Clause: The CO shall fill in applicable commercial or non-commercial clause as appropriate, such as FAR Clause 52.212-4(a) Inspection/Acceptance.

Acceptable Performance

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation.

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 Contractor's task manager or on-site representative. A CDR template is attached to this QASP.

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 contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the CO.

Performance Report Template

1. CONTRACT NUMBER: TBD

2. Prepared by: (Name of COR)

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Contract Discrepancy Report (CDR) Template

1. Contract Number: TBD

2. TO: (Contractor Task Manager or on-site representative) TBD

3. FROM: (Name of COR)

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

6.0 MAINTENANCE QUALITY STANDARDS

Performance-based Task

Services to be inspected

Standard for successful performance

Quality Assurance Surveillance Method

Corrective Action/Deduction

Quarterly Preventative Maintenance

Inspection of routine services, equipment performance, and reports.

Service shall meet the manufacturer’s recommendations and equipment designs.

Service shall be performed to the associated schedule.

Inspection of the repairs, review of the required reporting, NIST’s Technical Point of Contact

(TPOC)/COR

feedback.

The Contractor shall perform necessary corrective services on identified deficiencies.

Unsatisfactory performance may result in a maximum 5% invoice deduction.

Annual Preventative Maintenance

Inspection of routine services, equipment performance, and reports.

Service shall meet the manufacturer’s recommendations and equipment designs.

Services shall be performed to the associated schedule.

Inspection of the repairs, review of the required reporting, NIST’s Technical Point of Contact

(TPOC)/COR

feedback.

The Contractor shall perform necessary corrective services on identified deficiencies.

Unsatisfactory performance may result in a maximum 5% invoice deduction.

Corrective Maintenance Services

Inspection of corrective maintenance services, equipment performance, and reporting.

Service shall only be performed after COR approval.

Service performed within the timeframe established or agreed to with the COR.

Services shall meet the manufacturer’s recommendations and equipment designs.

Inspection of the repairs, review of the required reporting, NIST’s Technical Point of Contact

(TPOC)/COR

feedback.

The Contractor shall perform necessary corrective services on identified deficiencies.

Unsatisfactory performance may result in a maximum 5% invoice deduction.

Emergency Maintenance Services

Performance of emergency services or repairs as needed following COR approval, unless a life-safety issue exists.

Inspection of emergency services or repairs, equipment performance, and reporting.

Service shall only be performed after COR approval.

Service performed within the timeframe established or agreed to with the COR.

Services shall meet the manufacturer’s recommendations and equipment designs.

Inspection of the repairs, review of the required reporting, NIST’s Technical Point of Contact

(TPOC)/COR

feedback.

The Contractor shall perform necessary corrective services on identified deficiencies.

Unsatisfactory performance may result in a maximum 10% invoice deduction.

Reporting All maintenance reports, deliverables, and submittals

All reports, deliverables, and submittals shall be submitted to the COR in the timeframes stated in the PWS.

Review of the required reporting, NIST’s Technical Point of Contact

(TPOC)/COR

feedback.

The Contractor shall address reporting deficiencies through revision or reperformance as necessary per the COR review.

Unsatisfactory reporting or recurring revision of previously identified errors may result in a maximum 10% invoice deduction.

Communication and Scheduling

Ongoing communication and coordination between the Contractor and the

COR.

Scheduling of services is timely and coordinated with the COR.

All services meet the scheduling requirements listed in the Preventative Maintenance Checklist or OEM (except B-235).

The services for B- 235 meet the scheduling requirements listed

Feedback from NIST’s Technical Point of Contact (TPOC) and COR, as well as other relevant NIST personnel.

The Contractor shall perform necessary corrective actions on identified deficiencies.

Unsatisfactory performance may result in a maximum 5% invoice deduction.

in the Preventative Maintenance Schedule of OEM.

Safety Compliance

Contractor adherence to all Federal, local, and agency safety standards and regulations, as well as the standards detailed in the

PWS.

The Contractor shall perform services in a safe manner that adheres to required standards and regulations.

Feedback from NIST’s Technical Point of Contact (TPOC) and COR, as well as other relevant NIST personnel.

Any and all safety violations must be reported to the COR immediately, if the event permits.

Unsatisfactory performance may result in a maximum 15% invoice deduction.

Violations may also result in additional fines to the Contractor.

6.0 Maintenance Quality Standards