Exhibit 16_Quality Assurance Surveilance Plan.docx

Exhibit 16: Quality Assurance Surveillance Plan

I Introduction. The Government’s Quality Assurance Surveillance Plan (QASP) provides the procedure and guidelines that will be used in evaluating technical performance of the Contractor for vegetation data collection associated with this contract in a performance based statement of work. The Government’s QASP is not part of the contract, but is provided to the Contractor solely as information. A copy of this plan is furnished to the Contractor in the solicitation package and with the contract so the Contractor is aware of the methods that the Government will use in evaluating performance on this contract and to address any concerns that the Contractor may have prior to initiating work. The QASP may be subject to change by the Government during the contract performance period. The Government reserves the right to perform more or less than is outlined in the Plan.

Purpose of the QASP:

· Define the role and responsibilities of participating Government officials;

· Define the types of work to be performed with required end results;

· Describe the evaluation methods that will be employed by the Government in assessing the Contractor’s performance;

· Provide copies of the performance assessment form that the Government will use in documenting and evaluating the Contractor’s performance; and

· Describe the process of performance assessment documentation.

II Roles and Responsibilities of Participating Government Officials.

A. Contracting Officers Representative (COR): The COR is designated by the Contracting Officer to administer the contract within the authority and limitations specified on form FS-R1-6320-27 provided to the Contractor at the pre-work and at any time there is a change in COR, it will also be provided to the new COR, and will be maintained in the contract file. Refer to FSH 6309.11.04.4, WO Amendment 6309.11-91-1 for a full description of responsibilities.

The COR will monitor the Contractor’s work and may utilize Work Orders and Notice of Non-compliance as tools to communicate in writing with the Contractor. The COR will keep the Contracting Officer and Contractor informed of progress and contract compliance and any non-compliance issues. The Contracting Officer will work with the Contractor and COR to correct non-compliance issues. Suspension of work may be necessary to halt operations when compliance issues are at question and continuing work during discussions could cause irreversible damage (e.g., improper plot installation, inaccurate measurements resulting in nonpayment).

The COR will maintain Daily Diaries for each day of inspection, as the record of contract progress and compliance. These will include only facts concerning the contract, and will be complete and unbiased as they will be used by the Contracting Officer to make further decisions on contract issues.

The COR designates and supervises the work of the government QA inspectors.

B. Inspectors: The Government inspector(s) are designated by the COR to represent him/her in securing compliance of contract requirements. The Designation of Inspector (R1-FS-6320-29) will be used to designate the inspector and identify the responsibilities. Refer to FSH 6309.11.04.4, WO Amendment 6309.11-91-1. The inspector(s) will monitor Contractor performance and inform the Contractor of contract deviations. The inspector(s) will monitor progress and conduct quality assurance plots. The inspector(s) will not direct the operations of the crew but rather keep in contact with the foreman, stressing the requirement of Contractor quality control as well as protecting the Government’s interest by assessing the adequacy of installation and measurement activities.

A lead inspector may be designated by the COR when more than one inspector will be on site to act as the leader of the Government inspectors and to avoid confusion in communications with the Contractor.

The inspector(s) will maintain Daily Diaries, issue notice of non-compliance to the Contractor when s/he fails to meet contract requirements, and keep the COR informed of all contract progress, and conformance problems. The inspector(s) will anticipate change orders and inform the COR.

C. District Ranger, Forest Supervisor, Silviculturist and other District, Forest and Regional employees: The Forest Supervisor is responsible for the administration of the National Forest, and the District Ranger acts as an authorized representative. These and other employees will act as resource advisors to the COR and Contracting Officer but do not have contract authority. Their role is to provide advice on project implementation, which may be used for contract decisions.

III. Assessing the Contractors Performance

A. Schedule. The COR and inspector will monitor progress and if the Contractor is falling behind schedule, the COR may issue a work order to ensure the agreed to schedule is maintained.

B. Data Collection. The following plan will be used by the Government to assure the Contractor is providing the quality promised and work meets the performance standard.

1. Work in Progress. The Government inspector will observe work in progress. Any problems should be reported to the foreman to allow the problems to be corrected. The inspector and COR will not direct operation of the crew, however, as this is the responsibility of the Contractor. The Government expects the foreman to inspect work in progress and take corrective action prior to being notified by the Government inspector, consistent with the Contractor’s Quality Control Plan. Failure of the Contractor to inspect his work is cause for notice of non-compliance or other contract action.

2. Quality Assurance Plots. The Government inspector will take sufficient sample measurements to assure the Government’s quality assurance represents data quality. The CO and COR should determine the sample size, which should be influenced by the real or anticipated problems associated with the Contractor quality control. As an initial guide unless otherwise specified in an individual Task Order, the Government shall inspect a minimum of 10% of the plots in each block submitted for acceptance.

3. The Government inspector or COR will monitor the Contractor’s quality inspection plots to assure the Contractor is providing inspections consistent with the Contractor’s accepted Quality Control Plan (QCP). If not included in the QCP, the Contractor and CO/COR will agree to how/when Contractor inspection sheets will be turned in to the COR.

The Government inspector may observe the Contractor’s plots in progress or check them after completion. The Contractor may be put on notice of non-compliance (or other contract action taken) for failure to conduct plot inspections as per his/her QCP. The Contractor’s inspector is not permitted to modify plot deficiencies nor influence the work quality by indicating to the crew upcoming plot inspection locations.

4. The Government inspector will conduct quality assurance plots in a timely manner after a block completion assessing the data using the accuracy standards outlined in protocols in Section J, the R1 IDIQ CSE/IM Scoring Spreadsheet, and Section E in the contract. The COR will inform the Contractor if the quality is acceptable to the Government after the entire block is submitted.

The Government does not need to reveal the results of their plots, but will notify the Contractor if it appears that the block will fail due to a failing inspection score. Based on FAR 52.246-4 Inspection of Services (included by reference in Section E), the Contractor should be notified as soon as it is apparent that there may be a problem so they can improve in their inspection process if it does not conform to the standards.

Payment will be based on the Government’s inspection results, Section F of the contract. If the Contractor finds this objectionable, he/she may request a re-inspection in writing, up to seven (7) days after receiving notification of unacceptable work discussed in Section E of the contract. However, if the results of the re-evaluation sample indicate the Government results are correct, then payment is based on the Governments re-verification results.

5. The Government may choose to inspect any, or all forms/required fields depending on factors such as data collection trends noticed in prior inspections, data item importance, etc. Error trend failures require rework of all items identified as having an error trend. When the Contractor’s work falls below the performance standard of 85% for the items inspected on either an individual Form Score and/or Total Score, the Contractor shall rework the items/measurements according to Section E of the contract to bring the block into compliance. When the Contractor’s work fails as a result of unacceptable data collection on Pass/Fail data items, the Contractor shall rework the items according to Section E of the contract to bring the block into compliance. The Contractor shall re-inspect this work and the Government will conduct similar surveillance as the original work. The Contractor should submit his quality control inspections indicating that work is complete and acceptable prior to the Government conducting inspection plots.

C. Resource Protection. The COR and inspector should monitor the activities to assure resources are being protected. This should be monitored in conjunction with work in progress.

D. Work site and Campsite. The inspector and COR may periodically assess the campsite to assess if it is clean, and meets the requirements set forth in the contract. The COR will require the Contractor to clean up the campsite or suspend operations if it is a safety hazard. Final payment will be withheld until the campsite meets the camp management plan/camping permit requirements if required.

E. Safe Working Conditions. Safety will be discussed at the pre-work meeting.

If the Contractor brings safety hazard to the attention of the COR, the COR/CO and Contractor must find resolution. Examples of options for resolution include, suspension with contract time, moving to another area until the hazard (as in the case of wildfire) has ceased.

IV. Contractor Final Performance Assessment

A. Final Performance Assessment The COR will document the Contractor’s performance under this contract/Task Order. The COR will document his/her understanding of the contract requirements, what was actually completed, and the impact or consequences of what was not completed, and any recommendation for rework.

The COR will summarize the Contractor’s performance in the following aspects:

· Quality of plot installation and measurements

· Cost Control

· Timeliness of Performance

· Business Relations

· Customer Satisfaction: Was the Contractor committed to customer satisfaction?

· Would you recommend the selection of this Contractor again (after contract expiration)? Why?

Utilize these ratings along with a short explanation.

· Unsatisfactory = nonconformance is jeopardizing the achievement of contract requirements despite the use of Agency’s resources.

· Poor = overall compliance requires MAJOR agency resources to ensure achievement of contract requirements.

· Fair = Overall compliance requires MINOR Agency resources to ensure achievement of contract requirements.

· Good = Overall compliances does not impact achievement of contract requirements.

· Excellent = There are no quality problems and Contractor goes beyond what is expected of contract to achieve services.

B. Analysis of Performance Assessment Results

The Contracting Officer will review each Performance Assessment prepared by the COR. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding them even are considered in the COR opinions outlined on the forms. The Contracting Officer will prepare the final Performance Assessment that will be entered into the Past Performance Database. Prior to entering information, the Contracting Officer will provide a copy of the final performance rating to the Contractor and allow time for the Contractor to provide rebuttal if desired.