QUALITY_ASSURANCE_PLAN_40347823_MOWING_CONTRACT_PINWR.pdf

QUALITY ASSURANCE PLAN

Trails and Fields Mowing at Pelican Island National Wildlife Refuge, Vero Beach, Florida.

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. 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. GSA, FAR & DOI Local Clauses apply to this contract.

2. GOVERMENT 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 Contracting Officer: Constance Fields Organization or Agency: U.S. Fish and Wildlife Service Telephone: 404-679-4112 Email: constance_fields@fws.gov

b. Contracting Officer 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.

Assigned COR: Jeremy Edwardson, Deputy Complex Leader Telephone: 772-581-5557 ext 8 Email: jeremy_edwardson@fws.gov

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

Contractor:

Contractor's Representative:

Telephone:

4. REQUIREMENTS & ACCEPTABLE QUALITY LEVELS:

a. The contractor shall work with COR to schedule times of surveys.

b. The contractor shall provide operational oversight of the activities taking place on the Refuge in coordination with the Service.

c. The contractor shall furnish all labor, supplies, transportation, lodging and materials for the project.

5. 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 includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level

(AQL).

6. INCENTIVES:

The Government shall use the incentives listed below. Incentives shall be based on exceeding, meeting or not meeting performance standards.

- Non-compliance with the performance work statement will result in a negative performance evaluation/rating. Also, may result in non-payment until the deficiency is resolved

- Acceptable [satisfactory or better] performance shall receive a positive performance evaluation, and result in the contractor receiving a favorable letter of recommendation (upon request) - to be completed by the COR upon completion of the contract. Also, contractor will receive payment for work performed.

- Late delivery or delayed maintenance/repairs may lead towards a negative performance evaluation/rating and require work to be completed at contractor's expense. The Service shall reserve the right to schedule meetings with contractor representatives as needed to correct sub-standard or unsatisfactory performance.

7. METHODS OF QUALITY ASSURANCE (QA) SURVEILLANCE:

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

mailto:jeremy_edwardson@fws.gov

Regardless of the surveillance method, the COR shall always contact the contractor when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor's performance in meeting a specific performance standard/ AQL.

a. 100% INSPECTION

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.

8. 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: Performance significantly exceeds contract requirements to the Government's benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE:

a. ACCEPTABLE PERFORMANCE The Government may document positive performance. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

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's file.

When the COR determines formal written communication is required, the COR shall prepare an email correspondence to the contractor and courtesy copy the Contracting Officer.

The contractor shall acknowledge receipt of the email. The email 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 email will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any emails 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.

10. FREQUENCY OF MEASUREMENT:

a. Frequency of Measurement During contract performance, the COR shall measure performance at the time of delivery and throughout the life of the contract as specified in the Performance Requirements Summary.

ATTACHMENT 1 Performance Requirements Summary (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Tasks Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method

Positive/Negative Incentive for Meeting/Not

Meeting Performance

Standards 1- mow / bushhog up to 22 acres of old fields

Contractor shall complete Task 1 within 1 month of contract award date

Mowed areas need to be about 12 inches tall

Monthly inspection

Non-compliance with work schedules will result in non-payment of work until deficiency is resolved

2 mow / bushhog up to 2 acres around office / shop

Contractor shall complete Task 1 within 1 month of contract award date

Mowed areas need to be less than 12 inches tall

Monthly inspection

Non-compliance with work schedules will result in non-payment of work until deficiency is resolved

3 mow / bushhog up to 7.5 miles trails and around gates

Contractor shall complete Task 1 within 1 month of contract award date.

Mowed areas need to be less than 12 inches tall

Monthly inspection

Non-compliance with work schedules will result in non-payment of work until deficiency is resolved