FBO-QASP.pdf

Quality Assurance Surveillance Plan (QASP) Portland Air National Guard Base

142 Civil Engineering Support Services Engineering Flight

Version 1.0

Quality Assurance Surveillance Plan (QASP)

1. Vision

1.1. The 142nd Civil Engineering Squadron Engineering Flight functions to provide engineering and construction support services to the Oregon Portland Air National Guard facilities at Portland and Camp Rilea.

2. Mission

2.1. The 142nd Civil Engineering Squadron Engineering Flight has a requirement for contractor support to assist in the management of Construction projects and maintain engineering records. The contractor will assist the Engineering Squadron personnel in inspecting construction, technical evaluation of construction submittals and change orders, maintaining project files, maintaining engineering drawings, and help perform technical reviews of internal and third party engineering designs.

3. Purpose

3.1. This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

3.1.1. What will be monitored

3.1.2. How monitoring will take place

3.1.3. Who will be conduct the monitoring

3.2. How monitoring efforts and results will be documented

3.2.1. The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance.

3.3. The QASP is not part of the contract nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

3.4. The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

3.5. Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4. Authority

4.1. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

5. Roles and Responsibilities

5.1. The following personnel shall oversee and coordinate surveillance activities.

5.2. Program / Project Manager

5.2.1. The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

5.2.2. Assigned PM: xxxxxxxxx

5.2.3. Organization or Agency: Oregon Air National Guard

5.2.4. Telephone: 503 335-xxxx

5.2.5. Email: xxxxxxxxxxxx.x.xxxxxxx.xxx@us.army.mil

5.3. Contracting Office (KO)

5.3.1. The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

5.3.2. Assigned KO: Denise Phillips

5.3.3. Organization or Agency: USPFO for Oregon Contracting Officer

5.3.4. Telephone: 503 335-4492

5.3.5. Email: denise.a.phillips14.mil@mail.mil

5.4. Contracting Officer's Representative (COR)

5.4.1. The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of mailto:denise.a.phillips14.mil@mail.mil performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

5.4.2. Assigned COR: CAPT Jonathan M Corrigan

5.4.3. Organization or Agency: Oregon Air National Guard-142nd Civil

Engineering Squadron

5.5. Other Key Government Personnel

5.5.1. Assigned SME/TPOC: Harry Danberg

5.5.2. Organization or Agency: Oregon Air National Guard-142nd Civil engineering Squadron

5.5.3. This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

6. Contractor Representatives

6.1. The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract. (Complete this section after the contract award)

6.2. Program Manager -

6.3. Telephone: <enter number>

6.4. Email: <enter address>

7. Performance Requirements and Method of Surveillance

7.1. This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

8. Contract Surveillance

8.1. The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR's contribution is their professional, non-adversarial relationships with the KO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

9. Surveillance Matrix

9.1. The Surveillance Matrix (Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

9.2. Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor's performance as it relates to the performance element standards. The PRS should be used to form the foundation of the COR's inspection checklist.

9.3. In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance Rating

Criteria

Green Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor was highly effective.

Green Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor was effective.

Green Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Yellow Performance does not meet some contractual requirements.

The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Red Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Appendix 1 - Surveillance Matrix

Deliverabl e

Performanc e Standard

Acceptable Quality Level (AQL) Frequenc y

Monitor/ Inspect Projects

Technical Specificatio n 2.1.3- 2.1.4

Monitor and/or inspect complex projects and substantial new construction, renovations and improvement to real property facilities. Ensure all evaluations and recommendations are technically complete and on time with 99% accuracy

Maintain surveillance over projects to ensure compliance with contract documents. Ensure close out documents are signed, validated and forwarded to the BCE office within 45 days of substantial completion date.

Monthly

Project Technical Support

Technical Specificatio n

2.2 - 2.2.7

Project designs, to include change orders, performed by Architect Engineer firms require a local technical review. The contractor shall perform technical reviews of designs to confirm compliance with applicable technical directives and general constructability. Assessments & reports are accurate and meet suspense’s 95% of the time.

Review of project designs are completed and returned within 5 days of receipt.

Ensures continuous surveillance of contractor's project is accomplishment for adherence to schedules, compliance with specifications, contractual provisions, and safety requirements

GIS and AutoCAD Drawing Support

Technical Specificatio n 2.3-2.3.5

Update and maintain existing databases. These includes CIP, Base master plans and building floor plans.

Maintain record drawings

Incorporate project data into above items.

Monthly

Electronic s Records Managem ent) ERM

Technical Specificatio n

2.4-2.4.3

Complete Records Custodian CBT

Develop ERM Plan

Maintain and update ERM project files on the R drive

Monthly

Appendix 2 - Corrective Action Report (CAR)

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE

DATE

6. CONTROL

NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO

PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

Appendix 3 – QUALITY ASSURANCE WORKSHEET

Period of Performance: From ________________________to________________________

Approved/Accepted by:___________________________________Date:__________________________________ (COR/Alternate COR)

QUALITY ASSURANCE WORKSHEET

Task Order #____________________ Project Manager CE Contractor Name

Performance Rating

Deliverable/Service Quality Rating

Causative Factors Effect on Mission Action Required /

Date

Monitor/Inspect Projects

Green Comments Optional for “Green” QA Rating

Yellow

Red

Project Technical Support

Green Comments Optional for “Green” QA Rating

Yellow

Red

GIS and AutoCAD Drawing Support

Green Comments Optional for “Green” QA Rating

Yellow

Red

Electronics Records Management) ERM

Red

Contract employee(s) has required badges displayed and identify themselves as contractors 98% of the time. Basic contract Para 7.11

Appendix 4 - Performance Assessment Report (PAR)

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK

ORDER NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR)

5. COR

PHONE

6. SUSPENSE

DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL

BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS

PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF

DEFICIENCY BOX WAS CHECKED)

10. DETAILED PERFORMANCE

ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF

RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS