Attachment_5_-_QASP.pdf

Quality Assurance Surveillance Plan For

Kitchen Hood and Duct Maintenance

11 FSS/FSVF

Date: 18 Jul 16

Objective. Perfmm operational tests and inspections through periodic surveillances. Ensure preventive maintenance and repairs on kitchen hood and exhaust systems are completed. Inspect systems to ensure compliance with National Fire Protection Agency 96 standards (NFPA 96).

Ensure exhaust systems perform properly and efficiently and are cleaned with no combustible residue. Document accuracy and timliness of submitted reports to include at a minimum a monthly repmi of all activity accomplished by the contractor during specified time periods.

Ensure compliance with the Performance Work Statement (PWS).

1. Multi-Functional Team (MFT) Goals. The goals of this team are to manage this contract and provide an avenue to collectively work together to create a strong working relationship between the using agency, contracting office and the contractor and provide the highest level of contract performance and customer service.

1.1. Cost Savings. Ensure that the everyday commercial business practices are utilized to the maximum extent possible.

1.2. Efficiencies. Ensure that all team members are available and responsive to resolve issues and concems.

1.3. Improved Customer Service. Ensure immediate attention to the needs of the customer.

2. MFT Roles and Responsibilities. The membership, goals and responsibilities of the MFT are outlined below. Upon award of the contract, the contractor is an MFT member.

2.1. Contracting Officer (CO)

2.1.1. The CO is the only individual authorized to enter into, modify, administer, and/or terminate contracts and make related determinations and findings.

2.1.2. The CO is the only individual that is authorized to delegate (in writing) specific administrations duties to other individuals, which includes the Contracting Officer Representative (COR).

2.1.3. The CO ensures oversight and control over contract actions.

2.2. The Contracting Officer Representative (COR)

2.2.1. The COR shall be familiar with contract terms and conditions.

2.2.2. The COR shall complete all required training prior to contract award or the assumption of duties to include, but no limited to: Core COR courses, Ethics and Combating Trafficking in Persons.

2.2.3. The COR shall monitor the contractor's performance in accordance with this Quality Assurance Surveillance Plan (QASP) and the Performance Work Statement.

2.2.4. The COR shall evaluate the contractor's performance and report the results in a monthly report to the contracting office.

2.2.5. The COR is the customer point of contact and must collect all customer complaints. The COR must ensure that customer complaints are not accessible by the contractor, are investigated and validated. The contractor will be informed of all validated customer complaints. All complaints and any resulting resolution of such complaints will be documented and become a permanent part of the COR surveillance records.

2.2.6. The COR must furnish written instructions and customer training to each organization receiving service under this contract. Instructions and training should cover the format and content of the customer complaint program and the service to be surveilled; the action that may be expected from the COR, contract administrator, and contracting officer as a result of the complaints; and the limitations on the customer communications with contractor personnel.

2.2.7. Maintain a surveillance folder/binder containing the most current QASP, all contract documents, surveillance repmis and additional quality assurance c01Tespondence.

2.2.8. The COR shall submit a monthly contractor performance rating to the CO based on the following:

2.2.8.1. Excellent - Performance meets contractual requirements and exceeds many to the Govermnent' s benefit.

2.2.8.2. Very Good - Performance meets contractual requirements and exceeds some to the Government's benefit.

2.2.8.3. Satisfactory - Performance meets contractual requirements.

2.2.8.4. Marginal - Performance does not meet some contractual requirements.

2.2.8.5. Unsatisfactory - Performance does not meet most contractual requirements and recovery is not likely in a timely manner.

2.3. Contract Administrator (CA)

2.3.1. The CA shall maintain the contract file and facilite information between the

MFT.

2.3.2. The CA shall ensure contractor compliance with all contract terms and conditions and communicate concerns to the CO and COR.

2.3.3. The CA shall conduct periodic surveillances of the COR to ensure compliance with this QASP.

2.4. Contractor

2.4.1. The contractor shall control the quality of all services outlined in the PWS.

2.4.2. The contractor shall tender to the Government for acceptances only of those supplies and services that conform to contract requirements.

2.4.3. The contractor shall provide and maintain an inspection system or program for the control of quality that is acceptable to the Government.

2.5. Fire Safety

2.5.1. Base fire safety shall inspect all kitchen hood and exhaust systems following service to ensure compliance with NFP A Standard 96.

2.5.2. Base fire safety shall communicate NFP A Standard 96 deficiences with the COR and contracting office.

3. Strategy, Methods, and Tools for Assessment.

3.1. Strategy. Quality shall be assessed through multiple methods. The COR shall conduct periodic surveillances of service summary items as well as other items in the PWS. Special attention and observation will be made to ensure ethical working conditions for service building employees.

3.2. Assessment Methods.

3.2.1. On-site surveillance during performance.

3.2.2. On-site surveillance following completion of service.

3.2.3. Review of submitted repmis.

3.2.4. Review of customer complaints.

3.2.5. Review of Base Fire Safety inspection records.

3.3. Tools. Monthly contractor performance rating and periodic on-site surveillances evaluating the perfmmance objectives and other items listed in the PWS.

4. Management Approach. The COR will track, record and repmi the acceptability of the contractors performance using the above mentioned assessment and tools.

5. Service Summary.

Performance Objectives

PWS

Performance Thresholds Assessment Method

Reference

Perform routine operational tests, Declared unsafe by the Periodic on-site inspections and preventive maintenance and

1.1.1 - Base Fire Chief or other surveillances, customer repairs on all required hood and exhaust 1.1.4 authorized inspecting complaints and systems IA W with NFP A 96 standards and individual. No more inspection report manufacturer's instructions. than one (1) per month. reviews.

All service required hoods and exhaust No more than one (1)

Periodic on-site

1.1.2 - unsatisfactory systems perform properly and efficiently and

1.1.6 surveillance or customer surveillances and are clean.

complaint per month.

customer complaints.

No more than one (1) Periodic on-site

Schedule maintenance and timeliness. 4.2 unsatisfactory surveillances and surveillance or customer customer complaints.

complaint per month.

No more than one (1)

Review of time received Reports submitted timely and accurately. 1.1, 1.1.7 unsatisfactory and content.

surveillance per month.

Routine repairs/replacements are properly No more than one (1)

Periodic on-site unsatisfactory coordinated and completed in a timely 1.1.1 surveillance or customer surveillances and manner IA W with approved schedule.

complaint per month.

customer complaints.

Emergency repairs are properly coordinated No more than one (1) and completed in a timely manner.

unsatisfactory

Periodic on-site Response within four (4) hours during 1.1.5 surveillance or customer surveillances and normal duty hours and eight (8) hours during complaint per month.

customer complaints.

off duty hours

5.1. Tools. Monthly contractor performance rating and regular surveillances evaluating the performance objectives and other items listed in the PWS

6. Management Approach. The COR will track, record and repmi the acceptability of the contractors performance using the above mentioned assessment and tools.

1st Ind, 11 CONS/LGCBA

2nd Ind, 11 CONS/LGCBA

3rd Ind, 11 CONS/LGCP

HONREBATIE

Food Service Offi~~r/COR

CAROLINA I. BROST

Contract Administrator

JULIA A. JOHNSON

Contracting Officer

I '// ' / ,_! ti c .. /Jli, ' Q'J..J'YhlJ ~j { L J ;.,,/If\})~ ·······

KENNETH A. GRIMSLEY _,_

Quality Assurance Program Coordi#r