Attachment_4_-_QASP_Grounds_Mx.pdf

FA3022-16-R-0002 Attachment 4 9 February 2016

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

GROUNDS MAINTENANCE SERVICES

at

Columbus Air Force Base, Mississippi and

Columbus Auxiliary Airfield, Shuqualak MS

Columbus AFB, Mississippi

Effective 1 October 2016

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

GROUNDS MAINTENANCE SERVICES

Columbus AFB, MS

1. Objective: The objective of this service is to provide grounds maintenance services at Columbus AFB MS and Shuqualak Auxiliary Airfield. Additionally, the service Contractor is expected to be a partner with the base community in continuously improving the quality of programs and services offered to customers. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing the Performance-based Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Summary (SS) in the Grounds Maintenance Services contract. The QASP provides a systematic method to evaluate the services and products the Contractor is required to furnish. This QASP is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government quality assurance is to ensure that contract standards are achieved. In this contract, the Quality Control Program (QCP) is the driver for service quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the QCP, approved at the beginning of the contract, provides the measures needed to lead the Contractor to success. Once the QCP is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

2. Goals of the Multi-functional Team (MFT): The MFT was established and meetings were held under the title of Business Strategy Planning Sessions (BSPS). The goals of the BSPS are to manage this contract and other similar customer contracts and requirements. The BSPS provides an avenue to collectively work together to create a strong working relationship between the using agency and Contracting to adequately plan for new requirements, enhance communication with customer leadership on contract performance and ensure the highest level of customer service. In addition, a contract-specific MFT was formed specifically for this contract.

Upon award of the contract, the contractor becomes a member of the team. The MFT will meet as needed to discuss contractual matters to ensure the highest level of contract performance.

3. Multi-functional Team Members and their Responsibilities. The membership, goals and responsibilities of the MFT members are outlined in the MFT Charter.

4. Performance Assessment (Services Summary): The performance thresholds describe the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

No. Performance Objective

PWS

Paragraph

Performance Threshold

Method of Surveillance

SS-1 Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Leaf Removal

e. Prune Shrubs

1.1, inclusive No more than 5 valid defects per month

Periodic Validation/ Customer Complaint

SS-2 Maintain Semi- Improved Grounds

a. Mow Non-Airfield semi-improved areas

b. Trim Non-Airfield semi-improved areas

1.2, inclusive No more than 4 valid defects per month

Periodic Validation/ Customer Complaint

SS-3 Maintain Airfield Grounds

a. Mow Airfield semi-improved areas

b. Trim Airfield semi-improved areas

c. Mow/Trim Runway/ Taxiway Edge Lights, Signs, and Structures

1.2, inclusive. No more than 2 valid defects per month

Periodic Validation/ Customer Complaint

SS-4 Maintain Un- Improved Ground

1.3, inclusive No more than 5 defects per maintenance action

100% Inspection

SS-5 Maintain Vegetative Beds, Inert Beds and Related Areas

1.4, inclusive No more than 5 defects per maintenance action

Periodic Validation/ Customer Complaint

SS-6 Debris, Trash and Litter Policing

1.1, inclusive No more than 3 valid defects per month

Periodic Validation/ Customer Complaint

No. Performance Objective

PWS

Paragraph

Performance Threshold

Method of Surveillance

SS-7 Tree Pruning 1.7, inclusive No more than 3 valid defects per month

Periodic Validation/ Customer Complaint

SS-8 Quality Control

Contractor’s Quality Control Plan (incorporated into contract after award).

2.1 No more than 3

valid defects per month

Periodic Validation/ Customer Complaint

SS-9 Data Requirements Appendix C No more than 1 valid defect per month

Monthly review of Contractor-submitted reports

4.1. Monthly Performance Assessments. The Contracting Officer’s Representative (COR) will summarize and document the Contractor’s performance during monthly performance assessments, which will be included as part of the COR file, then incorporated into the official contract file after contract closeout. If assessments indicate unacceptable performance, the COR will notify the Contractor’s Contract Manager (CM) of the deficiencies for correction. The Contractor shall be given an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. If deficiencies are not corrected within the required time frame, the COR should notify the Contracting Officer (CO) for action.

4.2. Methods of Surveillance:

4.2.1. UCustomer Complaint

4.2.1.1. The COR shall ensure that Facility Managers receive instructions regarding the Customer Complaint process and procedures. This training will include points of contact and instructions on submitting customer complaints. Facility Managers will then be responsible for providing this information to facility occupants.

4.2.1.2. The COR will validate complaints upon receipt from customers. If the complaint is not valid, then the COR shall provide the customer with an appropriate explanation (e.g., task is not included in the PWS). The COR should inform the customer of the approximate time in which the defect(s) will be corrected and that the customer should notify the COR if any defect is not corrected appropriately. Unless notified otherwise by the customer, the complaint will be considered resolved and noted as such in the COR’s monthly performance assessment.

4.2.1.3. The COR will verbally notify the Contractor’s CM of all validated customer complaints and provide a copy of the complaint as requested.

4.2.1.4. If there is a question regarding the validity of customer complaints, the COR shall make the final determination. If the customer or Contractor disagrees with the CORs’ determination, then the dispute will be referred to the CO for a final decision.

4.2.2. UPeriodic InspectionU. The COR will inspect the performance objectives to ensure contractor compliance with the appropriate paragraphs of the PWS utilizing periodic surveillance. The periodic inspections shall be performed monthly and tracked on a schedule/calendar as appropriate, and using locally developed checklists. The COR will make periodic inspections each month to ensure that services are received in accordance with the PWS and the Contractor’s QCP. The COR will record results of the inspection, noting the SS item, date/time and results of the inspection. Should the Contractor exceed the performance threshold, the COR will notify the CO for remedy. If the Contractor disagrees with any of the COR’s findings, the dispute will be referred to the CO for a final decision.

4.2.3. U100% Inspection.U Service Summary objectives with 100% inspection shall be inspected immediately after the contractor has notified the COR that they are complete. All deficient tasks with 100% performance shall be re-performed as indicated in the Services Summary of the PWS and reported to the CO for remedy as appropriate.

4.2.4. USurveillance of Non-SS Items.U All other tasks required under the PWS may be inspected on a random basis at a frequency determined by the Functional Commander (FC), CO and/or

COR.

5. Remedies for Non-Conformance. If the Contractor’s performance does not conform to the SS objectives and/or shows a pattern of non-conformance (i.e., the same deficiencies in subsequent inspection periods), then the COR shall notify the CO for remedy in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 2015).

6. Performance Management

6.1. Market Research. Market research will be used as a tool throughout the life of the contract to ensure to remain current with the most efficient and effective assessment methods and techniques of the commercial marketplace.

6.2. Multi-functional Team Meetings. The multi-functional team will manage the contract for the life of the requirement. This team will form a partnership between the Government and the Contractor to ensure the best possible service is provided for the life of the contract.

6.2.1. The goal of the MFT is to give all members, Government and Contractor, a vested interest in maintaining the highest quality service to our customers and the ability to propose/initiate improvements. The success of the contract is a combined effort of all multi-functional team members.

6.3. Contract Performance Assessment Reporting System (CPARS). CPARS will be updated at least annually documenting Contractor performance for this specific contract. More frequent updates may be made as required to document a significant improvement or degradation of the level of contract performance. The Assessing Official Representative will be the COR; the Assessing Official will be the CO; and the Reviewing Official will be either the 14 Contracting Squadron Commander or Director of Business Operations. The Contractor representative also has input prior to this report being finalized.

6.4. Disputes. Attempts will be made to resolve all disputes arising under this plan using the Alternate Dispute Resolution (ADR) as outlined in FAR 33.214. The objective is to increase the opportunity mutually agreeable resolutions to disputes that are relatively inexpensive and expeditious. If no resolution can be made under ADR, the CO shall be notified for a final decision.

7. Trafficking in Persons. The Contractor shall comply with FAR 52.222-50, Combating Trafficking in Persons. Additional information about Trafficking in Persons can be found at http://www.state.gov/j/tip.

7.1. In accordance with the Defense Contingency COR Handbook, Combating Trafficking in Persons, the COR must inform the PCO if the Contractor/subcontractor and/or Contractor/subcontractor personnel fail to comply with the requirements of FAR 52.222.50. The PCO must convey the information to DOD Combat Trafficking in Persons (CTIP) Law Enforcement and Support/Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA).

8. Plan Revisions. Revisions to this QASP are the joint responsibility of the FC, CO, and COR.

The COR reviews the PWS and QASP annually and will provide proposed changes through the FC to the MFT and BRAG for review. This is a living document that can be changed at any time.