Attachment_3_-_Recycle_QASP_20170620.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

INTEGRATED SOLID WASTE MANAGEMENT

(RECYCLING)

20 June 2017

Columbus AFB, Mississippi

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

INTEGRATED SOLID WASTE MANAGEMENT

(RECYCLING)

Columbus AFB MS

1. Objective: The objective of this service is to provide Integrated Solid Waste Management (ISWM) Recycling at Columbus AFB MS. None of the functions to be performed by contract are inherently governmental. 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 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 Recycling 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 Contractor’s 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 quality control program 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: The multi-functional team (MFT) was established and meetings were held under the title of Business Strategy Planning Sessions. The goals of this team are to manage this and other Civil Engineer (CE) Squadron contracts and to provide an avenue to collectively work together to create a strong working relationship between the using agency, contracting and the Contractor and provide the highest level of contract performance and customer service. The Business Requirements and Advisory Group (BRAG) is a sub-group of the MFT formed specifically for this contract. Upon award of the contract, the Contractor will become a member of this team.

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 (Service Summary (SS)):

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:

Performance Objective PWS para. Performance Threshold

SS1 RECYCLE MATERIAL COLLECTION,

ROUTES, & SCHEDULES:

Empty cardboard containers, perform desk-side service, and pickup pallets IAW the PWS.

1.1.

through 1.2.

(inclusive)

No more than 2 deficiencies per month.

SS2 COLLECTION AREAS & EQUIPMENT:

Maintain collection areas and equipment IAW with the requirements specified in the PWS.

1.1.9.;

1.4.;

1.4.1

No more than 1 deficiency per month.

SS3 UNSCHEDULED/SPECIAL EVENTS:

Perform unscheduled collections as described in the PWS

1.1.3.

(inclusive)

Services will be performed satisfactorily 100% of the time

SS4 RECYCLE CENTER APPEARANCE:

Ensure Recycling Center and surrounding areas are well maintained to include weed control, litter pick up and parking lot swept.

1.2.3.1 No more than 1

deficiency per month.

SS5 GOVERNMENT OWNED EQUIPMENT:

Maintain/service/repair/report on all government owned contractor operated equipment.

1.4.

(inclusive)

No more than 1 deficiency quarterly

SS6 RECYCLABLE SALES:

Ensure recyclable materials for direct sale are processed IAW with requirements specified in the PWS.

1.2.

(inclusive)

No more than 1 deficiency quarterly

SS7 REPORTS:

Produce/maintain reports and records by 5th working day of the month

1.5 No more than 1

deficiency every 6 months.

4.2.1. Customer 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. The Contractor shall be given two hours after notification to remedy the complaint. If additional time is required to take appropriate action, the CM must submit a remedy plan for approval by the COR that justifies the delay.

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. Periodic Inspection. The COR will make periodic inspections each month to ensure that services are received in accordance with the Contractor’s QCP using a checklist developed from

it. Should the Contractor exceed the performance threshold, then the COR would notify the CO for remedy. If the Contractor disagrees with any of the COR’s findings, then the dispute will be referred to the CO for a final decision. Copies of the completed inspection checklists will be attached to the COR’s monthly performance assessments.

4.2.3. 100% Inspection. All tasks shall be inspected immediately after the Contractor has notified the COR that they are complete. All deficient tasks with a 100% performance threshold will be re-performed immediately and reported to the CO for remedy as appropriate.

4.2.4. Surveillance of Non-SS Items. 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.

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 and contract-specific BRAG will manage the contract for the life of the contract. 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. All performance assessment data will be reviewed at these meetings. If performance improvement is necessary a plan of action will be created. The BRAG will continually review data and procedures to improve efficiency. If MFT meetings are required more often than annually, they will be scheduled. The BRAG will meet as needed throughout the life of the contract.

6.2.2. 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 either the CO or Contract Administrator (CA); and the Reviewing Official will be either the CO, 14 Contracting Squadron Infrastructure Team Lead, Flight Chief, Director of Business Operations, or the 14th Contracting Squadron Commander. 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.

6.5. Invoicing/Payment and Receipt/Acceptance. In accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, the Contractor shall submit/process payment requests (invoices, Receiving Reports or combos) and receipt/acceptance documents via Wide Area Workflow e-Business Suite/Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT). Additional information regarding iRAPT is available at:

https://wawf.eb.mil. The Contractor should review the training residing on iRAPT to gain a better understanding of submitting and processing payment requests. If additional guidance is needed, the Contractor should contact the resource advisor or local financial management office.

The COR is responsible for accepting services in iRAPT for payment. The COR will ensure the Contractor’s document matches the contract line item number, unit of issue and prices in the contract. If they don’t, the COR must reject the document and advise the Contractor to resubmit it properly. The COR must not approve the Contractor’s Invoice/Receiving Report until all goods are received and all services have been rendered.

If all items/services are complete and acceptable, the iRAPT Combo (Receiving Report) must be processed in iRAPT within ten calendar days to ensure prompt payment to vendor.

https://wawf.eb.mil/

The Contract Data Requirements List (CDRL) deliverables may be submitted using iRAPT or be submitted directly to the applicable MFT member in accordance with the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be accepted in iRAPT in order for the Contractor to receive payment, and both separately priced and non-separately priced data must be accepted in iRAPT in order for the contract line item to be closed out.

6.6. Combating Trafficking in Persons. The COR shall stay aware of the requirements of FAR Clause 52.222-50, Combating Trafficking in Persons, paragraphs (c), (d), and (f). The contractor shall comply with FAR 52.222-50. The COR will monitor contractor’s performance regarding trafficking in persons. In accordance with the DOD COR Handbook section on Combating Trafficking in Persons, the COR must inform the CO if the contractor, contractor employees, subcontractor, or subcontractor employees have failed to comply with the requirements of the clause at FAR 52.222-50. The COR must immediately notify the CO of non-compliance with FAR 52.222-50. The CO will convey the information to the DOD Combat Trafficking in Persons (CTIP) Law Enforcement Support Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA). http://ctip.defense.gov Department of State’s Office to Monitor and Combat Trafficking in Person is http://www.state.gov/j/tip.

6.7. Plan Revisions. Revisions to this QASP are the joint responsibility of the MFT. The COR should provide recommendations for improving the PWS and QASP through the FC to the CO for review. This is a living document that may be changed at any time with proper coordination and approval; however, if changes are made to the QASP or to the PWS, the COR and CO must ensure that the QASP corresponds with the requirements of the PWS throughout the life of the contract.

http://ctip.defense.gov/ http://www.state.gov/j/tip