Attachment 3 QASP rev1.pdf

Attachment 3

QUALITY ASSURANCE SURVEILLANCE PLAN

TO

MAINTAIN INDUSTRIAL WATER TREATMENT

FOR HIGH VOLUME AIR

CONDITIONING/HEATING SYSTEMS

DOVER AFB

12 JULY 2011

QUALITY ASSURANCE SURVEILLANCE PLAN

TO

MAINTAIN INDUSTRIAL WATER TREATMENT FOR HIGH VOLUME AIR

CONDITIONING/HEATING SYSTEMS

1. PURPOSE

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 industrial water treatment contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise the government desires to maintain a quality standard in maintaining industrial water treatment for high volume air conditioning/heating system services and that a service contract to provide the service is the best means of achieving that objective.

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 is quality assurance to ensure contract standards are achieved.

Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

2. OBJECTIVE

This QASP is designed to provide the Multi-Functional Team a vehicle to ensure delivery of the desired mission support services within cost and on schedule. The QASP will also provide the Contractor Officer Representative (COR) an effective systematic surveillance method for each item listed in the Performance Work Statement (PWS), specifically on the Service Summary (SS). The premise of commercial contracting is for the Contractor to assume responsibility for the work they produce. The government will also rely on the Contractor's submitted Quality Control Plan for ensuring contractual requirements are met.

3. RESULTS

The results in managing this acquisition through this QASP, is to provide Dover Air Force Base with industrial water treatment services for high volume air conditioning/heating systems and provide maintenance services that are acceptable and timely while protecting Government resources.

4. SURVEILLANCE APPROACH

a. Purpose. This section details the method to be used in verifying contractor compliance with contract requirements. The key elements of this process are the contractor’s quality program and government identified high risk and critical operational requirements. The high risk and critical operational requirements dictate the minimum surveillance requirements the government must accomplish. This Quality Assurance Surveillance Plan provides the procedures on how to conduct these surveillances.

b. Surveillance Approach. To facilitate the surveillance of the contractor’s quality program, government personnel will verify contractor compliance with designated performance requirements. The COR will verify the critical requirements. The specific procedures to be followed in verifying the critical requirements are delineated in this plan. The intent of this surveillance approach is to gain confidence in the contractor’s way of doing business and then adjusting the level of insight to a point that maintains that confidence. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. All government evaluators should be prepared to periodically update the surveillance approach when the situation arises. It is the responsibility of the COR to review the critical requirements to assess their applicability and recommend the addition or subtraction of requirements as conditions warrant.

SERVICE SUMMARY

Performance Objective PWS Para Performance Threshold Perform Preventive Maintenance.

Maintain proper chemical levels to prevent corrosion, pipe bursts, scaling and freezing.

3.1., 4.1.3., 4.2.3., 4.3.3.

100% testing of all systems monthly.

Repair Service Calls.

Repairs are made in a timely manner;

Customers are informed of expected repair time. Response and repair is made within the specified time.

3.1. Response to and repairs of

service calls are timely 95% of the time.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

3.3., 4.2.3, 4.3.3.

100% of all reports are timely and accurate.

(1) CUSTOMER COMPLAINT: The COR will receive complaints from base personnel and if found to be valid, pass them to the contractor’s quality control inspector (QCI) for correction. Recurring discrepancies are not permitted for preventive maintenance and maintenance and repair reports. For example, if a customer complains that service has not been performed or the service is defective, the contractor will be required to correct the defect through re-performance and no defect will be recorded against the contractor’s performance. However, if this same situation occurs again within the same evaluation period, a defect will be recorded and reported to the contracting officer (CO) for appropriate action.

(2) SURVEILLANCE: The COR will periodically assess the contractor’s performance by either watching actual performance, physically checking an attribute of the completed task or inspecting the task or its results to determine whether or not the performance meets the standard contained in the contract. The COR will evaluate and document the contractor’s performance using locally developed checklists and an activity log. When the surveillance observation results in a deficiency, the COR will ask the contractor to re-perform, if possible. If the task or service cannot be re-performed, the service is considered deficient.

7. CONTRACT MANAGER NOTIFICATION

The COR will ensure that the contract manager/project manager is informed of contract performance status. The contract manager/project manager should also be informed of any contract discrepancies noted during COR surveillance.

8. DISCREPANCY REPORTING

The COR will notify the contract manager/project manager of any discrepancies noted during the CORs inspections. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy by the contractor. The COR will also notify the Contract Administrator (CA) of all discrepancies noted during the surveillance.

The frequency and method of notification to the CA will be provided to the COR during phase two training.

9. NON-SS ITEMS

Everything that is written into the PWS is required to be provided by the contractor, thus everything in the PWS is subject to government surveillance.

10. CERTIFICATION OF SERVICES

Certification of services is performed by COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, service provider inputs invoice information in the WAWF system. WAWF automatically notifies appropriate COR via email of pending invoice. COR accesses WAWF and verifies accuracy of service provider’s data.

If data is correct, COR certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If COR encounters errors in service provider’s invoice, COR consults with on site manager to mutually rectify data. If service provider disagrees with COR, issue is forwarded to the CO for resolution.

11. CONTRACTOR RATING (Partnering) The COR and the CA will perform a periodic (monthly or quarterly) joint contractor rating. This rating will be used to ‘partner’ with the contractor and provide them with a process for continual contract service improvement.

12. CONTRACTOR RATING (CPARS)

Contractor’s Performance Assessment Rating (CPAR) is applicable to all service contracts valued over $1,000,000. Guidance on CPARS is available from the Department of the Air Force CPARS Guide and the 436 CONS CPARS representative.