Attachment_3_QASP_WWTP_'14.pdf

WWTP ‘14

ATTACHMENT 3

FA4897-14-B-0002

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Wastewater Treatment Plant Operation and Maintenance

MOUNTAIN HOME AFB ID

FUNCTIONAL

COMMANDER/DIRECTOR

NAME

SIGNATURE

CONTRACTING OFFICER

NAME CYNTHIA A. TORTOLANO

SIGNATURE

CONTRACT ADMINISTRATOR

NAME MICHAEL KITCHELL

SIGNATURE

CONTRACTING OFFICER’S

REPRESENTATIVE (PRIMARY)

NAME GUY CUMBER

CONTRACTING OFFICER’S

REPRESENTATIVE (ALTERNATE)

CONTRACTOR

NOTE: THIS QUALITY ASSURANCE SURVEILLANCE PLAN IS PROVIDED AS AN

ATTACHMENT TO THE SOLICITATION FOR INFORMATION PURPOSES ONLY.

IT IS AN EVOLVING DOCUMENT AND IS NOT A CONTRACTUAL DOCUMENT.

SECTION I

CONTRACT ASSESSMENT

OBJECTIVE: To evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Services Summary (SS) in the Wastewater Treatment Facility contract.

RESULTS/GOALS: The Multi-Functional Team (MFT) is attempting to improve customer service efficiently, maximize contractor performance and enhance cost savings.

ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM (MFT): The overall responsibility of the MFT is to design a mission support strategy that aligns mission performance needs with a performance-based strategy.

1. Functional Commander/Functional Director (FC/FD): Identifies mission essential services, including developing the necessary documents in accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis. Responsible for submitting Performance

Work Statement (PWS) in accordance with FAR 37. Assigns primary and alternate Contracting

Officer’s Representative (COR). Reviews contractor performance documentation, prepared by

COR, on a regular basis to ensure performance is compatible with contract and mission objectives while supporting higher level of contractor performance and fostering synergistic partnerships. Plans, programs, and budgets adequate funds to ensure execution is within approved funding baseline.

2. Contracting Officer: Fosters partnership with industry. Ensures key stakeholders participate in developing, implementing, and executing the acquisition strategy and acts as business advisor.

Researches the commercial marketplace to ensure the MFT is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract. Ensures a best value source selection based on the requirements of the Request for

Proposal. Awards the contract and executes any modifications to the contract after award.

Recommends changes to the Quality Assurance Surveillance Plan (QASP).

3. Contract Administrator: Responsible for the day-to-day administration of the contract.

Notifies and advises the Contracting Officer on issues related to the performance of the contract and contractor.

4. Contracting Officer’s Representative (COR): Provide quality assurance functions and ensure contract quality requirements, provisions, standards, and thresholds are defined, practical, enforceable, necessary, and verifiable. Evaluate and document contractor’s performance in accordance with the QASP. Assess and manage contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPARS) reports. Notifies the Contracting Officer of any significant performance deficiencies. Maintain surveillance documentation. Recommend improvements to the QASP and PWS throughout the life of the contract. Participate in MFT meetings providing results of surveillance and recommendations for incentives. Responsible for acceptance of services.

VALIDATION OF OBJECTIVES: The MFT will use data collected by the COR during surveillance and meet with the contractor periodically to discuss areas of concern as well as areas that are working well.

SECTION II

CONTRACTOR ASSESSMENT

GENERAL: COR will use this QASP as a tool to assess the contractor’s performance against the performance thresholds and measurements identified in the contract. The MFT will meet periodically with the contractor to discuss contract and contractor performance.

1. The purpose of the QASP is to provide COR with an effective, systematic method for evaluating the contractor's performance and is based on the premise that the Government desires to maintain a quality standard in custodial services. COR must be objective, fair, and consistent in evaluating contractor performance against contract requirements.

2. This QASP recognizes that the contractor, not the Government, is responsible for management and quality control actions required to meet the terms of the contract. The role of the

Government is to ensure contract standards are achieved. The Government recognizes the contractor is not a perfect manager and that unforeseen and uncontrollable problems do occur.

However, good management and a strong quality control program will minimize those unforeseen problems. Any nonconformance with contract requirements is a "defect". The term

"defect" is used in reference to a service output (Performance Objective) in the SS that does not meet the output's associated performance threshold. The preferred course of action upon discovery of unacceptable service is to require the contractor to re-perform at no additional cost.

If the contractor's performance does not meet the thresholds in the SS, the COR will notify the

Contracting Officer immediately.

3. The COR must document each surveillance as accomplished. Documenting surveillance is of major importance. The Contracting Officer cannot properly administer the contract without documentation of actual surveillance. COR shall submit monthly performance reports that reflect the contractor’s overall performance for the previous month. The contractor or contractor’s on-site representative will be requested to sign the monthly performance report prior to the COR submitting it to the Contracting Officer. The performance report shall be submitted to the Contracting Officer no later than the 10 th day of the following month. All documentation resulting from surveillance becomes a permanent part of the contract file. At the conclusion of the contract, or as directed by the Contracting Officer, COR must provide all surveillance documentation to the Contracting Officer for inclusion in the official contract file.

4. If the number of complaints/defects exceeds the performance threshold for any item in the SS, COR will determine the possible cause of this unacceptable performance. Government-caused complaints/defects shall not be counted against the contractor. If the contractor's performance is judged unacceptable, COR will inform the contractor's on-site representative, and request he/she initial and date surveillance documentation acknowledging notification. If the contractor disputes the results of surveillance, COR must notify the Contracting Officer.

5. Documentation is required to record, evaluate, and report contractor's performance. This documentation provides the Contracting Officer with contractor status as it applies to the performance criteria. Every effort should be made to make this report to the Contracting Officer as accurate as possible. The COR are required to maintain accurate records of the contractor's performance and keep the FC informed of all data pertaining to contractor status.

6. Although the SS contains only those items considered most important for mission accomplishment, the Government retains the right to inspect all requirements of the contract.

COR may choose to periodically inspect requirements not listed on the SS.

7. COR are responsible for certifying receipt of the contractor's services and determining payment due on a monthly basis. QA may use DD Form 250 or letter to certify services, which must be submitted to the wide area workflow coordinator no later than the seventh working day of the month for the previous month.

8. Performance meetings (multi-functional team meetings) will be held quarterly or more often as requested by the Contracting Officer, COR, or the contractor. COR are required to attend these meetings.

9. Revisions to this QASP are the joint responsibility of the functional area, the contracting office, and the QA Program Coordinator.

SERVICES SUMMARY

Performance Objective PWS para.

Performance Threshold Method of

Surveillance

Conduct General Wastewater

Treatment Plant Operations

Provide continuous, cost effective, and efficient treatment of all wastewater. All operations accomplished in accordance with the treatment facility operations manuals and federal and state permits.

1.1 No Notices of Violations

(NOV) permitted. 1 deficiency per year.

Periodic inspection

Provide Sampling and

Laboratory Analysis

Test results are accurate. Tests are in accordance with applicable operating permit requirements and conditions.

1.1.2 Analysis and tests are

accurate - 1 deficiency per year.

Periodic inspection

Maintain Preventive

Maintenance/Repair Program

System is operating continuously, safely, and effectively. Responds to alarm calls within specified time. PMI program developed and schedules adhered to. Repairs are performed timely and correctly and IAW state and federal permits.

1.2 2 deficiencies per maintenance cycle for all scheduled PMIs. Repairs performed timely and correctly - 1 deficiency per year.

Periodic inspection

Quality Control

Development and adherence to

Quality Control Plan

2.1 1 deficiency per quarter. Periodic inspection

Operational Emergencies

Contractor to respond to all emergencies pertaining to the wastewater and reuse systems.

4.1.2 1 deficiency per year. Periodic inspection

Security

Contractor to adhere to all security measures

4.2 1 deficiency per year. Periodic inspection

Required

Reports/Documentation Reports to be submitted complete, accurate and on time.

4.10 1 deficiency per year. Periodic inspection

*Each paragraph reference includes all related subparagraphs.

PERFORMANCE OBJECTIVES

CONDUCT GENERAL WASTEWATER TREATMENT PLANT AND REUSE WATER

SYSTEM OPERATIONS

Performance Threshold: No Notices of Violations (NOV) permitted. 1 deficiency per year.

Defects shall be corrected within 24 hours of notification.

Method of Surveillance: Periodic Inspection

Procedures: The COR will interview site manager and operators in addition to examining pertinent laboratory data and operating reports to ensure the indicated performance threshold has been met for the calendar month. Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

Remedy: When non-performance occurs for this SS item and re-performance is possible as determined by the COR and the Contracting Officer, the contractor will have 24 hours to re-perform upon notification from the COR. When re-performance cannot take place as determined by the COR and the Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting

Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a

Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

PROVIDE SAMPLING AND LABORATORY ANALYSIS

Performance Threshold: Analysis and tests are accurate - 1 deficiency per year.

Procedures: The COR will visit the laboratory and interview the lab tech or person responsible for reporting data. An examination of the data on bench sheets will be conducted to ensure the information matches data being reported in monthly reports, state reports and federal reports.

The COR will also inspect lab for cleanliness, and ensure contractor has followed his laboratory quality control plan. Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

determined by the COR and the Contracting Officer, without causing delays in reporting leading to a notice of violation, re-performance will be allowed. When re-performance cannot take place as determined by the COR and the Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the

Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

MAINTAIN PREVENTIVE MAINTENANCE/REPAIR PROGRAM

Performance Threshold: 2 deficiencies per maintenance cycle for all scheduled PMIs. Repairs performed timely and correctly -1 deficiency per year. Defects shall be corrected within 24 hours of notification.

Procedures: The COR will randomly examine equipment, processes, and buildings to determine adherence with the contractor's maintenance and repair plans. Repairs should be conducted in a timely manner. Repair parts should be in stock for items with known high breakdown occurrences, to avoid downtime on sensitive equipment. Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

determined by the COR and the Contracting Officer, the contractor will have 24 hours to re-perform upon notification from the COR. When re-performance cannot take place as determined by the COR and the Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting

Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a

Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

QUALITY MANAGEMENT

Performance Threshold: No more than 1 deficiency per quarter.

Procedures: Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

Remedy: The COR will examine the contractors QC plan initially and periodically throughout contract performance. Re-perform by instituting necessary changes to the plan, then implementing. If the errors continue, the documentation applicable to the errors will be forwarded to the Contracting Officer for possible corrective action against the contractor. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

OPERATIONAL EMERGENCIES

Performance Threshold: No more than 1 deficiency per year.

Procedures: The COR will verify through interviews with plant personnel and base records that all alarms or notifications of emergencies were responded to in accordance with the PWS, and within the allotted time. Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

Remedy: Any emergency not responded to in accordance with the PWS will be considered nonperformance. When re-performance cannot take place as determined by the COR and the

Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting Officer may issue a Cure

Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

SECURITY

Performance Threshold: No more than 1 deficiency per year.

Procedures: The COR will verify buildings are secure during any routine inspection of the plant. All keys issued to plant personnel shall be logged with date and time of issuance and collection. COR will notify the operator in charge and document findings and action taken.

Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

Remedy: In the event of non-performance under this SDS item the contractor will be notified and he must respond to the site to correct the deficiency immediately. When re-performance cannot take place as determined by the COR and the Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the

Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting

Officer may begin termination procedures.

REQUIRED REPORTS/DOCUMENTATION

Performance Threshold: Performance Threshold: No more than 1 deficiency per year.

Defects shall be corrected within 24 hours of notification.

Procedures: The COR will interview the responsible operator in charge and the individual or department receiving a report to ensure it has been submitted in accordance with the guidelines established within the PWS. The COR will also examine reports for completeness and accuracy.

Periodic inspections will be conducted by the COR for all tasks associated with this performance objective.

determined by the COR and the Contracting Officer, the contractor will receive a written warning and 24 hours to re-perform upon notification from the COR. When re-performance cannot take place as determined by the COR and the Contracting Officer, the government will consider the item to be a defect and will be documented as such. If the contractor does not meet the minimum standards, as stated in the PWS, on a continuing basis or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the

Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting

Officer may begin termination procedures.