Moving_and_Storage_QASP_23_Jan_14.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

MOVING AND STORAGE

22 Jan 14

Contractor Name

Contract Number

Contract Description DIRECT PROCUREMENT METHOD (DPM) – This is a method of shipping personal property for government employees (military and civilian). These are usually small poundage shipments (less than 1,000 lbs) but can be shipments up to 18,000 lbs if it is the best method (cost, time constraints, etc) to ship the property.

1. PURPOSE. The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all places and times during the term of the contract. The Quality Assurance Surveillance Plan (QASP) is the government document used to determine if contractor’s performance meets the performance standards listed in the contract. The QASP establishes procedures on how assessment/inspection process shall be conducted. It provides the details associated with a continuous oversight process, including:

What will be monitored How monitoring will take place Who will conduct the monitoring How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its own quality process. The QASP provides the structure for the government’s surveillance of the contractor’s performance. It is the government’s responsibility to be objective, fair, and consistent in evaluating performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan (QCP).

This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance based on actual contractor performance.

Copies of the QASP and any revisions shall be provided to the contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the contractor.

The QASP, coupled with proper execution of surveillance activities, shall ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. AUTHORITY. Part 46 of the Federal Acquisition Regulation (FAR) requires the development and use of a QASP. The Inspection of Services clause provides for inspection, acceptance and documentation of the service.

FAR52.246-4, Fixed Price, provides for the following:

Contractor shall provide and maintain an inspection system acceptable to the Government.

Contractor inspection records shall be provided to the COR upon request.

Government has the right to inspect and test all services at any time without unduly delaying work.

If any work does not conform to contract requirements, o Re-perform at no additional cost o When defects cannot be corrected through re-performance, the Government may require the contractor to take necessary action to ensure that future requirements meet contract standards and reduce contract price to reflect the reduced value of the services performed.

o If the contractor fails to promptly to act, the Government may by contract or otherwise, perform the services again and charge the contractor for any cost incurred by the Government that is directly related to the performance of service.

3. GOVERNMENT ROLES AND RESPONSIBILITIES. The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned PCO:

Organization:

Telephone:

Email:

Assigned Buyer:

Organization:

Telephone:

Email:

b. Contracting Officer’s Representative (COR) - The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance processes. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for early identification and reporting of performance problems to the CO.

The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

Program Manager/Technical COR: Hope Johnson Organization: 78 LRS/LGRDF Telephone: 472-0131 Email: hope.johnson@us.af.mil

Assigned Admin/Technical COR: Andrew Shutes Organization: 78 LRS/LGRDF Telephone: 472-0127 Email: andrew.shutes@us.af.mil

Assigned Technical COR: TSgt Nashan Jalivay-Periera Organization: 78 LRS/LGRDF

Telephone: 472-0140 Email: nashan.jalivay@us.af.mil

Assigned Technical COR: SSgt Tarell Register Organization: 78 LRS/LGRDF Telephone: 472-0119 Email: Tarell.Register@us.af.mil

c. QUALITY ASSURANCE PROGRAM COORDINATOR: The QAPC is responsible to ensure pre-award documents are performance based and that the COR are adequately trained to perform surveillance. In addition, the QAPC coordinates the gathering of contractor performance data to prepare Annual Health of Services review and SDO Annual Execution Reviews.

Assigned QAPC: Beverly “Tina” Gray

Organization: AFSC/PZIOP-R Telephone: 478-468-2554

Email: Beverly.Gray@us.af.mil

4. CONTRACTOR REPRESENTATIVES:

The following contractor personnel serve as the contractor’s Task Manager for this contract.

Contractor Manager:

Telephone:

Email:

5. PERFORMANCE STANDARDS AND METHOD OF SURVEILLANCE.

5.1 CONTRACT SURVEILLANCE. The goal is to ensure contractor performance is effectively monitored and documented. The COR’s contribution is a professional, non-adversarial relationships with the CO and the contractor, which enable positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements.

The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, the QASP is based on the premise that the contractor, not the government, is responsible for management and quality assurance actions to successfully meet the terms of the contract. Performance standards define desired services. The government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Services Summary listed in the Performance Work Statement includes both performance objectives and performance standards. The government shall use these standards to determine contractor performance and shall compare contractor performance to the Performance Thresholds which represent the Acceptable Quality Levels (AQLs).

The Services Summary outlines the performance objectives that must be performed and standards that met by the contractor and details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR/Quality Assurance file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The government performs surveillance to determine the quality of the contractor’s performance as it relates to the performance element standards.

Performance Objectives

PWS Para. DoD 4500.9R Part IV, Appendix G - G6 Performance Threshold

Method of Surveillance

1. Proper Packing / Loading / Containerization of Personal Property for Onward Movement

No more than three percent of total number of shipments is incorrectly packed / loaded / containerized per month

Monthly

2. Maintain adequate facilities and serviceable equipment

Less than three violations per quarter based on inadequate facilities or unserviceable equipment as outlined in Appendix E.

Quarterly

3. Protection/Accountability of Government-Owned Containers (GOCs). (Storage)

7.a No more than two percent of total number of GOCs improperly protected during this quarter.

Quarterly

4. Protection/Accountability of Government-Owned Containers (GOCs) (Re-Coopering)

7.e Less than two failures per month to re‐ coop GOCs within specified time frame

Monthly

5.2 MEASUREMENT

1. Objective: Proper Packing/Loading/Containerization of Personal Property for Onward Movement Threshold: No more than 3% incorrectly packed/loaded/containerized shipments per month Documentation Frequency: Monthly Process: Technical CORs utilize DD2773 to inspect personal property shipments for discrepancies on the packing / loading / containerization by the contractor. The COR will print name, sign and date (Blocks 15, 16 and 17 respectively).

When discrepancies are annotated, the COR will have contractor representative print name and sign (Blocks 13 and 14 respectively) on the DD2773. Technical COR will turn in DD2773 to Admin COR who will use the information for the monthly report sent to contracting.

2. Objective: Maintain adequate facilities and serviceable equipment Threshold: Less than 3 violations per quarter Documentation Frequency: Quarterly Process: Technical COR will use DD1812 to inspect warehouse facility and equipment at least once every quarter.

Discrepancies are annotated on the DD1812. The COR will ensure Blocks 1-7 are filled out prior to inspection (Block 5 may not be applicable to all warehouses). Using the form, the COR will check items in Blocks 8-12. Block 13 will be filled out by the COR after finishing inspection for rating. Block 14 and 15 will be filled out by the COR, if applicable.

The COR will obtain the Contractor Representatives’ signature and title in Blocks 16a and 16b. The COR will sign in Block 17. Block 18 is for additional comments and to list the Tender of Service reference for the deficiency using the

Guide to Severity of Deficiencies. Admin COR will send a copy of the DD1812 to the Southern Regional Storage Management Office in Atlanta, Georgia. The original will be kept in contractors’ file (paper/digital) for as long as the contractor is authorized to handle/store personal property for the US Government.

3. Objective: Protection of Government-Owned Containers (GOCs). (Storage) Threshold: No more than 2% of containers improperly protected during the quarter Documentation Frequency: Quarterly Process: When the COR inspects contractor warehouse, GOCs are also inspected at that time. GOCs, as a minimum, will be stored in a manner to be protected from precipitation, ground water or other moisture. Any improperly protected GOCs are annotated on GOC Protection Form (Robins GOC Form 1) by the COR. If no discrepancies are noted during inspections, COR will date the GOC Protection Form and sign putting ‘No Discrepancies Noted’ on documentation.

Robins GOC Form 1’s will be used for the monthly report sent to contracting.

4. Objective: Accountability of Government-Owned Containers (GOCs). (Re-Coopering) Threshold: Less than 2 failures per month to re-coop GOCs within specified timeframe Documentation Frequency: Monthly Process: Coopering of GOCs will be performed when authorized by the COR. Patches will not increase the overall container dimensions. All repairs will be done prior to delivery to residence. COR will inspect container(s) requested to be re-cooped. After notification of coopering authorization, the contractor will have 5 business days to re-coop designated containers. COR will use the GOC Re-Coopering Form (Robins GOC Form 2) to annotate requested coopering.

Contractor will notify the COR when re-coopering has been accomplished. COR will date and sign the Robins GOC Form 2. If re-coopering has not been accomplished in the timeframe, Robins GOC Form 2 will be annotated ‘Re- Coopering Not Accomplished on time’ and be used as documentation of discrepancy. If no re-coopering requested, Robins GOC Form 2 will be annotated “No Re-Coopering accomplished this month’. All Robins GOC Form 2’s will be used for the monthly report sent to contracting.

5.4 COR FILE DOCUMENTATION.

Training Certificates ‐ QAPC Led and CO Led Request, Nomination and Designation COR Letters Certificate of Supervisor Training Surveillance Documentation - DD2773, DD2772 and PAR Performance Assessment Report Any other documentation generated in performance of COR duties Copies of applicable modification Copies of data submittals

EMS Training Certificates of Contractor Personnel Monthly Status Reports

6. PERFORMANCE REPORTING

6.1 DD FORM 2773 – REPORT OF CONTRACTOR SERVICES. The COR will perform inspection of shipments using the DD Form 2773. Unsatisfactory services will be indicated by citing specific paragraphs or areas in the PWS. If an unsatisfactory service/discrepancy is found and annotated on the DD Form 2773, the COR will obtain the signature of the contractor representative to acknowledge the discrepancy. This will be done even on those items that were corrected on the job. The contractor representative will print name in block 13 and sign name in block 14 on the DD Form 2773 to document acknowledgement of the inspection conducted. Any report may become a part of the supporting documentation for any contractual actions.

Schedule I is Outbound services, Schedule II is Inbound Services, and Schedule III is Local Move Services.

The COR will fax or email a copy of the DD2773 with a discrepancy to the contractor’s office no later than the next business day.

6.2 DD FORM 2772 – CONTRACT DISCREPANCY REPORT (CDR). If there are any discrepancies annotated on a DD2773 in a given month, an Admin COR will complete a DD Form 2772 and a Performance Assessment Report (PAR) and forward to the QAPC. If applicable, the CO Lead will take action (set-off deduction, cure letter) against the contractor IAW FAR Clause 52.246-4, Inspection of Services–Fixed-Price.

The contracting officer formally issues the PAR to the contractor for corrective and preventive action. The contractor shall acknowledge receipt of the PAR in writing. The contractor shall prepare a corrective action plan to document how to correct the unacceptable performance and avoid recurrence. The government shall review the contractor's corrective action plan to determine acceptability. A PAR becomes a part of the official contract file and will be used as a record of past performance. If no discrepancies for that given month, only a PAR will be sent to the QAPC.

6.3 ANNUAL EXECUTION REVIEW

The Government will, on a quarterly basis will present performance data to the Services Designated Official (SDO) responsible for the acquisition of services and reviewed annually. See attached Certificate of Surveillance.

Assessment Values

Green No issues Yellow Issues but contractor has adequate mitigation or corrective action in place

Red Issues with inadequate or no contractor's mitigation or corrective action plan.

Any "red" assessment shall include the government's proposed action with respect to the failing contractor

6.4 PERFORMANCE ASSESSMENT MEETINGS. Due to having almost daily contact with the contractor, team meetings will be held if/when warranted. Minutes will be prepared by a COR and signed by all team members.

Prepared by: Hope Johnson

Contracting Officer’s Representative Contracting Officer’s Representative

Contracting Officer (Buyer) Quality Assurance Program Coordinator

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL

NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER

NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY / PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (If deficiency box checked) 10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-

CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS

WAREHOUSE INSPECTION GUIDE AND

INSTRUCTIONS FOR PREPARATION OF THE WAREHOUSE INSPECTION REPORT

(DD FORM 1812)

1. General This section provides information and guidance regarding the on-site inspection of commercial carrier, agent and contractor warehouses approved for the storage of personal property shipments. This information supplements the criteria outlined in Appendix E, Pre-award Survey Guidelines, and should be used as a checklist when performing semiannual and other routine facility inspections. Activities located outside CONUS, excluding Alaska and Hawaii, may deviate from the procedures outlined herein when the theater commander, or other designated authority, has established facility standards to comply with localized practices, trade and customs.

a. When the facility of a carrier or agent is utilized by more than a single installation Transportation Office (ITO), one ITO will be designated by mutual agreement of the ITOs concerned. When ITOs are unable to reach an agreement as to the activity to be designated, the cognizant SDDC area command or field office shall determine which activity will be responsible to perform the required inspections. Normally the ITO with geographical responsibility for the area in which the facility is located will perform the inspections. The ITO which assumes responsibility for performing the inspections will provide other ITOs using the same facility a copy of all inspection reports and related documents which may affect the storage program, carrier-agent representation rules and similar matters. When an inspection results in the disqualification of a facility, the disqualification will apply for all ITOs using the same facility.

b. The DD 1812, Warehouse Inspection Report, is to be utilized when performing the aforementioned inspections.

Modern warehousing and storage facilities incorporate various techniques and methods to provide the storage and related services contracted for under the Basic Ordering Agreement (BOA) and Tender of Service. In this regard the inspecting official must evaluate numerous areas to insure that the facility complies with the requirements of the applicable contract or tender and the stored property is afforded adequate levels of protection in a safe environment. Each facility inspection should be preplanned to achieve maximum results. During the Pre-trip planning it is suggested the inspection official review previous inspection findings, reports on service failures, customer complaints, claim letters, and other general information which is readily available. These and related areas can be discussed with a management official of the company during or after the actual inspection process.

2. General Inspection Procedures A technique substantially outlined below is recommended to be followed during on-site inspection:

a. On approach to the warehouse note general activity, status of yard operations, and evidence of security measures.

b. At the warehouse contact management official, advise of the purpose of visit and set forth procedures of inspection.

c. As a minimum the inspection and evaluation process will include a review of the following areas:

(1) Fire detection and reporting systems.

(2) Security Systems.

(3) Structural and Electrical Systems.

(4) Storage methods and practices.

(5) Locator and lot identification systems.

(6) Documents to include household goods descriptive inventories, weight tickets, warehouse receipt, service order, etc...

3. Specific Inspection Areas During the inspection process it is recommended that the inspecting official:

a. Open a selected storage lot to observe packaging, marking, and stacking methods (RSMO inspections only).

b. Check the locator system’s accuracy by randomly selecting storage lots and crosschecking the information contained in the locator system with the actual location of the property in the warehouse.

c. Review segregated item storage practices for articles such as rugs, sofas, and pianos.

d. Circle outside of warehouse doing checks for fire hazards and security conditions.

Combustible materials stored outside should be kept a minimum for 20 feet from the building. Due to the proximity of adjoining buildings, property lines, and similar circumstances, this may not be practicable in all areas. Therefore, the inspector should exercise sound judgment in applying this standard.

e. Observe worker activity to include operations associated with the handling in and out of shipments.

f. Check truck and platform scales to insure they have been inspected in accordance with state, county, and city codes.

g. Check to verify that maintenance inspections of fire safety systems are being performed. As a minimum, fire detection and reporting systems must be inspected monthly and sprinkler systems quarterly.

h. Check to verify that an insect and rodent control program, either self-administered or provided by an outside firm, is in effect.

1. Inspection Report Upon summation of the inspection, a DD 1812, Warehouse Inspection Report, must be executed pursuant to the instructions contained in paragraph 5 below. The contractor, carrier or agent must also be given an oral briefing on the deficiencies noted and a suggested course of action for correction which will meet DOD standards.

2. Instructions for Preparation of the DD1812, Warehouse Inspection Report A Written report of all inspections must be made on a DD 1812 and maintained as part of the contractor, carrier or agent file as appropriate.

The DD 1812 will be prepared as indicated below:

1. General Information.

a. The inspection block will reflect the type of inspection being performed; storage-in-transit (SIT), Basic Ordering Agreement (BOA), or both. The installation Transportation Officer (ITO) will check the ITO block when independent inspections are performed, whereas the Regional Storage Management Office (RSMO) inspectors will check the RSMO block. For joint inspections, (ITO/RSMO) the first block indicating both BOA and SIT will be checked.

b. The actual date on which the inspection is performed will be entered.

c. The name and address of the contractor, carrier, or agent block will reflect the present name and address of the company operating the facility for SIT and/or BOA storage.

d. The address of the actual location of the warehouse.

e. The total number of lots in storage and weight. This applies to BOA approved facilities only.

f. The applicable block for the fire system/class will be checked.

g. The current status of the warehouse will be checked. Active, inactive or ineligible.

h. The contract reference number is only applicable to RSMO inspection of BOA approved storage facilities.

i. Section 1, Pre and Post Storage Services. Deficiencies and violations listed in this section will be based on inspection by the ITO or RSMO inspecting official in connection with pre-storage and post-storage services.

When violations are observed and recorded in this section for lots which are in Non-Temporary Storage under the BOA, the ITO will forward a copy of the report to the RSMO Contracting Officer within 10 working days of inspection.

j. Section 2 through 5. These sections separate the inspection areas by categories and subcategories which are to be evaluated during the inspection process. Each subcategory is also listed in the Guide to Severity of Deficiencies with references, when appropriate, to the BOA or Tender of Service and numerical quality control rating. All subcategories listed must be checked and assigned a quality control rating when deficiencies are observed. For subcategories, which do not cite a cross-reference to the BOA or Tender of Service, commercial warehousing principles, as established by the National Fire Protection association, and similar authorities, are accepted. The inspecting official may assign a higher point value (not to exceed three

(3) when the deficiencies are of such a nature that stored property may be subject to damage or the deficiencies related to the warehouse’s security or fire prevention programs.

k. Section 6, Deficiencies Observed/Actions Taken. This section is for the assignment of a quality control rating and is designed for the inspecting official to apply a suitable numerical rating to the facility. Based on the findings noted, the inspecting official may indicate any necessary actions to be taken by the contractor, carrier, or agent.

l. Remarks Section This section is used to provide a narrative description of the deficiencies observed and records other pertinent information relative to the inspection.

m. Signature Blocks The DD Form 1812 will be signed by the inspecting official and a representative of the contractor, carrier or agent at the time of inspection and prior to distribution of the form.

6. Upon completion of the inspection process the facility will be rated based on the type and severity of discrepancies observed. Ratings will be awarded as follows:

“A” Rating “ This rating is assigned when no deficiencies are observed. No further action is necessary.

“B” Rating This rating is assigned when the observed deficiencies are minor and are easily correctable. The contractor, carrier or agent will be requested to perform immediate corrective action.

“C” Rating This rating is assigned when deficiencies are observed, however, they do not warrant declaring the contractor, carrier or agent ineligible for further business. The contractor will be required to provide a written detailed report of corrective action taken, signed by a responsible company official, within 10 days after the inspection. The facility should be closely monitored by both the RSMO and ITO for any future signs of deterioration in the quality of service. During the next regular inspection, if the contractor, carrier or agent has falsely reported a corrective action or repeated a violation previously called to their attention, grounds will exist for immediately placing the facility in a state of ineligibility or nonuse for a period deemed appropriate for the violation. The appropriate SDDC area command will be advised of this action.

“D” Rating This rating is assigned when the observed deficiencies merit a quality control rating score of “D” (17 points and over) or items marked by an asterisk are considered of sufficient importance to warrant declaring the contractor, carrier or agent ineligible or in nonuse status for further business. The inspecting official will immediately place the contractor, carrier or agent in a temporary state of ineligibility or disqualify the facility for business pending corrective action. The contractor, carrier or agent will be required to explain action taken and provide a written report of corrective action prior to the facility being re-inspected. The Contracting Officer for NTS or ITO for SIT, may reinstate the facility when deficiencies have been corrected, evidence provided, and positive action taken to preclude recurrence

“E” Rating A repeat violation of a serious deficiency or evidence of false reporting of corrective actions will merit a quality control rating score of “E” and will be grounds for continuation of the state of ineligibility or disqualification for a period set by the Contracting Officer or ITO as appropriate. When the Contracting Officer determines an “E” rating is not sufficient, then a “Stop Notice” for future DoD, Non-Temporary Storage business may be issued or action taken to terminate the contractor for default. Also, this information may be used by an ITO to disqualify the facility of a carrier or a carrier’s agent.

7. Distribution:

The DD 1812 will be completed in triplicate and distributed, as indicated below after the inspecting official and contractor, carrier or agent have signed the completed form:

a. The original is placed in the RSMO contract file or ITO file as appropriate.

b. A copy is furnished to the contractor, carrier or agent, as appropriate, at the time of inspection.

c. When the inspection is performed by a RSMO Contracting Officer, a copy is provided to the ITO. When the inspection is performed independently by an ITO and the facility inspected, participates in the Non-Temporary Storage program, and deficiencies are observed and recorded, a copy must be provided to the cognizant RSMO. When an ITO has assumed the inspection responsibilities for facilities used by other ITOs, a copy of all inspection reports must be provided to each user activity within 10 working days from the date of inspection.

GUIDE TO SEVERITY OF DEFICIENCIES

TECHNICAL AREA QUALITY CONTROL REFERENCES

1. PRE AND POST STORAGE SERVICES

POINT

RATING BOA/TOS

A. Unauthorized Equipment in use 1 C‐2b/A5

B. Unauthorized cartons and packaging used 1 C‐2c/Y1

C. Improper packing/sealing marking of cartons 1 C‐4c&d/Y1,4‐6

D. Pickup service not accomplished on time 1 C‐2e/O2,V

E. Improper loading/unloading of van or pallet 1 C‐4j&k/W1

F. Disassembled parts not packaged, inventories 1 C‐4a(2)/W4

G. Inventory stickers on finished surface 1 C‐4c/Z13

H. Improper appliance servicing labeling 1 C‐4a/Z11

I. Smoking observed at residence 1 C‐6c(4)

J. Unqualified personnel 1 C‐2g/D

K. Origin premises not left in good orders 1 C‐4j/GG

L. Destination services improperly performed 1 C‐4k&l/LL

M. Deviations to service order 1 C‐4k,l&m

N. Delivery Service not accomplished on time 1 C‐4l/O2

2. ADMINISTRATION

A. Incorrect inventory preparation 1 C‐5/JJ

B. no separate weight ticket & certificate/PB&E WT 1 C‐4e/L1a

C. Incorrect warehouse receipt preparation 3 C‐7c

D. Ineffective locator system* 1 C6d/DD

E. Contract supporting paperwork needed 1 C‐5&H‐3

3. STORAGE METHODS & OPERATION

A. Consigned lots not stored within 3 days* 2 C‐7a

B. Improper storage, stacks/pallets 2 C‐6c7/AA1

C. Finished surfaces not protected by pads/wrap 2 C‐6a(1)/Z13

D. Lots and separated pieced not elevated 2 inches 2 C‐6c(7)

E. Lots stored against exterior walls 1 C‐6c(7)/37a/AA1

F. Lawnmowers not stored at base level of lot 1 C‐6b(11)

G. Improper firearms control 2 C‐3m/JJ10

H. Loose stack storage over 10 feet* 2 C‐6c(7)

I. PBO contents not identified on inventory 1 ‐‐‐‐‐‐‐‐‐‐‐

J. Improper storage of upholstered pieces 2 C‐6b(3)/AA5

K. Improper storage of rugs/pads 2 C‐6b(2)/AA4

L. Improper piano/organ storage 1 C‐6b(5)

M. Improper storage of mattresses 1 C‐3i/F9

TECHNICAL AREA QUALITY CONTROL REFERENCES

POINT

RATING BOA/TOS

N. Segregated items not properly identified 2 C6d(3)/AA3

O. Improper packing of mirrors/glass table tops 1 C3f/Z7

P. Inadequate protection against mold/mildew 2 C‐6b(7)

Q. Aisles being used to process goods in/out 1 C‐6c(6)

R. Previous discrepancies not corrected* 3 ‐‐‐‐‐‐‐‐‐

4. FIRE PREVENTIONS AND HOUSEKEEPING

A. Electric/heat/water systems require repair 1 C‐6c(8)

B. Evidence of smoking in warehouse* 3 C‐6C(4)

C. Unauthorized items stored* 3 C‐6c(3)

D. Improper aisle and/or stacking clearance 1 C‐6c(2)

E. No fire system inspections* 3 C‐6c(10)

F. No fire extinguisher inspections 3 C‐6c(11)

G. No extinguishers on warehouse equipment 2 C‐6c(11)

H. Trash/debris in storage area 2 C‐6c(5)

I. Fire doors inoperable/in need of repair 3 C‐7e

J. No fire plan posted 1 C‐7e

K. Space heaters/extension cords being used 1 C‐6c(8)

L. Gas and oil not drained from motorized items 2 C‐6a(3)

M. Hazards noted within 20 feet of warehouse* 2 C‐6c(3)

N. Flammables/combustibles found in warehouse* 2 C‐6c(3)

5. WAREHOUSE PRACTICES

A. Inadequate security* 3 C‐6e

B. Inadequate loading/unloading area 1 C‐6c(6)

C. Structural deficiencies (doors/floors/roof/walls/windows) 3 C‐7e

D. Inadequate protection from sun/dust/heat/cold/moisture 2 C‐6c(1)

E. Lack of insect/rodent control 2 C‐6c(1)

F. Vehicles parked in storage area 3 C‐6c(9)

G. Commingled storage with undesirable commodities 2 C‐6c(3)

H. Multiple occupancy* 3 C‐6e & C‐7b

I. Weight stored in excess of authorized limit 2 C‐7i(Note)

* When those items followed by an asterisk are observed, the inspecting official should consider placing the facility in an ineligible or disqualified status immediately. The facility will not be removed from this status until the deficiencies have been corrected and verified by an on‐site inspection. When the ITO at the request of a RSMO, verifies that the deficiencies have been satisfactorily corrected, the facility may be removed from disqualified or ineligible status.