FY27 QASP - Moving Req .docx

QUALITY ASSURANCE SURVEILLANCE PLAN

Furniture Management, Installation, Relocation, Delivery, and Storage Services VA Sierra Nevada Health Care System

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) describes how the Government will monitor and document the Contractor’s performance under the Performance Work Statement (PWS) for furniture management, installation, relocation, delivery, and storage services. The QASP focuses on the performance objectives, standards, acceptable quality levels (AQLs), surveillance methods, and deliverables established in the PWS.

The Contractor is responsible for managing its workforce and maintaining an effective Quality Control Plan (QCP). Government surveillance does not relieve the Contractor of responsibility for meeting all contract requirements. This QASP is a Government surveillance document and does not modify the contract. Only the Contracting Officer (CO) may change contract requirements.

2.0 SCOPE OF SURVEILLANCE

Government surveillance will address the following performance areas:

Planning and coordination of service requests.

Availability and response to routine, emergency, and planned after-hours requirements.

Furniture moving, relocation, installation, and reconfiguration.

Delivery and transportation services.

Warehouse storage, inventory accuracy, security, and accountability.

Safety, housekeeping, and protection of Government facilities and property.

Required deliverables, reports, and invoice-supporting documentation.

3.0 SURVEILLANCE RESPONSIBILITIES

3.1 Contracting Officer (CO). The CO is responsible for overall contract administration and is the only Government official authorized to modify the contract, direct out-of-scope work, change prices or quantities, or exercise contractual remedies. The CO makes final determinations regarding the adequacy of Contractor performance when contractual action may be required.

3.2 Contracting Officer’s Representative (COR). The COR performs surveillance within the authority stated in the written COR designation. The COR will observe performance, review required documentation, validate complaints, document deficiencies and satisfactory performance, maintain the surveillance file, and promptly elevate matters requiring CO action.

3.3 Other Government Personnel. Government personnel may provide observations or complaints to the COR. The COR will validate the information before using it as a basis for a performance determination.

3.4 Contractor Quality Control. The Contractor shall perform the inspections and quality-control activities described in its QCP. Government surveillance supplements, but does not replace, the Contractor’s quality-control responsibilities.

4.0 SURVEILLANCE METHODS

4.1 Direct Observation. Observation of work in progress or completed work, including staffing, installation, moving, delivery, safety, housekeeping, and facility protection.

4.2 Document Review. Review of service requests, work plans, daily service tickets, weekly status summaries, storage inventory reports, incident reports, and invoice-supporting documentation.

4.3 Periodic Inspection. Scheduled or unscheduled inspection of completed work, stored property, warehouse records, or Contractor quality-control records.

4.4 Validated Customer Feedback. Review and validation of complaints or feedback from VASNHCS personnel affected by the services.

4.5 Status Meetings. Discussion of schedule, performance, open issues, quantities used, and corrective actions during recurring move meetings or separate performance reviews.

AQL Application. A 95 percent AQL means that no more than 5 percent of the applicable observed or reviewed occurrences during the surveillance period may be deficient. A 100 percent AQL means that each observed occurrence must meet the standard. The COR will consider the seriousness, frequency, and effect of any deficiency rather than relying solely on a mathematical percentage when determining whether CO action is warranted.

5.0 PERFORMANCE SURVEILLANCE MATRIX

The following matrix mirrors the Performance Requirements Summary in the PWS and identifies the primary surveillance approach for each performance objective.

6.0 DELIVERABLE SURVEILLANCE

The COR will review the following PWS deliverables for timeliness, completeness, accuracy, and consistency with observed performance and invoiced quantities.

7.0 DOCUMENTING PERFORMANCE

7.1 Surveillance Records. The COR will maintain records sufficient to support performance determinations. Records may include observation notes, completed checklists, service requests, delivery and storage records, photographs, emails, meeting notes, validated complaints, incident reports, discrepancy notices, and corrective-action documentation.

7.2 Acceptable Performance. The COR will document satisfactory and exceptional performance as appropriate. Positive performance may support option-exercise decisions and past-performance evaluations.

7.3 Deficient Performance. When a deficiency is identified, the COR will notify the Contractor and document the facts, affected PWS requirement, date, location, and effect. Minor deficiencies may be corrected promptly through documented coordination. Repeated, significant, safety-related, or unresolved deficiencies will be referred to the CO.

7.4 Corrective Action. When directed by the CO or requested by the COR within delegated authority, the Contractor shall provide a corrective-action response identifying the cause, immediate correction, preventive action, responsible individual, and completion date. The Government will verify completion and effectiveness.

7.5 Contract Discrepancy Report. The CO or COR may use a Contract Discrepancy Report or other written notice to document unacceptable performance. Any contractual remedy, price reduction, withholding, termination action, or other change to the contract will be determined or authorized by the CO.

8.0 PERFORMANCE REVIEWS AND QASP MAINTENANCE

8.1 Routine Review. The COR will review performance continuously through the surveillance activities identified above and will discuss operational issues during recurring move-planning meetings as appropriate.

8.2 Formal Performance Review. The COR will conduct and document a formal performance review at least quarterly, or more frequently when performance risk or deficiencies warrant. The review will address each performance objective, open corrective actions, deliverable compliance, storage accountability, safety, and trends in customer feedback.

8.3 QASP Revisions. The Government may revise surveillance methods or frequency when needed to address performance risk, workload, or contract changes. A QASP revision does not change the Contractor’s obligations. Any change to contract requirements must be made by the CO through an authorized contract action.

9.0 PERFORMANCE ASSESSMENT SCALE

10.0 APPROVAL

This QASP is approved for use in surveillance of the contract identified above.

Contracting Officer

Contracting Officer’s Representative

VA Sierra Nevada Health Care System