GOVERNMENT QUALITY ASSURANCE PLAN FOR HVAC SERVICES.pdf

GOVERNMENT QUALITY ASSURANCE PLAN FOR HVAC SERVICES

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Statement of Work. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance 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 the HVAC functions needed for their facilities and that a HVAC service contract to provide these services 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.

In this contract the quality control program is the driver for service quality. The contractor is required to develop a QUALITY CONTROL PLAN for inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program 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 high-quality assurance program.

Performance Objective Performance Threshold Basic HVAC Services.

During planned maintenance visits, services shall include:

1) Examination of all equipment to see that each component functions properly.

2) Lubrication of all gears, bearings and other points of contact.

3) Check and adjust as needed all linkage and drives to ensure proper operation.

4) Test and Cycle equipment after service is complete to ensure proper operation.

5) Tighten electrical connections yearly.

6) Replace belts on AHU-1 and Exhaust Fans yearly.

7) Check motor amperages, circuits and fluid levels.

8) Clean condenser coils and straighten fins, check condenser fans for proper operation.

9) Perform startup and shutdown procedures.

10) Have boiler water tested yearly.

11) Boilers yearly combustion analysis.

Temperature Control System:

1) Check system time and date.

2) Check software service patch is current, upgrade to latest service patch if needed.

3) Check alarms and bring to maintenance staff attention any alarms that need corrected.

4) Run following Standard Live Report/Site Reports

a) All Objects in Alarm Report

b) All Objects in Override Report

c) Equipment Diagnostic Report

d) Site Commissioning Report

Random sampling of inspection reports by COR. No more than five complains per quarter, or a reduction of 5% of quarterly payment.

SURVEILLANCE: The government quality assurance (QA) person will receive complaints from station personnel and pass them to the contractor's quality control inspector (QCI) for correction.

STANDARD: The QA should receive no more than five customer complaints during the service period.

The QA shall notify the contracting officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed five customer complaints. If the QA should receive five or more complaints there will be a reduction in five percent of quarterly payments.

PROCEDURES: Any station employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the QA and the QA will complete appropriate documentation to record the complaint. The QA will consider the customer complaint valid upon receipt from the customer. The QA should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the QA if not corrected. The QA will consider customer complaints as resolved unless notified otherwise by the customer. The QA shall verbally notify the Contractor’s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given 24 hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the QA. The QA will conduct an investigation to determine the validity of the complaint. If the QA determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The QA will retain the annotated copy of the written complaint for his/her files. If after investigation the QA determines the complaint as valid, the QA will inform the QCI and the QCI will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the QA, who will file the complaint for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the QA should contact the Contracting Officer for appropriate action.