encl4_qasp_(FINAL)_10-26-18.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For Electrical/mechanical new work in room 164

1. Contract or Task Order Title: Electrical/mechanical new work in room 164

2. Purpose:

· Task 1 – Purchase and install four (4) 50 amp circuits with CS8364 receptacles

· Task 2 – Purchase and install fifty-two (52) 60 amp circuits with IEC 309 460R9W receptacles

· Task 3 – Purchase and install 2/0 Telecommunications ground

· Task 4 – Purchase and install strip doors for cold-aisle containment

· Task 5 – Purchase and install IT cabinet blanking panels

3. Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) – The PM provides program oversight and supports the COR’s performance assessment activities.

Contracting Officer (KO) – The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

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 process. 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 reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO 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 change on the Government’s behalf.

4. Primary Method of Surveillance: 100% Visual Inspection shall be scheduled for all items upon delivery.

· 100 Percent Inspection. This is usually only the most appropriate method for infrequent tasks or tasks with stringent performance requirements, e.g., where safety or health is a concern. With this method, performance is inspected/evaluated at each occurrence. One hundred percent inspection is too expensive to be used in most cases.

· Random Sampling. This is usually the most appropriate method for recurring tasks. With random sampling, services are sampled to determine if the level of performance is acceptable. Random sampling works best when the number of instances of the services being performed is very large and a statistically valid sample can be obtained. Computer programs may be available to assist in establishing sampling procedures.

· Periodic Inspection: These services are monitored weekly, monthly, quarterly, semiannually, annually, etc. Periodic types of activities are perfect for periodic inspection because not only are they infrequent, but there is normally a predetermined, specified time frame within which the tasks must be accomplished. Therefore, you know exactly when to conduct the evaluations. Periodic inspections automatically become 100 percent evaluations or "100 percent checks." Inspections should be divided and scheduled by frequency: annual, semiannual, quarterly, monthly, weekly and as required. Sometimes services are required for which the time or frequency cannot be predicted, such as accident investigations, one-time special tasking by higher headquarters, etc. These would be labeled "as required inspections." Others are known and predictable such as the quarterly status report or the monthly travel report currently included in some DISA service contracts.

· Customer Input. Although usually not a primary method, this is a valuable supplement to more systematic methods. For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations, where customers can be relied upon to complain consistently when the quality of performance is poor, e.g., dining facilities, building services, customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction an appropriate performance standard. In all cases, complaints should be documented, preferably on a standard form.

Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix 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 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 performance surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The AQL performance Standard Table should be used to form the foundation of the COR’s inspection checklist.

5. Performance Standards:

Minimum Acceptable:

100% Calculation:

100% review and verification

Minimum Acceptable:

100% Calculation:

Submittal review and approval must be achieved with 100% compliance with task.

Minimum Acceptable:

100% Calculation:

100% inspection

Minimum Acceptable:

100% Calculation:

100% inspection

Minimum Acceptable:

>90% of all connections without error Calculation:

100% Inspection

Minimum Acceptable:

100% Calculation:

100% Inspection

Minimum Acceptable:

>97% of the time Calculation:

Routine inspection during installation; 100% completion inspection prior to acceptance.

Minimum Acceptable:

100% Calculation:

100% Inspection

6. Documenting Performance:

Acceptable Performance.

The Government shall document positive performance. A Performance Assessment Report (PAR) template is attached (Appendix 2). Any report may become part of the supporting documentation for fixed price payments, award/incentive fee payments, Contractor Performance Assessment Reporting System (CPARS) entries, or other actions. Government acceptance of services permits the contractor to invoice for the service fee.

Unacceptable performance.

Unacceptable contractor performance can be identified by customer complaints (Appendix 3) or upon schedule surveillance evaluations. When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. The COR shall document the discussion and place it in the COR file and provide a copy to the KO.

When the COR determines formal written communication is required, the COR shall prepare a Corrective Action Report (CAR). The CAR is forwarded to the KO for dissemination to the contractor. A CAR template is attached to this QASP (Appendix 4).

The contractor shall acknowledge receipt of the CAR in writing. The CAR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CAR will also state how long after receipt the contractor has to present this corrective action plan to the KO and COR. The Government may withhold payment for services until corrective action is taken. The Government shall review the contractor's corrective action plan to determine acceptability. Upon Government acceptance of the corrected services the contractor will be permitted to invoice for the service fee.

Any CAR may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, CPARS or other actions deemed necessary by the KO.

7. Mandatory or regulatory compliance items:

The contractor will provide initial proof of compliance with regulatory and compliance items contained in the contract. The Contracting Officer's Representative (COR) and the Contracting Officer (KO) will evaluate the initial submission and will conduct ad hoc reviews of the contractor's compliance throughout the remainder of the contract. The contractor will monitor compliance as required by FAR 52.222-50, Combating Trafficking in Persons, and report any issues to the KO.

8. Acceptable Quality Level (AQL):

• 100% equipment provided and functioning as required.

• No major deficiencies noted.

• On time

9. Evaluation Method:

There will be a 100% review of the submittals. Once the package has been approved of and all comments have been addressed, the contractor can proceed onto the purchase phase. At the close-out of the project an inspection will be performed to verify that the procurement was properly done and that there are no deficiencies. Any existing deficiencies shall be added to a punch list and will be addressed in a timely manner.

10. Performance Rating

In evaluating the quality of contractor’s performance, the following performance ratings may be used (same as CPAR ratings).

Performance Rating Criteria

Appendix 1 - Surveillance Matrix

Performance Standards Acceptable Quality Levels Methods of Calculation

Provide material submittals for review.

Minimum Acceptable:

100% Calculation:

100% review and verification

Measurement Interval – Substantial Completion + 10

Measurement Period – Once

Source of Measurement Data – Operations and Maintenance documentation

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after receipt.

Reporting Frequency: - Reporting to commence upon substantial completion declaration.

(Exceptional Very Good Satisfactory Marginal Unsatisfactory)

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

100% provision and receipt of specifications compliant with electrical material submittal and government approval before ordering.

Minimum Acceptable:

100% Calculation:

100% review and verification

Measurement Interval – Award + 10

Measurement Period – Once

Source of Measurement Data – Pre-procurement submittals

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after receipt.

Reporting Frequency: - Reporting to commence upon Contract Award until equipment procurement.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Provide electrical circuits compliant with PWS and electrical code requirements.

Minimum Acceptable:

100% Calculation:

100% review and verification

Measurement Interval – Material delivery

Measurement Period – Once

Source of Measurement Data – Equipment material

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Provide doors and panels free of damage.

Minimum Acceptable:

100% Calculation:

100% review and verification

Measurement Interval – Material delivery

Measurement Period – Once

Source of Measurement Data – Equipment material

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Proper torque of electrical components with report.

Minimum Acceptable:

>90% of all connections without error Calculation:

100% Inspection Measurement Interval – Equipment installation

Measurement Period – Periodic

Source of Measurement Data – Field work

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Meggar conductors, provide startup report

Minimum Acceptable:

100% Calculation:

100% Inspection Measurement Interval – Equipment installation

Measurement Period – Periodic

Source of Measurement Data – Field work

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Performance occurs with little to no required re-work 97% of the time.

Minimum Acceptable:

>97% Calculation:

Routine inspection during installation; 100% completion inspection prior to acceptance.

Measurement Interval – Equipment installation

Measurement Period – Periodic

Source of Measurement Data – Field work

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Provide proper equipment and circuit labeling

Minimum Acceptable:

100% Calculation:

100% Inspection Measurement Interval – Equipment installation

Measurement Period – Periodic

Source of Measurement Data – Field work

Method of Surveillance – Government review. Responses will be provided using three (3) categories: Reject/Resubmit, Approval/Acceptance as noted, Approval/Acceptance.

Timing of Measurement – Response will be provided ten (10) days after review.

Reporting Frequency: - Reporting to commence upon Contract Award and material delivery.

(Exceptional Very Good Satisfactory Marginal

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

PERFORMANCE ASSESSMENT REPORT (PAR)

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

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

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)

6. CONTRACTOR REPRESENTATIVE REMARKS

Appendix 2 – Performance Assessment Report

Appendix 3 – Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 – Corrective Action Report

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

Enclosure 6, Page 1 of 2 Pages 17Jul2013/Version 2

Encl 4, QASP Electrical work in room 164