ATTACHMENT_3_-Okinawa_District_QASP_and_PRS.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For

The Department of Defense Dependent Schools Okinawa District

Contract Description: Total Maintenance Contract

1. Purpose.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. Government Roles and Responsibilities.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer - The Contracting Officer 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 Contracting Officer shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the Contracting Officer, the COR shall provide documentation to the Contracting Officer. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the Contracting Officer for action.

c. Assistant Contracting Officer’s Representative (ACOR) - The ACOR is responsible to assist the COR in the technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The ACOR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the Contracting Officer for action.

3. Performance Standards.

The general performance standard for services rendered under this contract is based on the services and results as defined in the PWS, the scheduled performance frequencies and response times defined in Performance Standards, and the Quality Assurance Surveillance Plan (QASP).

Each individual task order issued shall identify specific performance standards unique to the task order, if applicable.

4. Method of Quality Assurance Surveillance.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the Contract Manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard.

The COR contractor performance evaluation methods may include:

a. Direct Observations performed periodically or through 100% surveillance.

b. Periodic scheduled or unscheduled inspection.

c. 100% Inspection to evaluate all outputs, typically for regulatory, safety or security.

d. Random Sampling to evaluate a statistically significant sample of similar value.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the Contracting Officer’s actions.

5. Ratings.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

(E) Exceptional: Performance significantly exceeds contract requirements to the government’s benefit.

(S) Satisfactory: Performance meets contractual requirements.

(U) Unsatisfactory: Performance does not meet contractual requirements.

6. Documented Performance.

a. Acceptable Performance: The Government shall document positive performance. Any report may become a part of the supporting documentation for fixed fee payments.

b. Unacceptable performance: When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and forward it to the Contracting Officer for review. The Contracting Officer will then send it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR 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 CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR and Contracting Officer. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, or other actions deemed necessary by the Contracting Officer.

7. Frequency of Measure.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements as indicated in the Performance Standards and shall analyze whether the frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor quarterly to assess performance and shall provide a written assessment.

Perform Objective Work Category

PWS

Paragraph Performance Standard Frequency

Acceptable Quality Level (AQL)

Quality Assurance Inspection Method Disincentive

2 See Below See Below See Below See Below See Below

1 Routine Facility Inspections

2.7.1 Facility inspections will be

coordinated with the facility manager at least 48 hours prior to conducting the inspection.

Monthly No more than two validated customer complaints per month.

Methods include but are not limited to 100% inspection, random sampling, planned sampling, incidental inspections and validated customer complaints.

Payment may be withheld for unsatisfactory work; the Government can assess penalties for unsatisfactory or non-performance of work in the amount of 20% of the value of all observed defects in the case of work that cannot be re-performed or satisfactorily completed.

2 Routine Facility Inspections

2.7.1 The Contractor will identify and

record deficiencies and recommended corrective action for all areas identified in this PWS in the Work Management System.

The inspection will result in contractor created work orders that will be prioritized and accomplished to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

Monthly No more than two inspection defects per month ; no more than two validated customer complaints per month .

SAME AS ABOVE SAME AS ABOVE

Performance Standards Okinawa District Total Maintenance Contract

Contract Management

3 Work Order Priority 2.14.1 The Contractor shall provide a monthly report generated from the Work Management System for all work accomplished and a priority listing of work orders that require further action.

Monthly No more than one validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

4 Work Order Priority and Labor Classification

2.14.2 The Contractor shall assign a

priority to each Work Order within the Work Management System, which will also include one of three technical labor classifications

As Required No more than two inspection defects per month; no more than two validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

5 Emergency Work Orders

2.14.3 The contractor will respond to

emergency requests within two (2) hours and sufficiently arrest the emergency situation within one calendar day of notification.

As Required No more than one inspection defects per month; no more than one validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

6 Urgent Work Orders 2.14.4 The contractor will respond to urgent the following business day or within 24 hours after the WO has been initiated.

As Required No more than two inspection defects per quarter; no more than one validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

7 Routine Work Orders 2.14.5 The contractor will respond to routine requests in two business days or within 48 hours after the WO has been initiated.

As Required No more than two inspection defects per quarter; no more than one validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

8 Service Interruptions 2.15 The Contractor shall obtain prior written approval of the COR before shutting down any facility system or component that affects classroom / office operations or safety.

As Required No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

9 Drayage 2.16.1 Any proposed costs for drayage services associated with Repair Projects shall be clearly expressed and separately priced in proposals submitted for approval.

As Required No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

3 See Below See Below See Below See Below See Below

10 Preventive Maintenance

3.2 The contractor shall perform all

required preventive maintenance schedules as identified in the PWS

As Required by the

PWS

No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

12. Refrigerant Recovery Plan

3.1.2 The refrigerant Recovery plan shall

meet all base and local CFC/HCFC Refrigerant Processing requirements. The contractor shall keep on file all employees universal CFC/HCFC refrigerant processing certificate.

As Required No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

4 See Below See Below See Below See Below See Below

13. Record meter levels 4.1.1 Record meter levels if available for water, electric and LPG

Monthly No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

14. School boundary inspection

4.1.1 All area within the school

boundary, including play areas and playgrounds, are inspected and shall be free of trash, feces, debris and obstructions or holes that present an unsafe condition

Daily No more than two inspection defects per month; no more than two validated customer complaints per month.

SAME AS ABOVE SAME AS ABOVE

HVAC SYSTEMS

FACILITY MANAGEMENT

15. Trash receptacles 4.1.1 Trash receptacles 25 meters and beyond from school facilities, safe, sanitary and emptied when receptacles are at least three-quarters full

As Required No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

16. Radon Mitigation Systems/Fire Extinguishers/Fire Supression Systems

4.1.1/4.1.2 Radon Mitigation Systems, Fire Extinguishers and Fire Supression Systems, inspect for damage and functionality, and record meter levels and expiration dates if available

Quarterly No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

5 See Below See Below See Below See Below See Below

17. Sports Fields 5.1 Contractor will inspect all sports fields to ensure proper maintenance and safe for conducting athletic activities

Monthly No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

18. Natural Grass 5.1.1 Natural Grass Sports Fields will be properly maintained IAW manufacturer specification, acceptable local codes, regulations and best practices

Monthly No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

19. Turf Fields 5.1.2 Turf Fields will be vacuumed, swept, cleared of debris, weeds and properly maintained IAW manufacturer specification

Monthly No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

20. Sports Seasons 5.2 Before the beginning of each sport season (football, soccer, softball, track and field) sport fields shall be prepared for the appropriate sport, which may include lining, fresh sand for pits and dirt for pitching mounds

As Required No more than one inspection defects per year; no more than one validated customer complaints per year.

SPORTS FIELD

21. Sports Field Events 5.2.1 Sports field/courts shall be prepared in accordance with the appropriate activity

As Required No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

22. Annual Inspection 5.3 The Contractor shall inspect and make minor repairs

Annual (Summer) No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

6 See Below See Below See Below See Below See Below

23. Project Repairs 6.1 The contractor shall submit a quote to the COR for the amount the work shall cost. The Contractor will provide project details and the necessary labor and equipment cost estimates to complete the project.

As Required No more than two inspection defects per quarter; no more than two validated customer complaints per quarter.

SAME AS ABOVE SAME AS ABOVE

24. Drawings, Plans, Specifications

6.1.1 In the event the nature of the work

to be performed and the complexity of drawings, plans and/or specifications needed for the project repairs require preparation of formal plans and/or specifications

As Required No more than one inspection defects per year; no more than one validated customer complaints per year.

SAME AS ABOVE SAME AS ABOVE

25. Final Inspection 6.1.3 Contractor shall conduct a final inspection of approved Project Repair work with the COR, ACOR or any other customer representatives deemed appropriate by the Government.

As Required No more than two inspection defects per project; no more than two validated customer complaints per project.

Project Repairs