Attachment____2__J-C2_QASP.pdf

HQ0034-14-R-0094

ATTACHMENT 2 J-C2 07/03/2014

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

WINTER STORM SERVICES

INTRODUCTION

The Quality Assurance Surveillance Plan (QASP) was developed to evaluate the Contractor’s performance and ensure compliance with the Performance Work Statement (PWS). It is designed to provide an effective surveillance method for monitoring contractor performance for the respective work tasks. The QASP is intended to ensure that the Government receives the quality of services required under the contract, and pays only for the acceptable level of services received. For acceptable service the contractor shall perform all work in a satisfactory manner as described in the PWS, Section 5.1, Performance-Based Matrix, while meeting the Treatment Schedule (PWS Section 5.2) and the Snow and Ice Removal Schedule PWS Section 5.3) time frames (see below). The QASP focuses on the Contractor’s performance and not the steps required or procedures used for the delivery of services.

The Contractor, and not the Government, is responsible for the implementation and management of a comprehensive Quality Control (QC) Plan to ensure compliance with the contract work requirements. A critical aspect of this program is an inspection system, which will enable the Contractor to evaluate contract performance and identify deficiencies in the quality of service before the level of performance is unacceptable. It is of the utmost importance that the Government ensures that the QC Plan submitted subsequent to award of the contract, provides the measures necessary for the contractor to attain success. The Contractor’s QC Plan is essential to ensuring an acceptable level of service is received by the Government.

The role of the Government is to provide Quality Assurance (QA) to ensure compliance with contract requirements and standards. Careful application of the process and standards presented in the remainder of this document will ensure an effective QA Program.

STANDARD

The contractor shall perform all work required under this contract in a satisfactory manner. The Government QA representative(s) will not consider work complete until deficiencies, if any, have been corrected. All services must be completed within established time frames and in compliance with this PWS and as described in the Performance-Base Matrix below.

SURVEILLANCE

Surveillance methods are listed in the Performance-Based Matrix.

PERFORMANCE BASED MATRIX

Performance-Based Matrix

Desired End Result(s)

PWS Sections:

Feature(s) of end result to be surveyed.

Performance Standard for each feature:

“What success looks like”

Quality Assurance Incentives

The Contractor establishes, implements, and maintains a safe, effective, and environmental ly sound winter storm management program that is compliant with the DoD mission

Overall Service

1.3.

1.4.

4.

5.

6.

7.

8.

9.

All performance is 98% compliant with this PWS

98% of all standards are met without IHS intervention

No damage is incurred by the Pentagon

All deficiencies are corrected within one

(1) workday.

All Areas of Responsibility are free and clear of frozen precipitation to full widths;

providing safe walking and driving conditions

Periodic and/or random inspection

Customer Feedback

User’s input

Full payment of contract price for full performance

Replacement and installation of damaged turf and/or plant life

Immediate stop work of any unsafe work performance

Review of contract option year continuance

CPARS

performance evaluations for future Government Source Selection reference(s).

A 1% deduction of CLIN amount for each day snow stakes are installed/remov ed after respective required completion dates.

Snow Stakes

1.4.

4.2

All snow stakes are installed by November 1st and removed no later than April 1st.

All snow stakes are no less than 4 feet long and maintained at a uniform height of no less than 3 feet above the ground

Stakes are colored (full length) yellow, red and silver to identify curbs, fire hydrants and catch basins, respectively. All stakes are colored off-site prior to installation.

Each specific stake color is the same shade and uniform in appearance.

No broken snow stakes are installed at any time. All broken stakes are replaced as needed at no additional cost to the Government

99% of stakes stand perpendicular to the ground at all times All stakes are verified to be in their required position following each winter storm event

The underground irrigation system incurs no damage upon snow stake installation.

All damage is repaired at no additional cost to the Government.

A fair market space rental fee of $1200.00 is charged for each day past the April 15 demobilization completion deadline until demobilization is fully completed.

Cost(s) of spills not cleaned up to

OSHA

standards are deducted from Contractor payment

A fair market space rental fee of $1200.00 is charged for each day past the April 15 demobilization completion deadline until demobilization is fully completed. fair market 12.5% CLIN fee charged for every hour (beginning at the half hour) that the Contractor exceeds the time to apply ice

Government Furnished on-site Location

1.4.

3.

Site is used only in direct support of this contract; for placement of a Government-approved trailer, ice melting product and abrasive storage, and a limited amount of equipment/tools

Site is maintained in a neat, clean, and orderly fashion at all times.

There are no fuel spills. Any spills are immediately cleaned up to OSHA standard(s)

No fuel is stored on site.

Site is returned in the same condition as at the beginning of its use.

Mobilization/ Demobilization

1.4.

3.

4.1.

4.2.

Contractor equipment/materials are not mobilized before November 15

A list of all proposed vehicles for use in support of this contract is submitted by November 1

Contractor equipment/materials are demobilized no later than April 15

Deicing/Anti- Icing Compounds and Abrasives

1.3.

1.4.

4.3.

4.6.1.

4.6.2.

Only Government approved products are applied on Pentagon property

All provided products are in usable condition and quality at all times

Enough ice melting product(s) is kept on-site at any time to provide no less than two

(2) full applications. Additional product(s) quantities are readily available in reserve for use as needed to manage any sized winter storm

Ice melting product(s) appropriately melt to the temperatures that normally occur at the Pentagon

All products are uniformly applied at rates prescribed by the manufacturer

No product has an offensive odor or causes permanent pavement/concrete discoloration

No products are applied onto the grounds or any planted areas

No K-9 dogs at the Secure Access Lane (SAL) inspection area are injured due to over-application

Ice melt products/abrasives are not applied to Vehicle Access Control Point (VACP) sensors or underground cameras.

No ice melt product is applied to concrete installed within one year

All material treatments are completed within the required time frame(s) melt/abrasive product(s) or exceeds the allowable lost parking area without government approval.

A 1% CLIN

fee charged for every hour (beginning at the half hour) that the Contractor exceeds the time requirement for snow removal.

Snow and Ice Removal

1.3.

1.4.

4.4.

4.6.3.

Fire hydrants, catch basins, and drains are clear of snow accumulations

There is no plow damage to the River Terrace expansion joints

Plows are not used within five (5) feet of in-ground barriers

Snow is not plowed, dumped or piled on, or near ornamental plantings and flower beds

No pedestrian or vehicular ingress/egress is blocked

All numbered and handicapped parking spaces are free of snow/ice

No more than 400 regular parking spaces are lost to snow storage without government approval

No vehicle is ‘plowed-in’

All work is completed within the required timeframes

Related services (per the CLINs) are provided upon request

The heliport is cleared with rubber tipped blades or a brush only

All heliport lights are clear of snow The VACPs are cleared with rubber tipped plow blades or a brush only

Environmental Stewardship

1.4.

1.5.

4.3.

4.4.

4.5 4.6

Products stored on site are kept contained and dry

All product application equipment is properly calibrated

Communication and Documentation

1.4.

1.5.

6.1.

7.

All data and reports are 99% accurate

Effectiveness of all winter storm management actions are systematically self-evaluated/audited

100% of information is available and provided upon request

Detailed documentation is included on all WAWF invoices

Safety

1.4.

1.5.

4.

5.

6.

7.

9.

All employees, occupants, and visitors are protected from injury/death 100% of the time

All contractor personnel are wearing reflective vests

Emergency assistance numbers and instructions are conspicuously posted 100% of the time

An effective and active safety training schedule is followed 100% of the time

All related OSHA safety requirements and standards are met and followed 100% of the time

All accidents are reported, OSHA supplemental form 101 is submitted, and full cooperation is given to the COR 100% of the time

100% of oil or hazardous substance spills are immediately reported to the COR and/or the Building Manager

All personnel use appropriate PPE that meets NIOSH, MSHA, and ANSI requirements for the task at hand

All PPE is clean and properly maintained

Business Relationship

1.3.

1.4.

4.

5.

6.

7.

8.

9.

The Contractor is cooperative, committed to customer satisfaction, and has a business-like concern for the interest of the customer

The Contractor is reliable 100% of the time

Plan

Cause of Breech

Corrective Action

Trends

The Management and Operating Plan is followed 98% of the time

Actual cause of performance problem(s) correctly identified 98% of the time

98% of corrective actions are implemented in a timely manner to satisfactory resolve performance problem

Performance trends are accurately identified, evaluated, and appropriately adjusted 98% of the time

ICE TREATMENT SCHEDULE

TREATMENT SCHEDULE

AREA OF RESPONSIBILBITY TOTAL TIME ALLOWED FOR ONE

COMPLETE TREATMENT

Type 1 Area 4 HOURS Type 2 Area 3 HOURS Type 3 Area 2 HOURS

SNOW AND ICE REMOVAL SCHEDULE

SNOW AND ICE REMOVAL SCHEDULE

INCHES OF MEASURABLE

ACCUMULATION

TOTAL TIME ALLOWED FOR FINAL

REMOVAL OF SNOW AND ICE

UP TO 2 INCHES 2 HOURS

2½ TO 4 INCHES 4 HOURS

4½ TO 6 INCHES 7 HOURS

6½ TO 8 INCHES 10 HOURS

8½ TO 10 INCHES 13 HOURS

10½ TO 12 INCHES 16 HOURS

OVER 12½ INCHES 3 HOURS PER ADDITIONAL INCH

NOTE: The clock for final removal of snow and ice begins when measurable frozen precipitation ends, and stops within the time frame allowed for the increment of accumulation recorded. The total accumulation is determined by the amount of snowfall recorded at the Ronald Reagan Washington National Airport, by the National Weather Service for each period of performance. Snowfall recorded in fractions of an inch will be rounded to the nearest inch (a recording of 0.5 will be rounded up).

PROCEDURES

Throughout the duration of this contract, the Pentagon Reservation will be inspected routinely by QA personnel to determine the effectiveness of the program and Contractor performance and compliance with the contract. The Contracting Officer’s Representative (COR) will develop a Winter Storm Duty Officer Manual. The manual will contain a Winter Storm Assignment Schedule; listing a rotation assignment for the respective Winter Storm Duty Officers and Inspectors. Although the performance of all work requirements is under the responsibility and management of the Contractor, the Government reserves the right to review and approve all work activities before their commencement. While inspecting work in progress for environmental correctness and safety, the QA is also responsible for evaluating the site and making note of hazardous conditions that need to be addressed by the Contractor. The Duty Officer will communicate to the Contractor any findings and recommendations. Upon completion of work, the Contractor shall submit its QC Inspection Report to the Duty Officer or COR for approval. The Contractor’s performance shall not be considered complete or billable until the Contractor has submitted its fully completed QC Report for any work performance. The

Contractor shall furnish the QA with certification that all materials used in the fulfillment of this contract conform to applicable Federal Specifications. Additionally, the Contractor shall submit product invoices and other documentation to verify quantities of materials ordered upon COR request. The Contractor shall replace plantings, turf, signs, curbing, etc. that are damaged and in need of replacement as a result of the Contractor’s actions. The Contractor shall correct all deficiencies found as soon as the condition becomes apparent or as soon as conditions of weather and availability permit. The Contractor shall replace plants with specimen quality and of the same variety and size, except for larger and more mature plants that will be replaced with the largest transplantable and survivable size. The Duty Officer or COR will inform the Contracting Officer (CO) of significant deficiencies so that appropriate action can be taken.

Feedback from the building occupants and/or complaints received will also be used to evaluate the Contractor’s performance. The Duty Officer or COR will notify the Contractor both verbally and in writing of any negative feedback or customer complaints received. The Contractor shall take the necessary corrective action within a mutually agreed upon time frame. Recurring customer complaints indicating the same deficiency is not acceptable and will be considered a significant deficiency. The Duty Officer or COR will inform the CO of this issue so that appropriate action can be taken.