Attachment___1__J-C2_QASP_DONE.pdf

Pentagon Fire Protection Extinguisher Services

RFP #HQ0034-18-R-0173

Quality Assurance Surveillance Plan (QASP)

1.0 INTRODUCTION

1.1 Purpose. The role of the government in quality assurance is to ensure contract standards are achieved. The purpose of the QASP is to identify the methods and procedures the government will use to evaluate contractor actions while performing the requirements in the Performance Work Statement (PWS).

1.1.1 The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The QASP is based on the premise the government desires to maintain a quality standard for the Fire Protection Systems contract and that a service contract is the best means of achieving that objective.

1.1.2 The QASP has been developed by the Pentagon Building

Management Office. It is designed to provide direction to personnel performing contract surveillance activities. Personnel surveying the contract terms and conditions and SOW requirements will periodically review the QASP throughout the life of the contract.

2.0. ROLES AND RESPONSIBILITIES.

2.1. Contracting Officer (CO). The Contracting Officer is responsible to safeguard the interests of the United States in contractual relationships. Only the contracting officer is authorized to bind the government and then, only to the extent of the authority delegated to them through the issuance of a warrant.

2.2.1. The CO delegates authority for inspection and/or acceptance in accordance with terms of the contract.

2.2.2. The CO informs the contractor of the names, duties, and limitations of authority for all quality assurance personnel assigned to the contract.

2.2. Contracting Officer Representative (COR). Individual appointed by the Contracting Officer to act on behalf of the Contracting Officer within the limits of authority contained in the COR designation letter.

2.2.1. The COR evaluates and documents contractor performance in accordance with the QASP and PWS.

2.2.2. The COR notifies the Contracting Officer of any significant performance deficiencies.

2.2.3. The COR maintains surveillance documentation

2.2.4. The COR recommends improvements to the QASP and PWS

throughout the life of the contract.

3.0. DESCRIPTION OF SERVICES

3.1. Scope of Work. The contractor shall develop and implement a Preventive and Predictive Maintenance and Inspection Program (PPMI). PPMI is to provide routine inspection and testing of fire extinguishers to ensure their proper functionality that permit the early detection, correction, and reduction of the rate of deterioration against deficiencies and/or defects that will: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs.

The Fire Extinguisher Maintenance Services shall comply with the references listed in Part 5 Specific Tasks and Part 6 Applicable Publication defined within the Performance Work Statement (PWS).

4.0. QUALITY REQUIREMENTS

4.1. Quality Control Program. The contractor, not the government, is responsible for management and quality control actions to meet the terms of the contract.

4.1.2 The quality control program is the driver for quality. The contractor is required to develop a comprehensive program of 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.

4.1.3 Once the quality control program is accepted, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

5.0. SURVEILLANCE

5.1. Surveillance Methods. This QASP will incorporate methods described in this paragraph to ensure the contractor complies with the PWS requirements.

The COR will utilize the forms included in Attachment 1 and Attachment 2 to document contractor performance.

5.1.1. Field Inspections: The COR will randomly inspect 20% of the work performed in a given month.

5.1.2. Contractor Logs: The COR will conduct monthly inspection of contractor logs for all preventive and predictive maintenance actions performed. Additionally, the COR will also conduct monthly inspection of contractor logs for all problems requiring corrective maintenance.

5.1.3. MAXIMO Database: The COR will periodically monitor the MAXIMO Database for contractor entries.

5.1.4. Reports: The COR will review monthly reports provided by the contractor to include all maintenance, service calls, and emergency calls for the previous month.

5.2. Surveillance Team. The surveillance team consists of the following key players: Contracting Officer, Contracting Officer Representative, and Inspectors.

5.3. Unacceptable Performance. If the number of complaints/defects exceeds the performance threshold for any objective, the COR will determine the possible cause of this unacceptable performance. Government-caused complaints/defects shall not be counted against the contractor. The same applies to any other requirement of the contract when Government-caused complaints/defects are the cause of unacceptable contractor performance. If the contractor’s performance is judged unacceptable for any requirement by COR, the COR will inform the contractor’s on-site representative, and request his or her signature and date of surveillance on documentation acknowledging notification. If the on-site contractor representative refuses to sign, COR personnel shall annotate on the documentation the date and time of notification and name of representative and his/her refusal to acknowledge. If the contractor disputes the results of surveillance, COR must refer the contractor to the contracting officer for resolution.

5.4. Revisions. Revisions to this QASP are the joint responsibility of the requiring activity and the contracting office. However as a result of partnering with the contractor, surveillance checklists may be revised jointly by COR personnel and contractor personnel. The contracting officer must approve the revisions in writing before being used by COR personnel.

ATTACHMENT 1

QUALITY ASSURANCE SURVEILLANCE FORM

SURVEY PERIOD: ___________________

SURVEILLANCE METHOD (Check): _____ Field Inspection

_____ Contractor Logs

_____ MAXIMO Database

_____ Reports

LEVEL OF SURVEILLANCE SELECTED (Check):

_____ Monthly

_____ Quarterly

_____ As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

OBSERVED SERVICE PROVIDER PERFORMANCE MEASUREMENT RATE = ______%

SERVICE PROVIDER’S PERFORMANCE (Check):

____ Meets Standards

____ Does Not Meet Standards

NARRATIVE OF PERFORMANCE DURING SURVEY PERIOD:

PREPARED BY: ______________________________ DATE: _________________

ATTACHMENT 2

EQUIPMENT DEFICIENCIES LOG

Item Equipment Serial Model Tag No Deficiencies

Deficiencies

15 `

PREPARED BY: ______________________________ DATE: _________________

ATTACHMENT 3 - PERFORMANCE THRESHOLDS

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

PWS Section Standard Performance

Threshold Method of Surveillance

The Contractor shall provide Preventive and Predictive Maintenance, Inspections, and Testing of Fire Extinguishers for the Pentagon Reservation

5.5.3 Preventive and Predictive Inspection and Testing

a) Standard: Executes preventative maintenance in accordance with manufacturer’s instructions

AQL: 99%

b) Standard: Conducts inspections on all fire extinguishers AQL: 99% completion

No more than one deviation per life of the contract.

Monthly review of reports.

Random inspections performed by the Government

The Contractor shall perform corrective maintenance as a result of preventive maintenance inspections.

5.5.4 Corrective Repairs

a) Standard: Provides continuous operation of all extinguishers

AQL: 95%

b) Standard: Repairs completed within 1 business day

AQL: 95%

No more than 5% deviation per life of the contract.

Monthly review of reports.

Random inspections performed by the Government