Attachment_2_QASP.pdf

Facility Operation and Maintenance

Services – COBRATF

Attachment 3

QUALITY ASSURANCE SURVEILLANCE PLAN

QUALITY ASSURANCE SURVEILLANCE PLAN

FACILITY OPERATIONS AND MAINTENANCE SERVICES

FOR THE

CHEMICAL, ORDNANCE, BIOLOGICAL,

RADIOLOGICAL TRAINING FACILITY

(COBRATF)

February 2, 2015

1. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed as a means to evaluate Contractor performance while implementing the Performance Work Statement

(PWS). It is designed to provide an effective surveillance method for monitoring and evaluating the Contractor’s performance for the requirements listed in the PWS.

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 comprehensive program of inspections and monitoring actions. The major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved after contract award 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 quality program.

This QASP is not intended to interfere with the Contractor's status as an ‘independent contractor' under the law, nor is it intended in any way to supplant the Contractor's responsibility for the day-to-day control and management of its own personnel and other resources for which it is ultimately responsible.

2. OBJECTIVE

This plan provides a quality surveillance strategy for facility operations and maintenance support services to be performed at the Department of Homeland Security (DHS)/Federal

Emergency Management Agency (FEMA)/Center for Domestic Preparedness (CDP), Chemical, Ordnance, Biological, Radiological Training Facility (COBRATF) located at

Anniston, Alabama. The primary intent of the plan is to provide a basis for the

Contracting Officer’s Representative (COR) evaluation of performance quality.

Oversight of Contractor performance will assure quality performance. The plan will also afford the COR and Contracting Officer a productive mechanism to preclude major deficiencies in performance and annual contractor past performance evaluations as well as aid in determination for exercising of contract options.

3. PERFORMANCE INDICATORS (MEASURES)

Surveillance of contractor performance will be performed by the appointed COR and the Contracting Officer based on the surveillance methodologies identified in the

Performance Requirements Summary (PRS). The following primary task areas of the contract will be the basis from which all surveillance will originate:

3.1 Project Management

3.2 Facility Operations and Maintenance

3.3 Janitorial and Custodial Services

3.4 Protective Clothing and Equipment (PC&E) Laundry Operations

3.5 Industrial Hygiene, Environmental Management and Safety Management

4. EVALUATION METHODS

The COR’s effort will primarily be focused on verification and monitoring of the

Contractor’s performance. The Government will use a variety of surveillance methods and techniques to validate the contractor’s compliance. The COR, assisted by other

Government representatives, will perform evaluations based on each of the indicators identified in section 3 of this plan. The methods of surveillance listed in section 6 will be used in the administration of this QASP.

5. PERFORMANCE REQUIREMENT SUMMARY (PRS)

5.1 Lists the specific section in the PWS that the government will evaluate. The absence of any contract requirement from the PRS shall not detract from its enforceability or limit the rights or remedies of the government under any other provision of the contract.

5.2 Lists the service to be performed.

5.3 Lists the standard of performance for each specific service.

5.4 Lists the surveillance methods the government will use to evaluate the contractors performance in meeting the requirements of the contract.

6. SURVEILLANCE METHODS

6.1 The Government’s quality assurance procedures are based in part on attribute sampling of the recurring critical products/services of the contract using the concepts of

ANSI/ASQC Z1.4 sampling procedures and tables for inspection by attributes.

6.2 The Random Sampling method will be used for recurring service output items

(daily, weekly, monthly, quarterly, semiannually, annually or as required) as determined necessary to assure a sufficient evaluation of contractor performance.

6.3 The 100% Inspection method will be used for those tasks that occur infrequently and cannot be randomly sampled because the required sample size for a small lot may exceed the lot size. Also, the tasks may have a stringent performance requirement where safety or health may be a concern.

6.4 Periodic surveillance. Sometimes called sampling, consists of the evaluation of tasks selected on other than 100 percent or random sample basis. It is appropriate for tasks that occur infrequently and where 100 percent inspection is neither required nor practicable. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspect it. There will be periodic surveillance of output items as determined necessary to assure sufficient evaluation of contractor’s performance.

6.5 Customer complaints/Input. This is not a primary method, but it 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 on to complain consistently when the quality of performance is poor, e.g., support services, building services;

customer surveys and customer complaints may be a primary surveillance method.

FEMA CENTER FOR DOMESTIC PREPAREDNESS (CDP)/COBRA TRAINING FACILITY (COBRATF), TRAINING

OPERATIONS AND MAINTENANCE SERVICES (FOMS)

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

PERFORMANCE WORK

STATEMENT (PWS) TASKS

METRIC

TYPE

PERFORMANCE STANDARD/

ACCEPTABLE QUALITY LEVELS

(AQL)

MONITORING

METHOD

1.8 Records and Reports

Timeliness

Reports received are complete and accurate

91-95% of the time, with 5% or less requiring rework.

100% Inspection

1.8.1 Monthly Technical Progress

Reports due NLT the tenth (10) Day of each month.

Timeliness

95% on time and inclusive of all required information.

100% Inspection

1.8.1 Written minutes of PEM are

prepared, signed by PM and delivered to the COR within 5 working days for review and approval.

Quality/Timeliness

Written minutes are complete and accurate 91-

95% of the time with 5% or less requiring rework.

100% Inspection

4.0-5.0 Government Furnished

Property/Equipment/Facilities and

Contractor Furnished Property

Quality/Timeliness

Reports received are complete and accurate, property and facilities are maintained in accordance with the requirements of the contract with no more than one non-conformance per quarter

100% Report inspection, periodic for all other requirements.

6.0 Management of work effort and

Quality Control System (QCS) requirements.

Quality

Ensure adequate and timely completion of services through sound business management practices. QCS fully documents all requirements, initiatives, and updates as necessary to meet program requirements. No more than one contract discrepancy per quarter.

Periodic Inspection

PERFORMANCE WORK

STATEMENT (PWS) TASKS

METRIC

TYPE

PERFORMANCE STANDARD/

ACCEPTABLE QUALITY LEVELS

(AQL)

MONITORING METHOD

6.1 A written notification of any non-

compliance shall be provided by the contractor to the COR within 24 hours of discovery.

Timeliness No more than one late report per quarter.

100% Inspection COR records the date/time each report is received.

6.2.3 Preventive Maintenance - All

work shall be performed in strict compliance with the approved

Plan/Schedule to facilitate the

Government's inspection of the work

Quality/Timeliness

No more than two contract discrepancies per quarter for all of the functional requirements of the plan/schedule.

Random and Periodic

7.1 Facilities Operations and

Maintenance Quality/Timeliness

No more than three contract discrepancies per quarter for all of the functional requirements of these sections, combined.

Random and Periodic

7.1.3 HVAC and Refrigeration

Systems annual cleaning and inspections

Quality/Timeliness

All requirements met without any contract discrepancies.

100% report inspection

COR reviews reports for completion and accuracy.

7.1.3.12 Heating Systems and Boilers

annual cleaning and inspections Quality/Timeliness

All requirements met without any contract discrepancies 100% report inspection

COR reviews reports for completion and accuracy.

7.2 Janitorial and Custodial

Services Quality/Timeliness

No more than three contract discrepancies per quarter for all of the functional requirements of these sections, combined.

Random and Periodic

PERFORMANCE WORK

STATEMENT (PWS) TASKS

METRIC

TYPE

PERFORMANCE STANDARD/

ACCEPTABLE QUALITY LEVELS

(AQL)

MONITORING METHOD

7.3 Personal Clothing and

Equipment (PC&E) Laundry

Operations Quality/Timeliness

No more than two contract discrepancy per quarter for all of the requirements of this section

Random and Periodic

7.4 Industrial Hygiene, Environmental and Safety

Management Quality/Timeliness

All requirements met without any contract discrepancies per quarter

100% report inspection, periodic for all other requirements

7.4.2.3 Risk Assessment and Job

Hazard Analysis Quality

Reports received are complete and accurate with 5% or less requiring rework.

100% inspection

COR reviews reports for completion and accuracy.

7.4.2.5.1 Site Safety

Representative Quality/Timeliness All requirements met without any contract discrepancies per quarter 100% report inspection, periodic for all other requirements

7.4.2.7.1 The contractor shall

report in writing within 24 hours all accident/incidents Quality/Timeliness Reports received are complete and accurate with 5% or less requiring rework.

100% inspection

COR reviews reports for completion and accuracy

Notes:

1. Positive or negative performance will be documented in the contractor performance assessment report system (CPARS) database.

2. Noncompliance to contract standards will be corrected at no cost to the Government.

3. The contractor may receive formal or informal acknowledgement of exceptional performance in the form of certificates or letters.

Notification: The contractor shall respond in writing to the Contracting Officer, to all notifications of failure to meet acceptable quality levels within 5 days of issuance by the Contracting Officer. The contractor’s response shall include the corrective action taken to rectify the problem and the proposed measure to preclude the recurrence of the problem.