Attachment_2_-_QASP_August_5 _2103.doc

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

FEMA REGION 10 FRC MAINTENANCE SERVICES

1.

INTRODUCTION

This Quality Assurance Surveillance Plan has been developed 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.

2.

OBJECTIVE

This plan provides a quality surveillance strategy maintenance services to be performed at the Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/ Region 10 Federal Regional Center (FRC), located at Bothell, Washington. The primary intent of the plan is to provide a basis for the Contracting Officer’s Technical Representative (COTR) evaluation of performance quality. Oversight of Contractor performance will assure quality performance. The plan will also afford the COTR and Contracting Officer a productive mechanism to preclude major deficiencies in performance, provide input for annual contractor past performance evaluations, and make the determination for exercising of contract options.

3.

PERFORMANCE INDICATORS (MEASURES). Surveillance of contractor performance will be performed by the appointed COTR 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 Existing Deficiency Inspection/Initial Deficiency List

3.2 Start-up Phase/Transition Period

3.3 General and Administrative Requirements

3.4 Building Operating Plan

3.5 Monthly Progress Reports

3.6 Reference Library

3.7 Service Requests

3.8 Tours

3.9 Disruptive or Hazardous Tools

3.10 Disruption to Utilities, Lighting, or Space Conditioning

3.11 Plumbing and Restrooms

3.12 Maintenance Program

3.13 Water Treatment

3.14 Oil Analysis and Oil Changes

3.15 Lamps and Ballasts

3.16 Architectural and Structural Systems Maintenance

3.17 Repairs

3.18 Safety and Environmental Management

3.19 Fire Protection and Life Safety Equipment and Systems

3.20 Standard Systems

3.21 Exterior

3.22 Snow and Ice Removal

3.23 Grounds Maintenance

3.24 Recycling

4.

EVALUATION METHODS

The COTR efforts will primarily be based on verification and monitoring of the Contractor’s performance. The Government will use a variety of surveillance methodology and techniques to validate the contractor’s compliance. The COTR, assisted by other Government representatives, will perform evaluations based on each of the indicators stated in section 3 of this plan. The below listed methods of surveillance shall be used in the administration of this QASP.

5.

PERFORMANCE REQUIREMENT SUMMARY

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 of the contract using the concepts of MIL STD 105E sampling procedures and 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 random sampled because the 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.

FEMA CENTER FOR DOMESTIC PREPAREDNESS (CDP) COURSE DEVELOPMENT AND DELIVERY SERVICES

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Incentives/

Disincentives for Meeting/ Not Meeting AQL

initial inspection and inventory of all equipment and systems and the performance of an annual inventory to verify and update the inventory.

Maintenance program.

Equipment must be maintained to the minimum standard established in the contract and developed by the Contractor.

Minimally the contractor must perform maintenance in accordance with the manufacturer’s recommended standards for all equipment requiring a preventive maintenance procedure. The Contractor must be required to use the specified NFPA Codes and Standards in this document to perform inspections, testing, and preventive maintenance of fire protection and life safety systems and equipment. In addition, the Contractor shall be required to follow the specific testing and inspection frequencies and methods specified in such NFPA Codes and Standards. The Contractor must record such inspection, testing, and services.

and touch up painting and patching to match existing finishes as required by contract provisions.

required in this document must be scheduled, and documented. In addition, the Contractor must maintain copies of all such tests, certifications, permits and other required records.

personnel are secured and properly labeled.

The Contractor must develop a confined space entry permit system for all permit- required confined spaces within

60 calendar days of commencement of the contract.

1910.26.1101. The Contractor must be prepared to deal with asbestos on a small scale, short duration basis to effect emergency repairs and to clean up small spills. The Contractor must protect building tenants, visitors, and employees from asbestos exposure. The Contractor must comply with applicable National Institute of Building Sciences (NIBS) and OSHA standards.

1910.1200.

99-339, as amended, and the EPA Safe Drinking Water regulations (40

CFR 141.43, sections A and D), that address the quantity of lead allowable in new installations or repairs to existing drinking water systems and/or plumbing. Potable water systems which are repaired, modified, serviced, or breeched in any way must be disinfected and flushed prior to returning the system to service.

(NOTE: Annual maintenance, service and testing will be performed by licensed and certified personnel contracted by FEMA. All repairs to the fire alarm system, water based suppression system, and fire extinguishers with be conducted through the appropriate contracted vendor by FEMA.)

The Contractor is responsible for meeting the inspection, testing frequencies, and testing methods outlined in NFPA 72. Documentation of the above mentioned inspection, and testing results must be recorded on the applicable Inspection and

Testing Form from

NFPA 72.

All fire alarm testing, with the exception of interconnected building functions, must be performed after normal working hours unless approved in advance by the COR.

Testing of the interconnected building functions, including, but not limited to, air handler shutdown, damper control, elevator recall, egress door unlocking, etc., must be performed during hours the interconnected equipment is active.

The testing of the fire alarm system shall not be considered complete without the testing of interconnected equipment.

The Contractor must provide a fire watch in areas left unprotected until the fire alarm system is completely restored to service. In no case shall the fire alarm systems be left in a disabled condition without notifying the COR.

The Contractor must ensure that the fire alarm system is maintained operable at all times except while being tested or repaired. It is essential that the Contractor carefully schedule with the building manager all non emergency shutdowns of the fire alarm system and that back up protection be provided by the Contractor (arrangement of additional personnel stationed at the fire alarm system control panel) any time the fire alarm system is out of service for more than 4 hours. In addition, regardless of the duration of the shutdown, the affected portion of the system must be tested to ensure that the protection has been restored.

During any period in which there is no central station monitoring, the Contractor must maintain a fire watch in accordance with GSA guidelines.

All water-based fire suppression system testing must be performed after normal working hours unless approved otherwise by the COR. The Contractor must provide a fire watch in areas left unprotected until the water-based fire suppression system is completely restored to service. In no case must any water based fire suppression system be left in a disabled condition without notifying the COR.

It is essential that the Contractor carefully schedule with the building manager and COR all non emergency shutdowns of the sprinkler system and that back up protection be provided by the Contractor any time the sprinkler system is out of service for more than 4 hours.

The Contractor is responsible for meeting the inspection methods, and documentation requirements outlined in NFPA 10.

The Contractor is responsible for meeting the inspection methods, and documentation requirements outlined in the applicable NFPA standards (e.g., NFPA 12, 12A, 17, 17A, 96, 2001, etc.).

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in the applicable NFPA standards (e.g.,NFPA 110 and 111)

tests, and maintenance or repairs in accordance with the current edition of NFPA 101.

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in NFPA 101.

Standard services

Bare Floors maintenance - (lobbies, corridors, restrooms, etc.)

Floors, base moldings and grout shall be clean and free of debris, including but not limited to, (dirt, water streaks, mop marks, string, gum, tar and other foreign matter). The floors shall maintain their natural luster and not have a dull appearance.

Standard services

ADP Floors maintenance

Damp mopping shall be the only method of wet cleaning for floors in Automated Data Processing (ADP) space.

Standard services

Loading Dock Floors maintenance

Spill residue and clean- up materials shall be disposed of in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.

Standard services

No spots, smears, crusted material, or spills.

No fuzzing caused by harsh rubbing or brushing of carpet.

Standard services

with surrounding carpets

Standard services

Standard services

encrustation. Partitions, doors, vents, sills, and walls shall be free of dust, dirt, bodily fluids, and waste and graffiti.

Restrooms shall be free of discarded material and trash shall be emptied to prevent the containers from overflowing.

Standard services

moisture.

Standard services

Surfaces maintenance - Metal, Brass, and Woodwork

Surfaces (including corners, crevices, moldings, ledges, hand rails, grills, doors, door knobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, rust, encrustation, and streaks.

Standard services

There shall be no water spots on the glass or adjacent fixtures and furniture.

both sides shall be clean and free of streaks. This does not include removal of vents, tiles, or fixtures.

free of dirt, dust, debris, residue, and spilled material. Plastic liners for all trash, debris containers shall not be torn, worn, or contain residue. All ash receptacles shall be free of dust, ashes, odors, tar, streaks, and tobacco residue.

other extraneous matter. Surfaces shall be clean and free of finger marks, smudges, and spills. Carpets and floors shall be free of removable spots, dirt, and debris. Floors requiring a finish shall be maintained at a high luster.

Stairways, escalators, entrances, landings, railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be free of dirt, dust, litter, and debris.

free of drippings and other watermarks.

All vinyl surfaces of exercise equipment and exercise mats shall be free of dust, dirt, spots, streaks, and smudges.

All metal (door frames and handles, fixtures, equipment) and glazed surfaces (including partitions), shall be free of smears, finger marks, and streaks and shall maintain a uniform luster.

the removal of the debris.

Entrances and Exits shall not be wet from watering, during the arrival and departure of occupants and visitors.

Incentive/Disincentives for Meeting/Not Meeting AQL

1. Positive or negative performance will be documented in the contractor performance assessment reporting system/database.

2. Non compliance to contract standards will be corrected at no cost to the government.

3. The contractor may receive informal or formal acknowledgement for 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.