Attachment 6 - QASP.docx

HTC71120QR005/Attachment - 6 U.S. Army Military Surface Deployment and Distribution Command (SDDC)

Stevedoring & Related Terminal Services

Quality Assurance Surveillance Plan for

Agadir & Tangier, Morocco HTC71120QR005/Attachment - 6

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. OBJECTIVE. This Quality Assurance Surveillance Plan (QASP) has been developed as an aid to the Government in providing effective and systematic surveillance for the Stevedoring and Related Terminal Services (S&RTS) being provided. This QASP provides the methodology by which the contractor’s performance will be monitored to determine compliance with standard performance objectives. The plan is designed so that surveillance is limited to that which is necessary to verify that the contractor is performing the services satisfactorily and relates directly to performance objectives of the Performance Work Statement (PWS). Performance objectives are those designated with corresponding performance measures and standards. Surveillance will be in accordance with the Performance Requirements Summary (PRS) at Attachment 1.

2. GOVERNMENT SURVEILLANCE.

a. The Contracting Officer will designate in writing a primary and alternate Contracting Officer Representatives (CORs) for the contract. The COR authority will be limited to administering specific technical aspects of the contract. The letter of designation will identify specific guidelines and clearly detail the limits of the COR authority.

b. Performance Monitors may be designated by the COR to monitor daily contractor performance. Monitors will be designated in writing and provided a copy of the contract and this surveillance plan. In the case of this contract, the Marine Cargo Specialist (MCS) will act as the Performance Monitors and will:

(1) Maintain a detailed knowledge of the technical requirements of the contract.

(2) Monitor and record contractors performance.

(3) Maintain complete and accurate documentation.

(4) Establish and maintain a good working relationship with the Contractor.

(5) Not make legal interpretations.

(6) Not impose tasks or performance standards not included in the contract.

(7) Not supervise or direct Contractor personnel.

(8) Not waive contract requirements.

c. Performance Monitors will notify the COR of any problem areas related to the execution of the contract. The COR is responsible for resolving performance issues. The COR will immediately notify the Administrative Contracting Officer (ACO) if satisfactory resolution cannot be reached.

d. The COR and ACO will meet quarterly with the contractor during the first year of contract performance to discuss operations and problem areas. Thereafter, meetings will be held bi-annually unless performance warrants scheduling a meeting sooner.

3. SURVEILLANCE. Surveillance of contractor performance is the method used by the Government to determine whether the contractor is effectively and efficiently complying with all terms and conditions of the contract. The functional expertise of the COR / MCS plays a critical role in adequately evaluating contractor performance. The following surveillance methods shall be used:

a. Vessel Inspection. Vessel inspection will occur when loading and discharging cargo. It shall involve direct visual observation, direct dialog with all involved parties.

b. Visual Inspection. Visual inspection will occur when documenting cargo during vessel loading and discharge, loading and securing cargo on outbound conveyances, unloading cargo from inbound conveyances, and complying with applicable installation and terminal safety and fire regulations.

c. TMD feedback. TMD feedback will occur after receipt of contractor documentation and reconciliation with government documentation. COR monitors feedback from TMD to ensure proper documentation procedures are being followed by the contractor.

A Contractor Surveillance Checklist will be used during the surveillance of contractor performance during each terminal operation (see Attachment 2).

4. PERFORMANCE REVIEWS AND EVALUATIONS.

a. The COR will conduct quarterly performance reviews and bi-annual evaluations with the contractor based on information obtained from the TMD and through the surveillance methods identified above. The Acceptable Quality Level (AQL), as identified in the PRS, will be determined during the bi-annual evaluation. Two quarters of performance data will be used for the bi-annual evaluation. Reviews and evaluations will form the basis for determining compliance with performance objectives, measures and standards. When surveillance results show good consistent performance, reviews may be adjusted to an annual basis.

b. The TMD will provide the COR with standard performance objectives deficiencies. The TMD will thoroughly document all deficiencies, identify source of information and reference the applicable PWS performance standard or contract requirement for which the deficiency applies. The TMD and COR will document performance deficiencies using the Contractor Surveillance Checklist at Attachment 2.

c. The COR will generate monthly performance reports using the Performance Requirements Summary / Contractor Surveillance Checklist. This report will identify the level to which the performance standard was achieved based on a cumulative total of all activity for the month of performance. Critical performance objectives are as follows:

See Attached Table

5. ANALYSIS OF PERFORMANCE REVIEW RESULTS. At the end of each performance evaluation period, the COR will evaluate all surveillance data to determine those performance standards that do not meet the AQL in the PRS. The COR will prepare a Contract Discrepancy Report (CDR) and issue it to the Contractor. The CDR will make reference to the performance objective and standard and state how the AQL was not met. The CDR will identify the monetary deduction to be applied, if applicable, as identified at Attachment 1. The contractor will be required to respond to the COR generated CDR within five (5) working days. The Contractor response shall be in writing and explain why the performance deviated from the AQL, how the performance will be returned to acceptable levels and how a recurrence of the problem will be prevented in the future. The COR may issue a CDR for recurring failure to meet other contract performance objectives or requirements. The contractor shall respond in accordance with requirements identified herein. A copy of the CDR will be provided to the ACO within five (5) working days after the end of the evaluation period.

6. QASP REVISIONS. Revision to this plan are the joint responsibility of the COR and ACO.

PERFORMANCE OBJECTIVE

(PWS #)

4.15.1.1 5.7 The Contractor shall participate in daily operations meetings and other meetings regarding vessel loading as required.

100% compliance

Performance Standard: 100% staffing

5.9.3

5.10.1 6.14.1, Table 2

100% compliance in meeting timeframe

4.6, Table 1 5.11 5.11.1

95% compliance stowing cargo per the pre-stow plan

100% compliance for securing cargo aboard the vessel

Damages/ shortages will be entered in the tally report.

100% compliance

PERFORMANCE OBJECTIVE

(PWS #)

4.6, Table 1, 5.20 6.4.10

4.6 Table 1, 5.2.3

5.9.6.2 5.9.7.2 5.10.2

0% of cargo needs to be re-stowed.

Max allowable deviation is 1% Cargo must be one hundred percent (100%) accounted for once the ship has been fully discharged. Zero deviation

5.19 Appendix C

4.19.7 5.8 5.11 5.12 5.13 5.28 5.28.1

6.4.15.2

deviation is 2 days

(PRS). The draft plan must be submitted to the Contracting Officer at the time of proposal submission. The Government will review and either accept or reject the QCIP within ten (10) days of receipt. The Contractor will have five (5) days to make any necessary corrections and resubmit.

No performance may commence prior to approval of the QCIP. The plan will be up- dated when requested by the Contracting Officer.

Zero deviation from standard

PERFORMANCE OBJECTIVE

(PWS #)

3.5.1

Document cargo during operations to accurately capture billing record, stow location, ITV, nested, linked and secondary loads;

Completed Scan/Tally sheet;

Document to Industry and SDDC standards and regulations 100% ITV ( Physical inventory compared to Government reports) 100% compliance

0.2% deviation for capture of accurate stow location/accurate pay codes

CONTRACTOR’S SURVEILLANCE

TYPE OF OPERATION: Truck |_| Rail |_| Vessel |_| Extra Labor |_|

TYPE OF GANG: Lo/Lo |_| Lash |_| Checkers |_| Extra Labor |_|

VESSEL OPERATIONS

1. For Vessel Operations, did Contractor discharge or load cargo (as applicable) IAW SOW P.O. numbers (as applicable) 5.15.1, 5.14.1

YES |_| NO |_| N/A |_| COMMENTS

2. For Vessel Operations, did Contractor secure cargo IAW SOW P.O. 5.14.1

YES |_| NO |_| N/A |_| COMMENTS

3. Did the required number of stevedores arrive?

YES |_| NO |_| N/A |_| COMMENTS

4. Did the stevedores arrive on time?

YES |_| NO |_| N/A |_| COMMENTS

5. Did the stevedores have the required PPE?

YES |_| NO |_| N/A |_| COMMENTS

CARGO MANAGEMENT

6. Did Contractor maintain cargo accountability and perform documentation procedures accurately IAW SOW P.O. numbers (as applicable) 6.6.1 & 6.6.2

YES |_| NO |_| N/A |_| COMMENTS

TML OPERATIONS (TRUCK / RAIL)

7. Did Contractor receive and stage cargo including Dangerous/Hazardous/Sensitive IAW SOW P.O. numbers (as applicable) 6.7

YES |_| NO |_| N/A |_| COMMENTS

8. Did Contractor Load|_| or Unload|_| cargo for Railcars|_| or Trucks|_| IAW SOW P.O. numbers (as applicable) 6.12

YES |_| NO |_| N/A |_| COMMENTS

9. Did Contractor load conveyance with correct cargo and correct destination (no miss-shipment) IAW SOW P.O. numbers 6.12, 6.13

YES |_| NO |_| N/A |_| COMMENTS

10. For Terminal Operations (rail or truck), did Contractor secure cargo IAW SOW P.O. numbers (as applicable) 6.9.2

YES |_| NO |_| N/A |_| COMMENTS

SAFETY

11. Did Contractor follow safety regulations for equipment and cargo IAW SOW P.O. # 3.3

YES |_| NO |_| N/A |_| COMMENTS

SECURITY

12. Did Contractor follow security measures IAW SOW P.O. # 2.8.2

YES |_| NO |_| N/A |_| COMMENTS

OTHER:

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