J27 JOC QASP_30July2024.pdf

Job Order Contract US Army Garrison – Redstone

Quality Assurance Surveillance Plan

W9124P-24-R-0004

Date Prepared:

1 February 2024

1. OVERVIEW

1.1. Purpose. The purpose of this plan is to identify the methods and procedures the government will use to ensure it receives the services/products under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this plan is to hold the contractor accountable for quality control and to encourage the contractor to take appropriate steps to control and improve quality. The contractor is responsible to develop an efficient methodology to ensure they meet and/or exceed the required thresholds of service as outlined in this acquisition. The government intends to perform surveillance on this contract in accordance with this Quality Assurance Surveillance Plan (QASP) but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The government reserves the right to perform quality assurance at the subcontract level and perform quality assurance at the contractor's place of business, if applicable. Non-conforming services discovered with subcontractors will be addressed with the prime contractor for resolution. The Army Publishing Directorate maintains current copies of all forms referenced below.

2. DESCRIPTION OF SERVICES

2.1. Scope of Work. This contract is intended to provide for a full range of new construction, alterations, maintenance, repair, sustainment, restoration, and modernization services for the U.S. Army Garrison and the tenant organizations located at Redstone Arsenal (RSA). Potential projects include administrative facilities; base support and facility maintenance shops; child development centers; physical fitness centers; vehicle maintenance and engine repair shops; food service facilities; public safety facilities (police, fire, and crash rescue); airfield structures (including rigid and flexible paving); roads; ball fields; bridges; underground utilities; overhead utilities;

gates; warehouses; auditoriums; and research, development, and testing facilities. The work may also include incidental design and testing, studies, and survey and abatement for lead based paint (LBP) and asbestos containing materials (ACM). Facility repairs, renovations and construction shall conform to the requirements of the technical criteria listed in the task order. These objectives shall be achieved through the implementation of task orders issued under the terms of this contract for all the herein described tasks or additional tasks described in specific task orders.

2.2. Contract. This will be a Federal Acquisition Regulation (FAR) Part 15, competitive 8(a) Small Business Set Aside, Indefinite Delivery/Indefinite Quantity (ID/IQ), Job Order Contract (JOC) solicitation. All individual task orders will be Firm Fixed Price. The contract is for a one-year base ordering period and four one-year optional ordering periods.

3. ROLES AND RESPONSIBILITIES.

3.1. To fully understand the roles and the responsibilities of the parties (government and contractor), it is important to first define the distinction in terminology between the http://armypubs.army.mil/ contractor’s Quality Control Plan and the government’s Quality Assurance Surveillance Plan. IAW FAR Part 52.246-1 - Contractor Inspection Requirements, the contractor, and not the government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract and follow-on task orders. The contractor develops and submits a Quality Control Plan (QCP) for government approval in compliance with contract deliverables. Once accepted, the contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results.

3.2. The QASP on the other hand, is put in place to provide government surveillance and oversight of the contractor’s quality control efforts to assure that they are delivering timely and effectively those results specified in the contract or task order. The QASP is not a part of the contract, nor is it intended to duplicate the contractor’s QCP. The contractor shall submit a QCP covering areas that are important for successful contract performance. Upon approval of a contractor’s QCP, the Contracting Officer’s Representative (COR) should revise the QASP based on the contractor’s QCP. The COR shall not revise Performance Objectives, Standards, and Acceptable Quality Level (AQL) in the QASP.

3.3. This plan shall provide the COR with a proactive way to avoid unacceptable or deficient performance and provide verifiable input for the required performance report via the Contractor Performance Assessment Reporting System (CPARS).

3.4. The QASP is a tool; therefore, it remains a living document through the contract and/or task order performance period. Upon approval of the Contracting Officer (KO), unilateral changes to the QASP may be made as needed. The contractor does not have to be made aware of planned revisions. The entire QASP is not part of the contract. While certain portions such as “performance objectives” and “maximum allowable degree of deviation from requirement (Acceptable Quality Level (AQL)),” may be part of the Performance Work Statement (PWS), the method of surveillance, surveillance calendar, schedule, and frequency of surveillance and inspection are not.

3.5. 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 to monitor the effectiveness of the contractor’s quality control plan to ensure contract quality standards are achieved (FAR Part 46 – Government Contract Quality Assurance).

Government Personnel:

Contracting Officer (KO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the government. The KO is the only person who can legally commit the government and only the KO, as the government’s agent, can modify the contract/order. The KO is the final authority for determining the adequacy of the contractor’s performance. KO decisions arising under or relating to the contact are final.

Contracting Officer’s Representative (COR) – An individual designated in writing by the KO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of contractor’s performance, accept services). The

COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the government; such authority rests solely with the KO.

The Department of Defense (DoD) Joint Appointment Module (JAM) and Surveillance and Performance Monitoring (SPMs) modules are web management tools for the appointment of CORs. These modules allow a perspective COR, COR Supervisor and Contracting Officer to electronically process nomination of CORs for one or multiple contracts. The modules are available through Procurement Integrated Enterprise Environment (PIEE) at Procurement Integrated Enterprise Environment (PIEE) (eb.mil).

Quality Assurance Inspector (QAI) – The QAI is responsible for the technical review and contract compliance by the contractor for individual task orders. The QAI is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf.

Any changes that the contractor deems may affect contract price, terms or conditions shall be referred to the Contracting Officer for action.

Government Project Manager (Government PM) – An individual that is responsible for providing technical/engineering expertise in construction methods and reviewing contractor compliance in construction drawing specifications for individual task order requirements.

Name Title Phone e-mail Kris Leatherman

COR 256-876-5993 kristoffer.g.leatherman.civ@army.mil

Rickey Hammond

Chief, Engineering Division

256-842-0032 rickey.e.hammond3.civ@army.mil

Contractor Personnel:

Quality Manager- Promotes quality achievement and performance improvement throughout the organization. Develops, implements, communicates and maintains a quality plan to bring the Company's Quality Systems and Policies into compliance with quality system requirements. Direct the activities of quality personnel to measure key quality characteristics of processes from inception to completion. Establishes the standards of service for customers or clients.

Program Manager- Responsible for running complex programs and projects. Supervises the project team and manages conflicts within different departments. Plans and sets project goals and milestones and develops risk management strategies. Defines resources and schedules for the implementation of the program. Clearly defines requirements and sets targets accordingly. Recognizes areas for internal improvement and develops plans for implementing the improvements.

Name Title Phone e-mail

TBD TBD TBD TBD

https://piee.eb.mil/

4. CONTRACT QUALITY REQUIREMENTS

4.1. Quality Control Program. The contractor's Quality Control Program requirements are defined in Section C.16 of the PWS. The contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure the government will receive all the services required by the contract at the specified quality level.

4.2. Government Quality Assurance. The government will perform Quality Assurance oversight of the contractor and contractor’s QCP IAW with this QASP to ensure acceptable levels of contract performance are achieved and that the contractor is performing acceptable levels of Quality Control to ensure fully acceptable services are provided.

5. GOVERNMENT SURVIELLANCE

5.1. Methods of Surveillance. Inspections will be accomplished in accordance with the matrix shown at enclosure 1 which will be used by the COR in the technical administration of this QASP. Methods include but are not limited to:

• QA Inspection - Inspections will be accomplished in accordance with the matrix shown at enclosure 1 which will be used by the COR in the technical administration of this QASP. The form to be used for documenting QA surveillance by the QAI is the Quality Assurance Report which is provided as enclosure 2 herein. The task order evaluation form provided as enclosure 3 herein may be completed by the Government PM or building customers and validated by the Government PM.

• Customer feedback - Not necessarily a valid method of surveillance, but a good indicator for areas surveillance should be conducted or intensified. The COR may design a customer survey questionnaire to be used as an essential part of a well-publicized customer complaint program. In time of resource constraints, the use of customer surveys provides an effective and efficient means of monitoring contractor performance. Customer surveys should only supplement other surveillance efforts and be analyzed by surveillance personnel trained in validating customer complaints.

Customers should be made aware of minimal contractor performance requirements to be sure that customer responses to surveys are valid indicators of actual contractor performance. The COR must investigate each customer complaint and validate the accuracy before any action will be taken.

5.2 Identified QA Surveillance Tasks. Enclosure 1 sets forth the performance standards and surveillance methods for the contractor and COR.

5.3 Documentation of Inspections. The checklist to be used for documenting QA surveillance by the QAI is the Quality Assurance Report which is provided as Enclosure 2 herein. The task order evaluation form provided as Enclosure 3 herein may be completed by the Government PM or building customers and validated by the Government PM. The COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of the Quality Assurance Reports. All such records will be maintained for the life of the contract in the Surveillance and Performance Monitoring (SPM) module of the Procurement Integrated Enterprise Environment (PIEE). The COR shall send these records to the Contracting Officer at termination or completion of the contract if requested.

6. Non-Conforming Performance. The COR will notify the contractor, in person, each time an unacceptable observation has been recorded and ask the contractor to correct the problem or re-accomplish the service. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the contractor initial the entry. The contractor will be given a timeline after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the identified timeline will be reported to the Contracting Officer.

6.1 QA Inspection. The Contractor evaluation reports will be rated above average, satisfactory, or unsatisfactory. The Contractor will be advised of any unsatisfactory rating, for an individual task order or for the overall rating, prior to completing the evaluation. Contractor comments will be made a part of the official record. Performance evaluation reports will be available to all DoD contracting offices for their future use in determining Contractor responsibility, in compliance with Defense Federal Acquisition Regulation Supplement (DFARS) 36.201(c)(l).

6.2 Customer Feedback. Customer feedback can be in any form, verbal or written but no matter the format the COR will maintain a record of the feedback positive or negative.

a. If immediate response to a complaint is required, the COR will provide the response to the requester as soon as practical.

b. The COR will conduct an investigation to determine the validity of any negative comments received.

c. If the negative comment is determined not to be valid, if possible, the COR will inform customer of the reason(s) as soon as practical.

d. For validated negative comments that are true contractual non-conformances see paragraph 6. If this non-conformance is a more serious (systemic in nature) deficiency or recurring deficiency that could indicate a trend the COR should see paragraph 6.3.

e. The COR will follow up with the customer of the corrective action taken by the contractor, if applicable.

6.3 Contract Deficiency Reports. The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend in a Contract Discrepancy Report (CDR) in PIEE (Procurement Integrated Enterprise Environment (PIEE) (eb.mil)). The Contract Discrepancy Report will state the Contract Requirement, the specific contract reference and the specific violation (s) to the requirement. The COR will forward copies of Contract Discrepancy Reports to the KO within one working day. The KO will notify the contractor and request corrective action to the specific non-conformance, identification of the root cause and corrective action for the root cause with a required suspense date. The KO may require the contractor to re-perform any services that do not meet contract requirements at no additional cost to the government. The contractor will return a copy of the completed CDR along with their Corrective Action Plan (CAP) to the KO for review, approval and inclusion in the contract/order file. The KO should include the COR in the review of the CAP and re-inspection of services that were found deficient to ensure the CAP included adequate root cause analysis, corrective action for the root cause and that it was accomplished in the timeframe agreed upon. The KO and COR will not consider the CDR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to repeatedly perform re-inspection there could be a government re-inspection cost which could be recovered from the contractor.) The COR will also follow-up after the contractor has completed the corrective action to ensure that the contractor’s corrective action was sufficient to preclude recurrence.

7. Data Analysis. COR shall perform and document analysis of available data monthly and make adjustments to surveillance schedule as required based on results of analysis.

Analysis shall be used to look for and document trends in performance which may indicate shifts in performance risk that could result in increased or reduced surveillance. Data can be based on government observations or contractor observations. Negative trends noted using government observations could result in issuing contractor a CDR. Trends noted using contractor data should never result in a CDR unless the contractor is not addressing the negative trend. Documentation of data analysis will be in the Monthly COR Activity Report.

8. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment upon satisfactory completion of the work. This is done by approving the contractor’s invoice in Wide Area Workflow, available through PIEE (Procurement Integrated Enterprise Environment (PIEE) (eb.mil)).

9. Monthly COR Activity Report. The COR will submit a brief monthly activity report to the

KO which will include the next month’s surveillance schedule, summary of inspections performed with results, summary of customer complaints with analysis, summary of contract discrepancies, results of data analysis, recommended adjustments to surveillance, invoices accepted and any other pertinent contract activities.

10. Service Contract Reporting (SCR). Manpower data reporting is not required for the basic contract IAW DFARS 204.1703(b)(2)(ii) Reporting requirements. However, for each order issued under the contract that meets the requirements of DFARS 204.1703(a), the contractor shall report all contractor manpower (including subcontractor manpower) required for performance of each order issued under the contract that meets the requirements of DFARS 204.1703(a). The contractor shall completely fill in all the information in the format using the following web address: www.sam.gov. Contractors must have an entity registered in SAM, an individual SAM user account with the Entity Administrator, Entity Registration Representative, or Reporter role for that entity, and one or more contracts awarded to that entity which meet the SCR thresholds. The COR shall fill in required information and verify contactor has complied with the required contractor manpower reporting and document any observations. Reporting is for the 12-month period http://www.sam.gov/ ending 30 September of each fiscal year (FY) and reporting is due by the contractor by 31 October of each FY.

11. Quality Assurance Surveillance File: Reference ACC PAM 70-1 and the ACC COR Facts Page. The Quality Assurance, or COR Surveillance file shall contain the following as applicable:

a. Copy of the COR designation letter from the KO, any changes to that letter, and any termination letters.

b. Training Certifications for COR and refresher training.

c. Copy of the contract and all contract modifications.

d. Copy of the applicable Quality Assurance Surveillance Plan (QASP) with attached schedule and checklist.

e. Copy of the contractor’s Quality Control Plan (QCP)

f. All correspondence initiated by authorized representatives (contractor or government) concerning performance of the contract.

g. Names, position titles and contact information of all key personnel assigned to this contract both government and contractor.

h. Monthly surveillance schedules.

i. Surveillance Checklists

j. Records of all inspections performed and the results.

k. Customer Feedback.

l. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance.

m. Documentation pertaining to acceptance of services, reports, or data.

12. Contractor Performance Assessment Reporting System. Documented surveillance data IAW this QASP will be used as objective data to support contractor ratings. The inclusion of detailed documented inspection results provides objectivity to the Contractor Performance Assessment Report (CPAR). The CPAR will be prepared annually or at the end of a Task Order whichever occurs first.

13. QASP Changes. The QASP is a living document and, as such, may be changed as needed. However, the KO must approve changes. The COR will submit recommended changes to the KO for approval.

http://acc.army.mil/contractingcenters/acc-nj/COR.html http://acc.army.mil/contractingcenters/acc-nj/COR.html https://shortcut.dau.mil/acq/cpar_cpars

Enclosure 1 QASP Matrix

Contract Paragraph

Required Service

Performance Standard

Acceptable Quality Level

Method of Surveillance

Procedures to be taken when performance standards are not met FAR 52.212-4(a) Inspection/ Acceptance

C.3.5 Security Training requirements

Training Completed per

PWS C.3.5

100% Random Checks/ Inspections

Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.20.2 JOC

Close-out Form

Complete Task Order Close- Out Documentation

Completed for all task orders.

Documentation requirement per drawing specifications

100%

100% Inspection

FAR 52.212-4(a) Inspection/ Acceptance Hold final payment until receipt of required deliverables

C.6.2.4 Asbestos Removal

Performance by certified asbestos removal contractor

100%

Random Checks/ Inspections

FAR Clause 523212- 4(a) Inspection/ Acceptance Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.7 Obtain Excavation Permits

Obtained prior to beginning excavation

98% 100% Inspection

FAR Clause 523212- 4(a) Inspection/ Acceptance Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.8.5 RECs on File RECs on file prior to starting work for all projects requiring soil disturbance or historical buildings

95%

Random Checks/ Inspections

FAR Clause 523212- 4(a) Inspection/ Acceptance

C.10

Pre-construction Conference

Conducted for all task orders

90%

Random Checks/ Inspections

FAR Clause 523212- 4(a) Inspection/ Acceptance

C.11.1 Submittals Submitted within 20 days of TO receipt

90% Random Checks/ Inspections

Hold progress payment until receipt of required services

C.11.3

Timely Completion of Work

Task orders completed within timeframes

90% Random Checks/ Inspections

Liquidated Damages incurred per PWS C.12 established in C.11.3

C.15.1 Project Schedules

Submitted for all task orders greater than $100,000 at least 24 hours prior to pre-construction meeting

90% 100% Inspection

Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.15.2 Progress Charts

Submitted for all task orders greater than $100,000 within 10 working days after receipt of task order

90% 100% Inspection

Hold progress payment until receipt of required services

C.18.2 Red Line and As-built Drawings

Red Lines Updated Daily on Job Site As-Builts completed prior to submittal of final payment

100% 100% Inspection

Hold final payment until receipt of required services

C.19.1 Daily and FInal Cleanup

Completed daily and prior to final inspection

90% Random Checks/ Inspections

Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.16 Perform Quality Work

Conforms to contract requirements and free of any defects in equipment or material

100% Random Checks/ Inspections

Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

C.35 Pay Proper Wage Rates

Davis-Bacon wage decisions for heavy construction highway construction and building construction

100% Random Checks/ Inspections

Failure to comply will result in a Contract Deficiency Report in

PIEE/SPM

Repeated offenses will be reported for inspection by the Department of Labor

Enclosure 2 Daily QAI Report

Enclosure 3 Job Order Contract Evaluation Report

TASK ORDER NO: _________ PROJECT MANAGER:

RFP No: _____________________ INSPECTOR:

DATE:

JOB ORDER CONTRACT EVALUATION REPORT

A = ABOVE AVERAGE S = SATISFACTORY U = UNSATISFACTORY

A S U

1. SUBCONTRACTOR ATTENDANCE AT PRECONSTRUCTION

CONFERENCE

2. ADHERENCE TO CONSTRUCTION START DATE

3. QUALITY AND TIMELINESS OF SUBMITTALS

4. FREQUENCY OF QC INSPECTIONS

5. KNOWLEDGE/FAMILIARITY WITH CONTRACT REQUIREMENTS

6. IDENTIFICATION OF DEFICIENT WORK

7. TIMELY CORRECTIVE ACTION FOR DEFICIENCIES

8. ATTITUDE TOWARD CORRECTING GOVERNMENT IDENTIFIED

DEFICIENCIES

9. MATERIALS ON SITE WHEN NEEDED

10. COORDINATION WITH SUBCONTRACTORS TO MINIMIZE

CONFLICTS/DELAYS

11. QUALITY OF WORKMANSHIP

12. COMPLIANCE WITH SAFETY REQUIREMENTS

13. ADEQUACY OF SITE CLEANUP

14. NUMBER OF PUNCHLIST ITEMS AT FINAL INSPECTION

15. TIMELY COMPLETION OF PUNCHLIST ITEMS

16. ADHERENCE TO REQUIRED COMPLETION DATE

OVERALL RATING

17. COMMENTS