MA QASP sources sought.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

United States Department of Agriculture (USDA)

Natural Resources Conservation Service (NRCS)

NRCS- MA CULTURAL RESOURCES SUPPORT SERVICES

Revision 0

9/25/2025

Table of Contents

1. PURPOSE

2. GOVERNMENT ROLES AND RESPONSIBILITIES

3. CONTRACTOR REPRESENTATIVE

4. PERFORMANCE STANDARDS

5. METHODS OF SURVEILLANCE

6. QUALITY ASSURANCE DOCUMENTATION

Attachment 1: Performance Objectives and Standards

Attachment 2: Quality Assurance Activity Documentation Worksheet

Attachment 3: Discrepancy Report

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic approach for Government representatives to evaluate and determine whether Contractor performance meets contractual requirements.

The QASP addresses the following:

• Who will conduct monitoring.

• What will be monitored.

• How monitoring will take place; and

• How monitoring efforts and results will be documented.

This QASP does not detail how the Contractor accomplishes the work or how it should conduct its own quality control activities. Rather, it is created with the principle that the Contractor is responsible for quality control and ensuring compliance with the terms of the contract.

Government quality assurance activities will be conducted in a manner that is consistent with the relevant contract clause(s) regarding inspection and acceptance of the work, as well as any other relevant contract terms and conditions. Government activities will be conducted in an objective, fair, and consistent manner.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following Government personnel shall oversee and coordinate surveillance activities:

Contracting Officer (CO) The CO has overall responsibility for ensuring both Government and Contractor compliance with the contract terms and safeguards the interests of the United States in the contractual relationship. The CO also assures that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is the only one who has the authority to change the contract. The CO is also responsible for resolving any disputes regarding whether the Contractor’s performance meets contract requirements.

CO Name:

Organization: FPAC-BC Telephone:

Email:

Contract Specialist (CS) The CS supports the CO and is responsible for administering the contract. The CS reports information and makes recommendations to the CO.

CS Name:

Organization: FPAC-BC Telephone:

Email:

Contracting Officer’s Representative (COR) The COR assists the CO in administration of the contract. The CO appoints a COR in writing delegating specific authority and limitations on that authority. This authority includes providing oversight of Contractor performance, conducting quality assurance activities, documenting those activities, and recommending acceptance or rejection of Contractor work to the CO. The COR does not have authority to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes deemed necessary must be referred to the CS and CO for action. At the conclusion of the contract, or earlier when requested by the CS or CO, the COR must provide all quality assurance documentation to the CS for retention in the contract file.

3. CONTRACTOR REPRESENTATIVE

The following individual(s) are the Contractor’s assigned representatives for issues related to contract performance:

4. PERFORMANCE STANDARDS

The required performance standards and associated acceptable quality levels (AQLs) for performance objective from the contract performance work statement (PWS) are listed in Attachment 1 (Performance Objectives and Standards).

Contractor performance not meeting these standards is considered nonconforming. At its discretion, the Government may require reperformance of nonconforming services at no increase in contract price. If reperformance will not correct the defects or is not possible, the Government is entitled to an equitable price reduction or adequate consideration for acceptance of nonconforming services and/or supplies.

5. METHODS OF SURVEILLANCE

100% Inspection Evaluates all outputs. This method should be reserved for those tasks with stringent performance standards or those with critical applications. The State contact(s) will review and evaluate the resulting technical report that is required with each field investigation. The State contact(s) will ensure that each report meets the standards set forth in the SOW, which are designed to meet specific Massachusetts State Historic Preservation Officer guidelines as well as requirements set by our tribal partners.

Below are the methods of surveillance that will be used to evaluate Contractor compliance with the contract requirements. Surveillance results showing Contractor nonconformance may be used as the basis for actions (e.g., non-payment, requiring performance, or reduction in price/other consideration to the Government) to be taken against the Contractor. In such cases, the inspection/acceptance clause in the contract is the basis for taking such actions. Government surveillance (e.g., inspections and tests) must not be unreasonably burdensome or cause unreasonable delay to the Contractor.

6. QUALITY ASSURANCE DOCUMENTATION

All activities must be documented and retained by the COR in a file. The CO or CS may request such documentation at any time. Upon completion of the contract (unless requested earlier) all documentation must be forwarded to the CS for inclusion in the contract file. This documentation includes the surveillance conducted, notifications to the Contractor of nonconforming services, and the final resolution of nonconforming services.

Surveillance documentation should show the following:

• Performance objective(s) being evaluated/inspected;

• Corresponding performance standard;

• Corresponding acceptable quality level (if applicable);

• Method of surveillance; and

• The results of the inspection showing that performance was:

o Unsatisfactory/unacceptable (nonconforming).

o Satisfactory/acceptable (met contract requirements); or o Exceptional (significantly exceeds contract requirements to the Government’s benefit).

Attachment 2 (Quality Assurance Activity Documentation Worksheet) includes the worksheet that may be used to document all surveillance conducted. Supporting documentation can be attached to the form if necessary.

When unacceptable performance occurs, the COR shall inform the Contractor and notify the CO and CS simultaneously. Notice will be made using the form at Attachment 3 (Discrepancy Report). This notice will normally be in writing unless circumstances necessitate verbal communication. The notification must cite the following:

• Performance objective(s) being inspected;

• Corresponding performance standard;

• Corresponding acceptable quality level (if applicable);

• Method of surveillance;

• The results of the inspection that show performance was unsatisfactory/unacceptable

(nonconforming); and

• Action required:

o Reperformance (if possible) at no additional cost o No action required and referral will be made to CO/CS for possible reduction in price or other consideration; or o Other appropriate actions

Regardless of whether the notification was written or verbal, the COR shall document the notification and place it in the COR file. This type of documentation not only assists the CO in enforcing the contract requirements and ensuring the Government only pays for acceptable services, but also supports formal Contractor performance assessments, when required.

If necessary, the CO/CS, COR and/or the Contractor may request a meeting to discuss performance issues. The CO/CS must be included in any such meetings regarding Contractor performance issues.

Attachment 1: Performance Objectives and Standards

SOW

Reference

Task Performance Objectives/Tasks Performance Standards and Acceptable Quality Levels (AQL)

Method of Surveillance

3.1.1 ABOVE

GROUND

RESOURCES

SURVEY

Above Ground Survey report completed to requirements outlined in section 3.1.1

Submission of draft report to NRCS meeting requirements outlined in section 3.1.1 within 40 federal business days of receipt of task order.

Final report will be submitted within seven federal business days after receiving comments from the NRCS and will contain all the changes requested.

Draft Report- Receipt within authorized performance time with no more than five documentable errors or corrections

Final Report- Receipt within authorized performance time with all changes or corrections made.

3.1.2 PHASE 1A

CULTURAL

RESOURCES

INVESTIGATION

Phase 1A Cultural Resources Investigations completed to the requirements outlined in section 3.1.2

Submission of a draft report to NRCS meeting requirements outlined in section 3.1.2 within 15 federal business days of receipt of task order.

Final report will be submitted within seven federal business days after receiving comments from the NRCS and will contain all the changes requested.

Draft Report- Receipt within authorized time with no more than 5 documentable errors or corrections.

Final Report- Receipt within authorized time with all changes or corrections made.

3.1.3

PHASE 1B

CULTURAL

RESOURCES

INVESTIGATION

Phase 1B Cultural Resources Investigations completed to the requirements outlined in section 3.1.3

Application for MHC State Archeologist Permit within 7 business days of receipt of task order.

Submission of a draft report to NRCS meeting requirements outlined in section 3.1.3 within 20 days of completion of fieldwork.

Final report will be submitted within seven federal business days after receiving comments from the NRCS and will contain all the changes requested.

Draft Report- Receipt within authorized time with no more than 5 documentable errors or corrections.

Final Report- Receipt within authorized time with all changes or corrections made.

Attachment 2: Quality Assurance Activity Documentation Worksheet

Quality Assurance Activity Documentation Worksheet

Performance Objective(s) Evaluated:

[List the number(s) and short description(s) of each performance objective from the PWS being surveilled.]

Surveillance Period(s):

[Describe the period of time being assessed. For example, the period of time may be the prior months (May 1- 31, 20XX) performance or deliverables.]

Surveillance Method(s) Used:

[List the method(s) of surveillance from Attachment 1 (Performance Objectives and Standards) that was utilized.]

Details of Surveillance Conducted:

[Describe the activities conducted to evaluate performance/deliverables. For example, describe how the deliverables/performance being assessed were selected for review, the quantities reviewed, how the documents were reviewed, etc.]

Narrative of Surveillance Results:

[Describe the results of the assessment. If errors (nonconforming) services were found describe what they are and specifically what contract requirement they do not comply with. Calculate and state the actual performance obtained below.]

Performance Standard:

AQL Required: [List the AQL required form the contract.] Actual Performance: : [List the actual performance achieved.] Contractor Performance:

Exceptional (significantly exceed contract requirements to the Government’s benefit).

Satisfactory/acceptable (met contract requirements).

Unsatisfactory/unacceptable (nonconforming).

Date Contractor and Contracting Officer Notified:

COR/Evaluator Information:

Name:

Signature:

Date:

Attachment 3: Discrepancy Report

DISCREPANCY REPORT DISCREPANCY REPORT NO.

TO: (Contractor Name / Project Manager Name) FROM: (Name of COR)

CONTRACT NUMBER:

DISCREPANCY

(Describe in detail. Include PWS references, performance objective, performance standard, and acceptable quality levels. Attach a continuation sheet if necessary.)

SIGNATURE OF COR NOTIFICATION DATE

TO: (Name of COR) FROM: (Contractor / Project Manager)

CONTRACTOR RESPONSE AS TO CAUSE, EFFECT, CORRECTIVE ACTION, AND ACTIONS TO PREVENT REOCCURRENCE (Attach continuation sheet if necessary. Cite relevant existing contractor quality control procedures or new procedures to be implemented.)

SIGNATURE OF CONTRACTOR REPRESENTATIVE RESPONSE DATE

GOVERNMENT EVALUATION OF CONTRACTOR RESPONSE

(Fully address if Contractor response acceptable, partially acceptable, if there is any impact on the contract deliverables and what if any additional corrective action is needed. Attach continuation sheet if necessary.)

FINAL DISPOSITION

(Attach continuation sheet if necessary.)

SIGNATURE OF COR FINAL DISPOSITION DATE