Building_Maintenance_-_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – January 2019

For N32205-19-Q-2026 – Building Maintenance Support

Contract Number:

Contract Description: The contract will provide non-personal services in the form of basic, general, emergency, preventive, predictive and other facilities maintenance related functions for

Military Sealift Command Buildings in the Norfolk and San Diego areas.

Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored.

How monitoring will take place.

Who will perform quality control.

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original

QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Jason Dyer

Organization or Agency: MSC N102

Telephone: (757) 443-5901

Email: jason.dyer1@navy.mil

b. Contract Specialist (KS) - The KS acts as an acquisition consultant and serves as liaison between the Contract Operations Division and the requesting office. Participates as a team member on an acquisition management review team or on an equivalent assignment. Presents factual information;

composes memoranda, minutes and reports; and drafts contract provisions and supporting documents.

Assigned KS: Lawren, Wolf

Telephone: (757) 341-6546

Email: lawren.wolf@navy.mil

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The

COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: Cristian Melendez

Telephone: 757-443-2882

Email: Cristian.a.melendez@navy.mil

d. Other Key Government Personnel –

Name: Ingrid Phillips

Title: Director of Resources Management, N49

Telephone: 757-443-2238

Email: ingrid.phillips@navy.mil

Name: Peter Klaus

Title: Director of Facilities Management, N42

Telephone: 757- 443-5800

Email: peter.klaus@navy.mil

Name: Eric Cheesic

Title: Deputy Director of Facilities Management, N42

Telephone: 757- 443-2775

Email: eric.cheesic@navy.mil mailto:jason.dyer1@navy.mil mailto:ingrid.phillips@navy.mil mailto:peter.klaus@navy.mil mailto:eric.cheesic@navy.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task

Manager for this contract.

a. Program Manager - <upon award, enter name>

Telephone: <enter number>

Email: <enter address>

b. Project Manager Norfolk- <upon award, enter name>

c. Project Manager San Diego - <upon award, enter name or delete these lines if not applicable>

Title: <enter title>

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards via a contract surveillance report parallel to the contract deliverables.

The Performance Requirements Summary Matrix, paragraph 7 in the Performance Work

Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the

Acceptable Quality Level (AQL).

Task

Reference Deliverables Due Date Media Type AQL

3.1

Daily walkthroughs/asses SME and report. Reported by building. To include observations, ad-hoc work performed/corrective actions taken, interactions with or comments from building occupants.

Daily by 0900 Microsoft Excel via email COR and SME

3.9

Daily record compiling all the work requests received via MSC portal and its status (i.e. assessed, completed, open/priority, or routed to NAVFAC w/ NAVFAC ticket number).

Daily prior to

1100 of the next duty day.

Microsoft Excel via email SME

3.2, 3.3, 3.4, 3.5, 3.6, 3.7, 3.9, 3.12, 3.13

Daily record compiling all work done by the contractor. Record shall be organized by building number, and include a description of work performed.

Daily prior to

1100 of the next duty day.

Microsoft Excel via email SME

3.1, 3.8 Operational function check/inspection. Annotate record/log on equipment. Provide Status Report.

Monthly, first

Wednesday Microsoft Excel via email SME

3.4

Monthly Preventative Maintenance Schedule for all

HVAC Systems, filter changes, and water treatment systems.

Monthly, first week day of the month.

Microsoft Excel via email SME

3.16

Ensure reports, records, checklists, operational logs and other administrative reporting tools are completely filled out.

Weekly, by COB

Thursday Microsoft Excel via email SME

3.12 Meeting minutes and a copy of meeting attendance

sheets with signatures.

As requested Check in Sheet SME

3.14 Daily work schedule with 24 hour look ahead. Daily by 0900 Microsoft Excel via email SME

3.10, 3.12,

3.15 Monthly Status Report.

Monthly by the end of the 2nd working day of the month

Microsoft Excel via email. COR and SME

3.11

The Contractor shall maintain an automated historical file for all equipment repairs made. Data will be 98% error free.

Ongoing thru contract PDF format SME

3.17, 3.12

The Contractor shall provide a report for each building.

This will contain data on each buildings system, mechanical, electrical, plumbing, and structural systems. The contractor shall provide in the report a compiled list of all work requests organized per building and by system.

Annually No

Later Than 30

June

Microsoft Excel via email. COR and SME

6. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the KO, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION.

SME will monitor daily.

b. MANAGEMENT INFORMATION SYSTEMS (MIS).

Monthly Government feedback from the SME’s via reports pulled from MSC Facilities

Reporting System.

c. PERIODIC INSPECTION.

Monthly feedback, On-site Surveillance/Quality Control as needed in all locations

d. GOVERNMENT USER FEEDBACK. An evaluation checklist will be used to monitor adherence to the contract. The checklist will mirror the tasks and deliverables contained in the contract and will be reviewed monthly by the SME and submitted to the COR.

f. Progress or status meetings.

Weekly production meetings

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

8. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the

COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a

Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The

Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements, monthly via the contract surveillance report as specified in the AQL column of the Performance Standards

Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor at a minimum, once a week to assess performance and shall provide an annual written assessment.

Prepared by: Cristian Melendez

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective

Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>