4. QSAP Box Truck-NTC 24-04 Complete.pdf

Quality Assurance Surveillance Plan 1st Armored Division NTC 24-04 Fort Irwin, CA

PoP: 10 January 2024 – 08 March 2024

1. Overview.

1.1. Purpose. This QASP is a Government developed and applied document used to ensure that the Contractor performs all requirements of the Contract/Order, that the Government receives quality services, and that the Government pays only for services actually provided.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality. Accordingly, the Government will perform surveillance on the contract in accordance with this 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 also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2.0. Scope of Work.

2.1. Equipment: The Contractor shall ensure equipment is delivered with all necessary original equipment parts IAW the operator’s manual and have a full tank of diesel fuel, if required. All parts must be fully functional IAW the operator’s manual.

2.1.1. 26’ Box Truck Requirements: The truck shall be used for storage and transportation of equipment and parts for various operating areas throughout Ft. Irwin, CA. The box truck shall be a diesel fuel, automatic transmission, with a minimum size of 26’ length x 8’ width. The truck must have an electronic loading ramp in the rear of the truck. The truck shall be able to operate in the high desert terrain of Ft. Irwin and be able to withstand wind gusts up to 70mph as it operates at various locations throughout the training area.

The trucks shall contain a minimum of one (1) 10lb fire extinguisher. The truck shall operate on Ultra Low Sulfur Diesel (ULSD), as a fuel source (see PWS Attachment 2). The Contractor shall label all equipment near the fuel tank with the wording “Diesel Fuel Only”. Failure to label accordingly will invalidate contractor claims regarding use of incorrect fuel. The trucks must have a generator for the refrigeration unit that can run on ULSD as a fuel source.

2.1.2. Regulatory Markings: Each truck shall have stenciled on the side an Air Resources Board (ARB) number. The vendor shall produce a certificate bearing the ARB number. Additionally, each generated piece of equipment (i.e. Light Set or 30/60k generator) shall have a decal affixed to the generator (See PWS Exhibit 3). No diesel-powered equipment is allowed on post without a decal from the State of California Air Resources Board.

2.2. Quantity: The Government reserves the right to vary quantities by +/- 30% due to operational requirements and to make multiple awards to meet said requirements. The Government also reserves the right to increase or decrease the POP dates due to mission requirements. In the event changes occur, the Contracting Officer (KO) will notify the Contractor within 24 hours to make adjustments accordingly. The Government shall not be charged for decreasing quantities or PoP due to mission changes. Any changes shall be prorated at the calculated daily amount to adjust for increasing or decreasing requirements.

2.3. Familiarization Training: The Contractor shall provide familiarization training on the delivered equipment. Soldiers to be trained will be licensed operators of similar equipment, but not necessarily the same equipment.

2.4. Delivery Instructions: All trucks shall be delivered to 1 ABCT Headquarters Building 20100 Ft. Bliss, TX 79916. Delivery of trucks must be coordinated with the COR prior to delivery to confirm delivery times and location. The Contractor shall allow adequate time for a joint visual inspection. All set up must be complete and equipment ready for use at time of delivery.

NOTE: Increased installation security may delay Contractors’ delivery time. It is the Contractors’ responsibility to plan and prepare prior to the beginning of the PoP to gain access to the post.

2.5. Pre-Inspection Requirements: The Contractor shall coordinate with the COR to assure all delivery confirmations prior to arrival. At time of delivery, the Contractor shall complete a joint pre-inspection with the COR verifying that items delivered are in the correct location and are operational in accordance with the contract requirements. Contractor must be present until these joint inspections are complete.

2.6. Post-Inspections Requirements: The Contractor shall complete a joint post-inspection with the COR verifying that items have been returned in as-delivered condition with only normal wear and tear. The Government will not be responsible for returning the equipment with full fuel tanks or paying to refuel the trucks at the end of the PoP.

2.7. POP or Quantity Change Inspections: In the event that the Contractor is not available for a joint inspection within 24 hours of being notified of a decrease change to the PoP, the Government will conduct its inspection unilaterally and submit the inspection to the contractor as evidence that the Government’s PoP is complete. The contractor shall adjust the invoice in accordance with the adjusted PoP.

2.8. Inspection Sheets: All pre and post-inspection/acceptance sheets must be provided to the KO and COR after joint completion by the COR and Contractor. Inspection sheets must be signed and dated. Both parties’ names must be printed legibly and signed. Pre & Post- Inspection Sheets shall be hard copies only and not by Portable Electronic Device or Portable Handheld Device. The COR is not authorized to sign any electronic device that the vendor uses.

2.9. Emergency Services: The Contractor shall be available by phone to provide 24-hour emergency repair and/or replacement services for the leased equipment, including all weekends and holidays, at the Contractor’s expense. The Contractor shall provide emergency services upon notification from the KO and have repaired or replaced the truck within eight (8) hours. All repairs, replacement, delivery and pick-up costs not due to Government negligence shall be at no additional cost to the Government. Repairs shall be on-site at the truck’s location.

3. Roles and Responsibilities.

3.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.2. Contracting Officer’s Representative (COR). The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

4. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1. Pre-Inspection. The contractor shall coordinate with the assigned COR to assure for all delivery confirmations. At time of delivery, the Contractor shall complete a joint pre-inspection with the COR verifying that items have been delivered, are in the correct location and are operational in accordance with (IAW) the contract requirements. Contractor must be present until these joint inspections are complete.

5.1.2. Post-Inspection. The Contractor shall complete a joint post inspection with the COR verifying that items have been returned in as-delivered condition. The government will not be responsible for returning the equipment with full fuel tanks or paying to refuel the vehicles at the end of the period of performance.

5.1.3. Periodic Inspection Periodic Inspections will be conducted IAW the Master Surveillance Tracker to evaluate the performance of vehicles IAW the PWS. The COR will notify the Contracting Officer regarding any deficiencies of the vehicle. The Contracting Officer will contact the Contractor to correct the deficiency.

5.1.4. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Master Surveillance Schedule. A Master Surveillance Schedule will be developed by the Super COR. It will establish the surveillance schedule for all contracts within NTC Rotation 17- 02 (See Attachment 1). The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. ,

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 3, will be utilized and completed when surveillances are conducted.

5.4. Surveillance Documentation. The applicable Surveillance Checklist(s) will be completed when/as Surveillances are conducted. Completed Surveillance Checklist(s) will be submitted to the Contracting Officer or Contract Specialist to be uploaded into the Contract File.

5.5. Performance Requirement Summary (PRS). The applicable PRS will be completed after the final inspection is completed to evaluate the overall performance of the contractor. The PRS will be submitted to the Contracting Officer or Contract Specialist to be uploaded into the Contract File.

6. Non-Conforming Performance.

6.1. Procedures. Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All instances of non-conformance will be documented and the Contractor will be notified. Resolution of non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor. Non-conformance is classified as: Level I (Minor); Level II (Major); or Level III (Critical).

6.2. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through a written Non-Conformance Report (NCR). The KO will issue and sign written Level I NCRs, Attachment 5.

6.3. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Repeated discrepancies, a large number of documented Level I NCRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II NCRs. The KO issues all Level II NCRs in writing, Attachment 5. The COR will notify the KO as soon as practical when a major non-conformance is identified.

6.4. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II NCRs. The Contracting Office Director or Deputy Director issues written Level III NCRs. The COR is responsible for notifying the KO immediately upon discovery of a critical non-conformance.

6.5. Documenting NCRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.6. Tracking and Resolving NCRs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Report to the KO. The COR and KO shall track NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. 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 of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://piee.eb.mil/.

8. COR Status Report. COR Status Reports will be submitted weekly and at the end of the period of performance (PoP). Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of:

surveillances performed; Customer Feedback, if any; NCRs, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists and NCRs, if any, will be included as attachments to COR Status Reports located in the Surveillance and Performance Monitoring (SPM) electronic file.

9. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and NCRs, if any) will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

10. Combating Trafficking In Persons (CTIP). In accordance with PGI 222.17 and FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

11. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained in the on-line SPM file.

12. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval and the Contracting Officer must approve all changes.

Ariel M Borja Contracting Officer’s Representative https://piee.eb.mil/

1 ABCT, 1st AD Fort Bliss, TX

Attachments:

1. Performance Requirement Summary (PRS)

2. Surveillance Checklist(s)

3. Customer Complaint Record, DA Form 5477

5. Non-Conformance Report (NCR) Worksheet

Attachment 1 Performance Requirement Summary (PRS)

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements Contractor:

Davis, Reed L CIV USARMY ACC MICC (USA) Please replace with the Non-Conformance Report (NCR) Worksheet.

Contract Number:

Service Provided:

COR Name:

Date: YES No N/A

PWS 2.1. The Contractor delivered equipment with all necessary original equipment parts IAW the operator’s manual and have a full tank of diesel fuel, if required. All parts were fully functional IAW the operator’s manual.

Comments:

PWS 2.1.1. The truck could be used for storage and transportation of ice and food for various operating areas throughout Ft. Irwin, CA. The reefer truck was diesel fuel, automatic transmission box refrigerated truck with a minimum size of 20’ length x 8’ width. The truck was capable of cooling and storing perishable items continuously throughout the required Period of Performance at a temperature of 30 degrees Fahrenheit or less, as required.

The truck had a remote gauge to monitor the temperature inside the refrigeration unit. There was a loading ramp in the rear of the truck. The truck was able to operate in the high desert terrain of Ft. Irwin and be able to withstand wind gusts up to 70mph as it operated at various locations throughout the training area.

Comments:

PWS 2.1.1 The trucks contained a minimum of one (1) 10lb fire extinguisher. The truck operated on Ultra Low Sulfur Diesel (ULSD), as a fuel source (see PWS Attachment 2).

The Contractor labeled all equipment near the fuel tank with the wording “Diesel Fuel Only”. The trucks had a generator for the refrigeration unit that can run on ULSD as a fuel source.

Comments:

PWS 2.1.2. Each truck was stenciled on the side an Air Resources Board (ARB) number. The vendor produced a certificate bearing the ARB number. Additionally, each generated piece of equipment (i.e. Light Set or 30/60k generator) had a decal affixed to the generator (See PWS Attachment 3).

Comments:

PWS 2.3. The contractor provided familiarization training on the delivered equipment.

Comments:

PWS 2.4. All trucks were delivered to Ft. Irwin Rotational Unit Bivouac Area (RUBA), Fort Irwin, CA 92310. Delivery of trucks were coordinated with the COR prior to delivery to confirm delivery times and location. The Contractor shall allow adequate time for a joint visual inspection. All set up must be complete and equipment ready for use at time of delivery.

Comments:

PWS 2.5 The Contractor coordinated with the COR to assure all delivery confirmations prior to arrival. At time of delivery, the Contractor completed a joint pre-inspection with the COR verifying that items delivered were in the correct location and operational IAW the contract requirements. Contractor was present until these joint inspections are complete.

Comments:

PWS 2.6. The Contractor completed a joint post-inspection with the COR verifying that items had been returned in as-delivered condition with only normal wear and tear.

Comments:

PWS 2.8. All pre and post-inspection/acceptance sheets were provided to the KO and COR after joint completion by the COR and Contractor. Inspection sheets were signed and dated. Both parties’ names were printed legibly and signed.

Pre & Post-Inspection Sheets were hard copies only and not by Portable Electronic Device or Portable Hand Held Device.

Comments:

PWS 2.9 The Contractor was available by phone to provide 24-hour emergency repair and/or replacement services for the leased equipment, including all weekends and holidays.

The Contractor provided emergency services within eight (8) hours.

Comments:

PWS 3.2 The Contractor removed all contracted/leased equipment from the installation within 48 hours after the POP. If for any reason the Contractor was unable to pick-up equipment, they notified the KO in writing 24 hours prior to scheduled pick-up date.

Comments:

PWS 3.3 Each item of equipment or property furnished under this contract was in safe operational condition and complied with the Federal Safety Standards, the American National Standards and State Safety Regulations applicable to this equipment or property.

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 2

Periodic Surveillance Checklist

Periodic Surveillance Checklists

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date:

CLIN #: YES No N/A

Any noticeable scratches, dents or damage to the exterior of the item?

Any noticeable scratches, dents or damage to the interior of the item?

All parts are in place IAW the operators manual?

All parts function IAW the operator's manual?

All fluid levels are satisfactory IAW the operator's manual?

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 3

Customer Complaint Record, DA Form 5477

Attachment 4 Non-Conformance Report Worksheet

Davis, Reed L CIV USARMY ACC MICC (USA) NCR Worksheet, CDR's are no longer used.

Quality Assurance Surveillance Plan