Performance COL Koehler Plaque Removal-Relocation MICC Construction QASP_PR .pdf

Construction

Quality Assurance Surveillance Plan

For

COL Koehler Plaque Removal/Relocation PR #

MAJ Konstantinos Tsilianos Cell: (828) 260-4237 Office: (845) 938-3783

22 May 2018

Insert Contracting Officer Info: Insert COR Info:

Mr. Artie Coughlin Contracting Officer Contracting Officer’s Representative

Department of Physical Education, United States Military Academy (USMA) 727 Brewerton Road West Point, NY 10996

1. PURPOSE AND INTENT.

1.1 Purpose. The purpose of this plan is to identify the methods and procedures the Government will use to ensure it receives the construction services identified in this contract’s specifications. The Government will ensure that the contractor is providing timely quality services by employing this Quality Assurance Surveillance Plan (QASP).

If no surveillance is performed, then the Government accepts the service as is. This plan will enable other qualified and authorized government employees to perform surveillance should the need arise. This QASP also provides the basis for determining what action(s) will be recommended to the Contracting Officer (KO) for deficient contractor performance.

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 system to ensure they meet the specifications as outlined in the contract. The Government will perform surveillance of this contract in accordance with this QASP, but reserves the right to monitor the contractor, and their subcontractors, in any manner, at any time, and at all places necessary to ensure that the rendered services conform to contract requirements. Non-conforming services discovered with subcontractors will be addressed with the prime contractor for resolution.

2. FUNCTIONS SURVEILLED

2.1. Surveillance includes not only the on-site inspection of the construction work being performed by the contractor but also inspection of materials, contractor submittals, program schedules, progress reports, labor reviews, and a review of the contractor’s internal Quality Control/Assurance inspection system. The contractors’ Quality Control system should result in quality construction services provided by the contractor to the Government for acceptance.

2.2. All work is subject to inspection and test by the Government at reasonable times and at all places prior to acceptance. Inspection or tests by the Government is for the benefit of the Government and does not relieve the contractor of the responsibility to provide quality control measures to assure compliance with the contract requirements nor does inspection or testing by the Government constitute or imply acceptance. The inspection function is performed by the Contracting Officer’s Representative (COR) and is crucial to the overall contract administration functions.

3. THE PROCESS. The Quality Assurance Program consists of four distinct steps. These are: Planning, Surveillance, Corrective Action, and Documentation (Reporting).

3.1. Planning: The selection and scheduling of what is to be surveilled.

3.2. Surveillance: The actual surveillance regardless of whether it is in the office through review of material submittals, audits of reports or in the field conducting on-site checks.

3.3. Corrective Action: Corrective action is the process to inform the contractor and Contracting Officer of deficient performance detected and the follow-up on the Contractors’ corrective actions.

3.4. Documentation (Reporting): All documentation pertaining to the CORs’ surveillance. This includes, but is not limited to, the daily inspection and progress reports.

4. SCHEDULING, SURVEILLANCE AND DOCUMENTATION & REPORTING.

Prior to any work the COR will attend a pre-construction conference that is scheduled by the KO or the Contracting Specialist (CS).

4.1. SCHEDULING. Initial scheduling of surveillance will be prepared using the original work schedule submitted by the Contractor. Surveillance will be changed and updated as subsequent Contractor schedules are received. The COR will upload to the CORT Tool in WAWF a copy of the original Contractor work schedule and each subsequent schedule as they are received. Submittals, test reports and other construction documents produced and delivered by the Contractor will be inspected and if found acceptable, uploaded. Scheduling of onsite inspection will be based on the Contractors schedule and Progress Reports. Key construction points, (i.e. plumbing, electrical, structural, etc.) will be inspected before they are covered up by normal ongoing construction and cannot be inspected.

4.2. SURVEILLANCE. Surveillance will be timely and will not interfere with the Contractors work unless absolutely necessary. The surveillance procedures in paragraph 6 describe how to report surveillance results and any deficient contractor performance.

The COR will perform surveillance IAW the Contract Specifications to ensure:

4.2.1. The work is progressing as scheduled.

4.2.2. Methods and processes being used comply with the specifications.

4.2.3. Materials used comply with the approved submittals.

4.2.4. Shop drawings are on-site and are being corrected (red-lined) as needed.

4.2.5. Safety provisions are being adhered to.

4.2.6. Quantities are correct.

4.3. DOCUMENTATION AND REPORTING. All contract documentation the COR creates or receives will be uploaded to the CORT Tool in WAWF and will become part of the permanent contract file.

4.3.1. The COR will upload a monthly COR Surveillance Report (MSR) if work exceeds a 30 day time limit. This will be a summary of all construction activity and pertinent COR comments. The Daily Inspection Reports (Attachment 1) for the month will be attached to the Monthly Report. All documentation will be uploaded to the CORT Tool in WAWF.

4.3.2. CONTRACTOR MANPOWER REPORTING (CMR). The COR will verify the Contactor has complied with the required contractor manpower reporting and document any observations.

4.3.3. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

(CPARS). Documented surveillance data, IAW this QASP, will be used as objective data to support CPARS ratings. The inclusion of detailed documented inspection results provides objectivity to CPARS reporting. CPARS will be accomplished annually or at the end of a Task Order, whichever is applicable.

5. PROGRESS PAYMENTS AND ACCEPTANCE OF SERVICES. Contractor requests for Progress Payments will be accomplish IAW contract specifications and the instructions in paragraph 6.6 of this QASP. When the progress of construction is deemed acceptable and the COR has documented, objective evidence of quality service, the COR will accept the services and authorize payment. All payments will be made by approving the Contractor’s invoice in Wide Area Workflow https://wawf.eb.mil/ and documented in the CORT Tool in WAWF.

6. QUALITY ASSURANCE SURVEILLANCE PROCEDURES

6.1. PROGRESS SCHEDULES. The COR, in coordination with the project Engineer will review and recommend to the KO, approval or disapproval of Progress Schedules submitted by the contractor. The schedule should provide sufficient detail to show how the contractor plans to meet the required completion date(s). The schedule should reflect a practical approach to the work. Values of work should be balanced with proper sequencing of work.

6.2. REVIEW OF SUBMITTALS. The COR, in coordination with the project Engineer will review contractor provided submittals for compliance with contract specifications and recommend approval or disapproval. The COR, in coordination with the project Engineer will ensure that any contractor recommended substitution materials meet the specifications.

6.3. INSPECTION OF WORK. The COR will conduct on-site visits and inspection of work in progress to ensure that all work complies with plans, specifications and accepted practices. The COR will ensure that:

6.3.1. Product quantities are correct.

6.3.2. Specified methods are adhered to.

6.3.3. Materials on site meet contract specifications and are secured IAW the provisions of the contract.

6.3.4. The contractor is in compliance with the specified safety practices.

6.3.5. Government Furnished Property is made available to the contractor as specified.

6.3.6. Work is accomplished IAW the schedule.

6.3.7. Specified Quality Control tests and inspections are accomplished.

6.3.8. Shop drawings are at the work site and being maintained IAW the contract specifications.

6.3.9. Corrective actions are monitored for promptness and control.

6.3.10. New work is not placed on unacceptable work.

6.3.11. The Government does not obstruct access to work areas or otherwise cause delay.

6.4. DAILY QUALITY ASSURANCE REPORT. The COR will prepare a “Daily Quality Assurance Report” (See Attachment 1) that describes weather conditions, work in progress, delays, design deficiencies, etc.

6.4.1. PERFORMANCE ASSESSMENT REPORT. The COR will continually observe and assess the contractor’s performance for the express purpose of providing input for the “Performance Assessment Report” which is prepared by the Contracting Officer. This information will be reported in the “Daily Quality Assurance Report.” Areas to be observed include Quality of Product/Service, Compliance with Schedule/Delivery requirements, Cost Control (where applicable), Business Relations and Customer Satisfaction. An overall rating for the week is required on the report. This rating is used by the Contracting Officer in completing the annual Contractor Performance Assessment Report. Descriptions of the areas to be observed and range of ratings are defined in the DOD Guide for Evaluation of Contractor Performance included in the DOD Guide to Collection and Use of Past Performance Information. Whenever the rating is other than Satisfactory, supporting details should be included in the daily entries. This requirement makes assigning a Satisfactory rating the “easy way out” but, as this assessment is of extreme importance at the time of award for future contracts, the COR should diligently assign higher or lower ratings whenever warranted.

6.5. CONTRACT DEFICIENCY REPORT (CDR). The COR will document

nonconforming work or practices in the report and a Contract Deficiency Report. A fillable DA Form 5479 that can be digitally signed, using the XDFL format, is available at: http://armypubs.army.mil/eforms/pdf/A5479.PDF .

6.5.1. 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 and signed DA Form 5479 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 deficient services 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.

6.6. PROGRESS PAYMENT. The COR will recommend approval/disapproval of contractor provided progress payments. The COR will ensure that unacceptable work or nonconforming construction is not included in the value of the payment. The COR will accept and process the payment in Wide Area Workflow https://wawf.eb.mil/ and upload the documentation to the CORT Tool in WAWF.

6.7. COORDINATION. The COR will:

6.8.1. Coordinate all design deficiencies with the Project Engineer/Functional Activity Representative and KO/CS, as appropriate.

6.8.2. Notify the KO/CS immediately of instances where the contractor is in violation of specified Safety practices.

6.8.3. Notify the KO/CS of unforeseen site conditions.

6.8.4. Notify the KO/CS of any Government caused delay.

6.8.5. Notify the KO/CS of situations where a potential claim may result.

6.9. PRE-FINAL INSPECTIONS. When the work is substantially complete, the COR will conduct a pre-final inspection. The COR will identify defects and deficiencies that could delay construction completion, impede future customer/owner operations or impose undue additional operation and maintenance expense. All deficiencies will be recorded and provided to the Contractor and the KO/CS.

6.10. FINAL INSPECTION. When the contractor has notified the COR, and/or the KO/CS, that all pre-final deficiencies have been corrected, the COR will conduct a final inspection. The COR will verify previously identified construction deficiencies are corrected and inspect for additional deficiencies not previously detected. The COR will coordinate with the KO/CS and contractor to correct any remaining deficiencies. If no deficiencies are found, the COR will upload the final inspection report into the VCE COR Tool.

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 Contract Deficiency Report (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.”

ATTACHMENT 1

CONSTRUCTION DAILY QUALITY ASSURANCE RECORD

Contract No.

Delivery Order/Task Order No.

Surveillance dates:

Contractor:

Project Description:

Day of Week

Temp Work in Progress Y/N

Weather Conditions

Mon H:

L:

Tues H:

Wed H:

Thru H:

Fri H:

CORs Observations & Comments

Mon

Tues

Wed

Thru

Fri

Contractor Performance Assessment for Week

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Technician:

COR Name:

COR Signature: