QASP_CARPET BPA (2).pdf

BLANKET PURCHASE AGREEMENT FOR CARPET AND INSTALLATION

QUALITY ASSURANCE SURVEILLANCE PLAN

November 2020

U.S. Department of Energy Quality Assurance Surveillance Plan

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SECTION 1: INTRODUCTION

1.1 This Quality Assurance Surveillance Plan (QASP) has been developed and designed by the Contracting Officer’s Representative (COR) at Department of Energy Headquarters for the Interface Flooring Systems, Inc Blanket Purchase Agreement (BPA). This BPA is administered by the Department of Energy Headquarters in Washington, DC. This surveillance plan is contract specific and is designed to provide new recycled content carpet tiles, adhesive, cove base, vinyl composition tiles (VCT), and installation in accordance with the specifications provided in the Performance Work Statement.

1.2 A combination of methods for inspection will be used. They are:

a. Random Sampling

b. 100% Inspection

c. Scheduled Observations

d. Unscheduled Observations

e. Customer Feedback

1.3 The objective of this Surveillance Plan is to evaluate how the Interface Systems Flooring, Inc contract is being performed by the contractor at the Forrestal and Germantown Buildings.

SECTION 2: SAMPLING PROCEDURES

2.1 This Surveillance Plan uses Random Sampling, 100% Inspection, Scheduled Observations and Unscheduled

Observations as methods of inspection.

2.2 The preferred method of surveillance is the random sampling of the required services during the month. This plan contains the necessary forms and computation tables to monitor contract performance. The way the Random Sampling will be conducted is defined for each contract data requirement. Random Sampling will be used when some part, but not all of the contractor’s performance is to be evaluated.

2.3 100% Inspection is the method used to evaluate the contractor when required. Using this method of inspection, all the parts of the service or requirement are monitored for evaluation.

2.4 Scheduled Observations will be inspections previously scheduled and coordinated with the contractor’s site supervisor. These Scheduled Observations will include but not be limited to, the quarterly carpet installation projects, periodic movement of systems furniture components.

2.5 Unscheduled Observations will be conducted by the COR at random. These Unscheduled Observations will include unannounced visits to current work site. Any discrepancies detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory for the purpose of payment deductions, will require corrective action by the contractor. The COR will notify the contracted installer’s site supervisor of the deficiency as soon as it is found. If the deficiency is not corrected in what the COR deems to be a timely manner, the COR will notify the HQ DOE Contracting Officer, in writing, for disposition.

2.6 Monthly surveillance documentation and reports prepared by the COR will be maintained in the COR file. The

COR file will also contain a copy of the contract, all contract amendments, modifications, surveillance reports, and other documentation required by the HQ DOE Contracting Officer.

SECTION 3: INSPECTION LEVELS

3.1 This Surveillance Plan is designed for 3 levels of inspection, Normal, Reduced and Tightened. These levels are only pertinent to Random Sampling. Upon initialization of the contract, the Normal level of

Document/Procurement Sensitive Page-3 inspection will be used. If the contractor performs well over the first 5 months of the contract and the number of defects in each randomly sampled PRS item is less than the reject size, the COR may initiate paperwork to the Contracting Officer requesting the level of inspection be changed to reduced.

3.2 When Normal inspection is in effect and 2 out of 3 consecutive items have been rejected on the original inspection, Tightened inspection will be instituted. Changing from Normal to Tightened inspection levels must have the Contracting Officer’s approval.

SECTION 4: SURVEILLANCE FORMS

4.1 This Quality Assurance Surveillance Plan uses one designed sampling guides listed below.

This matrix will be printed out on a form along with:

a. Title of required service being inspected.

b. Identifier of each observation.

c. Date and time of each observation.

d. Whether or not the performance was satisfactory.

e. A place for the contractor’s site supervisor to sign.

4.2

SECTION 5: CONTRACT DEFICIENCY REPORT

5.1 If the sampling results are that the number of defects exceed the Acceptable Quality Level (AQL), the month’s services will be considered unsatisfactory for the particular requirement under surveillance.

If government action or lack of action caused the unsatisfactory performance, the defects will not be counted. A memorandum will be prepared by the COR explaining the government’s action and submitted with the monthly report to the Contracting Officer.

5.2 Unsatisfactory contract performance will be reported and used to notify the contractor of discrepancies found by the COR. This is where the contractor is allowed to answer how the discrepancy will be corrected and how reoccurrence will be avoided. If unsatisfactory performance occurs in an area based on the COR’s sampling, the contractor will be given a report. This completed and signed report and supporting documentation will be forwarded to the Contracting Officer for disposition. A copy will be maintained in the COR file.

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FUNCTION TITLE PERFORMANCE STANDARD

(QUALITY/ TIMELINESS)

ACCEPTABLE

QUALITY LEVEL

(AQL)

LOT

METHOD OF

SURVEILLANCE

/ FREQUENCY

Provide new recycled content carpet ti les, adhesive, cove base, vinyl composition ti les (VCT), and installation in accordance with the specifications in the SOW

Completeness of work (Timeliness/Quality)

Customer Satisfaction (Quality)

Performance standard is met no less than 90 percent of the time.

Requisitions processed

Random Sampling / As-needed