QASP Farallon Septic Pump.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For

SEPTIC TANKS PUMPOUT AND SEPTAGE DISPOSAL

FARALLON ISLANDS NATIONAL WILDLIFE REFUGE

SAN FRANCISCO, CA

CONTRACT NO.: Number will be issued upon Award CONTRACTOR: Name will be issued upon Award

CONTRACTING OFFICER: Constance Fields

GOVERNMENT REPRESENTATIVE: Mark Harris, Deborah Perrin, Chris Barr

TASK

DESCRIPTION

WHAT

WHO

WHEN

WHERE

METHOD

Coincides with Task Number under Paragraph

3.0 of the PWS, e.g., “3.1”

Description as identified under appropriate Task Number.

Example: “mop floors”

Specify what you are inspecting, e.g., “floor cleanliness”

Specify who is conduct-ing the inspect-tion, e.g., “COR”

Specify when the inspection will be conducted, e.g., “daily before 8 a.m.”

Specify where the inspection will be conducted, e.g., “offices”

Specify how the inspection will be conducted, e.g., “direct observation;

random room selection”

5.1 Pump and

Disposal of Septage

Septic Tanks & surrounding area

COR After notification or completion

Southeast Farallon Island direct observation;

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

– Fixed-Price, in addition to all other clauses attached to RFQ/Purchase Order in Clauses Section.

2. Government Roles and Responsibilities.

• monitored?

• How monitoring will take place.

• Who will conduct the monitoring?

• 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 Federal Acquisition Rules (FAR) clauses may apply depending on contract type:

52.246-4 Inspection of Services The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO 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 CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

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

3. Contractor Representatives:

The following employees of the contractor serve as the contractor’s Technical Point of Contact and Contractual Point of Contact for this contract.

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. The Government will use the following standards to determine contractor performance and compare contractor performance to the Acceptable Quality Level (AQL):

Performance Standard Acceptable Quality Level Comply with work schedules 100% 100% compliance Comply with reporting requirements as stated within the Performance Work Statement

Government will review reports to ensure completeness and provide acceptance

The Contractor is responsible for their safety and health program and must comply with OSHA and Environmental Protection Agency requirements.

5. Incentives

The Government shall use a positive/negative performance evaluation as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards. Government may input performance of this requirement into CPARS.

6. Methods of QA Surveillance.

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

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

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

All performance standards. GR will be present throughout project implementation, providing direct observations of contractor activities.

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 CO’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.

The GR shall keep a written diary of all contract- and contractor-related project activities.

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 GR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the GR shall document the discussion and place it in the GR file.

When the GR determines formal written communication is required, the GR 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 GR. 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 CO.

10. Frequency of Measurement.

a. Frequency of Measurement.

During contract/order performance, the GR shall take daily measurements 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 GR shall communicate with the contractor within 48 hours prior to implementation, and with the FPI on a daily basis to assess performance and document performance if unacceptable.

Performance Report

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of GR)

3. Date and time of observation:

4. Observation:

GR or designee will meet with Contractor or Contractor representative weekly to review weekly cleanup activities.

Bi-weekly surveys will be conducted by the GR or designee; survey days will occur at least once every two weeks if not more frequently. Surveys will be conducted from an air boat.

Surveys will conducted throughout the lifetime of the contract.

Prepared by:

Signature – 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 GR) <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 GR’s name>

Signature – Government Representative Date

Received by:

Signature - Contractor Date

< The GR 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.>