QASP_Fire alarm and supression.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Fire Alarm and Fire Suppressions Systems monitoring, inspection, testing, maintenance, and repair (MITMR)

Contract Number: < Upon award, Government will enter contract number>

Contract Description: This contract is to provide fire alarm and suppression system monitoring, inspection, testing, maintenance, and repair.

Contractor’s name: <Enter your company 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, inspected, tested, maintained, and repaired.

• How monitoring, inspection, testing, maintenance, and repair will take place.

• Who will conduct the monitoring, inspection, testing, maintenance, and repair?

• How monitoring, inspection, testing, maintenance, and repair 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.

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

2. GOVERNMENT ROLES AND RESPONSIBILITIES

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.

Assigned CO: TBD Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Materiel

Management

b. Contracting Officer’s Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COTR: TBD

c. Other Key Government Personnel – TBD

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager – TBD

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 Performance Requirements Summary Matrix, paragraph 4 in the Performance Work Statement (PWS), 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 ID Indicator Standard Acceptable

Quality Level

Method of Surveillance

Incentive

Fire Alarm and Fire Suppression System Monitoring, Inspection, Testing, Maintenance, and Repair

(MITMR)

Contractor must be able to inspect, test, maintain, and repair 100% of all fire alarm and fire suppression system devices in accordance with NFPA 25, NFPA 72, NFPA

80, and NFPA 101 codes and TJC standards.

Testing meets code requirements.

100%

Contractor check in upon arrival. Random observation of work progress.

Exercise of Option Period and performance ratings.

Quality Level

Method of Surveillance

Incentive

Fire alarm monitoring

Provide monitoring and notification to first responders of the campus Fire Alarm System(s) 24 hours/day, 7 days per week by receiving the alarm signal and assuring notification of the fire service.

Within 10 seconds of receipt of the alarm signal.

100%

Review of time stamp and print out of alarms relative to time of deployment of the fire service.

Exercise of Option Period and performance ratings

Inspection and testing schedules

Inspection and testing scheduling.

Compliance to the inspection and testing schedule

100%

Review of scheduled work relative to regulatory requirements.

Exercise of Option Period and performance ratings

Fire Alarm

MITMR

Review fire alarm panel sensitivity self-diagnostic report.

Detectors reported to be outside of the allowable range will be repaired or replaced.

(within 24 hours.)

100% Review of documentation

Exercise of Option Period and performance ratings

Ensure access control doors with fire alarm interface release upon operation of the fire alarms.

Doors reported to not meet code requirements repaired.

(within 24 hours.)

100% Review of documentation

Exercise of Option Period and performance ratings

Fire dampers physically tested to ensure proper electrical and mechanical operation of motor, linkage and dampers.

Dampers reported to not meet code requirements repaired.

(within 24 hours.)

100% Review of documentation

Exercise of Option Period and performance ratings

Water flow indicating devices and tamper switches shall be tested to ensure signals are received and processed by the fire alarm system.

Initiating devices activated and signal the fire alarm system.

100% Review of documentation

Exercise of Option Period and ratings

Quality Level

Method of Surveillance

Incentive

Contractor provides all necessary test equipment and labor to perform required inspection, testing, maintenance, and repairs

Contractor work meets schedule

100%

Daily observation of work relative to task definitions and milestones

Exercise of Option Period and performance ratings

Contractor provides a daily in-brief prior to any work completed and out-brief prior to departure to the COR (or representative).

A daily log of all activities provided to the COR detailing work performed, condition found, corrective actions, and the as left condition by the Contractor on Contractor letterhead

Contractor meets schedule and documentation requirements

100% Daily review of documentation

Exercise of Option Period and performance ratings

Provide a

UID for every device in the fire alarm system;

Inventories and inspection reports organized by the UID

Review of documentation relative to inventory

Exercise of Option Period and

Quality Level

Method of Surveillance

Incentive

FireSuppression

All devices of the fire suppression system shall have a Unique

Identifier (UID) number.

1.Vendor will provide a UID for every device in the fire alarm system.

2.All inventories and inspection reports shall be organized by the UID.

3.UID numbers shall never change over the lifetime of the device (cradle to grave data maintenance).

4.UID numbers must never be re-used or re-issued to new devices from a previously retired device.

Provide inventory and UID.

100%

Review of documentation relative to inventory and field verification

Exercise of Option Period and performance ratings

Inspection and testing scheduling.

Compliance to the inspection and testing schedule

100%

Review of scheduled work relative to regulatory requirements.

Exercise of Option Period and

Quality Level

Method of Surveillance

Incentive

Documentation

Provide electronic and hard copies of MITMR reports for Fire Alarm and Fire Suppression systems

Provide 2 electronic and 1 hard copy (in 3 ring binder).

Report data is sorted by Joint Commission standards and elements of performance.

Hard copies use tabs and cover sheets.

Review of documentation

Exercise of Option Period and performance ratings

All documentation shall be kept current and up-to date.

Documented results are due to the COR within five (5) business days after each ITM cycle. No hand-written reports will be accepted

Documents received within 5 business days.

100% Review of documentation

Exercise of Option Period and performance ratings

Contractor shall provide results of all work in the following format:

i. Name of the activity

ii. Date of the activity

iii. Required frequency of the activity

iv. Name and contact information, including affiliation, of individual who performed the activity

v. Result of the activity.

Report contains the appropriate verbiage

100% Review of documentation

Exercise of Option Period and

Quality Level

Method of Surveillance

Incentive

The Contractor will initiate a Deficiency Notice (DN) using electronic correspondence to the VA COR identifying device (description/UID), location, date, and discovered condition of any failed device. DN to remain open until repairs are complete.

Repair completed and verification of functionality

100%

Observation of daily work and review of daily logs

Exercise of Option Period and performance ratings

Maintain CAD drawing and complete schematic of the fire alarm and fire suppression systems at the locations identified

Final as -built drawings reviewed by

Fire

Protection

Engineer

100% Review of as-built drawings

Exercise of

Option

Period and

5. INCENTIVES

The Government shall use exercise of Option Period and past performance as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

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

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

8; 9; 14; 15; 16

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. 100% INSPECTION. (Evaluates all outcomes.)

1; 3; 5; 7; 12; 13; 17

d. PERIODIC SAMPLING. (Variation of random sampling. However, sample is only taken when a problem/deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.)

2; 4

e. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

10; 11

f. Progress or status meetings.

7. 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:

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COTR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file.

When the COTR determines formal written communication is required, the COTR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.

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

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

Metrics and methods

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COTR shall meet with the contractor monthly to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager and the COTR shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative