QASP - Lebanon VAMC Snow Removal.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Lebanon VA Medical Center – Snow Removal and Salt Spreading Services

1. Purpose This Quality Assurance Surveillance Plan (QASP) provides a systematic method for the Government to monitor Contractor performance for snow removal and salt spreading services at the Lebanon VA Medical Center. This QASP describes what will be monitored, how monitoring will occur, who will conduct the monitoring, how results will be documented, and how performance feedback will be provided.

This document is not incorporated into the contract/order; it is used by Government representatives to monitor performance and may be updated by the Government at any time.

2. Project Overview Location: Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon, PA 17042.

Scope highlights from the Performance Work Statement (PWS): snow removal and salt spreading across hospital grounds including approximately 638,000 sq. ft. of parking lots/roads and approximately 98,000 sq. ft. of walkways; begin services within two hours of notification; use VA-provided bulk salt for lots/roads and 50 lb. bagged walkway salt; comply with equipment limitations for walkways;

and meet completion definitions (down to pavement, deposit on adjacent grass, no additional accumulation anticipated).

3. Government and Contractor Roles & Responsibilities Contracting Officer (CO): Responsible for contract administration, final determination of acceptability, issuance of Contract Discrepancy

Reports (CDRs), and contractual remedies.

Technical Point of Contact Designated technical monitor for performance surveillance, documentation, and coordination with facility staff (anticipated: Grounds Supervisor or Engineering Service designee). Not authorized to make contractual changes.

Other Key Government Personnel: As identified by the CO (e.g., facility Grounds staff supporting inspections and validations).

Contractor Program Manager (CPM): Primary point of contact for the Contractor; responsible for implementing quality control, coordinating resources, and addressing performance issues.

4. Performance Objectives, Standards, Surveillance, and Acceptable Levels of Performance (ALPs) Performance Objective

Performance Standard (from

PWS)

Method of Surveillance

Frequency Data Source Acceptable Level of Performance

(ALP)

Remedies/Incentives

Responsiveness

– Start of Services

Begin snow removal within two (2) hours of notification by the Government.

100% inspection of time logs; on-site spot checks during start-up.

Per winter storm event

TPOC event log;

time-stamped communications

>= 95% on-time starts per event

CDR for repeated delays; performance considered in evaluations and continuing the contract

Parking Lots & Roads – Snow Removal Quality and Coverage

Remove snow/ice/slush down to pavement;

deposit on adjacent grass;

include roads between lots and entrance roads; perform services in at least two parking lots concurrently.

On-site surveillance;

100% inspection of priority areas;

validated customer complaints.

Per event (during and after operations)

TPOC inspection checklist; photo evidence;

facility reports

>= 98% of designated areas meet completion definition;

100% concurrent-lot requirement met

CDR for deficiencies;

rework at no cost;

performance considered in evaluations and continuing the contract

Walkways – Snow Removal Quality and Equipment Compliance

Remove down to pavement at all highlighted walkways and building entrances/exits;

On-site surveillance;

random sampling of routes;

validated

Per event TPOC inspection checklist;

photos; incident reports

>= 98% of walkways meet completion definition; 0 equipment-caused damage

Immediate corrective action;

potential CDR for damage;

performance considered in use only approved equipment (no heavy machinery);

prevent damage to walkways.

complaints. incidents evaluations and continuing the contract

Salt Spreading – Parking Lots & Roads

Retrieve VA-provided bulk salt under supervision;

transport and spread across listed lots/roads; use designated loading area and salt shed.

On-site observation and post-event verification;

review of contractor logs.

Per event TPOC observation notes;

application logs;

photos

>= 98% area coverage appropriate to conditions; 0 safety incidents

Corrective action;

CDR if persistent coverage gaps or unsafe operation;

performance considered in evaluations and continuing the contract

Salt Spreading – Walkways

Use VA-provided 50 lb bagged walkway salt;

approved equipment (ATV/UTV drop spreaders, small tractor broom/hopper, walk-behind spreaders); no heavy machinery; no damage.

On-site observation;

random sampling of entrances/exits;

validated complaints.

Per event TPOC inspection checklist;

photos; incident reports

>= 98% walkway coverage; 0 damage incidents

Immediate corrective action;

CDR for damage;

performance considered in evaluations and continuing the contract

Documentation & Invoicing

Submit NWS snow accumulation

100% document review per

Per event and at invoicing

Invoice packet;

Contractor logs;

NWS report

100% required documentation provided and

Invoice rejection until corrected; CDR for repeated non-report for Lebanon, PA with each invoice;

maintain event log of locations, times, equipment, salt quantities;

report damages/safety incidents within 24 hours.

invoice; spot audits of logs.

accurate compliance;

performance considered in evaluations and continuing the contract

Safety & Environmental Compliance

Follow all applicable safety requirements;

place snow on adjacent grass areas; operate equipment safely; comply with site rules.

On-site surveillance;

incident review.

Per event Safety reports;

TPOC notes

0 OSHA-

recordable incidents attributable to contractor; 0 unsafe acts observed

Immediate stop work if unsafe; CDR for serious/repeated violations;

performance considered in evaluations and continuing the contract

Crushed Stone Lot Protection

Remove snow as close to the stone as possible without disturbing the top layer.

On-site observation;

post-event inspection.

Per event TPOC inspection notes; photos

0 instances of stone-layer disturbance;

completion consistent with PWS definition

Immediate corrective action;

potential CDR if damage occurs;

performance considered in evaluations and continuing the contract

5. Methods of Quality Assurance Surveillance The Government may use any combination of the following methods: 100% inspection (tasks and deliverables), random sampling, validated customer complaints, and on-site surveillance. The TPOC will maintain a QA file with all assessments and supporting documentation.

6. Performance Management and Ratings The Contractor is responsible for the quality of all work performed and will implement a quality control (QC) program. The Government will assess performance against the standards and ALPs in Section 4 and will apply CPARS-aligned ratings: Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory.

7. Frequency of Measurement and Assessment Meetings Measurements will occur per winter storm event and at invoicing; the TPOC and Contractor will conduct quarterly performance assessment meetings, and the TPOC will provide written assessments to the CO.

8. Documenting Performance and Contract Discrepancy Reports (CDRs) Acceptable performance will be documented and retained in the QA file. For unacceptable performance, the TPOC will notify the CO and

CPM. When formal action is required, the CO may issue a CDR specifying corrective actions and timelines. CDRs and supporting documentation may inform contractual decisions, including option exercise.