QASP - Propane Delivery and Tank Rentals.pdf

Quality Assurance Surveillance Plan (QASP)

Propane Delivery and Propane Tank Leasing for Howard A. Hanson Dam (HAHD) and Mud Mountain Dam (MMD)

Nathan Malmborg, Biologist

6/16/2026

1.0 INTRODUCTION

This QASP defines the procedures the Government will use to evaluate the contractor's performance against the standards set forth in the Performance Work Statement (PWS).

The primary goal is to ensure that the propane delivery and tank leasing services are performed in accordance with the contract, thereby supporting the operational needs of HAHD and MMD. This plan provides a basis for objective and consistent evaluation.

2.0 ROLES AND RESPONSIBILITIES

Contracting Officer (KO): The sole individual with the authority to administer, modify, and terminate the contract. The KO is responsible for the final determination of contractor performance and resolving any disputes.

Contracting Officer’s Representative (COR): Appointed by the KO to serve as the primary technical monitor. The COR will conduct surveillance, verify services, document performance, and act as the main point of contact for the contractor on day-to-day operational matters. The COR for this contract will be Warren Douglas or Steven Bjerk.

Contractor: Responsible for executing all services as defined in the PWS and for implementing a Quality Control Program (QCP) to ensure contract compliance.

3.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The PRS identifies the critical performance objectives from the PWS, sets the standard for acceptable performance, and specifies how the Government will monitor them.

Performance Objective

PWS

Reference

Performance Standard Acceptable Quality Level

(AQL)

Method of Surveillance

1. Lease four (4) specified tanks

1.4.2, 4.3 Contractor provides the correct number and size of

100% compliance. No

100% Inspection at the start of the at MMD (three 500-gallon, one 250-gallon).

leased tanks continuously throughout the performance period. One 500-gallon tank is compatible with the MMD nozzle or a compatible nozzle is provided.

deviation from tank quantity or size is acceptable.

contract and annually thereafter.

2. Perform automatic bi-weekly propane deliveries to HAHD from October to March.

1.4.1 Propane is delivered

automatically every two weeks to the designated tank.

Deliveries must occur within the scheduled two-week window.

Zero missed automatic deliveries.

Periodic Inspection / Review of delivery tickets.

3. Perform automatic monthly propane deliveries to HAHD from April to September.

1.4.1 Propane is delivered

automatically once per month to the designated tank.

Deliveries must occur within the scheduled monthly window.

Zero missed automatic deliveries.

Periodic Inspection / Review of delivery tickets.

4. Perform automatic bi-weekly propane deliveries to MMD from November to March.

1.4.2 Propane is delivered

automatically every two weeks to all designated tanks.

Deliveries must occur within the scheduled two-week window.

Zero missed automatic deliveries.

Periodic Inspection / Review of delivery tickets.

5. Fulfill on-call propane delivery requests at HAHD and MMD

1.4.1, 1.4.2

Contractor delivers propane within 48 hours of receiving notification from the Government POC.

95% of on-call deliveries made within the 48-hour timeframe.

100% Inspection of all on-call requests and corresponding within 48 hours. delivery tickets.

6. Submit a Quality Control Program (QCP).

1.6.1 Contractor submits a

comprehensive QCP within 15 days of contract award.

QCP submitted on time and deemed acceptable by the KO.

100% Inspection.

Review of submitted document.

7. Comply with all site security and access procedures.

1.6.7 All contractor personnel

adhere to security protocols for HAHD and MMD, including E-Verify and suspicious activity reporting training.

Zero security breaches or access violations.

Random Inspection and review of site access logs.

4.0 SURVEILLANCE METHODOLOGY

The COR will use the following methods to monitor performance:

100% Inspection: Used for critical, one-time events (e.g., QCP submission) or tasks where any deviation is unacceptable (e.g., on-call delivery response time). Every instance will be evaluated.

Periodic Inspection: The COR will review performance on a recurring basis (e.g., weekly or monthly). This is the primary method for monitoring automatic delivery schedules and will be accomplished by reviewing submitted delivery tickets and invoices.

Random Inspection: Unannounced checks to ensure ongoing compliance, particularly for security and equipment requirements. The COR may visually inspect tanks or observe a delivery in progress.

Customer Feedback: Reports or comments from Government personnel at HAHD or MMD will be documented and investigated by the COR to validate contractor performance.

5.0 DOCUMENTATION AND CORRECTIVE ACTION

Documentation: The COR will maintain a log of all surveillance activities. This log will include the date, observations, and a determination of whether performance was acceptable or unacceptable. All delivery tickets and invoices will be retained as part of the official contract file.

Performance Evaluation: If performance is deemed "Unacceptable" (i.e., fails to meet the AQL), the COR will document the deficiency and notify the KO.

Corrective Action: The KO will formally notify the contractor of the deficiency in writing. The contractor shall be required to explain the cause of the failure and provide a written Corrective Action Plan detailing how they will fix the issue and prevent its recurrence. Failure to correct deficiencies may result in remedies available to the Government under the terms of the contract, including withholding of payment.