Quality_Assurance_Surveillance_Plan_(QASP)_-_Fire_Protection_Testing_Services.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR FIRE PROTECTION TESTING SERVICES

1. Purpose and Overview

1.1 Purpose

This Quality Assurance Surveillance Plan (QASP) establishes the Government's surveillance methodology for evaluating contractor performance under the

Performance Work Statement (PWS) for Fire Protection Testing Services at the

Eastern Air Defense Sector (EADS).

This plan serves as the primary tool for the Contracting Officer's Representative

(COR) and Government inspectors to:

• Ensure contractor compliance with all technical, life-safety, NFPA, and regulatory standards.

• Systematically monitor and document contractor performance against defined

Acceptable Quality Levels (AQLs).

• Establish objective evaluation criteria, surveillance methods, and reporting workflows.

• Provide an effective mechanism for identifying non-conformance, initiating corrective action, and documenting past performance.

1.2 Authority and Scope

The Government will evaluate the contractor’s performance in accordance with FAR

Part 46 (Quality Assurance), DFARS Part 246, and PWS Sections 1.4.3 and 1.4.4. This

QASP directly implements the surveillance requirements derived from Technical

Exhibit 1 (Performance Requirements Summary - PRS) and Technical Exhibit 2

(Deliverables Schedule).

This QASP is a Government document and does not form part of the contract itself;

however, it outlines the exact procedures the Government intends to follow. The

Government reserves the right to modify surveillance methods or frequencies at its discretion.

2. Roles and Responsibilities

2.1 Contracting Officer (KO)

The Contracting Officer is the only individual authorized to:

• Direct contractor action or modify contract terms, conditions, specifications, delivery schedules, or pricing.

• Issue contractual remedies (such as Cure Notices, Show Cause Notices, or deductions/withholding of payment).

• Officially resolve disputes or contractual non-compliance issues.

2.2 Contracting Officer's Representative (COR) / Facility Manager

The COR/Facility Manager is appointed in writing by the KO to monitor technical performance. Responsibilities include:

• Conducting inspections, spot-checks, and surveillance of contractor operations.

• Verifying completion of scheduled Inspection, Testing, and Maintenance (ITM) tasks.

• Reviewing, verifying, and accepting/rejecting all deliverables (service schedules, detailed service reports, deficiency notices, and annual summary reports).

• Documenting surveillance results and maintaining the official surveillance folder.

• Notifying the contractor and KO immediately of non-conforming work or safety hazards.

• Completing past performance evaluations in the Contractor Performance

Assessment Reporting System (CPARS).

2.3 Contractor Management (CM)

• Maintain an internal Quality Control Program (QCP) to ensure all work meets or exceeds contract standards before Government inspection.

• Attend the Post Award Conference and Periodic Progress Meetings.

• Ensure all technicians hold valid, required licenses and certifications for fire protection systems per PWS Section 1.4.7.

• Ensure immediate reporting of critical deficiencies and rapid submission of routine reports.

3. Surveillance Methodology

The Government will employ multiple surveillance methods to verify compliance across all systems and deliverables:

1. 100% Inspection: Applied to mandatory regulatory tests, critical submittals, and emergency reporting (e.g., annual fire pump full-flow testing, annual hydrant flow testing, and deficiency reporting timelines).

2. Periodic Surveillance / Spot Checks: Conducted unannounced or during scheduled ITM activities to verify technician procedures, gauge calibration, system tag integrity, and equipment cleanliness.

3. Random Sampling: Applied to large-quantity item groups, such as the 60 portable fire extinguishers campus-wide, checking monthly/annual tags and inspection records.

4. Customer Feedback / User Complaints: Tracking facility occupant notifications regarding system disruptions, uncoordinated alarms, or missed maintenance appointments.

5. Review of Contractor Deliverables: Verifying timeliness, technical completeness, and accuracy of inspection logs, schedules, and test reports.

4. Performance Requirements Summary (PRS) Surveillance Matrix

The following matrix operationalizes Technical Exhibit 1 of the PWS, defining specific surveillance standards, AQLs, inspection methods, and deduction/remedy procedures:

PWS Ref Performance Objective

Performance Standard Acceptable Quality Level (AQL)

Method of Surveillance

Frequency Remedy / Impact of Defect

5.1 Fire Alarm

System ITM (Bldg 700, 703, 704)

Complete visual, functional, and sensitivity tests per NFPA 72.

100% completed on schedule; ≤ 1 valid customer complaint per inspection period.

Review of Service Reports & Customer Feedback

Annual / Per Schedule

Re-performance within 48 hrs at contractor expense;

deduction for incomplete devices.

5.1 Automatic

Sprinkler System ITM (Bldg 700, 703, 704)

Complete all inspections and tests (main drain, control valves, flow/tamper switches) per NFPA 25.

100% completed on schedule. All deficiencies documented and reported ≤ 24 hours.

100% Document Review & Periodic Physical Spot Checks

Annual / Per Schedule

Unsatisfactory rating on PRS;

re-testing required;

withholding of monthly service payment until resolved.

5.1.1 Halon

System ITM (Bldg 700)

Complete inspections and tests (agent quantity, cylinder pressure, piping, nozzles, alarms) per NFPA 12A.

100% completed on schedule.

Zero uncorrected major discrepancies during spot checks.

100% Document Review & On-site Verification Spot Check

Annual Immediate notice to KO;

mandatory correction within 24 hours; potential safety shutdown if breached.

5.1.1 & 5.1.2 Electric Fire Pump ITM (Bldg 700, 703)

Perform & document weekly "no-flow" (churn) tests and annual "full-flow" performance test per NFPA 20 & 25.

100% of weekly & annual tests performed and logged.

Annual test report submitted ≤ 15 days.

100% Surveillance of Weekly Logs & Annual Certified Report Review

Weekly (logs) / Annual (flow)

Re-test at contractor expense; Contractor Discrepancy Report (CDR) issued for delinquent reports.

5.1.1 Kitchen

Suppression (Ansul Hood) ITM (Bldg 700)

Complete system inspection & functional test of kitchen hood per

NFPA 17A & 96.

100% completed on schedule.

New dated inspection tag affixed after each test.

Visual Physical Inspection of Hood & Tagging;

Report Review

Semi- Annual (Every 6 mos.)

Immediate tagging correction; stoppage of cooking operations if non-compliant; vendor pays re-inspection fee.

5.1.4 Base Fire

Hydrant ITM (3 Hydrants Campus-wide)

Complete visual inspection and flow test per NFPA 25.

100% of inspections & flow tests completed annually prior to November 1st.

Direct Observation / Review of Flow Data Logs

Annual (Prior to Nov 1)

Re-flow test required; past performance ding if delayed beyond seasonal freeze deadline.

5.1.4 Portable

Fire Extinguisher Management (60 Units)

Annual external examination, maintenance, and tagging of 60 extinguishers per

NFPA 10.

100% inspected and tagged annually.

Updated inventory list submitted with annual report.

Random Sample Audit (min. 20% sample) & Inventory Verification

Annual Re-inspection of 100% of inventory at contractor cost if sample failure rate > 0%.

5.2 Deficiency

Reporting

Identify and report all mechanical/electrical/life-safety defects to the Facility Manager.

Critical:

Reported ≤ 1 hour of discovery.

Non-Critical:

Reported ≤ 24 hours of discovery.

Review of Timestamped Communications & Inspection Logs

Continuous / Per Event

Formal CDR; issuance of Cure Notice if life-safety vulnerability is unreported.

5. Deliverables Surveillance Schedule

The Government will monitor the contractor's submittals against Technical Exhibit 2 and PWS requirements using the following schedule:

Deliverable Title

PWS

Reference

Required Due Date / Frequency

Recipient Government Review Standard

Service Schedule

TE 2 Within 10 business days of contract award

Facility Manager /

COR

Verify zero scheduling conflicts with base operations; all NFPA intervals properly accounted for.

Detailed Service Reports

TE 2 Within 5 business days following completion of each visit

Facility Manager /

COR

Verify inclusion of technician name, certification, specific assets tested, raw test values, and status tags.

Deficiency Reports (Critical)

5.2 / TE 2 Within 1 hour of discovery (Oral notification followed immediately in writing)

Facility Manager /

COR

Immediate verification of risk level, system impairment status, and remediation estimate.

Deficiency Reports (Non-Critical)

5.2 / TE 2 Within 24 hours of discovery

Facility Manager /

COR

Verification of defect description, component part numbers, and recommended corrective action.

Fire Pump Annual Test Report

TE 1

(5.1.1/5.1.2)

Within 15 calendar days of test completion

Facility Manager /

COR

Review flow curve charts (𝑄 vs. 𝑃), suction/discharge pressures, RPM, and controller data against rated specs.

Annual Summary Report & Extinguisher Inventory

TE 2 & TE 1

(5.1.4)

Within 30 calendar days after the end of each contract year

Facility Manager /

COR & KO

Comprehensive review of all annual system performances, lifecycle status, open issues, and full 60-unit log.

Base Access & Credential Requests

1.4.5 Prior to

performance / upon employee turnover

Contracting Officer / Security Forces

Ensure background checks, proper letterhead, driver's license, vehicle insurance, and registration compliance.

6. Special Operational & Security Surveillance

Because the Eastern Air Defense Sector (EADS) executes a 24/7 mission-critical defense role, the COR will maintain strict surveillance over non-technical requirements:

Security & Physical Escort Compliance (PWS 1.4.5):

• Requirement: Unescorted entry is not permitted. Contractor personnel must be escorted at all times while performing work in controlled/restricted areas.

• Surveillance: Daily spot checks. Any contractor technician found unattended or unescorted in restricted spaces will result in immediate escort off the installation and notification to the KO.

Identification & Badging (PWS 1.4.10):

• Requirement: Contractor personnel must prominently display identification badges (bearing contractor name, employee name, and the word

"Contractor") and declare contractor status in calls and emails.

• Surveillance: Periodic spot checks by the COR. Verification that all passes are returned immediately upon employee departure or contract end.

Personnel Qualifications (PWS 1.4.7):

• Requirement: Valid state/industry licenses and certifications for installing and testing fire alarms and suppression equipment.

• Surveillance: 100% review prior to site entry. Uncertified personnel are strictly barred from working on life-safety systems.

Utilities & Resource Conservation (PWS 3.5):

• Requirement: Efficient operation precluding waste; water control valves and faucets shut off after flow/drain testing.

• Surveillance: Visual inspection of testing sites immediately upon service completion.

7. Non-Conformance Procedures and Documentation

7.1 Corrective Action Workflow

When a surveillance observation indicates that the contractor failed to meet contract standards or AQLs:

Informal Notification: For minor, non-repetitive issues, the COR will inform the

Contract Manager (CM) verbally or via email. The contractor shall correct the issue within 24–48 hours.

Contractor Discrepancy Report (CDR): If performance is below AQL, a deficiency is not corrected in the allotted window, or a critical life-safety failure occurs:

• The COR will issue a formal CDR (see Section 8 for template).

• The contractor must investigate root causes and return a written response within five (5) business days detailing corrective actions taken and preventive measures instituted.

Escalation to Contracting Officer: If the CDR response is unsatisfactory or trends indicate recurring deficiencies, the KO may:

• Withhold final or monthly invoice payment in accordance with FAR 52.246-4.

• Issue a formal Cure Notice or Show Cause Notice.

• Record negative ratings in CPARS.

≤ 1

≤ 24

≤ 15

> 0 %

≤ 1

≤ 24

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