Quality Assurance Surveillance Plan (QASP)- Roof Maintenance.pdf

Quality Assurance Surveillance Plan

Roof Maintenance Service Contract

26 March 2026

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Statement of Requirement (SOR).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality.

Accordingly, the Government will perform surveillance on the contract in accordance with this

QASP, but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the

Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor

2. Description of Services.

2.1. Statement of Requirements: Contractor will be providing two (2) inspections a year on buildings located on Ft. Greely, Ft. Wainwright, and JBER. One inspection will be performed as soon as breakup will allow, and the second will be in the fall. Any repairs that are needed will be completed before winter to allow for as little damage to the roofs as possible. After each inspection the contractor is required as stated on the Scope of Work to provide inspection reports that will be sent to the COR on this contract. A listing of the locations and building that require a roof inspection will be on Attachment 1.

2.2. Type of Contract. Contract is a Firmed Fixed contract

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.1.2. Contracting Officer’s Representative (COR). The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the

Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the

Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Contracting Officer’s Representative (COR):

To Be Provided after Award

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

The Contractor shall ensure services are performed in accordance with this SOR. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor is performing in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance.

5.1.1. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 3, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Surveillance Schedule. A Surveillance Schedule will be created each month utilizing the

DoD SPM Module at https://wawf.eb.mil, in the Miscellaneous Documents Section of the CORs’

Online File.

https://wawf.eb.mil/

5.3. Surveillance Checklists. Surveillance Checklists will be filed in the DoD SPM at https://wawf.eb.mil, in the CORs’ Online File

6. Non-Conforming Report (NCR). Non-conformance occurs when a Contractor fails to meet

Contract or Task Order terms, conditions and/or specifications. All government discovered contractor non-conformances shall be documented at the time of discovery. Documentation will, at a minimum, include the contract and order number, reference to the specific contract requirement, the specific deficiency to the requirement, where it was discovered, the date and time it was discovered, focal point for the contractor who was notified and suspense date for contractor response. Types of nonconformance (Defined in FAR 46.101):

“Minor nonconformance” means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

“Major nonconformance” means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

“Critical nonconformance” means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services;

or is likely to prevent performance of a vital agency mission. “Vital agency mission” means the mission of the requiring activity/supported unit(s) that the contract supports (ACC definition).

See ACC-AI for additional information on definitions of types/levels of nonconformance.

6.1. L1-Minor

May be issued by a functional specialist (QA, PA, etc). May be issued by a COR if KO specifically authorizes and COR is trained. Contracting Officer must review and approve if functional specialist or COR issues; KO’s review verifies the nonconformance traces to contract requirements, Contract requirements have been interpreted correctly. They agree the nonconformance is minor.

6.2. L2-Major

Issued by the Contracting Officer. Must be reviewed by one level above the KO (Can be a Team

Lead).

6.3. L3-Critical

Issued by the Contracting Officer. Must be reviewed by one level above the KO. Coordinated with the Senior Contracting Official (SCO) through Customer Field Support (418th CSB) (SCO concurs / non-concurs with issuance). Commanders Critical Information Report (CCIR) to 418th

BDE. If delegated contract, both SCOs must coordinate and agree."

6.4. Tracking and Resolving NCRs. All NCRs, will be included in the COR’s Monthly Report.

The COR and KO shall track NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work

7. Deduct Plan. This acquisition does not include a Deduct Plan.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Status Reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract Discrepancy Report. Trends noted using Contractor data will not result in a NCR unless the Contractor is not addressing the negative trend

9. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://wawf.eb.mil/.

10. COR Status Report. COR Status Reports will be submitted on a Monthly basis to the

Contracting Officer via the COR SPM Module. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; Customer Feedback, if any; NCRs, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists and NCRs, if any, will be included as attachments to COR Status Reports or uploaded separately CORs’ Online SPM

Module contract file.

11. Enterprise Contractor Manpower Reporting Application (ECMRA). N/A, this requirement does not meet the estimated total value threshold for reporting requirements (FAR

4.1703)

12. Contractor Performance Assessment Reporting System (CPARS). N/A, this requirement does not meet the threshold in FAR 42.15 for reporting.

13. Combating Trafficking In Persons (CTIP). In accordance with PGI 222.17 and FAR

52.222-50, the KO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

14. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance

Surveillance File will be maintained in the on-line DoD SPM Module contract file per Army

Contracting Command Pamphlet, 70-1

15. QASP Changes. This QASP is a living and Government document only and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval and the Contracting

Officer must approve all changes.

Attachments:

1. Locations and buildings

2. Performance Metrics

Attachment 1

Locations & Buildings

Ft. Wainwright

Bassett Hospital BLDG 4076

Preventive Medicine BLDG 4077

Kamish Clinic BLDG 3406

Behavioral Health BLDG 4066

Veterinary Clinic BLDG 3597

Medical Supply Warehouse BLDG 3567

JBER

Dental Clinic BLDG 634

Troop Medical Clinic BLDG 786

Veterinary Clinic BLDG 47815

Veterinary Storage BLDG 47810

Ft. Greely

Troop Medical Clinic BLDG 655

Attachment 2

Performance Metrics

Performance Objective Acceptable Quality Level

Method of Inspection

Receiving 1st set of reports Spring inspections no later than 2 weeks after inspection completed.

Determine if there is damage and schedule repair if needed.

50% once reports have been received with repairs set up if needed

Emails received with reports, pictures of damage received.

Receiving 2nd set of reports Fall inspections no later than 2 weeks after inspection completed.

Determine if repairs were completed.

50% once reports have been turned in, and any repairs are verified completed.

Emails received with reports, walk through of any areas that had repairs done.

Final invoicing for services rendered are to be submitted in PIEE in a timely manner.

100% this will ensure that there is not a chance of the contractor not being paid promptly.

PIEE will be reviewed once a week by COR to allow for any invoices that are submitted for payment get paid without delay.

Attachment 3

Customer Complaint Record, DA Form 5477