S02. Attachment - Quality Assurance Surveillance Plan.pdf

Quality Assurance Surveillance Plan

(QASP)

Grounds Maintenance Services

G.V. 'Sonny' Montgomery VA Medical Center

1500 E. Woodrow Wilson Drive, Jackson, MS 39216

Table of Contents

1. Purpose

2. Roles & Responsibilities

3. Surveillance Approach

4. Performance Standards & AQLs

5. Surveillance Methods

6. Remedies for Non-Compliance

7. Data Collection & Reporting

8. Review/Update Frequency

9. Performance Requirements Summary (PRS)

1. Purpose

This QASP establishes the systematic methods the Government will use to monitor, evaluate, and document the Contractor’s performance in meeting the performance outcomes and Acceptable Quality Levels (AQLs) defined in the Performance Work Statement (PWS). 1

This plan is consistent with FAR Subpart 37.6 (Performance-Based Acquisition) which requires clearly defined outcomes, measurable standards, and surveillance methods that evaluate Contractor performance based on results, not Government direction of Contractor staff.

2. Roles & Responsibilities Contracting Officer (CO)

• Sole authority to change contract terms, scope, or price.

• Issues cure notices, show cause letters, deductions, or formal modifications.

Contracting Officer’s Representative (COR)

• Conducts surveillance and documents performance.

• Verifies deliverables, Work Plans, weekly reports, logs, and corrective actions.

• Recommends remedies to the CO.

Quality Assurance Specialist (QAS) / Facility Designee

• Performs inspections and maintains QA records.

• Supports COR in documenting compliance or deficiencies.

Contractor

• Implements a Quality Control Plan (QCP) ensuring all performance outcomes are met.

• Submits all deliverables required by the PWS.

• Ensures personnel, equipment, and methods support meeting AQLs.

3. Surveillance Approach The Government will evaluate Contractor performance using:

• Random Sampling (primary method for recurring tasks)

• Periodic Inspections (weekly, monthly, or seasonal, depending on service)

• 100% Inspection for Critical Events (snow/ice, pesticide usage, safety requirements)

• Document Review (weekly reports, irrigation logs, soil tests, pesticide logs)

• Customer Feedback (validated complaints or positive reports)

• This approach aligns with standard performance-based QASP methodology.

• Surveillance is not intended to direct Contractor labor—it verifies outcomes.

4. Performance Standards & Acceptable Quality Levels (AQLs)

All performance outcomes are defined in PWS Section 4.

AQLs represent the maximum allowable deviation before the performance is considered unacceptable.

Failure to achieve AQLs results in:

• Required re-performance

• Corrective Action Plan (CAP)

• Potential invoice adjustment or other remedy issued by the CO

5. Surveillance Methods

5.1 Random Sampling (Primary Method)

Used for turf, edging, litter removal, mulching, pruning, and similar recurring activities.

• Sample at least 10% of applicable areas (or the entire area if the universe is small).

• Sampling conducted without notice.

• If more than 5% of sampled items fail, the lot fails its AQL.

5.2 Periodic Inspection

Scheduled checks:

• Weekly during growing season (turf, edging)

• Monthly (pavement sweeping, beds)

• Quarterly (shrub/hedge pruning, turf restoration checks)

5.3 100% Inspection

Mandatory for:

• Snow and ice removal

• Pesticide application logs

• Safety clearance checks

• Irrigation system functionality after post-modification acceptance

This ensures full compliance for critical safety and mission-essential tasks.

5.4 Document Review

Documents the COR will verify include:

• Weekly Work Plan and Weekly Work Report

• Soil tests & fertilization logs

• Approved IPM Plan & pesticide logs with SDS

• Irrigation survey, updated system map, deficiency list, and repair logs

• Snow/ice event logs

5.5 Customer Feedback

Validated complaints or compliments will be recorded and used to supplement surveillance results.

6. PERFORMANCE REQUIREMENTS SUMMARY

(PRS)

Performance Objective

Standard (Outcome)

AQL Surveillance Method

Frequency

Turf Maintenance Turf maintained in species-specific height range;

healthy; no visible clippings

95% Random Sampling + Weekly Inspection

Weekly during growing season

Edging Edges clean;

vegetation removed within 0.5 in and to 2 in depth

95% Periodic Inspection

Bi-weekly typical

Police Grounds / Waste Receptacles

Grounds free of litter;

receptacles empty;

no overflow

95% Random Inspection

Daily (working days)

Pavement Sweeping

Pavement free of debris, sand, leaves

95% Periodic Inspection

Monthly

Pressure Washing

Entrances/walkways free of stains/biological growth

95% Document Review + Spot Checks

Spring/Fall

Performance Objective

Standard (Outcome)

AQL Surveillance Method

Frequency

Repair of Damaged Areas (Sod)

Bare/damaged turf restored within 12 months; matches surrounding turf

95% Periodic Inspection

Quarterly

Fertilization &

IPM

Soil tests done;

fertilizer program implemented; IPM Plan followed

95% Document Review + Spot Checks

Quarterly

Trimming/Pruning Safety clearances achieved; ANSI A300/Z133 followed

95% Periodic Inspection

Quarterly

Beds & Mulch Beds weed-free;

mulch 3–4 in; healthy shrubs; edging maintained

95% Random Sampling + Spot Checks

Monthly

Irrigation (Post-Repair)

All zones operational;

adequate coverage;

logs maintained

95% Document Review + Functional Test

Monthly (in season)

Snow/Ice Removal

3-ft path cleared;

timing met; safe conditions restored

100% 100% Inspection

Per Event

Performance Objective

Standard (Outcome)

AQL Surveillance Method

Frequency

Reporting & Deliverables

Weekly reports, logs, survey documents complete and timely

95% Document Review

As required by PWS

7. DEFICIENCY CLASSIFICATION

To ensure consistency in CO/COR decisions:

Minor Deficiency

Small deviation that does not impact safety, health, or mission (e.g., isolated weed patch, slight edging irregularity).

→ Contractor corrects during next scheduled service.

Moderate Deficiency

Repeated minor deficiency or one that impacts appearance, customer experience, or plant health.

→ Requires re-performance + possible Corrective Action Plan (CAP).

Major Deficiency

Safety hazard, immediate risk, or failure of critical system (e.g., snow/ice not cleared, irrigation system causing unsafe conditions).

→ Requires immediate correction, CO notification, and possible formal remedy.

8. Review/Update Frequency In accordance with FAR 37.6 and contract terms, the CO may apply the following:

• Re-performance at no additional cost

• Rejecting incomplete or non-conforming work

• Requiring corrective action (CAP) within 5 business days

• Invoice reduction or withholding

• Cure Notice or Show-Cause Notice

• Default action if deficiencies are severe or repeated

Only the CO may impose remedies.

9. DATA COLLECTION AND REPORTING

The COR/QAS shall maintain:

• Inspection checklists

• Sampling logs

• Photographs of deficiencies (if applicable)

• Monthly Quality Assurance Summary Report

• Records of CAP submissions and responses

Monthly reports are maintained as part of the performance file.

10. REVIEW AND UPDATE FREQUENCY

This QASP shall be reviewed annually by the COR and updated when:

• PWS requirements change

• Contract scope changes

• Surveillance trends indicate a deficiency in method

Changes to the PWS must be issued by the CO.