Technical Exhibit 5 QASP.pdf

70LGLY23RGLB00007

Solid Waste Collection and Disposal Services

Technical Exhibit 5

QUALITY ASSURANCE SURVEILLANCE PLAN

SOLID WASTE DISPOSAL

1. PURPOSE. This QASP is a Government developed document used to ensure that the Government receives quality services. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

2. SCOPE. The role of Government Quality Assurance Plan is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government’s oversight of the Contractor’s quality control efforts to assure timely, effective services are provided IAW the contract/order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

3. ROLES AND RESPONSIBILITIES-GOVERNMENT.

3.1. Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government’s agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor’s performance or resolving deficiencies. CO decisions arising under or relating to the contact are final.

Assigned CO:

Organization or Agency:

Telephone:

Email:

Kimberly Cavanaugh Procurement, Glynco Operations Branch (GOB) Federal Law Enforcement Training Centers (912)267-2495 Kimberly.d.cavanaugh@flect.dhs.gov

3.2. Contracting Officer’s Representative (COR) – An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the CO.

Assigned COR:

Organization or Agency:

Telephone:

Email:

Brian Little/Eric Sizemore Student Services Practical Support Branch (PSB) To Be Determined To Be Determined mailto:Kimberly.d.cavanaugh@flect.dhs.gov

70LGLY23RGLB00007

Solid Waste Collection and Disposal Services Technical Exhibit 5

4. CONTRACTOR REPRESENTATIVES

4.1. The following employees of the contractor serve as the contractor’s Program Manager for this contract. A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government’s agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor’s performance. CO decisions arising under or relating to the contact are final.

Project Manager:

Organization:

Telephone:

Email:

To Be Determined To Be Determined

5. METHOD OF SURVEILLANCE. Simplified methods of surveillance will be used by the Government to evaluate contractor performance. Following are the primary methods of surveillance the Government may utilize to ensure adequate contract performance.

5.1. Random Sampling. In random sampling, each service output in the population has an equal chance of being selected for inspection. The selection of samples in an objective process by the use of random sampling tables or random sampling software. This method implies that the quality of a sample will reflect the quality of the total service; thus, random sampling inspections may be used to determine the overall level of contract compliance.

5.2. 100% Inspection. 100% Inspection is an evaluation method that requires complete inspection of a contract requirement. When possible, evaluation schedules for 100% inspections will be prepared each period. When contract requirements, and thus inspections, are on an "as required" basis, the COR should maintain accurate records of all inspections and the inspection results.

6. SURVEILLANCE AND EVALUATION PROCEDURES.

6.1. The COR will evaluate the Contractor’s performance monthly against Performance Standards established in the contract/order. Evaluations will be to the extent practicable to assure the contractor provides quality services IAW the requirements of the contract.

Attachment 5

Evaluations could be evaluation/validation of contractor supplied performance data, as well as analysis of Customer feedback for performance trends and to ensure valid customer concerns are resolved timely.

6.2. The COR shall submit to the CO a surveillance schedule with locations, dates, and times, no later than 5 days in advance of the first monthly scheduled inspection.

6.3. The COR shall submit a comprehensive surveillance report to the CO no later than the 5th day of the month following the month being reported.

6.4. If at any time the COR receives indicators (e.g., valid customer complaints or notes Performance Standards are not being met) that the Contractor’s performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with monthly evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent and/or in-depth evaluations.

Evaluations. The COR may inspect those parts of the job which are complete. The evaluation should always be conducted as soon as possible after completion of the work to ensure that evidence of the quality of the work performed is still apparent. In some cases, inspections will have to be conducted during the period of work performance in order to evaluate the work process.

Analysis of Results. At the end of the evaluation period, the COR will perform final analysis of the evaluation results based on the standards established in the PRS. The COR will submit information to the CO on the COR monthly report.

Re-performance. Once the Contractor has been informed of defective services, the contractor may be given the option to re-perform the work (if applicable). The COR will evaluate the defective service and the impact thereof. In the event of rework, the time of the Contractor notification shall serve as the beginning of the re- performance period. If at the completion of re-performance the work is still unacceptable, the COR shall inform the CO. The Performance Standard set forth in the PWS is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor’s assurances that the services conform to contract requirements. Consistent with FAR 52.246-4, Inspection of Services

– Fixed Price, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government’s right to inspect services under the inspection provisions of the contract be prejudiced.

7. RECORDS: All records will be retained for the life of this contract/order. The COR will forward these records to the CO upon completion of the contract/order.

8. CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the COD KS, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL: Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the cO.

FTC-ADM-67 (7-90)

CONTRACT DISCREPANCY REPORT

1. CONTRACT NUMBER 2. REPORT NUMBER FOR THIS DISCREPANCY

3. TO: (Contractor and Managers Name) 1. FROM: (Name of COR)

5.

DATES

PREPARED CONTRACTOR NOTIFIED RETURNED BY

CONTRACTOR

ACTION COMPLETE

6. DISCREPANCY OR PROBLEM: (Describe in Detail: Include reference to SOW/Directive: attach continuation sheet if necessary)

7. SIGNATURE OF CONTRACTING OFFICER DATE

TO: (Contracting Officer) FROM: (Contractor)

9. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE:

ATTACH CONTINUATION SHEET IF NECESSARY. (Cite applicable Q.C. program procedures or new Q.C. procedures.)

10. SIGNATURE DATE

11. GOVERNMENT EVALUATION: (Acceptance, partial acceptance, rejection: attach continuation sheet if necessary.)

12. GOVERNMENT ACTIONS: (Payment reductions, cure notice, show cause, other.)

13. CLOSE OUT

NAME-TITLE SIGNATURE DATE

NOTIFIED

CONTRACTOR

COTR

CONTRACTING

OFFICER

EXHIBIT 5- INSPECTION SHEET

Contract Number:

Location:

Service Frequency:

Instructions: To be completed as specified by the COR.

Were the following in accordance with the Performance Work Statement (PWS) and in accordance with the standards outlined in the Performance Requirements Summary (PRS)?

Inspection form may vary and change at the discretion of the government.

Service Completed Satisfactorv U nsatisfactorv Blgd #/Comments Work Requirement

Waste Collection (PRS #1,2,3) Container Equipment (PRS 4) Vehicles (PWS 4.7, 5.7) Totes

Additional Comments

Date of Inspection

Signature of Contractor's Representative Date

Other as noted below