Attachment_3_-_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – September 2018

For: Fort Hamilton Base Operations

Contract Description: Performance of Preventive Maintenance Orders, Operational Work Orders, Demand Maintenance Orders, and Project Work Orders

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored.

How monitoring will take place.

Who will conduct the monitoring.

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 – “Inspection of Services – Fixed-Price”

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Jeffrey L. Zeichner Organization or Agency: Army Contracting Command (ACC) Telephone: (609)562-6575 Email: jeffrey.l.zeichner.civ@mail.mil

b. Contract Specialist (KS) - The KS acts as an acquisition consultant and serves as liaison between ACC-NJ and the Fort Hamilton DPW.

Assigned KS: Katie J. Lyons Telephone: (609)562-3535 Email: Katie.j.lyons.civ@mail.mil

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR (COR): Vanessa M. Duenas Telephone: (718)630-4501 Email: vanessa.m.duenas.civ@mail.mil

d. Other Key Government Personnel – Title: 1 Quality Assurance Specialist, 2 Engineering Techicians, 2 Construction Control Representatives Telephone: TBD Email: TBD

3. CONTRACTOR REPRESENTATIVES:

The Contractor’s Program Manager and Task Manager will serve as the Contractor’s Representative.

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph 4.0 in the Performance Work Statement includes performance standards. The Government shall use these standards, along with industry standards, to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

5. METHODS OF QA SURVEILLANCE.

Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and/or customer feedback.

Periodic Assessment of Services – Periodic assessment of services will be conducted. For services which occur over a number of months, the COR will evaluate services on a monthly basis, at key points during work, or upon completion of the services. Findings of deficiencies will be identified and provided in writing to the Contractor for resolution.

Customer Feedback – Customer feedback is typically obtained via telephone or email.

Telephonic customer complaints received by the COR will be followed up and documented. The documentation will indicate the nature of the complaint, time, date, and other details. The COR will advise the Contractor of the complaint for resolution. Copies of valid complaints and the resolution must be retained in the official contract file.

5. QUALITY ASSURANCE (QA) SURVEILLANCE TASKS.

a. The COR will evaluate and assess the contractor’s performance daily, weekly and monthly which will be measured against contract performance standards as defined in the PWS and as expected from industry standard, and will ensure all services of the Contract/Order are properly performed.

b. The COR will report deficiencies to the KO to include date, type of deficiency, and the KO will request corrective action from the Contractor if necessary.

c. The COR will re-examine services that were found deficient. Failure to complete corrective actions will be reported to the KO for further action.

d. Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor’s invoice in Wide Area Workflow.

6. DOCUMENTATION. Documentation will be kept to a minimum. No documentation is expected when services are provided IAW the Contract/Order. Should performance problems be encountered, documentation will be made, to include, notes of surveillance, notification to the Contractor of performance problems, and re-examination/final resolution. The COR will forward any records maintained to the KO after accepting the Contractor’s services for use in the event of a future contract claim/dispute.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

6. SURVEILLANCE PROCEDURES.

a. The COR will surveil contractor performance with staff trained to inspect facilities maintenance and construction work. Priority will be given to work that corrects a known deficiency that presents a safety hazard, potential damage to real property (e.g. roof leak, lack of heat), or otherwise where the COR determines there exists a higher risk requiring oversight. The surveillance will be as detailed as necessary to provide the Government with the objective quality evidence required to support acceptance of a monthly contract invoice.

b. The COR/QAE will ensure all services required by the contract are successfully performed.

All inspections will be documented and include as a minimum date and time, who performed the inspection, what was inspected, to what standard and the results. Successful or exceptional performance will be documented as well as deficiencies in Contractor performance.

Documentation will be maintained for future reference, audit, and proof of inspection. Any uncorrected unacceptable observation will result in an unacceptable rating, a corrective action request to the Contractor and notification to the KO.

7. 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.

8. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

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

b. 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 performance finding and place it in the COR file.

When the COR determines that the Contractor has not taken sufficient action and additional 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 KO.

9. FREQUENCY OF MEASUREMENT.

The COR shall meet with the contractor monthly to assess performance.

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

6. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date