ATTACHMENT_0006_-_Quality_Assurance_Surveillance_Plan.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

FOR

32-070 Laundry Equipment Replacement

FOR THE

PINE BLUFF ARSENAL

i

24 April 2017

TABLE OF CONTENTS

1.0 PURPOSE 1

2.0 GOVERNMENT ROLES AND RESPONSIBILITIES 1

3.0 CONTRACTOR REPRESENTATIVES 2

4.0 PERFORMANCE STANDARDS 2

5.0 METHODS OF QA SURVEILLANCE 4

6.0 RATINGS 4

7.0 DOCUMENTING PERFORMANCE 5

8.0 FREQUENCY OF MEASUREMENT 5

APPENDIX 1 PERFORMANCE REPORT 6

APPENDIX 2 CONTRACT DISCREPANCY REPORT 7

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

1.0 PURPOSE

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

1. What will be monitored.

1. How monitoring will take place.

1. Who will conduct the monitoring.

1. 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.

2.0 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:

Organization or Agency: CONTRACTING OFFICE Phone:

Email:

b. Contracting Officer’s Representative (COR) – The COR will be 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. A 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: Richard Colburn Telephone: 870-540-3289 Email: richard.p.colburn.civ@mail.mil

3.0 CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Alternate Project Manager for this contract.

a. Project Manager – TO BE DETERMINED UPON CONTRACT AWARD Telephone Email:

b. Alternate Project Manager – TO BE DETERMINED UPON CONTRACT AWARD Telephone:

Email:

4.0 PERFORMANCE STANDARDS

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

The Performance Requirements Summary Matrix, shown in Table 1 below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Table 1. Performance Requirements Summary Matrix

Method Incentive

Environmental Requirements

Favorable Performance Rating

Protection of facilities and equipment

Safety

Maintenance reports.

Favorable Performance Rating

5.0 METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

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

1. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

1. CUSTOMER COMPLAINTS/SATISFACTION. Any Government employee that observes unacceptable services, either incomplete or not performed should immediately contact the COR.

1. MAINTENANCE RECORDS. The COR will inspect all maintenance and refrigerant compliance records required to ensure contractor compliance.

6.0 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 or negative outcome. The following ratings shall be used:

7.0 DOCUMENTING PERFORMANCE

a. 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, 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 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 project 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 actions deemed necessary by the KO.

8.0 FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract/delivery order performance, the COR shall take periodic measurements or as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor at mid-point of period of performance to assess performance and shall provide a written assessment.

APPENDIX 1

PERFORMANCE REPORT

1. CONTRACT NUMBER:

2. Prepared by:

3. Date and time of Performance Assessment:

4. Performance Assessment: Acceptable/Unacceptable

APPENDIX 2

CONTRACT DISCREPANCY REPORT (CDR)

1. CONTRACT NUMBER:

2. TO:

3. FROM:

4. DATE AND TIME OBSERVED DISCREPANCY:

5. DISCREPANCY OR PROBLEM:

6. CORRECTIVE ACTION PLAN:

A written corrective action plan is / is not required.

The written Corrective Action Plan will be provided to the undersigned not later days after receipt of this CDR.

Prepared by:

Received by:

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