Attachment_11-Quality_Area_Surveillance_Plan.pdf

ATTACHMENT 11 – Quality Area Surveillance Plan

Quality Assurance Surveillance Plan Emergency Power Services

Emergency Power Mission Team Members Coordination & Review:

_______________________________________ Date:

Power PRT Mission Manager (MM)

________________________________________ Date:

Power PRT Contract Specialist (CS)

Power PRT Logistics Specialist (LS)

Power PRT Quality Assurance Supervisor (QAS)

Contractor Site Manager (After Task Order Issuance)

Contractor QC Manager (After Task Order Issuance)

1. Purpose. This Quality Assurance Surveillance Plan (QASP) has been developed to provide an effective and systematic method to evaluate contractor provided services as required by the terms and conditions of the contract. This QASP implements the contract’s Performance-Based Contracting Matrix and identifies the methods and procedures the Government will use to ensure it receives the services under the contract as identified in the Performance Work Statement (PWS). This plan will focus on the level of performance required by the PWS, not the methodology or process.

2. Objective. The objective of this contract is to execute the emergency power mission. The execution of the emergency power mission shall be in accordance with all contract specifications.

3. Roles and Responsibilities. The Government resources comprising the surveillance team are as follows:

a. Contracting Officer (CO):

(1) Advises the Emergency Power Program Manager and Mission Manager on QASP development and utilization.

(2) Appoints Power PRT personnel to serve as quality assurance monitors. These written appointments indicate their areas of responsibilities and limitation of authority. The CO will ensure that the contractor is notified of such appointments.

(3) Advisor for developing incentives/remedies as appropriate tied to performance objectives and performance thresholds.

(4) Maintains in the contract file documentation of training provided by contracting personnel.

(5) Approves all deductions in contractor earnings due to failure to provide the contracted level of service for this contract.

b. Power PRT Mission Manager (MM):

(1) Performs as the lead for Quality Assurance and recommends Quality Assurance personnel (QA) for Task Order(s) supporting mission execution.

(2) Notifies the CO of the selection or of any changes in QA status, requiring changes to QA appointment and designation letters.

(3) Certifies that the individual appointed as the QA possess the necessary qualifications to perform their duties. Ensures each QA understands the technical instructions required for the services and has the knowledge and resources to determine acceptability of the contractor’s performance.

(4) Evaluates and documents contractor performance in accordance with the QASP.

(5) Documents and recommends relief to Contractor for not meeting performance requirements based on situations outside the Contractor’s control.

(6) Notifies the CO of any significant performance deficiencies and provide any recommendations to improve the QASP or PWS.

(7) Maintain surveillance documentation (See Paragraph 6).

(8) Ensures the completion of Contractor Performance Assessment Reports (CPAR) for all TOs.

c. Contract Specialist (CS).

(1) Assist the MM in issuing work orders.

(2) Maintain contractual documents.

(3) Reviews Daily Expenditure Report.

d. Logistics Specialist (LS).

(1) Responsible for all operations at the staging area.

(2) Tracks departure/arrival of all assets at/from staging area.

(3) All property accountability.

e. Quality Assurance (QA).

(1) Assist the MM and QAS in executing surveillance of the contractor.

(2) Completes documentation (see attachments) of contractor’s performance.

f. Quality Assurance Supervisor (QAS).

(1) Organizes QAs to ensure all surveillances are accomplished during the rating period.

(2) Coordinates with the Mission Manager on the recommendations for QA appointments.

(3) Maintain documentation of all surveillances done in a QA Surveillance Folder.

g. Contractor:

(1) Complies fully with the terms and conditions of the contract.

(2) Participates as a member of the federal government emergency power response team.

(3) Maintains and implements a Contractor Quality Control (CQC) Plan that compliments the

QASP.

(4) Ensures that non-conforming contract services are identified and corrected. CQC Plan is revised to prevent recurrence.

(5) Tenders to the Government for acceptance only those services that conform to contract requirements.

(6) Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

(7) Ensures current copies of all contractor Standard Operating Procedures (SOPs) and Quality Control Plan are on-site.

4. Methods of Surveillance. This section details the methods used to verify Contractor compliance with the performance objectives in this contract. The Performance Objectives (See Para 7) dictate the minimum inspection requirements QAs must accomplish on a daily basis. This Performance Plan provides the procedures on how to conduct the evaluations for Performance Objectives and how to document them in a correct and effective manner.

a. Daily Surveillance. QAs will verify Contractor compliance with designated Performance Objectives on a daily basis, documenting their findings on an Emergency Power Surveillance Form (See Attachment 1) or Generator QA Checklist (Attachment 2). The purpose of these logs is to provide a brief synopsis of an inspection of Contractor provided services or a meeting/conversation with the Contractor regarding PWS performance in a given functional area. These documents are an official Government record of inspections of the Performance Objectives. The intent of the surveillance approach is to gain confidence in the Contractor’s ability to provide satisfactory services and then adjusting the level of surveillance to a point that maintains confidence. This approach is subject to change based on the Contractor’s performance. The QAP must periodically review Performance Objectives, assess their applicability and recommend the addition or subtraction of Performance Objectives as conditions warrant.

b. Customer Complaints. When customer complaints are to be used as a method of surveillance, the following must be accomplished:

(1) The customer will document a Customer Complaint Record (See Attachment 3) and submit it to the QAP.

(2) The QAS will conduct an investigation to determine the validity of any negative comments received.

(3) If the QAS determines that the negative comment is not valid, the customer will be informed of the reason(s) why and carry on further correspondence if necessary.

(4) For validated comments, the MM will notify the Contractor to allow the opportunity for investigation and comment.

5. Corrective Action. The MM is the focal point for all requests for corrective action. Any QAP identifying a finding/observation must document it and provide this information to the MM. All findings/observations must be given to the Contractor for resolution. When addressing the issue with the Contractor, it is preferred, if possible, that the MM, CS and QAL, with appropriate Contractor personnel, meet to discuss the issue and ensure that all perspectives are clearly understood. Every effort should be expended to get a mutual agreement that the issue is accurately stated and the contractual reference correctly interpreted. All finding/observations shall be addressed in accordance with the contract requirements.

6. Surveillance Documentation. A Surveillance Folder must be developed and maintained by each PRT. The folder will be maintained in hard copy and electronically by the Power PRT QAS with assistance by the MS. The Surveillance Folder must contain the following sections and may contain other sections or information that the QAP finds necessary:

- QAP Appointment Letter (signed by the CO)

- QAP Designation Letter (signed by the MM)

- Approved QASP

- Surveillance Logs

- Current PWS

- TO(s) with all Modifications

7. Performance Objectives. The following is a list of the contractual ACI Emergency Power Requirements to be measured by QAPs. Each PWS Requirement includes a Government-determined Performance Standard and Method of Surveillance. The Performance Standards in this paragraph represent the minimum items that must be inspected via surveillance. Any surveillance of PWS requirements not required by the QASP must still be documented in the Surveillance Log as described in paragraph 4a. Note these standards assume favorable work environment and conditions. PRT Mission Manager has ability to note conditions not under control of contractor which justifies not meeting standards on daily logs with input from QAs.

Task Standard Verification/Validation Primary PRT Frequency of Surveillance Result if standard not met

Mobilization of Assets

All assets completed mobilization as indicated in paragraph C.1.5

All assets have reported to the Contractor Site

Manager and PRT at the staging area

MM At time of mobilization Any asset (personnel or equipment) will not be paid for that day

Off Loading Generators

Start off loading generators within 30 minutes of receipt of a Work Order at a rate of 40 generators off loaded and staged per shift

PRT and Contract personnel verify start and status from Contractor upon completion of the Work Order

QA/LS As each work order is issued by PRT

Material handling equipment and associated operator(s) will not be paid for that day

Prepping Generators

Start prepping generators within 30 minutes of receipt of a Work Order at a rate of 30 generators prepped per shift

PRT and Contractor personnel verify start and status from Contractor upon completion of the Work Order

QA/LS As each work order is issued by PRT

Assets required for prepping generators per the Contractor’s SOP will not be paid for that day

Pre-Installation Inspections (PII)

PII Team must depart for facility within 1 hour of receipt of a Work Order;

PII results reported to PRT within 1 hour after completion of the PII

PRT and Contractor personnel verify departure of PII Team;

PII documentation submitted to PRT

QA/MS As each work order is issued by PRT

PII Team and associated vehicle not paid for that day

Site Condition Report (SCR)

Contractor must submit SCR with completed Installation and De-

Installation Work Orders

Receipt of report by PRT QAS/MM As each work order is issued by PRT

First discrepancy is memo of record; second and additional discrepancies result in non-payment of the Contractor Site Manager for that day

Installing Generators

Assigned generator must depart staging area within

1 hour of receipt of an Installation Work Order

PRT and Contractor personnel verify departure of generator from staging area

LS/QA As each work order is issued by PRT

Truck driver and hauling equipment associated with the generator installation will not be paid for that day

Installing Generators

Generator must be installed at facility with a confirmed report back (verbal or written) to the

PRT within 30 minutes of completing installation

Contractor Site Manager confirms installation is complete and informs PRT

QA/MS As each work order is issued by PRT

Install team (electricians and trucks) will not be paid for that day

Installing Generators

Completed Installation Work Order provided to

Receipt of completed Installation Work QA Visit installed generator every other day First discrepancy is memo of record; second and

PRT within 6 hours completing installation

Order by PRT additional discrepancies result in non-payment of the Contractor Site Manager for that day

Fueling Generators

Generators must not run out of fuel

Contractor QC, PRT QA, Preventative

Maintenance (PM) Team and/or feedback from the facility operator

QA

Observe 75% of all initial services…then verify each following service is completed one day afterwards

Fuel truck driver and associated vehicle will not be paid for that day

Servicing Generators

Generators must be serviced every 240 operational hours

(between 216 and 264 operational hours)

Contractor QC, PRT QA, PM Team QA As each work order is issued by PRT

Servicing the generator, although ultimately done by the Contractor, will not be paid

Repairing Generators

Contractor must mobilize a team to assess generator status within 1 hour of receipt of a Work Order

PRT and Contractor personnel verify departure from staging area or Contractor QC/PRT QA at the facility

QA

QA verifies PM being performed at installed generators every third day during installation.

First discrepancy is memo of record; second and additional discrepancies result in non-payment of the electrician, mechanic and associated vehicles

Replacing NMC Generators at a

Facility

Follow guidance for hauling and installing generator as listed above LS/QA As each work order is issued by PRT

Preventive Maintenance

Each installed generator must be visited daily by the PM Team per the Contractor’s submitted schedule

Contractor QC, PRT QA and submittal of PM Sheet to PRT by

1000 hours the following day

QA As each work order is issued by PRT

Not completing PM will result in non-payment of the PM Team for that day

De-installing Generators

Generator must be de-installed, facility connected to commercial power, and generator returned to the staging area within 48 hours of receipt of the De-installation Work Order

PRT and Contractor personnel verify arrival of the de-installed generator from the facility to the staging area.

LS/QA As each work order is issued by PRT

Truck driver and hauling equipment associated with the generator de-installation will not be paid for the day

Return to Storage (RTS)

RTS activities must start within 1 hour of receipt of a Work Order at a rate of 20 generators per shift

PRT and Contractor personnel verify start and completion rate of RTS activities

MS/QA Daily receipt of reports.

Mechanic, laborer and associated vehicles will not be paid for that day

De-Mobilization of Assets

Identified Contractor assets shall be in de-mobilization status upon notice of a Work Order

Contractor Site Manager verifies assets have begun demobilization

MM/MS/CS Each Daily

Personnel and equipment will not be paid for days/shifts beyond the one shift allotted for de-mobilization

Preventive Maintenance (PM) Sheets

All PM Sheets must be submitted to the PRT by 1000 hours the following day

Receipt of PM Sheets by the PRT MS/QA As each work order is issued by PRT

First discrepancy is memo of record; second and additional discrepancies result in non-payment of the Contractor Site Manager for that day

Daily Expenditure

Report (DER)

Contractor must submit the DER report to the

PRT MM, CS and KO by 1000 hours each day

Receipt of report by PRT MM, CS and KO MM/CS As any damage occurs

First discrepancy is memo of record; second and additional discrepancies result in non-payment of the Contractor Site Manager for that day

Damage Report

Contractor must provide initial report (verbal or written) of damage of generators, facilities, etc.

to PRT MM and KO within 1 hour of incident

Receipt of report by PRT MM, CS and KO MM/CS As any accident occurs

First discrepancy is memo of record; second and additional discrepancies result in non-payment of the Contractor Site Manager for that day

Accident Report

Contractor must provide initial report (verbal or written) of any accident to the PRT MM and KO within 1 hour of incident

Receipt of report by PRT MM, CS and KO MM/CS As any accident occurs Non-payment of Contractor

Site Manager for that day

(Attachment 2)

GENERATOR QA CHECKLIST

US Army Corps of Engineers Power Response Team

Mission # _____________ Date ___________

_______________________________ GPS Location Facility Name

______________________________ ____________________ N Address

_______________________________ ____________________ W City State Zip

_______________________________ Installed by

POC

_______________________ _____ PP _____ CONTRACTOR

POC/Facility Phone Number

Generator Information

Bar Code # _____________________ Size ____ kW _____ Volts

Manufacturer _____________________ Meter Reading ___________ hours

Circuit Breaker Rating ________ Amps Conductor Size _____ Qty _____

Ground Wire Size __________ Engine Oil Level: _____ Ok _____ Check

Coolant Level: _____Ok _____ Check Fuel Absorption Mat _____ yes _____ no

Utility Power Conductors Disconnected _____ yes _____ no

Fuel leaks observed _____ yes _____no

Generator properly grounded _____yes _____ no

Name of QA Performing Inspection

Comments: (Use Back if needed)

(Attachment 3)

CUSTOMER COMPLAINT RECORD

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

ADDRESS

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

GENERATOR BAR CODE / MISSION NUMBER

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY