Figure_22_QualityAssuranceSurveillancePlan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

WEST VIRGINIA ORDNANCE WORKS

MOWING OF VARIOUS LOCATIONS AND PERFORMING

GROUNDWATER MONITORING WELL INSPECTION AND REPAIR

Date Contracting Officer

FIGURE 22

TABLE OF CONTENTS

SECTION I. INTRODUCTION …………………………………………………………………………1

A. General …………………………………………………………………………………………..1

B. Acronyms and Definitions ………………………………………………………………………2

SECTION II. Acceptance/Rejection of Services

C. General ………………………………………………………………………………………….3

D. Acceptance ……………………………………………………………………………………...3

E. Rejection ………………………………………………………………………………………..4

SECTION III. Calculating Deductions

F. General …………………………………………………………………………………………4

SECTION IV. Performance Requirements ………………………………………………………………5

SECTION V. Sampling Guides …………………………………………………………………………7

SECTION VI. Inspection Checklist……………………………………………………………………13

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

SECTION 1. INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS). This plan sets forth the procedures and guidelines required performance standards or services levels are achieved by the contractor.

A. General. This plan will be used to assure the government that work specified under this contract is completed satisfactorily. The plan is included for information purposes only. It does not supersede any of the requirements in other sections of the contract. Surveillance or inspections will be primarily conducted in three ways; however, the Government has the right to change or modify inspection methods at its discretion. The three principle inspection methods are random, one-hundred percent, and planned. In conjunction with describing the principle methods used for providing surveillance (i.e., inspecting), this plan defines common terms and acronyms; summarizes in table form the performance requirements for each contract section; summarizes in table form a "sampling guide" for each contract section; explains how deductions are calculated; and, provides examples of Inspection Checklists.

B. Acronyms and Definitions.

1. List of Acronyms.

a. AQL . . . . . Acceptable Quality Level

b. CDR . . . . . Contract Discrepancy Report

c. COR . . . . . Contracting Officer Representative

d. CO. . . . . . Contracting Officer

e. PRS . . . . . Performance Requirements Summary

f. PWS . . . . . Performance Work Statement

g. QA. . . . . . Quality Assurance

h. QAE . . . . . Quality Assurance Evaluator

i. QASP. . . . . Quality Assurance Surveillance Plan

j. QC. . . . . . Quality Control

k. QCP . . . . . Quality Control Plan

l. N/A . . . . . Non-Applicable

2. Definitions.

a. Acceptable Quality Level. Predetermined value used by the Government to distinguish between satisfactory and unsatisfactory performance. AQL may be stated in percent and is the maximum number of defects per 100 units that can be considered satisfactory. As long as the defective performance does not exceed the AQL, the total service will not be rejected by the Government. The contractor, however, must re-perform the defective service.

b. Defect. Any deficiency determined to be significant as to render the unit unsatisfactory.

c. Deficiency. Any inspection unit which does not meet the Contract requirements in their entirety.

d. Inspection Unit. The inspection unit is the job. The inspection unit may include several tasks.

e. Inspector. Individual designated by the COR to perform Quality Assurance.

f. Item. The term item, when used with the Contract, refers to the Bid Items contained in Section B of the Contract.

g. Job. A job describes an individual, separate, and defined element of work to be performed. “ Mowing the Sedimentation Basin" or "Repainting Wells and Bollards" are examples of jobs.

h.100% Inspection. An inspection method requiring the examination of each completed job. It is not required that the inspector be at the job site 100 percent of the time while the job is occurring. This approach is best suited for monitoring contract requirements that occur infrequently or are of great importance.

i. Percent of Sample Found Defective. Determined by dividing the number of defects by the sample size.

j. Periodic Inspection. An evaluation method designed to inspect some part but not necessarily all of the contract requirements. Sample selection is based on some subjective rationale and sample size is usually arbitrarily determined.

k. Quality Assurance. Those actions taken by the Government to insure goods or services meet the requirements of the contract.

l. Quality Assurance Evaluator. A Government official responsible for evaluating contractor's performance. Also, known as an inspector.

m. Quality Control. Those actions taken by a contractor to control the production of goods or services to insure that they meet the requirements of the contract.

n. Random Sample. A sampling method whereby each service output in a lot has an equal chance of being selected, or where any occurrence of a contract requirement is as likely to be evaluated as any other occurrence.

o. Random Sampling. A method of looking at a few individual items in a lot to determine the quality of that lot against a standard.

r. Reject Level. The number of defects beyond which the total service for that lot is rejected by the Government and deductions are made. The contractor must re-perform defective services, when possible, even if the number of defects is less than the reject level.

s. Sample. A sample consists of one or more service outputs drawn from a lot, the outputs being chosen at random. The number of outputs in the sample is the sample size.

t. Service Requirement. A job to be performed to the specified standard and within the acceptable quality level. The contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and contractor will be paid.

v. Surveillance Plan. An organized written Government Document used for quality assurance surveillance.

x. Unscheduled Inspection. Impromptu inspections of contract requirements without a pre-planned schedule.

y. Work. The general scope of services covered under the specifications of this contract.

SECTION II. Acceptance/Rejection of Services

A. General. Inspection of all services performed under this contract will primarily be done in accordance with a schedule developed by the Government, and will primarily be done by using one or a combination of the surveillance methods cited in this plan. The purpose of inspection is to document contractor performance and the quality of services or goods produced. Documentation of contractor performance will be done on the appropriate Inspection Checklist (see Section VI of this plan).

B. Acceptance. In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are as follows:

1. Random monitoring, which shall be performed by the COTR/COR designated inspector.

2. 100% Inspection – Each month, the COTR/COR designated inspector, will inspect that all work that is performed in accordance with the Work Order.

3. Periodic Inspection – COTR/COR designated inspector typically performs the periodic inspection on a monthly basis.

C. Rejection.

The Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

Failure to meet the AQL may result in a deduction from the monthly payment, using the deduction percentages.

SECTION III. Calculating Deductions

A. General. Whenever work or parts of work are rejected, deductions may be made. The following hypothetical example is given to demonstrate how deductions for deficiencies would be calculated if the contractor fails to remedy those deficiencies.

B. Examples.

1. One-hundred Percent Sampling. One hypothetical situation involving a fixed price (e.g., mowing) contract have been selected for demonstrating how a deduction would be calculated where the inspection mode is 100%.

a. Mowing (Fixed Price).

IF: Contract specifies the mowing and trimming of areas for one season.

AND: Contract price is $10,000 per complete mowing.

AND: By the expiration of the completion date given on the contract, the contractor has successfully mowed and trimmed all areas as indicated by inspection, no deductions shall occur.

AND: By the expiration of the completion date given on the contract, the contractor has successfully mowed and trimmed all areas, but has not begun work on the Yellow Water area. The Contractor failed to mow the Yellow Water area after the deficiency was made known by the government.

THEN: The contractor shall stop all mowing operations, a CDR may be issued, and the services of another contractor would normally be employed by the Government to complete the mowing and trimming of the Yellow Water area. Actual costs incurred by the Government to obtain the services of another contractor to correct the deficiencies in the Yellow Water area shall be deducted from the contractor's invoice amount.

IF: The actual cost to the Government to correct the deficiencies is $2,000.00 which will be deducted from the Contractor's invoice for mowing.

THEN: $2,000.00 will be deducted from the contractor's invoice of $10,000.00.

SECTION IV

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE SUMMARY REQUIREMENTS

Required Services Section

Number Maximum allowable Degree of Deviation from

Requirement

(AQL)

Method of Surveillance

Deduction

Mowing, trimming , weeding and fallen tree removal of caps, drainage ditches, monitoring wells, extraction wells, pump & treat buildings, Red Water Sedimentation Basin levee, and

ESI8.

C-2.3 C-2.3.1 C-2.3.2 c-2.3.3 C-2.3.5 C-2.3.6 C-2.3.7 C-2.3.8

All work must be performed in accordance with the contract

100% Inspection N/A

Mowing, trimming, weeding and fallen tree removal of main access roads and paths

C-2.3.4 All work must be performed in accordance with the contract

100% Inspection N/A

Maintenance and Repair of Monitoring and Extraction Wells

C-2.5 C-2.5.1

All work must be performed in accordance with the contract

100% Inspection N/A

Inspection of Monitoring and Extraction Wells, replacement of damaged locks, lubrication of existing locks and Draft and Final Inspection Report

C-2.5 C-2.5.2

All work must be performed in accordance with the contract

100% Inspection N/A

Sign Installation C-2.4 All work must be performed in accordance with the contract

100% Inspection N/A

SECTION V

SAMPLING GUIDES

1. Service Requirement: Mowing, Trimming, Weeding, and fallen tree removal of caps, drainage ditches, monitoring wells, extraction wells, pump & treat buildings, Red Water Sedimentation Basin levee, and ESI8. .

2. Corresponding Contract Section: C-2.3, C-2.3.1, C-2.3.2, C-2.3.3, C-2.3.5, C-2.3.6, C-2.3.7, and C-2.3.8.

3. Method of Q.A.: 100% Inspection.

4. Acceptable Quality Level: N/A

5. Lot Size for Sampling: N/A

6. Sampling Size: N/A

7. Reject Level: N/A

8. Sampling Procedures: The Government will inspect all work at the completion of each area when notified by the Contractor and perform intermediate inspections.

9. Inspection Procedures: The inspector will get a copy of the contract, maps, and measuring devices needed to verify work and record all aspects of the work on an inspection checklist form. The Contractor will be informed of deficiencies in his performance.

10. Performance Criteria: The Contractor shall perform all work as specified in the individual work orders. For all identified deficiencies the Contractor will be allowed to re-perform. Defects in Contractor performance may be addressed by issuance of a CDR. A CDR will be issued should the Contractor fail to correct deficiencies by re-performance.

1. Service Requirement: Mowing, trimming, weeding and fallen tree removal of main access roads and paths.

2. Corresponding Contract Section: C-2.3.4.

3. Method of Q.A.: 100% Inspection.

4. Acceptable Quality Level: N/A

5. Lot Size for Sampling: N/A

9. Inspection Procedures: The inspector will get a copy of the contract, maps, photos, any tools or measuring devices needed to verify work and record all aspects of the work on an inspection checklist form. The Contractor will be informed of deficiencies in his performance.

10. Performance Criteria: The Contractor shall perform all work as specified in the contract.

For all identified deficiencies the Contractor will be allowed to re-perform the work. Defects in Contractor performance may be addressed by issuance of a CDR. A CDR will be issued should the Contractor fail to correct deficiencies by re-performance.

1. Service Requirement: Maintenance and Repair of Monitoring and Extraction Wells.

2. Corresponding Contract Section: C-2.5 and C-2.5.1.

3. Method of Q.A.: 100% Inspection.

4. Acceptable Quality Level: N/A

5. Lot Size for Sampling: N/A

9. Inspection Procedures: The inspector will get a copy of the contract, maps, tables, photos, and measuring devices needed to verify work and record all aspects of the work on an inspection checklist form. The Contractor will be informed of deficiencies in his performance.

10. Performance Criteria: The Contractor shall perform all work as specified in the contract.

For all identified deficiencies the Contractor will be allowed to re-perform the work. Defects

1. Service Requirement: Inspection of Monitoring and Extraction Wells, replacement of damaged locks, lubrication of existing locks and Draft and Final Inspection Report.

2. Corresponding Contract Section: C-2.5 and C-2.5.2.

4. Acceptable Quality Level: N/A

5. Lot Size for Sampling: N/A

9. Inspection Procedures: The inspector will get a copy of the contract, maps, tables, photos, and measuring devices needed to verify work and record all aspects of the work on an inspection checklist form. The Contractor will be informed of deficiencies in his performance.

10. Performance Criteria: The Contractor shall perform all work as specified in the contract.

For all identified deficiencies the Contractor will be allowed to re-perform the work. Defects

1. Service Requirement: Installation/Replacement of Warning Signs and straightening of leaning posts.

2. Corresponding Contract Section: C-2.5 and C-2.5.2.

4. Acceptable Quality Level: N/A

5. Lot Size for Sampling: N/A

9. Inspection Procedures: The inspector will get a copy of the contract, maps, tables, photos, and measuring devices needed to verify work and record all aspects of the work on an inspection checklist form. The Contractor will be informed of deficiencies in his performance.

10. Performance Criteria: The Contractor shall perform all work as specified in the contract.

For all identified deficiencies the Contractor will be allowed to re-perform the work. Defects

SECTION VI

Inspection Checklist

INSPECTION CHECKLIST

Required Services Section Number

Maximum allowable Degree of Deviation from Requirement

(AQL)

Method of Surveillance

Accept

Reject

Mowing, trimming, weeding and fallen tree removal of caps, drainage ditches, monitoring wells, extraction wells, pump & treat buildings, Red Water Sedimentation Basin levee, and

ESI8.

C-2.3 C-2.3.1 C-2.3.2 c-2.3.3 C-2.3.5 C-2.3.6 C-2.3.7 C-2.3.8

All work must be performed in accordance with the contract

100% Inspection

Mowing, trimming, weeding and fallen tree removal of main access roads and paths

C-2.3.4 All work must be performed in accordance with the contract

100% Inspection

Maintenance and Repair of Monitoring and Extraction Wells

C-2.5.1

All work must be performed in accordance with the contract

100% Inspection

Inspection of Monitoring and Extraction Wells, replacement of damaged locks, lubrication of existing locks and Draft and Final Inspection Report

C-2.5.2

All work must be performed in

100% Inspection

Sign Installation C-2.4 All work must be performed in

100% Inspection