A.03.23_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

LAW ENFORCEMENT SERVICES

For

Yatesville Lake

Approved by:

Contracting Officer Date

Table of Contents

SECTION PAGE NO.

SECTION I. Introduction

A. General…………………………………….. 4 B. Acronyms and Definitions………………… 4

1. Acronyms………………………………. 4

2. Definitions……………………………... 5

SECTION II. Acceptance/Rejection Services

A. General…………………………………….. 8 B. Acceptance………………………………… 8 C. Rejection…………………………………… 8

SECTION III. Performance Requirements Summary Tables…….. 9

SECTION IV. Sampling…………………………………………. 12

SECTION V. Law Enforcement Inspection Checklist………….. 17

SECTION VI. Law Enforcement Random Sample Size Table….. 19

SECTION I

INTRODUCTION

SECTION I. Introduction.

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 agreement. Surveillance or inspections will primarily be conducted by random sampling. However, the Government reserves the right to change or modify inspection methods at its discretion. In conjunction with describing the principle methods used for providing surveillance (i.e., inspecting), this plan defines common acronyms and terms; describes performance requirements for the agreement;

summarizes in table form “sampling guides” for the agreement; provides an example of the Inspection Checklist; and summarizes in table form the number of samples requirement for given population sizes at different levels of surveillance.

B. Acronyms and Definitions.

1. List of Acronyms.

a. AQL…….. Acceptable Quality Level

b. COR…….. Contracting Officer’s Representative

c. KO………. Contracting Officer

d. PRS……… Performance Requirements Summary

e. QA………. Quality Assurance

f. QAE……... Quality Assurance Evaluator

(Inspector)

g. QASP……. Quality Assurance Surveillance Plan

h. QC……….. Quality Control

i. QCP……… Quality Control Plan

j. N/A………. Non-applicable

2. Definitions.

a. Acceptable Level as Determined by the COR. Whenever the COR determines, based upon the number and/or type of deficiencies, that overall performance in that sample will not be rejected. In no case will more than three (3) deficiencies in a given sample be determined to be acceptable.

b. COR Letter. A means of notifying the Sheriff (or Chief of Police), the Cooperating Agency, and the Contracting Officer, of unacceptable work.

c. Deficiency. Any inspection unit which does not meet the requirements of the Cooperative Agreement in its entirety.

d. Inspection Unit. The specific task or item of work identified in the “Service Requirement” Section of the Inspection Checklist.

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

f. Item. The term “item”, when used with a Cooperative Agreement, refers to the items listed in the agreement and in the Plan of Operation.

g. Lot Size. The total number of times the service is performed in a given period of time, such as the total number of hours of service per month. Lot size can also be called population.

h. Quality Assurance. Those actions taken by the Government to insure that services meet the requirements of the agreement.

i. Quality Assurance Evaluator. A Government Official responsible for evaluating Cooperator’s performance.

j. Quality Control. Those actions taken by the Cooperator to control the performance of services to insure that they meet the requirements of the agreement.

k. Random Number Table. A table of numbers arranged in a random fashion. This table could be used to choose the service outputs for random samples.

l. Random Sample Size Table. A table that lists the number of random samples required for given population sizes at the three different levels of surveillance – reduced, normal, and tightened.

m. Random Sampling. A sampling method whereby each service in a given lot has statistically an equal chance of being selected for inspection.

n. 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.

o. Sampling Guide. The part of the surveillance plan which contains all the information needed to perform a random sample. A “How to Inspect Guide” for each type of work to be performed.

p. Service Requirement. A job to be performed to the acceptable level in accordance with the Cooperative Agreement. The Cooperator must do the specific job and meet this acceptable level before performance is acceptable and before the Cooperator will be paid.

q. Surveillance Plan. An organized written Government document used for quality assurance surveillance.

r. Unscheduled Inspection. Impromptu inspections of agreement requirements without a pre-planned schedule.

s. Validated Complaints. An evaluation method utilizing customer awareness.

t. Work. The general scope of services covered in the specifications of the Cooperative Agreement, the Plan of Operation (Appendix A), and the Cooperator’s Work Schedule (Exhibit B).

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 random sampling. The figures listed in the Sampling Guides are subject to the variability of surveillance levels and lot sizes. The purpose of inspection is to document Contractor performance and the quality of services performed.

Documentation of Contractor performance will be done on the Inspection Checklist (see Section V of this plan). Monthly invoices will be reconciled to see that hours not worked (as evidenced by patrol verification) have not been included on the invoices.

B. Acceptance. Whenever performance meets all requirements of the Agreement, the work will be considered satisfactory.

C. Rejection. When the number of deficiencies in a given lot exceeds the acceptable level as determined by the COR, the COR will write letters to the Contractor informing them that the deficiencies have occurred.

A copy of the Inspection Checklist that lists the deficiencies will be sent with these letters. Depending upon the severity of the deficiencies, a meeting may be scheduled with the Contractor to discuss the problem and to formulate a plan to prevent recurrence of the deficiencies. Other Government action, in addition to the COR letters and the meeting, could include increased random inspection, unscheduled inspections, and other actions as determined by the Contracting Officer. Copies of all correspondence will be forwarded to the Contracting Officer for review.

SECTION III

PERFORMANCE REQUIREMENTS SUMMARY TABLES

PEFORMANCE REQUIREMENTS SUMMARY

Required service

Section Section Number

Maximum Allowable Degree of Deviation from Requirement

Method of Surveillance

Deduction

Law Enforce-ment Patrols

Agreement

Plan of Operation

Work Schedule

Article 2

All Sections

All Sections

All work must be performed in accordance with the Agreement, the Plan of Operation, and the Work Schedule. The COR will determine at what level work will be considered unacceptable.

Random Sampling

N/A

PERFORMANCE REQUIREMENTS SUMMARY

Required Service

Section Section Number

Maximum Allowable Degree of Deviation from Requirement

Method of Surveillance

Deduction

Admin-istration

Agreement

Plan of Operation

Work Schedule

Article 2

All Sections

All Sections

All work must be performed in accordance with the Agreement, the Plan of Operation, and the Work Schedule. The COR will determine at what level work will be considered unacceptable.

Random Sampling

N/A

SECTION IV

SAMPLING GUIDE

1. Service Requirement: Law Enforcement, which includes enforcement actions/public contacts, officer’s appearance/qualifications, marked vehicle, required number of officers on duty, officer in scheduled area at schedule time. Security of doors/gates, cooperating with the Corps, and other requirements of the Plan of Operation.

2. Corresponding Agreement Section: The Contract, the Plan of Operation (Appendix A), and the Cooperator’s Work Schedule (Exhibit B).

3. Method of Q.A.: Random Sampling.

4. Lot Size for Sampling: 431 (Based upon total number of hours worked).

5. Sampling Size: 10 (Using Reduced Surveillance)

6. Sampling Procedures: The COR will randomly select patrol hours to be inspected each month and will inform inspectors of the schedule.

7. Inspection Procedures: Inspections will be performed in accordance with the Plan of Operation (Appendix A) and the Work Schedule Calendars (Exhibit B). Inspectors will establish on-site contact with the officer, as well as verbal verification through project and contract personnel, to insure that the scheduled officer is patrolling scheduled project areas in marked vehicles during scheduled patrol hours. Inspectors will observe and will note deficiencies in enforcement actions and public contacts made during the scheduled inspection period. Inspectors will also spot check doors to assure that the officers are performing requirement security checks (if required in the Plan of Operation). Uncooperative actions will also be noted. The Contractor will be notified of deficiencies in his performance.

8. Performance Criteria. The Contractor shall perform all law enforcement services as specified in the Plan of Operation (Appendix A) and the Work Schedule Calendars (Exhibit B). For all identified deficiencies, the Contractor will be allowed to re-perform if specifications allow. When the number of deficiencies exceed the acceptable level as determined by the COR, the COR will write letters to the Contractor informing them that more than the acceptable number of deficiencies have occurred. Depending upon the severity of the deficiencies, a meeting may be scheduled with the Contractor to discuss the problem and to formulate a plan to prevent reoccurrence of the problem. Deduction will be made for hours not worked.

1. Service Requirement: Administration, which includes signing log books and/or punching time clocks, radio contact, notifying the Corps when leaving an area of resumption of duties, and completion and submission of log sheets.

2. Corresponding Agreement Section: The Contract, the Plan of Operations (Appendix A) and the Work Schedule Calendars (Exhibit A).

3. Method of O.A.: Random Sampling.

4. Lot Size for Sampling: 431 (Based upon total number of hours scheduled).

5. Sampling Size: 10 (Using Reduced Surveillance)

6. Sampling Procedures: The COR will randomly select patrol hours to be inspected each month and will inform inspectors of the schedule.

7. Inspection Procedures. Inspections will be performed in accordance with the Plan of Operation (Appendix A) and the Work Schedule Calendars (Exhibit B). Inspectors will make a visual inspection of daily log sheets to insure that accurate patrol hours, areas, comments, etc., are documented and inspectors will note whether or not log sheets are submitted to the Corps as required. Inspectors will also check the registration books and/or log sheets to insure that they have been signed or punched accurately. Inspectors will also make periodic radio contact with officers. Inspectors will also note whether the officers attempted to notify the Corps if the officers had to leave the area for business other than Corps business, and inspectors will not whether the officers attempted to notify the Corps again upon resumption of duty. The Contractor will be notified of deficiencies in his performance.

8. Performance Criteria: The Contractor shall perform all administrative requirements as specified in the Plan of Operation (Appendix A). For all identified deficiencies, the Contractor will be allowed to re-perform if specifications allow. When the number of deficiencies exceed the acceptable level as determined by the COR, the COR will write letters to the Contractor informing them that more than the acceptable number of deficiencies has occurred. Depending upon the severity of the deficiencies, a meeting may be scheduled with the Contractor to discuss the problem and to formulate a plan to prevent recurrence of the problem. Deduction will be made for hours not worked.

SECTION V

INSPECTION CHECKLIST

SECTION VI

RANDOM SAMPLE SIZE TABLE

LAW ENFORCEMENT

RANDOM SAMPLE SIZE

SAMPLE SIZE

POPULATION

SIZE

REDUCED

SURVEILLANCE

NORMAL

SURVEILLANCE

TIGHTENED

SURVEILLANCE

2 – 8 9 – 15 16 – 25

26 – 35 36 – 50 51 – 85

76 – 100 101 – 125 126 – 150

151 – 175 176 – 200 201 – 225

226 – 250 251 – 275 276 – 300

301 – 325 326 – 350 351 – 375

376 – 400 401 – 450 451 – 500

501 – 550 551 – 600 601 – 650

651 – 700 701 – 750