A.03.23_QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

PARK ATTENDANT SERVICES

John W. Flannagan Dam & Reservoir

Date Contracting Officer

Table of Contents

SECTION

SECTION IV. Performance Requirements Summary Table

SECTION V. Sampling Guide

SECTION VI. Random Sample Table

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 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. Roles and Responsibilities. The following personnel shall oversee and coordinate surveillance activities.

1. 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 PCO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned KO: Katrina L. Chapman Organization or Agency: US Army Corps of Engineers, Huntington District Telephone: 304-399-5623 Email: Katrina.l.chapman@usace.army.mil

2. Contracting Officer’s Representative (COR). The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the PCO. The COR is required to provide an annual performance assessment to the PCO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

3. Other Key Government Personnel This may include performance monitors, inspectors, or others who provide information that helps the COR monitor contractor performance.

C. Authority. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

D. Acronyms and Definitions.

1. List of Acronyms.

AQL . . . . . Acceptable Quality Level

CDR . . . . . Contract Discrepancy Report

COR . . . . . Contracting Officer Representative CO. . . . . .. Contracting Officer PRS . . . . . Performance Requirements Summary PWS . . . . . Performance Work Statement QA . . . . ... Quality Assurance

QAE . . . . .Quality Assurance Evaluator

QASP. . . . Quality Assurance Surveillance Plan QC . . . . .. Quality Control QCP . . . . Quality Control Plan N/A . . . . Non-Applicable

2. Definitions.

Acceptable Quality Level. Predetermined value 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.

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

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

Inspection Unit. For statistical sampling the unit is identified in the sampling guide. For all other work the inspection unit is the job. The inspection unit may include several tasks.

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

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

Job. A job describes an individual, separate, and defined element of work to be performed. "Mowing the Below Dam Recreation Area" or "Painting the Number One Picnic Shelter in the Below Dam Area" is examples of jobs.

Lot Size. The total number of times the service is performed in a given period of time, such as the total number of cleanings per month. Also called a population.

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.

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

Planned Sampling. 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.

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

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

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.

Random Number Table. A table of numbers arranged in a random fashion. A table used to make random samples.

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.

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

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.

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.

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.

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.

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

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

Validated Complaints. An evaluation method utilizing customer awareness.

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

SECTION II

ACCEPTANCE/REJECTION OF SERVICES

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.

1. Statistically Sampled Work. Whenever the number of defects for a lot falls at or below the established reject level the work will be considered satisfactory. However, the contractor is still required to correct the deficiencies.

2. 100% Inspection. When all work is performed in accordance with the Task Order.

C. Rejection.

1. Statistically Sampled Work. Whenever the defects exceed the reject level the Government will issue a CDR and effect a monetary deduction from the Contractor's invoice.

2. 100% Inspection. Whenever the work does not conform to all requirements of the Task Order, the Government will issue a CDR and proceed in accordance with the Inspection of Services Clause of the contract.

SECTION III

CALCULATING DEDUCTIONS

SECTION III. Calculating Deductions

A. General. Whenever work or parts of work are rejected deductions will be made. The following hypothetical examples are given to demonstrate how deductions for deficiencies would be calculated.

B. Examples.

1. Random Sampling. Once a random sample has been taken of a lot or population, and the number of defective items exceeds the AQL for that lot, a deduction will be made. The following example demonstrates how a deduction would be calculated for excessive defects in Park Attendant Services. In this example, the lot or population size (i.e., the number of services over a 30 day period) is 30.

IF: Quality of work for registration/fee processing is found to be unsatisfactory (i.e., the AQL of 5% is exceeded).

AND: Contract price is $2,000 for the number of hours of Park Attendant Services ordered.

AND: The deducted percentage for registration/fee processing is 35% (taken from the Performance Requirements Summary Table).

AND: Sample size is 7 with a reject level of 3. AND: Number of defects in sample is 5.

AND: Number of defects in sample is 5.

THEN: Deductions from the contractor's monthly invoice for performing one month of Park Attendant Services would be calculated according to the following equation:

Substituting in the numerical values (from the example) the deducted amount would be calculated as follows:

5/7 X .35 X 2000 = 500.00

Therefore, $500.00 would be deducted from the contractor's monthly invoice for one month of Park Attendant Services.

2. Planned and Unscheduled Sampling. This example shows how a deduction would be calculated when planned or unscheduled sampling documents deficiencies in performing park attendant services. In this example, planned sampling has documented 3 defects in Visitor Assistance services during a month with 31 days. Therefore, the deduction would be calculated as follows:

a. Given factors: The Bid Item Price for the number of hours of Park Attendant Services ordered is $2,500.00. There are 31 days in the month. Therefore, the price per day is $2,500.00 / 31, or $80.65. (Note: All days will be considered of equal value, for the purposes of making deductions.)

b. Equation:

Substituting the numerical values from the example, the deducted amount would be calculated as follows:

SECTION IV

PERFORMANCE REQUIREMENTS SUMMARY TABLE

PERFORMANCE REQUIREMENTS SUMMARY

Registration and Fee Processing

C-2.2

Entrance Station Operations and Management

C-2.2

Visitor Assistance

C-2.2

SECTION V

SAMPLING GUIDES

1. Service Requirement: Registration and Fee Processing, Entrance Station Operation and Management, and Visitor Assistance.

2. Corresponding Contract Section: C-2.2

3. Method of Q.A.: Random Sampling

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 COR will randomly select dates for park attendant station operation to be inspected each month, and inform inspectors of the schedule.

9. Inspection Procedures: The inspection will be conducted in accordance with contraction specifications for park attendant services. Information will be recorded on an inspection checklist. The Contractor will be informed of the Government's assessment of this performance.

10. Performance Criteria: The Contractor shall perform all work as specified on the individual work orders. For all identified deficiencies, the Contractor will be allowed to re-perform if the work order and contract specifications allow. Defects in Contractor performance may be addressed by issuance of a CDR. A CDR will be issued should the Contractor fail to correct deficiencies re-performance, or for any defects/rejects in service requirements. Should reject level be exceeded, a deduction for unsatisfactory performance will be made.

SECTION VI.

RANDOM SAMPLE SIZE TABLE

Sample Size

2 – 8 9 – 15 16 – 25

26 – 35 36 – 50 51 – 75

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 – 750 751 – 800

801 – 900 901 – 1000 1001 – 1200

1201 – 1400 1401 – 1600 1601 – 1800 1801 – 2000