A.03.09_Exhibits_3_of_4.pdf

Exhibit H

Quality Assurance Surveillance Plan

Contracting Officer Date

Exhibit H

Table of Contents

Section Page

Section I. Introduction

General 3 A. Acronyms 3 B. Definitions 3

Section II. Acceptance/Rejection of Services

General 7 A. Acceptance 7 B. Rejection 7

Section III. Calculating Deductions

General 9 A. Examples

i. One-hundred Percent Sampling 9

ii. Planned Sampling 10

Section IV. Performance Requirement Summary Table 11

Section V. Sampling Guides 13

SECTION I. Introduction

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.

A. Acronyms

1. AQL . . . . . Acceptable Quality Level

2. CDR . . . . . Contract Discrepancy Report

3. COR . . . . . Contracting Officer Representative

4. CO. . . . . . Contracting Officer

5. PRS . . . . . Performance Requirements Summary

6.PWS . . . . . Performance Work Statement

7. QA. . . . . . Quality Assurance

8. QAE . . . . . Quality Assurance Evaluator

9.QASP. . . . . Quality Assurance Surveillance Plan

10. QC. . . . . . Quality Control

11. QCP . . . . . Quality Control Plan

12. N/A . . . . . Non-Applicable

B. Definitions

1. 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.

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

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

4. 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.

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

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

7. 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" are examples of jobs.

8. 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.

9.100% 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.

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

11. 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.

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

13.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.

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

15. 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.

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

17. 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 reperform defective services, when possible, even if the number of defects is less than the reject level.

18. 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.

19. 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.

20. 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.

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

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

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

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

SECTION II. Acceptance/Rejection of Services

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).

A. 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 Work Order.

B. 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

Work Order, the Government will issue a CDR and proceed in accordance with the Inspection of Services Clause of the contract.

SECTION III. Calculating Deductions

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.

A. Examples

i. One-hundred Percent Sampling. Two hypothetical situations involving a fixed price (e.g., mowing) and a negotiated (e.g., replacement of fascia) work order have been selected for demonstrating how a deduction would be calculated where the inspection mode is 100%.

a. Mowing (Fixed Price).

IF: Work Order specifies the mowing and trimming of five recreation areas.

AND: Contract price is $10,000.00 per complete mowing.

AND: By the expiration of the completion date given on the Work Order contractor has successfully mowed and trimmed four areas, but has not begun work on the fifth and last area.

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 fifth area. Actual costs incurred by the Government to obtain the services of another contractor to correct the deficiencies in the fifth area will 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.

b. Replacing Fascia Board on Picnic Shelter (Negotiated Price Example).

SITUATION. In this example the Work Order specified the installation and painting of new fascia boards on a picnic shelter. Issuance of the Work Order was preceded by Contractor/ Government negotiations which culminated in the issuance of the work order for the negotiated cost of $400. The final inspection revealed the contractor has satisfactorily installed, but failed to complete the painting of, the new fascia by the completion date specified on the Work Order.

GOVERNMENT ACTION. The Government would issue the Contractor a CDR and take the necessary action to correct the deficiency (i.e., paint the new fascia). In this example, the Government exercised the option to correct the deficiency by utilizing Government personnel. The Government would then deduct from the contractor's invoice the actual cost to the Government to correct the deficiency (i.e., paint the fascia).

CALCULATING THE DEDUCTION. Assuming the effective rate of the Government maintenance personnel was $20.00 per hour and it took 2 employees 6 hours to correct the deficiency:

Deduction = (2) (6) ($20.00) = $240

Therefore, $240.00 would be deducted from the contractor's monthly invoice.

ii. Planned Sampling. This example shows how a deduction would be calculated when planned sampling documents deficiencies in Janitorial Services. In this example, planned sampling has documented 3 defects in services over a 30 day (month) period. Therefore, the deduction would be calculated as follows:

a. Given factors: The Bid Item Price for Cleaning Services is $30.00/day.

b. Equation:

No. of Defects x Bid Item Price for = Amt. of Deduction

Substituting in the numerical values from the example the deduction would be calculated as follows:

3 defects x $30.00/service = $90.00 deduction: Therefore, $90.00 would be deducted from the contractor's invoice for Janitorial Services for the month in question.

SECTION IV. Performance Requirements Summary Table

See next page.

Mowing Service

C-3

C-3.2 – C-3.4

All work must be

100% Inspection

N/A performed in accordance with the Task Order.

Cleaning Services – Recreation Areas C-4 C-4.1 – C-4.7 All work must be 100% Inspection N/A performed in accordance with the Task Order.

Maintenance of Guardrails, Signs, C-5 C-5.1 – C-5.5 All work must be 100% Inspection N/A Barricades, Bumpers, Curbs and Posts performed in accordance with the Task Order.

Maintenance and Repair of Roads, C-6 C-6.1 – C-6.5 All work must be 100% Inspection N/A Parking Areas, Pull-Offs, and Launch performed in accordance Ramps with the Task Order.

Drift, Debris, and Trash Removal C-7 C-7.1 – C-7.7 All work must be 100% Inspection N/A performed in accordance with the Task Order.

Janitorial and Policing Services C-9 C-9.1 – C-9.5 All work must be 100% Inspection N/A performed in accordance with the Task Order.

Natural Resource Protection and C-10 C-10.1 – C-10.7 All work must be 100% Inspection N/A Enhancement, Recreation Area performed in accordance Maintenance, Maintenance of Trails, with the Task Order.

Boundary Marking

SECTION V. Sampling Guides

1. Service Requirement: Maintaining Landscaped Areas.

2. Corresponding Contract Section: C-3.

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 work order and the COR may elect to have the work periodically inspected during performance.

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, and any other literature 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

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 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 by re-performance. 1. Service Requirement: Mowing Service.

2. Corresponding Contract Section: C-3.

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

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

9. Inspection Procedures: The inspector will get a copy of the work order, 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 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 by re-performance. 1. Service Requirement: Maintenance of Guardrails, Signs, Barricades, Bumpers, Curbs, and Posts.

2. Corresponding Contract Section: C-5.

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 work order and the COR may elect to have the work periodically inspected during performance.

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, 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 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 by re-performance.

1. Service Requirement: Maintenance and Repair of Roads, Parking Areas, Pull-offs, and Launch Ramps.

2. Corresponding Contract Section: C-6.

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 work order and the COR may elect to have the work periodically inspected during performance.

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, 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 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 by re-performance. 1. Service Requirement: Drift, Debris, and Trash Removal.

2. Corresponding Contract Section: C-7.

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

8. Sampling Procedures: The Government will inspect all work at the completion of each work order and the COR may elect to have the work periodically inspected during

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, 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 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 by re-performance. 1. Service Requirement: Janitorial and Policing Services.

2. Corresponding Contract Section: C-9.

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 work order and the COR may elect to have the work periodically inspected during performance.

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, and any other literature 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 if the work order and contract specifications allow. Defects in Contractor performance may be deficiencies by re-performance.

1. Service Requirement: Natural Resource Protection and Enhancement, Recreation Area Maintenance, Maintenance of Trails, Lake Profile Readings, and Park Aid work.

2. Corresponding Contract Section: C-10.

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 work order and the COR may elect to have the work periodically inspected during performance.

9. Inspection Procedures: The inspector will get a copy of the work order, scope of work, 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 if the work order and contract specifications allow. Defects in Contractor performance may be deficiencies by re-performance, or for any defects/rejects in service requirements.

Exhibit L

Example Task Order

ITEM NO SUPPLIES/SERVICES QTY U/M UNIT PRICE AMOUNT

40001 Mowing, Entrance/Spillway Area EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

40002 Mowing, Office/Compound Area EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

40003 Mowing, Damsite Area EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

40004

Mowing, Rich Creek Launch Ramp EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

MOWING (6)

40005 Mowing, Downstream Area EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

Contract/Task Order No:

Contractor Name:

Project Name: Fishtrap Lake Task Order Completion Date:

PR&C: %

Required Award Date:

Signature by CR

Signature by CR

Signature by CR

Signature by CR

MOWING (4)

MOWING (5)

40006

Mowing, Storea Area "Bone Yard" EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

40007

Mowing, Environmental Trail - From Dam to Jetty EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

MOWING (4)

MOWING (5)

40008

Mowing, Downstream/Office Area (Brush Hog) EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

40009

Mowing, Left and Right Abutments (Trim) EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

40010

Mowing, Storage Area "Bone Yard" (Brush Hog) EA -$

Date Ordered

MOWING (1)

MOWING (2)

MOWING (3)

TOTAL -$

Signature by CR

Signature by CR

Signature by CR g y y Contractor which Mowing CLIN and Mowing number (1, 2, 3 etc.)