PWS_Boundary_Maintenance_20170628.pdf

TABLE OF CONTENTS

Clause Number Clause

1. Scope

2. Definitions

3. Government-Furnished Property

4. Contractor-Furnished Items

5. Specific Tasks

6. Exhibits A. Sample Invoice

B. QASP

C. Security Requirements D. Maps

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE. The Contractor shall furnish all labor, equipment, materials, tools and supplies, except as otherwise provided for herein, required to perform clearing and marking of surveyed boundary lines of Government property surrounding Beaver Lake. The contractor is required to identify and document any trespass and encroachment activities found on Government property as service is performed.

*Additional contract requirement; All interested parties must be registered in the System for Award Management (SAM) before award of this contract, otherwise award will not be considered by Government. It is recommended that potential bidders complete this registration immediately, due to time required for this process.

Info for SAM registration is available at www.sam.gov.

1 Work Location. Work Location is the Beaver Lake Project.

1.2 Background. Beaver Project is a multi-purpose power generation, flood control and municipal water supply project. Beaver Dam is located at river mile 609 on the White River in Benton, Washington, and Carroll Counties, Arkansas, about 10 miles west of Eureka Springs, Arkansas. The lake extends southwesterly and covers approximately 28,220 surface acres, at conservation pool. The Beaver Project Office is responsible for operation and maintenance duties at the Project Office, Office Compound, and 11 recreation areas around the lake.

1.3 Personnel.

1.3.1 Contractor Representative. The contractor shall provide a representative who shall be responsible for the performance of the work, and who has the authority to make on-site decisions on the behalf of the contractor concerning contract matters. The name of this person, and an alternate(s), who shall act for the contractor when the contractor is absent, shall be designated in writing to the Contracting Officer within +seven (7) days after contract award.

1.3.2 The Contractor Representative or Alternate shall be onsite whenever contract services are being performed and shall have full authority to direct the work and to obtain supplies and equipment necessary to complete the work as required by these specifications. The contractor representative shall have a cellular telephone so that Beaver Project personnel may contact him/her during working hours. The telephone number shall be provided to the Beaver Project Office.

1.3.3 The Contractor Representative and alternate must be able to read, write, speak and understand English.

1.3.4 Contract personnel shall present a neat appearance and shall conduct themselves in a proper manner at all times while in the performance of this contract. Personnel shall wear one or a combination of the following for identification; a shirt, ball cap, hardhat, or name tag that has the company and employee’s name clearly visible.

1.3.5 The Government has the right to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, or general wellbeing of the project and its population.

1.3.6 The Contractor shall provide a list of names, addresses, and telephone numbers of those employees who will be performing work under this contract, within seven (7) days after contract award, and provide an updated copy of the list prior to allowing new employees to perform work on this contract. All Contractor employees shall be eighteen (18) years of age or older.

1.3.7 Manpower Requirements. The Contractor shall provide an adequate number of qualified personnel to perform the work specified herein and in a timely manner.

1.4 Quality Control. The contractor shall establish and maintain an acceptable complete Quality Control Plan to ensure the requirements of the contract are provided as specified. A copy of the contractor’s Quality Control Plan shall be provided to the Contracting Officer representative not later than three (3) days after award of contract.

1.5 Quality Assurance. The Government reserves the right to inspect the contractor’s performance using any reasonable inspection method. When an observation indicates defective performance, the COR will request the contractor’s representative to initial the observation.

1.6 Performance Meetings. The Contractor may be required to attend meetings with the COR as often as necessary, as determined by the COR, to discuss contract issues. If the Contractor requests, a meeting will be held whenever a Contract Deficiency Report is issued.

1.7 Hours of Operation.

1.7.1 Normal Hours. The contractor shall maintain the following contract performance hours: 8:00 am to 4:30 pm Monday through Friday.

1.8 When one of the below designated holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday.

The ten Federal Holidays are not included as normal working hours.

Federal Holidays observed are:

News Years Day (January 1st) Martin Luther King's Birthday (3rd Monday in January) Washington's Birthday (3rd Monday in February) Memorial Day (Last Monday in May) Independence Day (July 4th) Labor Day (1st Monday in September) Columbus Day (2nd Monday in October) Veterans Day (November 11th) Thanksgiving Day (4th Thursday in November) Christmas Day (December 25th)

1.9 Safety Requirements. In order to provide safety control for protection of the life and health of employees and other persons; for prevention of damage to property, materials, supplies, and equipment;

and for avoidance of work interruptions in the performance of this contract, the contractor shall comply with Occupational Safety and Health Act (OSHA) and all pertinent provisions of the publications 29 CFR 1910 and EM 385-1-1. All changes to the EM 385-1-1 will be posted to website http://www.hq.usace.army.mil. (Select “Safety & Occupation Health” and the “Changes to EM”).

Contractors shall comply with changes accordingly. Particular emphasis shall be placed on the contractor's safety plan and the reporting provisions of EM 385-1-1. During all work, crew members shall wear a high visibility vest, shirt, or jacket at all times due to high number of hunters in the woods on both public and private lands (ref. EM 385-1-1-05.F.03). If the contractor fails or refuses to promptly comply with the safety requirements as specified herein, the COR or other Government representative may stop all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such stop shall be made subject to claim for extension of time or for excess costs or damages to the contractor.

1.10 Monthly Exposure Report. The total number of man-hours worked by the contractor, under this contract, shall be submitted with invoice.

1.11 Environmental Program. The Contractor shall comply with Federal, State, and local laws, regulations and standards regarding environmental protection. All environmental protection matters shall be coordinated with the COR.

1.12 Permits and Licenses. The Contractor shall, at his/her own expense, obtain any licenses or permits required to perform the contract. The Contractor shall comply with all current federal, state, and local laws and regulations and shall comply with any subsequent changes.

1.13 Disposal of Materials. The Contractor shall dispose of all materials and clean worksite before leaving the area on a daily basis.

1.14 Task Items. The contractor shall include all labor, material, supplies, parts, tools, equipment, transportation to and from the work site, profit and overhead, and vehicles except as otherwise provided for herein, required to perform the service listed in the applicable bid item.

1.14.1 Quality of Materials. Materials used shall be new and of the same brand or have the same salient characteristics as the existing product. The items used shall be standard products of manufacturers regularly engaged in the production of such items. Contractor reimbursable materials and task item products are subject to approval by the COR prior to being used.

1.14.2 Response Time. Contractor will have two weeks from notification from Corps representative to start contract and complete the contract within 180 calendar days of contract award. The contractor will complete work in an uninterrupted manner along the Government boundary from the designated starting point. The contractor shall execute the work continuously and expeditiously, subject to weather or other excusable delays as may be agreed to by the Operations Manager or his authorized representatives.

1.14.3 Site Visit. All bidders are strongly encouraged to visit the work site to fully understand existing conditions and scope of work required.

1.14.4 Non-Compliance Work. Should the Contractor fail to satisfactorily perform any contract specifications, a deficiency notice (CDR) will be issued.

1.15 Payment. The Contractor will be paid by line item in contract once work has been completed.

1.16 Damages or Loss of Contractor's Property. The Contractor is responsible for taking the action necessary to protect all Contractor property from loss, damage or theft.

1.17 Submittals. The contractor shall submit project submittals within 3 days of award of contract. The government shall have up to 7 days to review and approve or disapprove submittals. The following will be submitted but not limited to:

Accident Prevention Plan CPR and First Aid Certification as outlined in EM 385-1-1.

Designation of competent/qualified individual or contractor quality control (QC).

Exposure hours Hazard Analysis Employee and Equipment List

1.18 Pre-Work Meeting. Successful bidder shall notify Beaver Project Office upon receipt of contract to schedule a pre-work meeting to discuss safety, work specifications, and scheduling of work. No work shall be performed prior to this meeting. Beaver Project point of contact – Michael Hurley, 479-636-1210, extension 1716, Monday through Friday 8:00 a.m. to 4:30 p.m.

2 DEFINITIONS

2.1 Boundary Line. The property line which separates privately owned land from land owned by the Government in fee simple title. This line is determined by drawing a straight line between two adjacent monuments, ensuring that they are in sequential order.

2.2 Contracting Officer. The Contracting Officer is a person with the authority to enter into, administer, and terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer (COR) acting within the limits of their authority as delegated by the Contracting Officer.

2.3 Contractor. The person or persons who have agreed to perform services specified.

2.4 DBH. Diameter at breast height (approximately 4 ½ feet above ground level)

2.5 Easement Lands. Lands under a perpetual flowage easement purchased by the Corps of Engineers during acquisition proceedings. Such lands are within the flood pool of Beaver Lake. Restrictions on these lands include the prohibition of homes, fills, and septic systems below the flowage easement elevation.

2.6 Fee Line. See Boundary Line.

2.7 GPS. GPS or Global Positioning System is navigation technology that utilizes satellites for precise positioning of features on the surface of the earth.

2.8 Inspection. The examination and testing of supplies or services to determine whether the supplies or services conform to contract requirements. Inspection is the process of measuring, examining, testing, or otherwise comparing the unit of service with the requirements.

2.9 Monuments. Monuments are brass caps set at ground level along the fee line. Due to years of sedimentation and leaf cover, these monuments may be below ground level. The monuments are located at all turning points and occasionally on tangent. These caps are stamped and labeled with Corps of Engineers identification and a monument number. The first three or four digits of the monument number denote the tract acquisition number. The numbers following the tract number denote the course number or individual monument number.

2.10 Program Manager. Government individual responsible for quality assurance surveillance and day to day tracking of contractor progress and contract delivery orders.

2.11 Quality Control. Action by the Contractor to ensure that products and services offered for delivery conform to the requirements of the contract. Contractor methods and actions including performing daily inspections of work performed.

2.12 Quality Assurance. Action by the Government to verify that the quality of purchased goods and services received are acceptable in accordance with established standards and requirements of this contract. Those actions taken by the Government to evaluate service delivery to determine conformance to the requirements of the contract.

2.13 Survey Sheets. Informational listing of monument numbers, course numbers, course bearings and distances for monuments in a specific area identified by section, township and range.

2.14 Trespass and/or Encroachment. Any unauthorized activity on government fee or easement land.

Trespass and/or encroachments include buildings and structures, roads, septic systems, personal property, and alteration of shoreline including mowing, clearing, under brushing, tree cutting, burning, paths, steps, etc.

2.15 Trocha Line. Section of boundary line between monuments that must be cleared to a width of four feet and to a height of seven feet above the ground on the Government side of the property line.

2.16 Contract Deficiency Report (CDR). A formal, written description of a Contractor non-compliance or lack of performance for contracted work. A CDR, when issued by the Government, requires formal response by the contractor.

3 GOVERNMENT FURNISHED PROPERTY.

The Government will furnish ½ scale segment maps necessary to complete this contract; survey data sheets indicating distance and angles between marked points. Survey data sheets are available via Beaver Lake website. Http://www.swl.usace.armymil/parks/beaver Other digital forms of boundary line information are available also. Please contact Chief Park Ranger Michael Hurley at 479-636-1210, ext.

1716 for more information.

4 CONTRACTOR FURNISHED ITEMS.

4.1 Except for those items or services specifically stated to be Government furnished in Section C.3, the contractor shall furnish everything required to perform this contract.

4.2 The contractor shall furnish a sufficient number of vehicles suitable for the transportation of personnel, materials, and equipment for use in the performance of this contract. The contractor vehicles and equipment shall meet applicable state vehicle safety standards and shall be maintained in a serviceable and presentable condition. Contractor equipment or vehicles shall be operated by qualified and competent personnel.

4.3 Contractor's vehicles shall be identified with the company name prominently displayed with minimum two inch letters on the outside of both front doors of each vehicle in such a manner as to provide a readily visible means of identification. In addition, a reflective magnetic sign (4” x 16”) with 3” letters shall be attached to both sides of vehicles that are used for contract purposes. The sign will state “CORPS

CONTRACTOR.”

4.4 The Contractor shall provide all the necessary "tools of the trade" and expendable materials to accomplish the work issued by the delivery order.

4.5 The contractor shall provide an acceptable means of communication between the contractor and his employees, and government to contractor for routine and emergency purposes. Pagers and cell phones have been used successfully in the past. Contractor shall make contact with government personal every morning between 7:30 and 8:00 am to pass on info, report where work will be performed that day, and so on.

4.6 Right of entry onto Government owned land from the lakeside is available to the Contractor. If the Contractor chooses to enter public land from any point other than public, the Contractor must obtain prior permission from the property owner before entering or crossing private property. Gaining prior permission for land-based access is the responsibility of the Contractor. Right of Entry to private property should be obtained 48 hours in advance. The Contractor must specify to the property owner that they are contract workers. This contract in no way gives any rights to the contractor to trespass across private land to access government property. It is recommended that access to the boundary line be achieved by boat.

The majority of this contract is in remote areas where public or private access by land is frequently unavailable. The terrain of the area varies greatly and should also be taken into consideration.

http://www.swl.usace.armymil/parks/beaver

5 SPECIFIC TASKS

5.1 Clearing Boundary Line. The Contractor shall clear the boundary trocha line of any growth and/or re-growth of weeds, woody vegetation, briers, existing brush piles and trees, to a width of four (4) feet and to a height of seven (7) feet above the ground on the government side of the property line only. Trees up to ten (10) inches (dbh) may be cut where necessary to establish a line of sight. Brush will be thrown clear of the cut area to the Government side of the property line, but in no case will the brush be left below the high water mark of elevation 1130 so as not to create a floating hazard. Any trees or brush that could cause a boating hazard where the clearing is below the 1130 elevation will be placed on the government side of the boundary line at the closest available point that is above the 1130 elevation. All vegetation within the 4’ width will be cut at or near ground level, but in no case higher than two (2) inches, so that no protruding stumps remain that could endanger people or animals and in such a manner as to leave no sharp points on stumps. Trees that have fallen across the boundary line must be cut through to leave an open path. In no case will the fallen tree be cut through at less than a five (5) foot section. Attention should be given to locating the actual boundary line and visibly marking the boundary line prior to cutting or painting. Any damage to private property will be the responsibility of the contractor to restore the area to the satisfaction of the private landowner.

5.2 Locate and Mark Monuments. Existing monuments along the boundary line will be located and monument caps will be left uncovered, and free of dirt and paint. A diligent effort of at least 15 minutes will be made to locate each monument with the use of a GPS unit with real time correction and submeter accuracy. The use of steel tape or metal detector may be necessary if other methods fail. Use of a metal detector may require the marker post to be removed. If removed, the marker post must be correctly placed back in the ground when monument is located (monuments not found will be listed on the daily report). The Contractor will place three rocks around each monument. Each rock will be a minimum of 6 inches in width and painted white on a minimum of three-quarters (3/4) of the rocks top surface and placed in a circle around the monument to protect and identify it. Contractor may not cut, flag, or paint any boundary line that a monument has not been located unless a GPS unit with real time correction and submeter accuracy is used to identify the location of the monument and a Corps representative instructs the contractor to do so. If the contractor fails to locate the monument during contract work and upon inspection the Corps representative locates the monument within 15 minutes of beginning search, the contractor’s payment will be reduced by $50 per monument from the total price of the contract. The contractor will be required to return where the monument was located and complete boundary maintenance work.

5.3 Paint Boundary Line. The boundary line between monuments will be marked by painting witness trees and online trees. These trees will be six (6) inches or greater in diameter at breast height (dbh) along and adjacent to the boundary line on the government side. All previously painted trees on the government side will be repainted. Trees on private property will not be painted or repainted. All witness and online trees will be painted with a neat four (4) inch horizontal, white painted ring completely around the tree at (dbh), and a white vertical stripe, twelve (12) inches long and four (4) inches wide, painted midway across the horizontal stripe of the tree.

5.3.1 Witness trees serve to assist in location of boundary monuments. These trees should be within twenty-five (25) feet of the monument. The vertical stripe will face the monument.

5.3.2 Online trees serve to assist in locating the boundary line between monuments. Online trees will be within four (4) feet of the boundary line. These trees will be along and adjacent to the boundary line, no more than 50 feet apart, so as to allow two trees to be visible from any point along the line. The vertical stripe will face the boundary line.

5.3.3 Paint will be applied in a thick heavy coat so no bark color can be seen through the paint. Rough and loose tree bark will be removed from the band and stripe area of the tree before painting. Special care will be exercised to insure that bark is not removed into the cambium layer. Power line poles, road signs, and other private property along the boundary line will not be painted. Paint will be Sterling 12 Star Paint, Tree Marking Semi Paste, Number 44-600 White or Number 702650 by Stebbins & Roberts SR, Inc, Little Rock, AR 72203, or equal. Tree marking paint will not be thinned.

5.4 Set Monument Posts. The Contractor will replace missing steel marker posts that were originally placed to indicate a monument. There should be one steel heavy-duty post of standard size per monument. The missing posts are to be set approximately one-foot from the survey marker or monument, between the monument and the lake, with the fence post teeth pointing toward the monument. The Contractor should assume that, on the average mile, four steel posts will be reset on monuments during the contract. All fence posts will be driven to a depth of eighteen (18) inches, or until the spade is beneath ground level.

5.5 Online Posts. In those areas where no trees are available along or adjacent to the line, steel line posts will be set at a distance of one hundred (100) feet or less apart, in order to make the boundary clearly visible. New online posts will be set on line with the fence post teeth parallel to the line and only the top half of the post will be painted and the bottom half of the post left unpainted to further distinguish the post is not a monument marker.

5.6 Road Crossings. On road crossings, both sides of a used roadway are to be marked by setting a steel marker post, on each side of the road, on the line, at the edge of the road right-of-way. New line posts will be set on line with the fence post teeth parallel to the line and only the top half of the post will be painted and the bottom half of the post left unpainted to further distinguish the post is not a monument marker.

5.7 Post Painting. All steel marker or line posts will be heavy-duty steel fence posts, 6 foot in height, painted with white paint. Paint will be the same type paint used for tree marking as stated in the above paragraph. All existing posts will be cleaned and free of flaking paint, rust, or any debris on the post before painting. Any items found connected to or placed on any monument or line posts will be removed prior or painting. This includes birdhouses and any other item placed by the public. Any bent or broken existing posts will be replaced with new posts.

5.8 Trash Disposal. The Contractor must properly dispose of any litter generated by the contractor (including but not limited to, paint cans, lids, brushes, or food/beverage containers/wrappings). Any such litter found on public or private land will result in an assessment of one hundred dollars to be withheld from the Purchase Order payment. A repeat offense will result in both the same assessment and could lead to immediate termination of the contract. Contractor is responsible for proper disposal of any hazardous waste generated by performance of the contract.

5.9 Conducting Work. The Contractor will complete work in an uninterrupted manner along the Government boundary from the designated starting point. Work will be completed in mile increments proceeding from monument to monument. The contractor shall execute the work continuously and expeditiously, subject to weather or other excusable delays as may be agreed-to by the Operations Project Manager, or their authorized representatives.

5.10 Documentation. Daily Reports shall be made daily stating working conditions, where work was started and stopped for the day, missing monuments, list of encroachments, etc. The encroachments shall be well documented stating measurements of encroachments, area of encroachments, type of encroachments, location of encroachment in relation to monuments, sketch of the encroachment area and so on. These daily reports shall be turned in to government personal weekly by the contractor. All work on daily reports shall be 100% complete when turned in to government personal.

AA Boundary Maintenance Contract Escalapia Hollow Area to Ventris Area , 820-24 to 526-3-4, 80 miles

AB Boundary Maintenance Contract TBD, Beaver Lake, 80 Miles

AC Boundary Maintenance Contract TBD, Beaver Lake, 80 Miles

Item # Position Miles Unit Price Total Boundary Maintenance Contract

Base Year (Period of Performance):

23 May 2017 – 22 May 2018

1st Option Yr (Period of Performance):

23 May 2018 – 22 May 2019

2nd Opt Yr (Period of Performance):

23 March 2019 – 22 May 2020

Total:

6 EXHIBITS

EXHIBIT A

SAMPLE INVOICE

FROM: Contractor's Name INVOICE NO.________________ Address INVOICE FOR MONTH OF: ____ Telephone Number DATE OF INVOICE: __________

CONTRACT NUMBER: DACWO3-03-C-XXXX

TO: Project Name Address

Item Description QTY Unit Unit Price Amount

0001 Boundary Line ____ Mile $_______ $________ Maintenance

TOTAL $________

EXHIBIT B

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Boundary Line Maintenance

Escalapia Hollow to Ventris Area Beaver Lake Project Office

TABLE OF CONTENTS

INTRODUCTION

A. QASP CONTENTS

B. QAE TRAINING

C. QAE STAFFING

I. DEFINITIONS

II. METHODS OF SURVEILLANCE

EXHIBITS: A. CUSTOMER COMPLAINT RECORD

B. CONTRACT DISCREPANCY REPORT

C. SAMPLING GUIDE

D. PERFORMANCE REQUIREMENTS SUMMARY

QUALITY ASSURANCE SURVEILLANCE PLAN

Boundary Line Maintenance Contract

INTRODUCTION. Quality Assurance (QA) is a program undertaken by the Government to ensure that the Contractor offers for acceptance products and services which conform to contract requirements. In this case, the Government is contracting for boundary line maintenance. This Quality Assurance Surveillance Plan (QASP) will assist the Quality Assurance Evaluator (QAE) or others in monitoring the Contractor’s performance in a systematic way. This QASP provides a written plan that details what is to be evaluated, how evaluations are to be accomplished, frequency of evaluations, and evaluation parameters. It includes a Sampling Guide, Surveillance Checklists, and other information that the QAE should have to provide effective QA.

QASP CONTENTS. The QASP consists of two parts: The general information that describes the overall requirements, procedures, surveillance methods, and other data that applies to the Sampling Guide. The Sampling Guide may cover one or more contract line item numbers (CLINs). This QASP contains a Sampling Guide which may be used itself, or serve as an example in preparation of guides specific to individual contract schedules. The Sampling Guide contains the information needed to perform surveillance of specific contract requirements. It contains a description of the contract requirements; identifies the primary method of surveillance, maximum allowable degree of deviation from requirement, the lot description or lot size, the level of surveillance, sample size, sampling procedures, inspection procedures, analysis procedures, suggested actions, payment computation examples, and related attachments.

QAE TRAINING. Personnel tasked with monitoring the Contractor’s performance of services must be adequately trained in QA methods and procedures in order to effectively implement the activity’s QA program. If this training has not been received, the activity should take steps to have the QAE(s) attend the next available course and in the meantime should develop a local training program. In addition to being intimately familiar with the requirements of the janitorial services contract specifications, QAEs must also familiarize themselves with the details of this QASP, the procedures which will be used to notify the contractor of deficiencies to be corrected, and how to respond to customer complaints.

QAE STAFFING. Ideally QAE staffing should be based on a pre-determined number of contract inspections (Sampling Guide) and related work requirements rather than on the availability of QAEs. If other Sampling Guides are developed, determining accurate QAE staffing levels to implement the plan is a relatively simple task involving an analysis of each plan’s requirements. This analysis involves determining the average time needed to complete each of the inspections required (sample size or quantity of work) by each plan including travel time requirements, time required to prepare monthly reports and perform other administrative duties, time to perform any non-surveillance duties, etc.

DEFINITIONS. The following definitions are applicable to this QASP and are consistent with the definitions provided in the specifications.

ATTRIBUTE: A characteristic or performance indicator of a service or product that can be observed or measured for conformance with a specified standard or tolerance. An attribute of an item is either within the specified requirements or it is not.

ATTRIBUTE SAMPLING: A form of acceptance sampling that grades a service as defective or not defective.

CONTRACT DISCREPANCY REPORT (CDR): A formal, written description of a Contractor nonconformance or lack of performance for contracted work. A CDR, when issued by the Government, requires a formal response by the Contractor.

CONTRACT LINE ITEM NUMBER (CLIN): An item or work described in Section B of the contract identifying service deliveries and any related materials for which the Contractor will receive compensation. The unit price of a CLIN represents the value of service delivery which is the basis for payment for satisfactory service delivery and the basis for deduction for unsatisfactory service delivery.

CONTRACTOR QUALITY CONTROL PLAN (CQCP): The Contractor’s written plan to control equipment, systems, or services to ensure that requirements of the contract are performed satisfactorily.

CUSTOMER COMPLAINT: A means of documenting certain kinds of contract service problems. A supplemental surveillance method used to evaluate a contractor’s performance.

CRITICAL ELEMENT: A task, procedure, or operation which has been determined to be mandatory to fulfill the condition, value, or measure comprising a standard.

NON-CRITICAL ELEMENT: A task, procedure, or operation which has been determined to be essential to the overall condition, value, or measure comprising a standard, but will not constitute a substantial deviation (major defect) from the standard unless viewed in the context of repeated unsatisfactory performance or non-performance.

DEFECT: An instance of noncompliance with a service requirement. A defect may be caused by either non-performance or unsatisfactory performance.

MAJOR DEFECT: A defect that is likely to reduce materially the usability of the unit of service for its intended purpose. A major defect is a defect that judgment and experience indicate would result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the service delivery, or a defect that judgment and experience indicate requires corrective action to achieve substantial compliance with an established standard. A major defect is also classified as a collection of 2 or more minor defects in the same general area, both close to each other or more than the maximum allowable deviation.

MINOR DEFECT: A defect that is not likely to reduce materially the usability of the unit of service for its intended purpose, or is a departure from the established standards having little bearing on the effectiveness of the unit of service. A minor defect is a defect that judgment and experience indicated is not a substantial deviation from requirements and generally does not require re-performance for overall performance to be considered as satisfactory.

DEFECTIVE SERVICE: A service output or unit (sample) of service which contains one or more defects or nonconformance with specified requirements.

SURVEILLANCE CHECKLIST: A form in the QA Plan used for recording inspection results for a unit of service delivery.

STANDARD: A standard is a desired condition, value, or measure by which a service or product is judged to meet a specification or requirement.

INSPECTION: The examination and testing of supplies or services (including, when appropriate, raw materials, components, and intermediate assemblies) to determine whether the supplies or services conform to contract requirements. Inspection is the process of measuring, examining, testing, or otherwise comparing the unit of service with the requirements. In this contract the term “inspection” also includes actions by the Contractor to observe existing conditions in all parcels to be maintained to determine the need for service delivery.

INSPECTION BY ATTRIBUTES: Inspection by attributes is inspection whereby either the unit of service is classified simply as defective (unsatisfactory) or non-defective (satisfactory), or the number of defects in the unit of service is counted, with respect to a given requirement of set of requirements.

LOT: A collection of service outputs from which a sample is drawn and inspected to determine conformance with the standards.

LOT SIZE: The number of service outputs in a lot.

PERFORMANCE INDICATOR: A characteristic or attribute of an output of a work process that can be measured.

PLANNED SAMPLING: A sampling method in which work outputs are selected in accordance with subjective criteria established in the surveillance plan. Planned sampling is a method of looking at a subjectively determined collection of attributes or items in a lot, to form general conclusions about the quality of that lot against a standard.

QUALITY ASSURANCE (QA): Action by the Government to verify that the quality of purchased goods and services received is acceptable in accordance with the Government standards and requirements of this contract. Those actions taken by the Government to evaluate service delivery to determine conformance to the requirements of the contract.

QUALITY CONTROL (QC): Action by the Contractor to ensure that products and services offered for delivery conform to the requirements of the contract. Contractor methods and actions including performing tests and inspections of work performed.

SAMPLING GUIDE: The part of the QASP which contains the information needed to perform surveillance of a specific contract requirement. It contains a description of the contract requirement; identifies the primary method of surveillance, maximum allowable degree of deviation from requirement, quantity of work, level of surveillance, sample size, sampling procedures, a Surveillance Checklist, evaluation procedures, analysis procedures, suggested actions, payment computation examples, and related attachments.

SAMPLE: A sample consists of one or more service outputs drawn from a lot. The number of outputs in the sample is the sample size.

SAMPLING PLAN: A Government plan indicating the number of units of service output from each lot which are to be inspected and the criteria for determining the acceptability of the lot as a whole.

SURVEILLANCE: Actions taken by the Government to monitor contractor performance of contract requirements;

observations of the timeliness, accuracy, completeness, and quality of services performed.

METHODS OF SURVEILLANCE. There are three methods of surveillance that may be applied in this contract:

• Planned sampling

• Validated customer complaints

• Unscheduled inspections

The first method is the primary method of inspection under this contract. The latter two methods are complementary to the first. That is, ordinarily the QASP will require application of planned sampling for each performance task in the specifications, while the latter two methods will be used on an occasional basis to support planned sampling. The Government has the unilateral right under the terms of the contract to change the method of surveillance used at any time. In the event of such a change, the QASP shall be revised to include the appropriate surveillance method.

PLANNED SAMPLING. Planned sampling is an approach that anticipates surveillance of subjectively selected tasks. The sample size is usually based on QAE time availability. Typically, the sample selected for surveillance is heavily slanted toward areas perceived as user critical. There is, therefore, no basis to assume that the conditions found in the sample inspected accurately represent the balance of the uninspected work.

CUSTOMER COMPLAINTS. Customer complaint stimulates another type of surveillance. It is reasonable to anticipate receipt of such complaints no matter how good the services provided. Upon investigation by the surveillance staff, some of the complaints will be validated as actions (or inactions) in violation of contract requirements. Others will not, usually because the complainant was anticipating something not required by the specifications. As a result, customer complaints shall be investigated within 24 hours of receipt of the report, and if verified, will be used as appropriate for selection of an area for further inspection in future planned samples, or as a basis for deduction in payment. In order for the customer complaint to be used as a basis for deduction, the complaint must be received on the day that the alleged unsatisfactory services were provided, investigated by the QA staff and verified, and the Contractor notified in accordance with the procedures stated in the contract.

If the required corrective action is not made in the specified time period, a deduction may be made in accordance with the provisions of the payment deductions clauses. In each instance of a customer complaint, a Customer Complaint Record (Exhibit A) shall be completed and maintained in the QA files.

C. SCHEDULED INSPECTIONS. This approach is used with planned sampling, particularly if there has been a pattern of performance deficiencies that need special attention. The QA Manager, Field Office Manager, Operations Manager, or other managers directly responsible for maintenance and services may initiate unscheduled inspections. Those unscheduled inspections initiated due to patterns of performance deficiencies noted during planned sampling shall be conducted using the normal inspection checklists. Such inspections shall be in addition to planned sampling inspections. Unscheduled inspections also include happenstance events which are noticed during planned surveillance or non-surveillance activities. In these cases, discrepancies noted by non-QA personnel shall be reported for verification as with customer complaints. Discrepancies noted by QA personnel during planned sampling of other areas shall be investigated and reported to the Contractor for correction as appropriate. Such discrepancies shall then be handled the same as those noted during planned sampling.

D. CALCULATING DEDUCTIONS. Whenever work or parts are rejected, the contractor shall correct the work within the time specified in the delivery order or deductions will be made. Deductions are calculated on the cost to the Government to correct the deficiency by using either Government hired labor or another contractor.

Example 1 (QASP)

CUSTOMER COMPLAINT RECORD

Date and Time of Complaint:

Location of Complaint:

Source of Complaint

Organization:

Individual:(i.e.camper,etc.)

Nature of Complaint:

Contract Reference:

Validation:

Date and Time Contractor Informed of Complaint:

Action Taken by Contractor:

Received and Validated by:

Example 2 (QASP)

CONTRACTOR DISCREPANCY REPORT

1. CONTRACT NUMBER:

2. TO:(Contractor and Manager’s Name)

3. FROM: (Name of QAE)

DATES

4. DISCREPANCY OF PROBLEM: (Describe in Detail: Include reference in PWS/Directive: Attach continuation sheet if necessary.

5. SIGNATURE OF CONTRACTING OFFICER

6. TO:(Contracting Officer) 7. FROM (CONTRACTOR)

8. CONTRACTOR RESPONSE AS TO CLAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT

RECURRENCE. ATTACH

CONTINUATION SHEET IF NECESSARY. (Cite applicable QA program procedures or new QA procedures.)

9. SIGNATURE OF CONTRACTOR

REPRESENTATIVE

10. DATE

11. GOVERNMENT EVALUATION: (Acceptance, partial acceptance, rejection: attach continuation sheet if necessary.)

12. GOVERNMENT ACTIONS (Payment deduction, cure notice, show cause, other.)

SAMPLING GUIDE

Boundary Line Maintenance Contract

BEAVER PROJECT OFFICE

1. Contract Requirement: Perform 80 miles of Boundary Line Maintenance at the Beaver Project. Specific requirements from the PWS and the performance standards are provided in the attached surveillance checklist.

2. Primary Method of Surveillance: Planned Sampling.

3. Maximum Allowable Degree of Deviation from Requirement: As shown in the contract specifications, single minor defects (non-critical elements of each standard) do not require re-performance of services. However, two minor defects in one location, such as failure to dispose of trash and failure to count all trees damaged , will count as major defect.

4. Quantity of Work: The Contractor is required to perform the work specified in the Performance Work Statement and maintain specified conditions each working day of the contract. Each scheduled working day, the Contractor delivers specified services according to his/her operating schedule for that day. Conditions at all work areas are to be evaluated by the Contractor each day to confirm conformance with contract requirements.

5. Level of Surveillance:

6. Normal – 30% of lot size Reduced –15% of lot size.

Tightened – 60% of lot size.

7. Sample Size: As a starting point for planned sampling, the QAE may select 30% (Normal level of surveillance) of the total lot size for work performed. From that starting point, a modification of the sample size may be made for reasons of QAE personnel availability, and contractor performance to date. If the Contractor has demonstrated questionable or poor performance for two consecutive work periods, the Government may tighten the level of surveillance.

8. Sampling Procedures: Prior to the beginning of a service, a Planned Sampling Schedule is prepared and the work sequence according to the Contractor’s schedule. The QAE shall prepare the schedule to assure adequate coverage of inspections for their projects according to the level of surveillance selected. Each inspection may consist of up to a 100% inspection of all work performed. The QAE may opt to perform inspection of only specific service locations within the work areas due to customer visibility, or safety.

9. Evaluation Procedures: Using the Surveillance Checklist, the QAE will inspect work performed as determined in the above sampling procedures. Surveillance Checklists shall be completed for each individual service. A Surveillance Checklist form is included as Attachment B (on page 19). Completed Surveillance Checklists shall be maintained on file throughout the duration of the contract. All deficiencies in navigational aid and swim beach system maintenance services shall be recorded. Each service is evaluated using the checklist to determine if deficiencies are noted in critical or non-critical elements of the stated standards. Failure to perform satisfactory service in any critical element constitutes a major defect. Failure to perform satisfactory service in any non-critical element constitutes a minor defect. Single minor defects do not require corrective action. Failure to perform satisfactory service in any two non-critical elements (two minor defects) in the same serviced area constitutes a major defect. Major defects require corrective action, or, if no corrective action is taken or corrective action taken is not satisfactory, a deduction in payment is warranted.

10. Analysis of Results: The service performance for any given navigational aid and/or swim beach system maintenance service is evaluated based on the results of the surveillance inspections. Surveillance checklists shall be reviewed daily to determine if stand-alone minor defects previously reported have been corrected in subsequent services. Trends should be noted by reviewing checklists that show repeated minor defects in services which should be brought to the attention of the Contractor.

11. Suggested Action: Single minor defects will not require corrective action or payment deduction, but the Contractor should be notified that a minor defect has been noted in a service performed. For the first incident, a verbal notification shall be made by the QAE to the Contractor or the crew foreman. For repeated incidents with no effort of correction, written notification shall be made. Repeated failure to take corrective action on a specific defect will require a Contract Discrepancy Report (Example 2 of QASP) to be forwarded to the Contractor. Defects that exceed the AQL will require a deduction in payment.

12. Attachments:

Surveillance Checklist

ATTACHMENT B- BOUNDARY LINE MAINTENANCE CONTRACT - SURVEILLANCE

CHECKLIST

Beaver Project Office Date:

Contract Number:

Under each task paragraph, mark satisfactory service with an “S” and unsatisfactory service with a “U”. List specific defects noted in Comments section.

1. 1 Clearing Boundary Line. The Contractor shall clear the boundary trocha line of any growth and/or re-growth of weeds, woody vegetation, briers, existing brush piles and trees, to a width of four (4) feet and to a height of seven (7) feet above the ground on the government side of the property line only. Trees up to ten (10) inches (dbh) may be cut where necessary to establish a line of sight. Brush will be thrown clear of the cut area to the Government side of the property line, but in no case will the brush be left below the high water mark of elevation 1130 so as not to create a floating hazard. Any trees or brush that could cause a boating hazard where the clearing is below the 1130 elevation will be placed on the government side of the boundary line at the closest available point that is above the 1130 elevation. All vegetation within the 4’ width will be cut at or near ground level, but in no case higher than two (2) inches, so that no protruding stumps remain that could endanger people or animals and in such a manner as to leave no sharp points on stumps. Trees that have fallen across the boundary line must be cut through to leave an open path. In no case will the fallen tree be cut through at less than a five (5) foot section.

(Critical Element) Satisfactory ___ Comments:

Unsatisfactory ___

5.2 Locate and Mark Monuments. Existing monuments along the boundary line will be located and monument caps will be left uncovered, and free of dirt and paint. A diligent effort of at least 15 minutes will be made to locate each monument and the use of a GPS unit, steel tape or metal detector may be necessary if other methods fail. Use of a metal detector may require the marker post to be removed. If removed, the marker post must be correctly placed back in the ground when monument is located (monuments not found will be listed on the daily report). The Contractor will place three rocks around each monument. Each rock will be a minimum of 6 inches in width and painted white on a minimum of three-quarters (3/4) of the rocks top surface and placed in a circle around the monument to protect and identify it. Contractor may not cut, flag, or paint any boundary line that a monument has not been located unless a GPS unit with real time correction and submeter accuracy is used to identify the location of the monument or a Corps representative instructs the contractor to do

so. If the contractor fails to locate the monument during contract work and upon inspection the Corps representative locates the monument within 15 minutes of beginning search, the contractor’s payment will be reduced by $50 per monument from the total price of the contract. The contractor will be required to return where the monument was located and complete boundary maintenance work.

(Critical Element)

5.3 Paint Boundary Line. The boundary line between monuments will be marked by painting witness trees and online trees. These trees will be six (6) inches or greater in diameter at breast height (dbh) along and adjacent to the boundary line on the government side. All previously painted trees on the government side will be repainted. Trees on private property will not be painted or repainted. All witness and online trees will be painted with a neat four

(4) inch horizontal, white painted ring completely around the tree at dbh, and a white vertical stripe, twelve (12) inches long and four (4) inches wide, painted midway across the horizontal stripe of the tree. Witness trees serve to assist in location of boundary monuments.

These trees should be within twenty-five (25) feet of the monument. The vertical stripe will face the monument. Online trees serve to assist in locating the boundary line between monuments. Online trees will be within four (4) feet of the boundary line.