FY22PTAPortableLatrines QASP_v6.docx

Quality Assurance Surveillance Plan (QASP) Portable Latrine Supplies including Incidental Services, Pohakuloa Training Area and Kawaihae Dock on the Island of Hawaii 11/03/2021 Version 6

Quality Assurance Surveillance Plan (QASP)

Portable Chemical Latrine Supplies including Incidental Services, Pohakuloa Training Area and Kawaihae Docks, Hawaii

1. Vision Provide supplies with incidental services to support and improve the quality of Hawaii’s Military community and enhance War Fighter readiness and well-being.

2. Description of Services The Contractor shall furnish all management, labor, equipment, tools, transportation, supplies, and materials necessary to provide portable chemical latrines, and latrine supplies with incidental services at various locations within the Pohakuloa Training Area (PTA), supporting facilities such as the old Hilo International Airport, Elison Onizuka Kona International at Keahole Airport, Kawaihae Dock (K-Dock) and leased training areas on the Island of Hawaii, Hawaii. All Supplies with Incidental Services shall be performed in accordance with Federal, State, and Local Government laws, regulations, policies and procedures.

3. Purpose This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

What will be monitored How monitoring will take place Who will be conduct the monitoring How monitoring efforts and results will be documented The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4. 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 supplies with incidental services called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

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

5.1. Program / Project Manager

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

5.2. Contracting Office (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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: MAJ Latisha Malone Organization or Agency: Regional Contracting Office - Hawaii Telephone: 808-787-8810 Email: latisha.r.malone.mil@army.mil

5.3. 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 KO. The COR is required to provide an annual performance assessment to the KO 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.

5.4. Other Key Government Personnel

N/A

5.5. Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

Program Manager Telephone:

Email:

President Telephone:

Email:

Other Key Contract Personnel Title:

Telephone:

Email:

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR's contribution is their professional, non-adversarial relationships with the KO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

6.2. Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of supplies with incidental services required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor's performance as it relates to the performance element standards. The PRS should be used to form the foundation of the COR's inspection checklist.

In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance Rating Criteria

Appendix 1 - Surveillance Matrix Month/YR:

3.1 Deliver Latrines (IAW PWS, para 8.1 thru 8.5.4)

a) Delivered as scheduled.

AQL: Required to be accomplished 95% of the time.

What: Deliver Portable Latrines How: Periodic field checks according to active Task Order Who: COR or Unit Representative Incentive: Contractor remedy within 4 hours of notice of deficiency Standard(s): Inspection applies to all standards

3.2 Pick Up Latrines (IAW PWS, para 8.5)

a) Picked up within 24 hours after Period of Performance (PoP) end of Task Order (TO).

AQL: Required to be accomplished 95% of the time.

What: Pick Up Portable Latrines How: Unscheduled Inspection and Customer Complaint Who: COR or Assigned Inspector Incentive: Re-perform

3.3 Respond to Emergency Requests (IAW PWS, para 2.1.6.3)

a) Delivered/Cleaned within 12 hours after notification.

AQL: Required to be accomplished 100% of the time.

What: Deliver/Clean Portable Latrines & respond to Emergency Requests How: 100% Inspection Who: COR or Assigned Inspector

3.4

Relocate Latrines (IAW PWS, para 8.5.5)

a) Relocate within 8 working hours after notification.

AQL: Required to be accomplished 95% of the time.

What: Relocate Portable Latrines How: Customer Complaint Who: COR or Assigned Inspector

3.5

Clean Latrines (IAW PWS, para 8.7, 8.7.2 & 8.7.3)

a) Clean latrines every other day following delivery date, for regular Latrines.

b) Clean latrines every 3rd day following delivery date, for IPBC & Remote Latrines.

AQL: Required to be accomplished 95% of the time.

What: Clean Portable Latrines How: Customer Complaint Who: COR or Assigned Inspector

Appendix 2 - Corrective Action Report (CAR)

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY |_| MAJOR |_| MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

Appendix 3 - Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 - Performance Assessment Report (PAR)

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE |_| CONCUR |_| NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS