J-6 Quality Assurance Surveillance Plan.pdf

FIRM FIXED PRICE CONTRACT

QUALITY ASSURANCE SURVIELLANCE PLAN (QASP)

FOR PAVING SERVICES

AT THE RAYSTOWN LAKE PROJECT

1. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Statement of Work for Raystown Lake Facilities Road Paving. This plan sets forth procedures and guidelines that the U.S. Army Corps of Engineers (USACE) will use in evaluating the technical and safety performance of the Contractor.

2. PURPOSE OF THE QASP

This Quality Assurance Surveillance Plan is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. This 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 conduct the monitoring

• How monitoring efforts and results will be documented

The selected 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 and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet 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 will be 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 Cromedy Construction to facilitate open communication.

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

3. ROLES AND RESPONSIBILITIES OF PARTICIPATING GOVERNMENT

OFFICIALS:

The USACE Project Managers:

• Reviews contractor submittals.

• Provides daily inspections of work site

• Maintain daily inspection logs of work progress

• Reports problems or discrepancies to the Contracting Officer Representative and Contracting Officer as soon as possible.

• Ensures contractor complies with the work plans and safety plans through random and continuous surveillance activities while in the field.

The USACE Contracting Officer Representative:

• Reviews contract submittals.

• Responsible for overall project direction, including technical contracting and customer-related issues.

• Reports problems or discrepancies to the Contacting Officer as soon as possible.

• The Contacting Officer Representative may also be responsible for these tasks:

o Ensures the contactor complies with the work plans and safety plans through random and continuous surveillance activities while in the field.

o Responsible for reporting all findings (to include successes, as well as problems and discrepancies) to the USACE Contracting Officer as soon as possible.

o Provide quality assurance oversight to ensure the customer’s requirements are met or exceeded.

o Reviews vouchers and makes recommendations to the Contracting Officer for payment actions based on completion of designated milestones and helps to ensure schedules are maintained.

o Oversees the implantation of the QASP.

o Monitors contract performance.

The USACE Contracting Officers:

• Only the Contracting Officer has authority to change the terms and conditions of the contract

• Has obligation authority for the Government.

• Directs the contract as necessary.

• Issues modifications to the contract.

• Issues all acceptance/rejection statements.

The USACE Contract Specialist(s):

• First line of communication between the contracting officer and the contractor and program office.

• Contract administration.

The USACE Invoice Processing Team:

• Reviews vouchers and makes recommendations to the Contracting Officer for payment.

• Reports problems or discrepancies to the Contracting Officer as soon as possible.

4. Performance Requirements and Method of Surveillance

Contract Surveillance:

The goal of this QASP is to ensure that contractor performance is effectively monitored and documented. The goal of the COR’s will be to establish a professional, non-adversarial relationships with the KO, PM and the contractor, which will enable positive, open and timely communications. The foundation of this relationship will be 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.

Surveillance Matrix:

The Surveillance Matrix (see Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance and frequency 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 service 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 Performance Requirement Summary (PRS) will be used to form the foundation of the COR’s inspection checklist

To comply with DFARS 222.17 which mandates including surveillance for ensuring compliance with Combatting Trafficking in Persons (CTIP) in the QASP; the Raystown Lake Project office will make this a topic of discussion during the pre-work conference meeting.

Performance Rating Definitions

The performance ratings below reflect definitions at FAR 42.1503 Table 42-1.

The COR will use these rating to evaluate the quality of contractor’s performance.

Performance

Rating

Definition

Exceptional Performance meets contractual requirements and exceeds many to the government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Note 1: Plus or minus signs may be used to indicate an improving (+) or worsening (-) trend insufficient to change the evaluation status.

Note 2: N/A (not applicable) should be used if the ratings are not going to be applied to a particular area for evaluation.

5. Performance Reporting The Program Manager will serve as the Quality Assurance Inspector will visit the construction site on a daily basis. The inspector will observe the quality of work site safety being conducted. The inspector will also examine the work flow process in regards to quality as defined in the Statement of Work. This asphalt overlay will require observation of depth gauges provided on the contractors paving equipment. Observation will also include the compaction of the hot mix asphalt. Core samples of the asphalt will not be taking on this job site. The Quality Assurance Inspector will also review drainage slops to ensure that final surfacing will drain to its intended location.

The Quality Assurance Inspector will also inspect to ensure the limestone shoulders are placed in the depth, width and compaction as defined in the statement of work.

Corrective Action Report (CAR) If deficiencies are minor and can be corrected by the contractor then the Program Manager will provide verbal clarity and document the discussions in the contract log. If deficiencies can not be corrected with a clarification then the Program Manager will complete the attached Corrective Action Report and submit it to the COR who will then document and forward to the Contractor. The contractor will respond with acknowledgement and provide a corrective action plan that will prevent recurrence. An example would be contractor personnel are not properly wearing their personal Protective Equipment.

Performance Assessment Report (PAR) When corrective actions require mor than a reminder the COR will prepare a performance Assessment report and submit to the Contracting officer for action.

Appendix 1 - Surveillance Matrix

Statements Standards/AQLs Inspections Ratings

C.3.3 Submit Safety Plan, Quality Control Plan and Insurance

Within 14 days after contract award

What: Contractor Safety Plan and Quality Control plans and Insurance certificates.

Documents How: 100% review of documents

C.4.4 and Exhibit 2 The Contractor shall submit for approval asphalt mix and other materials

Standard: PA DOT Publication 408/2020

What: Asphalt mix, gradation and quality data, tac coat data, geo-tec manufacturing data and perforated pipe manufacturer’s data.

How: 100% review of documents & submittals Who: Users, technical engineers, and COR

C.4.4 and Exhibit 2 The Contractor shall submit for approval lab proctor tests, field density tests and asphalt density tests.

Standard: PA DOT Publication 408/2020

What: Lab proctor tests, field density tests and asphalt density tests.

How: 100% review of documents & testing results Who: Users, technical engineers, and COR

C.4 The Contractor shall mill & prep, true & level, and apply hot mix asphalt

Standard: PA DOT Publication 408/2020

What: Mill and prep, true and level, apply bituminous tac coat and overlay hot mix overlay at various depths How: According to Penn DOT Standards.

Who: Contractor

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

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