A.01.32_-_QASP_for_Sol.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version 1 June 2017

For Joint Base Lewis McChord, WA General Forestry SATOC IDIQ

Contract Number: TBD Contract Description: IDIQ Tool for JBLM Task Orders to complete general forestry maintenance:

planting, thinning, slashing, routine maintenance.

Contractor’s Name: TBD

1.0 Overview

This performance-based Quality Assurance Surveillance Plan (QASP) sets forth the procedures and guidance that the Contract Officer Representative (COR) and the COR’s designee, the Project Manager (PM), will use in evaluating the technical performance of the Contractor in accordance with the terms and conditions of the performance work statement (PWS). The QASP objective is to define Government procedures to be used to verify that appropriate performance and quality assurance methods are used in the management of this performance-based contract. The purpose of the QASP is to assure that performance of specific activities and completion of objectives are accomplished in accordance with all requirements set forth in the PWS.

This QASP describes the mechanism for documenting noteworthy accomplishments or discrepancies for work performed by the Contractor. Information generated from USACE’s surveillance activities will directly feed into the evaluation of incentives/disincentives as well as in performance discussions with the Contractor. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, USACE receives the quality of services called for in the contract, and USACE only pays for the acceptable level of services received.

The QASP details how and when USACE will monitor, evaluate, and document Contractor performance on the PWS. The QASP is intended to accomplish the following:

1. Define the role and responsibilities of participating USACE representatives.

2. Define the key objectives/deliverables that will be assessed.

3. Define acceptable, superior, marginal, and unacceptable performance standards for key objectives/deliverables, as well as incentives/disincentives.

4. Describe the surveillance methodology that will be employed by USACE in assessing the

Contractor’s performance.

5. Describe the surveillance documentation process and provide copies of the form that USACE will use in evaluating the Contractor’s performance.

6. Outline payment and corrective action procedures.

2.0 Roles and Responsibilities

2.1 Role and Responsibilities of USACE personnel

The USACE Contracting Officer (KO) has overall responsibility for overseeing the Contractor’s performance. The KO is responsible for the day-to-day monitoring of the Contractor’s performance in the areas of contract compliance, and contract administration; reviewing the COR’s assessment of the Contractor’s performance; and resolving all differences between the COR’s assessment and the Contractor’s assessment of performance. It is the KO that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The KO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned KO: Susan Newby Telephone: 206-764-6754 Email: Susan.F.Newby@usace.army.mil

Assigned Contract Specialist: Debbie Knickerbocker Telephone: 206-764-6804 Email: Debbie.A.Knickerbocker@usace.army.mil

USACE is responsible for administering the contract and ensuring that they receive technically accurate and appropriate deliverables. USACE is responsible for quality assurance of the Contractor’s work. A multi-disciplinary team, led by the USACE PM, will assess fieldwork and review and comment on written deliverables. It is not the responsibility of USACE to perform quality control for the Contractor or to execute work that the Contractor was contracted to perform. USACE will coordinate all Government comments on written deliverables, and it is USACE that will evaluate and rate the Contractor at the end of the contract. USACE will work with the Contractor to identify and correct any deficiencies prior to those deficiencies adversely impacting the project. USACE will perform quality assurance review of the Contractor’s field practices during any field work. It is the responsibility of USACE to ensure that the Contractor receives comments on all deliverables within the allotted time on each of the submittals.

The COR is responsible for technical administration of the project and assures proper USACE surveillance of the Contractor’s performance. The COR has designated the JBLM Quality Assurance Representative (QAR): Mr. Bruce McDonald, and USACE PM as the responsible parties for monitoring, assessing, recording, and reporting on the technical performance of the Contractor on a day-to-day basis. The USACE PM will be assisted by other USACE technical staff in monitoring, assessing, recording, and reporting on the technical performance of the Contractor. The USACE PM will raise all performance issues to the COR for resolution.

Assigned COR: William P. Graney Telephone: 206-764-3494 Email: William.P.Graney@usace.army.mil

Assigned Project Manager: Ember E. Korver Telephone: 206-764-3479 Email: Ember.E.Korver@usace.army.mil

Assigned QAR: Bruce McDonald Telephone: 253-966-6474 Email: Bruce.C.McDonald4.civ@mail.mil

2.2 Role and Responsibilities of Joint Base Lewis McChord (JBLM)

USACE will administer this PWS and JBLM will provide funding thereto pursuant to an ordering agreement between the two parties. As such, all aspects of performance objectives, acceptance criteria, monitoring methods, and incentives for this PWS will be fully coordinated between USACE and JBLM. JBLM may also involve and seek advice from various community and governmental stakeholders regarding their interest in the performance objectives of the project.

3.0 Performance Standards for Key Objectives/Deliverables

The Contractor’s performance will be evaluated by assessing the key objectives/deliverables in accordance with the PWS and Technical Exhibit 1. Further details on key objectives/deliverables and each of these standards including incentives/disincentives are outlined in Tables 1 and 2 of this QASP.

If an objective/deliverable is rated as being of unacceptable quality at the time that the schedule deadline for the objective/deliverable expires, the objective/deliverable will automatically receive a marginal or unacceptable rating for timeliness. At no point will an objective/deliverable receive an acceptable rating for timeliness if it is rated as being of unacceptable quality. Overall acceptable performance on an objective/deliverable requires ratings of acceptable for at least two of the three standards of quality, timeliness, and safety and no unacceptable ratings.

Table 1 - Performance Standards

Performance Objective Standard Performance Threshold Method of Surveillance

PRS #1.

Contractor shall provide adequate crew supervision

One qualified non-planting foreman per 10-person crew in accordance with PWS

Zero deviation from standard QAR, COR, or Contracting Officer visual inspection

PRS #2.

The Contractor shall provide all equipment and supplies required in technical specifications for planting, tubing, slashing, PCT, and slash pullback in accordance with PWS

The Contractor shall provide items in accordance with

PWS

Zero deviation from standard QAR, COR, or Contracting Officer visual inspection

PRS #3.

The Contractor shall properly collect, gather, and dispose of all Contractor generated trash, refuse, and waste from the project areas/units to location off the Installation in accordance with the PWS

In accordance with the PWS Zero deviation from standard QAR, COR, or Contracting Officer visual inspection

PRS #4.

The Contractor shall follow all the tree planting procedures in Part II, Technical Specifications

In accordance with the PWS Minimum of 90% of trees planted correctly in accordance with PWS Part II, Technical Specifications, Paragraph 5 and Paragraph

1.5.5 and 15.6

QAR, COR, or Contracting Officer visual inspection

PRS #5

The Contractor shall furnish supplies and install Vexar (or equivalent) tubing in accordance with Part II – Technical Provisions, Paragraph 6

In accordance with the PWS Minimum of 95% of western red cedar have Vexar or equivalent correctly installed in accordance with PWS and Paragraph 1.5.5 and 15.6

QAR, COR, or Contracting Officer visual inspection

PRS #6

The Contractor shall follow all maintenance of Vexar (or equivalent) procedures in Part II, Technical Provisions, Paragraph 7

In accordance with the PWS Minimum of 90% of Vexar (or equivalent) tubing correctly maintained in accordance with PWS Part II, Technical Provisions, Paragraph 7 and Paragraph

1.5.5 and 15.6

PRS #7

The Contractor shall follow all slashing procedures in Part II, Technical Provisions, Paragraph 8

In accordance with the PWS Minimum of 90 % of slashing correctly completed in accordance with Part II, Technical Provisions, Paragraph 8 and Paragraph

1.5.5 and 15.6

QAR, COR, or Contracting Officer visual inspection

PRS # 8

The Contractor shall follow all Pre Commercial Thinning procedures in Part II, Technical Provisions, Paragraph 9

In accordance with the PWS Minimum of 90% of pre commercial thinning completed in accordance with Part II, Technical Provisions, Paragraph 9 and Paragraph 1.5.5 and 15.6

QAR, COR, or Contracting Officer visual inspection

PRS #9

The Contractor will remove brush for 20 feet HD from

In accordance with PWS 90 % of brush is to be removed in accordance with Part II, Technical Provisions, the top of the ditch and/or top of cut bank and from the base of the fill slope adjacent to the road.

Paragraph 10, and Paragraph

1.5.5 and 15.6

PRS #10

Fire tools are present on site when required and shut downs occur per stat law.

In accordance with PWS Zero Deviation from Standard

4.0 Surveillance Methodology

The surveillance methods listed below will be used in the administration of this QASP.

100% Inspection

At the completion of all key objectives and deliverables, performance will be evaluated through 100% inspection (e.g., site walk, document review). The USACE will document performance for each completed objective/deliverable prior to payment, as described in Section 6.0.

Periodic Surveillance Inspection

At the USACE’s discretion, periodic inspections may be conducted to evaluate progress toward key objectives and deliverables. The PM may complete a periodic surveillance inspection if he/she believes that deficiencies exist that must be addressed prior to objective/deliverable completion. While corrective action or re-performance will be required if necessary, the Contractor will not be financially penalized for unacceptable performance recorded in periodic surveillance reports, provided that final performance evaluation of the objective/deliverable is deemed acceptable.

5.0 Surveillance Documentation

The USACE PM will use a performance evaluation form to record evaluation of the Contractor’s performance for each objective and deliverable in accordance with the methodology described in this PWS and QASP. The USACE PM must substantiate, through narratives in the form, all superior and unacceptable ratings. Performance at the acceptable level is expected from the Contractor. At a minimum, the evaluation form will indicate actual and scheduled delivery times and number of reviews required to achieve the final product.

The USACE PM will forward copies of all completed performance evaluation forms to the COR and KO and Contractor within one week of performing the inspection. When an objective/deliverable receives an overall unacceptable rating, the Contractor will explain, within 15 days, in writing to COR why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future.

The COR will review each performance evaluation form prepared by the USACE PM. When appropriate, the COR and KO may investigate further to determine if all the facts and circumstances surrounding the event were considered in the USACE PM’s opinions outlined on the form. The COR or KO will immediately discuss any unacceptable rating with the Contractor to assure that corrective action is promptly initiated.

The USACE PM will maintain a complete QA file. This file will contain copies of all performance evaluation forms and any other related documentation. The USACE PM will forward these records to the COR and KO at termination or completion of the contract.

6.0 Payment and Corrective Action

Full payment for an objective/deliverable will be provided upon verification of overall superior, acceptable, or marginal performance, as rated on quality, timeliness and safety. This verification will be recorded in a performance evaluation specifying overall Contractor performance as either acceptable or unacceptable for the objective/deliverable.

If an objective/deliverable receives an unacceptable rating for the quality performance standard, re-performance is required until the objective/deliverable receives an acceptable rating. This re-performance is required regardless of cost or schedule constraints that may result from the unacceptable performance, unless the KO has opted to terminate the contract.

Additional Government surveillance activities may include, but are not limited to, the following:

Review and approval of all deliverables Review of quality control documentation Review of project safety record

7.0 Quality Assurance Surveillance Forms

Attached are the quality assurance surveillance forms that will be used by USACE to detail any required corrective actions. Additional quality assurance feedback will come in the form of comments on documents, USACE performance evaluations, field checklists, and letters to the Contractor.

Prepared By: William P. Graney

Signature – Contracting Officer’s Representative

GRANEY.WILLIAM.PATRI

CK.1077891680

Digitally signed by GRANEY.WILLIAM.PATRICK.1077891680 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=GRANEY.WILLIAM.PATRICK.1077891680 Date: 2017.04.18 14:44:15 -07'00'

QUALITY ASSURANCE MONITORING FORM

Date: ___/____/______

Work Task (Objective/Activity): _______________________________________

Survey Period: ___/____/______ through ___/____/______

Method of Surveillance: COR Review

Evaluation of Contractor’s Performance: _______

Evaluation

Corrective Action Required: Yes No

Narrative Discussion of Contractor’s Performance During Survey Period:

Discussion

CORRECTIVE ACTION FORM FOR QASP

1) Work Task (Objective/Activity): _________________________

2) Survey Period: ___/____/______ through ___/____/______

3) Description of the Failure/Deficiency that Precipitated the Corrective Action:

Description

4) Description of the Criterion that the Failure/Deficiency was Evaluated Against:

5) Personnel Involved in the Identification of the Failure/Deficiency, Determination of the Appropriate Corrective Action, Approval of the Corrective Action, and Implementation of the Corrective Action:

6) Description of the Corrective Action that was Required:

7) Date/Time of Implementation of the Corrective Action: ___/____/______

8) Follow-Up Information to Prevent Recurrence of Failure/ Deficiency (i.e., Need For Revision of Procedures or Specifications):

9) Personnel Responsible for Follow-Up Work:

10) Planned Date for Follow-Up Surveillance: ___/____/______

11) Other Notes:

Other