W912PB-18-Q-3041_QASP_for_Services_on_Oil_Separators.pdf

Page 1 of 8 Rev 2-Feb 2015

Quality Assurance Surveillance Plan

(QASP)

For

Contract #

Dated

Cleaning, Inspection and Maintenance (Oil) Separators

DPW, O & M Division, USAG Ansbach

NOTE: THIS QASP IS PROVIDED FOR INFORMATIONAL

PURPOSES ONLY. IT WILL NOT BECOME PART OF THIS

CONTRACT.

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QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

Cleaning, Inspection and Maintenance (Oil) Separators within the USAG Ansbach Area

1. OVERVIEW:

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed performance requirement. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The QASP is based on the premise the government desires to maintain a quality standard in operating and maintaining Oil Separator Stations at USAG

Ansbach. This is the best means of achieving that objective. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government in quality assurance is to ensure contract standards are achieved. In this contract the quality control program is the driver for product or service quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program accepted at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is accepted, careful application of the process and standards presented in the remainder of this document shall ensure a robust quality assurance program.

2. AUTHORITY:

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of

Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. CONTRACTING OFFICER:

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. The KO shall determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: M. Schottenhammel

Organization or Agency: RCO Bavaria, Grafenwoehr

Telephone: DSN 467-8728

Email:

4. CONTRACTING OFFICER’S REPRESENTATIVE / ALTERNATE CONTRACTING OFFICER

REPRESENTATIVE:

The Contracting Officer’s Representative (COR)/ Alternate Contracting Officer Representative (ACOR) is/are designated in writing by the KO to act as his or her authorized representative(s) to assist in administering a contract.

COR/ACOR limitations are contained in the written appointment letter. The COR/ACOR is/are responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance.

The COR/ACOR is/are not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR/ACOR will have the responsibility for completing

Quality Assurance (QA) surveillance forms used to document the inspection and evaluation of the contractor’s work

Page 3 of 8 Rev 2-Feb 2015 performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

5. SURVEILLANCE APPROACH:

This section details the method used in verifying contractor compliance with the contract requirements. The key elements of this process are PWS tasks risk rated as high or moderate tasks, the Performance Requirements

Summary (PRS) which provides the standard, performance threshold and method of surveillance. The COR who will perform the surveillance and the PRS inspection checklist which shall be used to inspect the compliance of

PWS tasks on a monthly basis. Contractor surveillance shall include the monthly completion and submittal of the approved PRS inspection checklist & KO summary report. Surveillance process audits shall, as a minimum, be conducted by the COR on a semiannual basis. Utilization of the 409th CSB surveillance process audit template is mandatory by all CORs who have been appointed by a 409th CSB KO. Although the Performance Requirements

Summary (PRS) contains only those items considered most important for mission accomplishment, the government retains the right to inspect all requirements of the contract. The COR/ACOR personnel may choose to periodically inspect requirements not listed on the PRS. Non-conformance with any contract requirement, whether specifically addressed in the PRS or not, is unacceptable to the Government. The preferred course of action upon discovery of unacceptable service is to require the contractor to re-perform at no additional cost to the government. If the contractor’s re-performance does not meet the thresholds in the PRS or the quality stipulated in any other part of the contract, COR/ACOR personnel shall notify their Regional Contracting Office (RCO) Contracting Officer (KO), Contracting Specialist (CS) and Quality Assurance Specialist (QAS). The intent of the surveillance approach is to gain confidence in the contractor's way of doing business and then adjusting the level of oversight to a point that maintains that confidence. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. All Government evaluators should be prepared to periodically update the surveillance approach as required. The COR/ACOR contract folder must be developed and maintained to accomplish contract quality assurance for a performance requirement. The folder is typically contained within the VCE-COR web based application.

5.1 COR QUALITY ASSURANCE SURVEILLANCE SCHEDULE:

The COR shall complete the Quality Assurance Surveillance Schedule (QASS) on a monthly basis. The completed

QASS form shall be uploaded into the VCE-COR application into the miscellaneous section tab in the CORs electronic contract folder The QASS ensures the KO that the COR has scheduled specific dates and times for contractor surveillance. Instruction are located on the tab marked QASS instructions located at the bottom of the excel workbook.

5.2 PRS INSPECTION CHECKLIST & KO SUMMARY REPORT:

The 409th quality assurance team shall assist the COR with the development of their PRS Inspection Checklist & KO

Summary Report, providing training and instruction related to properly completing the required form. This checklist shall be derived from high and moderate risk assessed tasks and any items from the contract Performance Work

Statement (PWS) the requiring activity deems necessary. The COR shall input the applicable contract information as applicable, the COR shall perform inspections in accordance with the surveillance tasks listed on the PRS Inspection

Checklist & KO Summary Report. The COR shall input a 1 (one) in the corresponding Sat or Unsat column for each surveillance task on the checklist. Totals and compliant rates will automatically populate. For any Unsat indication, the COR shall provide comments related to the Unsat surveillance task. The COR shall provide a KO summary report. The KO summary report shall be a written narrative providing an overview of contractor performance for the reporting month. Space for the KO report is provided at the end of the PRS Inspection Checklist & KO Summary

Report. The PRS Inspection Checklist & KO Summary Report shall be typed. Upon completion of the PRS

Inspection Checklist & KO Summary Report, the COR shall sign and date the report in the space provided. The

COR shall upload the PRS Inspection Checklist & KO Summary Report into the VCE-COR web application in lieu of the generic VCE-COR monthly report. The document will be named for the performance month (i.e. COR

Surveillance Checklist OCT 2011). The PWS task Sat/Unsat data will be calculated as a compliant rate. IAW the

PRS performance threshold the contractor is required to provide >95 Percent Compliant Rate for all PWS tasks on the PRS inspection checklist. The PRS Inspection Checklist & KO Summary Report shall be uploaded into the

VCE-COR application in the corresponding virtual contract folder each month. The COR shall provide the

Page 4 of 8 Rev 2-Feb 2015 contractor with a completed, signed copy of the PRS Inspection Checklist & KO Summary Report and discuss any non-conformances noted. The contractor shall rectify any and all non-conformances noted before the next COR inspection cycle. The COR shall issue a level II Non-Conformance Report (NCR) for repeated PRS Inspection

Checklist & KO Summary Report Unsat non-conformances.

5.3 CONTRACTOR SURVEILLANCE PROCESS AUDIT:

As a minimum the COR shall witness and document 1 (one) contractor surveillance process audit semiannually. The

COR shall use the 409th CSB Surveillance Process Audit Template to document their process audits. The COR shall upload the contractor surveillance process audit form along with their PRS Inspection Checklist & KO Summary

Report in the VCE-COR web application. The contractor surveillance process audit form shall be uploaded into the

VCE-COR web application semiannually. The COR shall complete the form providing the required information as applicable. The COR shall provide a description of the process or procedure being audited and the proper technical reference i.e. Amy Regulation (AR), Performance Work Statement (PWS) paragraph etc. The COR shall provide any process or procedure nonconformance, along with the proper technical reference. The COR shall provide any related or relevant remarks. The COR shall convert the form to PDF and digitally sign. The COR shall then upload the completed form into their corresponding VCE-COR file.

6. SURVEILANCE DOCUMENTATION:

Documenting surveillance is of major importance. The KO cannot properly administer the contract without documentation of actual surveillance. All documentation resulting from surveillance becomes a permanent part of the contract file. COR/ACOR personnel must provide all surveillance documentation each month for the month prior for inclusion in the official contract file. All surveillance documentation must be reviewed, signed and dated by the COR/ACOR prior to submission. On a monthly basis, the COR/ACOR personnel are required to provide a summary report and the PRS inspection checklist to the KO detailing the results of contract surveillance and any process audits. The 409th Contracting Support Brigade (CSB) approved checklists and process audit forms will be used to inspect required services.

7. UNACCEPTABLE PERFORMANCE:

If the number of defects/discrepancies exceeds the performance threshold for any item in the PRS, approved

Government representatives will determine the possible cause of this unacceptable performance. Government-caused defects/discrepancies shall not be counted against the contractor. The same applies to any other requirement of the contract when Government-caused defects/discrepancies are the cause of unacceptable contractor performance. If the contractor’s performance is judged unacceptable on the PRS items or any other requirement of the contract by the appointed COR personnel, the COR/ACOR will inform the contractor’s on-site representative, and request his or her signature and date of surveillance on approved Non Conformance Report (NCR) form acknowledging notification. If the on-site contractor representative refuses to sign, COR/ACOR personnel shall annotate on the documentation the date and time of notification and name of representative and his/her refusal to acknowledge. If the contractor disputes the results of surveillance, COR/ACOR personnel must refer the contractor to the KO for resolution. The COR shall notify the KO for appropriate action in accordance with FAR 52.212.4, or the appropriate Inspection of services clause.

8. REVISIONS:

Revisions to this QASP are the joint responsibility of the requiring activity and the 409th CSB Quality Assurance

Office. However the 409th CSB Quality Assurance Office must approve the revisions in writing, and the contractor shall be given a copy of the revised QASP and PRS Inspection Checklist & KO Summary Report before being used by COR personnel for contractor surveillance.

9. CUSTOMER COMPLAINTS:

This record is used to document customer complaints of unsatisfactory performance, the validity of the complaint, time and date the responsible official was notified, and the actions taken to correct the problem. Customer complaints shall be handled in the following manner: When a complaint is received, COR personnel will complete

Page 5 of 8 Rev 2-Feb 2015 appropriate documentation to record the complaint on a DA Form 5477-R. The COR shall investigate the complaint to determine contract non conformance. If after investigation the COR personnel determines the complaint as valid, COR personnel will inform the Contractor’s Quality Manager. The Contractor’s Quality Manager will be given 4

(Four) hours to correct the unacceptable performance. If the Contractor’s Quality Manager disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor’s Quality Manager shall notify the COR personnel within 24 (twenty four) hours. If COR personnel determine the complaint as invalid, the

COR shall document their findings and notify the customer. COR personnel will retain the annotated copy of the written complaint for their file. All customer complaints received, valid and invalid, will be documented.

10. GOVERNMENT NON-CONFORMANCE REPORT:

NCRs are used in evaluating the contractor’s corrective action and determining if an appropriate root cause has been assigned and effective timely corrective action has been taken by the contractor to prevent or reduce recurrence in the same or other similar services or products and to assure that adequate remedial action has been taken to remove existing faults. There are three types of NCRs which are used and issued by CORs to the contractors. NCRs must be submitted to the contractor after non-compliance has been identified.

NCR Level I – Minor effects on product/service, issued for nonconformity that can be corrected on the spot and where no further corrective action response is necessary. Level I NCRs shall be documented and issued to the contractor management level responsible for taking corrective actions.

NCR Level II – Major effects on product/service, issued when contractual nonconformity cannot be corrected on the spot. Level II NCRs should be directed to the contractor management level responsible for initiating corrective actions.

NCR Level III – Critical effect on product/service (Potential Health Hazard or Safety Hazard), Issued to the contractors’ top management to call attention to serious contractual nonconformity. Repeat nonconformities found within one year for the same single point failure, Safety of Flight (SOF) characteristics shall be issued as a level III

NCR. A level III NCR may be coupled with contractual remedies such as reductions of progress payments, cost disallowances, or business management systems disapprovals, etc. A level I or II NCR need not be issued before a level III NCR is generated. All level III NCRs shall be coordinated with the KO.

11. DOCUMENTATION OF DEFICIENCIES:

The Government will use NCRs to document deficiencies when the contractor’s quality control system is found to be inadequate or the contractor’s non-compliance has led to substandard performance requiring corrective action.

NCR’s will reflect CRITICAL, MAJOR or MINOR non-conformances.

CORs will complete NCR’s and coordinate them with the appropriate KO, QAS and contractor representative. Once the contractors Quality Manager or representative has issued a corrective action for the NCR it will be forwarded to the KO, COR and QAS for review, and determination of the need for further correction action. The COR shall notify the contractor representative of the determination within 5 (five) business days. NCR’s will be accumulated and analyzed by the KO, COR and QAS to determine when further corrective action is needed. Further corrective action requests will be documented and submitted to the KO for coordination with the contractor. The COR will discuss all minor deficiencies with cognizant contractor counterparts to resolve issues identified prior to requiring corrective action. All reports, complete with recommendations, will be forwarded to the KO, COR and QAS for review and action. The COR will transmit all NCRs directly to the contractor’s Quality Manager or representative for tracking coordination and investigation.

NOTE: The COR will review, approve and coordinate the NCR with the KO and QAS

The KO, COR and QAS shall review the NCR, coordinate any observations/comments and submit the NCR to the contractors Quality Manager QM or contractor’s representative for investigation and corrective action. The KO, COR and QAS shall review the contractors corrective action for approval or other appropriate action. During the course of monitoring the contractor’s activity, the COR may become aware of conditions that are not in accordance

Page 6 of 8 Rev 2-Feb 2015 with the contract. The COR shall determine the level of corrective action required. (i.e.: verbal notification or written notification, documented on a NCR). If a verbal corrective action method is selected, the contractors Quality

Manager or representative will be briefed by the COR and a written record made and filed in the COR files. When a verbal notification is selected, the contractor’s supervisor will be advised that he is required to coordinate the problem with the contractor’s Quality Manager. If a written NCR is selected the contractors Quality Manager or

Representative will be briefed by the COR. A written NCR will be coordinated with the KO and QAS. A written

NCR will also be issued when a verbal NCR has been previously given and the contractor has failed to respond adequately. The COR, after review by the KO and QAS, will forward the NCR to the contractor’s Quality Manager or representative and will monitor the suspense status. Suspense of 10 (Ten) calendar days is required. The QAS shall receive a copy of all completed NCRs returned from the contractor and after review of proposed corrective actions will perform a follow-up inspection with the COR to close the NCR after the completed document has been returned. Disagreements between contractor personnel and government personnel on deficiencies and corrective action will be resolved by the KO. When a review of NCR or NCR history indicates a trend that appears to be systemic or management related, and the contractor has failed to correct, all objective evidence will be collected by the COR and submitted to the KO and QAS for review. Upon determination by the KO and QAS, corrective action will be escalated, in the form of a letter to the Contractor’s Project Director.

12. BACKGROUND:

Maintenance, overhaul, repair and inspection of Chlorination / Fluoridation Stations shall include all required services as requested in this Performance Work Statement (PWS) such as restroom cleaning, offices and common use areas, basic cleaning services and window cleaning.

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CONTRACTOR PRS INSPECTION CHECKLIST & KO SUMMARY

REPORT

Method of

Surveillance

100%

Inspection

Contractor Name:

Contract Number:

Configuration Number: Revision Date:

Contracting Officer Name: Ms. Andrea Schottenhammel

COR Name: Regina Kranz

Supervisor Name: Walther Mattil, DPW

Meeting

Contract

Requirements

Service Provided: Cleaning, Inspection and Maintenance (Oil) Separators

Command: USAG Ansbach

Directorate: DPW, O & M Division

Military Unit:

Date: 11/21/2018

PART 1 General PASS FAIL

1.1 Work Responsibility

COMMENTS:

1.2 Admin Responsibility

COMMENTS:

PART 3 Government Furnished Property, Equipment and Services PASS FAIL

3.3 Water and electrical power

PART 4 Contractor Furnished Items and Services PASS FAIL

4.1 Services / 4.3 Materials / 4.4 Equipment

PART 5 Specific Tasks PASS FAIL

5.1 Basic services (para 5.1)

COMMENTS:

5.2 Recurring services (para 5.2.1 – 5.2.4)

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PART 6 Applicable Publications PASS FAIL

N/A

N/A

COMMENTS:

PART 7 Attachment/Technical Exhibit Listing PASS FAIL

7.1 PRS

COMMENTS:

TOTALS 29 0

95.00% - 100.00% Found Acceptable 100.00%

0.0% - 94.99% Found Unacceptable

All tasks have been inspected in accordance with this checklist per method of surveillance

KO Summary Report (Required):

Signature and Date of COR:

NAME: DATE:

Signature and Date of Contractor Representative:

NAME: DATE: