TEs for MOTSU O&M combined.pdf

TABLE OF CONTENTS

TECHNICAL EXHIBITS

FOR LAND BASED

OPERATION, MAINTENANCE, AND REPAIR OF REAL PROPERTY

MILITARY OCEAN TERMINAL

SUNNY POINT, NC

NUMBER EXHIBIT NO. OF PAGES

1. Performance Requirements Summary 1A. Quality Assurance Surveillance Plan ..................................................................... …14 1B. QASP Sample Guide and Inspection Checklists

2. Workload Estimates/Workload Summary

3. Maps and Work Area Layouts .......................................................... See Map Portfolio

4. Required Reports

5. Government-Furnished Items

6. Permits and Fees

7. Appliances

8. Electrical Systems/Utility Standards

9. Scheduled Maintenance Intervals for Fire Alarm Equipment

10. PM Schedule - Electrical

11. PM Schedule - Water Systems 11a. MOTSU Monthly Water Usage Form …………………………………………………1

12. Backflow Devices, Valves and Hydrants

13. Wastewater Systems

14. Bridge/Girder Crane and Hoists

15. PM Schedule - Sewage and Waste Water Systems 15a. Oil Water Separator Inspection and Maintenance Schedule …………………………..1

16. Building Characteristics 16a Buildings and Facilities

17. Fueling Station Equipment

18. Door Hardware Locks and Deadbolts

19. Overhead Door Inventory

20. Acrylic Glazing Replacement Standards

21. Mowing Locations …………………………………………………………………….4 21a Herbicide Treatment 21b Ammo Pad, Hardstand, and Other Sterilization and/or Bait Sites 21c. Fence Locations 21d. Mowing Frequencies……………………………………………………………..See Grid

22. Plants and Mulched Areas

23. Irrigation System

24. Grass Seeding Requirements - General

25. Traffic, Regulatory and Guidance Signs

26. Scheduled Pest Control

27. Mosquito Control and Monitoring

28. Heating, Ventilation and Air Conditioning Equipment/PM Schedule

29. PM HVAC Schedule

30. Storage Tanks and Leak Detection/Monitor Locations

31. MOTSU Utility Standards

32. MOTSU Energy Standard

33. Septic Systems

34. Worksheet for Preliminary Accident Notification……………………………………..3

35. MOTSU Regulation 715-5

36. Mass Notification System

37. MOTSU Security Requirements ……………………………………………………….5

38. MOTSU Environmental Specification

39. Refuse Collection Table and Map

40. MOTSU Facilities w/Grounded Installed Lighting Protection

41. Boat Docks and Ramp Photos

42. Governor’s Creek Barrier Photos

43. Waterway Barrier System O&M Manual

44. MOTSU iWatch and Active Shooter

45. MOTSU Security Requirements (30 Sep 14)

Military Ocean Terminal Sunny Point TE-1

PERFORMANCE REQUIREMENTS SUMMARY

Attachment 1

1.0. PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS contains the information used by the Government in calculating some, but not necessarily all, reductions to the contract price for unsatisfactory performance. The absence from this PRS of any contract requirement does not mean that the Contractor is not required to perform the work in the requirement or that the Government will not enforce the requirement. As a general rule, calculation of deductions for nonperformance or faulty performance under the Inspection of Services clause will be in accordance with this PRS for those outputs covered by this PRS.

2.0. GOVERNMENT QUALITY ASSURANCE.

The Government will conduct random sampling monthly to assess and evaluate Contractor performance.

If a deficiency is detected or work is considered unsatisfactory by the Government, the Contractor will be notified in writing. If the number of defects in the Contractor’s performance found by the QAE exceeds the Acceptable Performance Level (APL) within a CLIN, a more thorough inspection may be completed by the Government until all defects have been satisfactorily resolved.

2.1. INSPECTION PROCEDURES. Inspector, Quality Assurance Evaluator (QAE), COR and KO will accept or reject the Contractor's performance based on the contract standards as described in the specifications.

2.1.1. NON-CONFORMANCE INSPECTION REPORT (NCIR). Wherever a discrepancy is noted, the QAE/Inspector will prepare a Non-Conformance Inspection Report (NCIR), with a copy provided to the Contractor. The Contractor shall correct the noted deficiencies, enter the corrective action on the NCIR and sign the form. Completed NCIR with inspection correction results shall be submitted to the COR within twenty-four (24) hours after the correction was made.

3.0 CRITERIA FOR ACCEPTABLE AND UNACCEPTABLE PERFORMANCE.

Performance of a listed service will be accepted and paid for at the maximum payment percentage specified in the PRS when the number of defects found by the Quality Assurance Evaluator (QAE) during contract surveillance does not exceed the number of defects allowed by the Acceptable Performance Level (APL). When the number of defects in the Contractor's performance found by the QAE exceeds the APL, the Contractor shall respond to a Contract Discrepancy Report (CDR). The CDR will require the Contractor to explain, in writing, 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 Contracting Officer will evaluate the Contractor's explanation and determine if full payment, partial payment, or the contract termination process is applicable. The Contractor's payment for services rendered will be calculated as stated in paragraph 5 of this technical exhibit.

4.0 DETERMINING THE NUMBER OF DEFECTS THAT WILL CAUSE LESS THAN MAXIMUM

PAYMENT.

4.1 The number of defects that will cause less than a maximum payment will be determined as follows:

4.2 If the APL is a constant number of defects (for example, two defects), the APL plus one or more additional defects will render the performance unsatisfactory and cause less than maximum payment (for example, three defects).

4.3 If the APL is a percentage value, it is multiplied by the lot size to determine the number of defects that will allow maximum payment. If the value results in a decimal of .5 or greater, it will be rounded up, for example, 6.6 would be rounded to 7 defects; if the decimal is less than .5 it will be rounded to the lower whole number, for example, 6.3 would be rounded to 6 defects. One or more additional defects will render the performance unsatisfactory and cause less than the maximum payment.

5.0 ACCEPTANCE OF REPERFORMANCE OR LATE PERFORMANCE.

5.1 At the sole election of the Government and upon notification to the Contractor, the Contractor m a y be required to reperform or perform late any or all defective work disclosed by Government inspection including defective and incomplete performance. Where the Government so elects, the Contractor will be notified promptly after inspection that specified defective services shall be reperformed or performed late, and completed within a reasonable time specified by the Government. In such cases, the Government will reinspect work designated for reperformance or late performance, and the Contractor may be held liable for any damages sustained by the Government including, for example, the costs associated with reinspection. If reperformance or late performance is required, the Contractor will be credited for correction of sample defective service only.

5.2 Where the Government requires reperformance or late performance solely of sample defective service disclosed in random sampling inspection, the Contractor's original inspection results shall not be modified upon reinspection since the sample reflects only a portion of the service lot. Instead if the APL is exceeded for that performance period, any payment computation shall include credit for reperformance o r late performance of sample defective service during that period.

6.0 CONTRACTOR PAYMENT.

Each month Contractor performance will be compared to contract standards and APLs as stated in the contract. Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following methods:

6.1 If the Contractor concurs with the NCIR, then the deduction procedures are as follows:

6.1.1 If the deficiency involves lack of performance or unacceptable work with a service order or standing operational order, then the Contractor will have an opportunity to correct the deficiency without being penalized. The time the Contractor has to correct the deficiency will be determined by the KO.

6.1.2 If the deficiency involves unacceptable work with a preventative maintenance requirement, then the Contractor will have an opportunity to correct the deficiency without being penalized. The time the Contractor has to correct the deficiency will be determined by the KO.

6.1.3 If the deficiency involves lack of performance with a preventative maintenance requirement, or any other deficiency, then the Contractor will not have the opportunity to correct the deficiency, and will be deducted payment from the corresponding percentage of that CLIN.

6.2 If the Contractor does not concur with the Government that performance is either deficient or unacceptable, then the Contractor may submit a written appeal to the KO. The KO will determine responsibility in this instance.

6.3 In all cases where a deficiency or unacceptable performance has not been corrected, then the Contractor will be deducted payment from the corresponding percentage of that CLIN.

REQUIREMENT # 1: Provide Maintenance Management Services STANDARD: Perform tasks described below REFERENCES: Sections 1.2, 1.3, and 4.2 SURVEILLANCE METHOD: As identified in tasks below

TASK

STANDARD

APL

% of CLIN 1-1 Provide Supervision & Management Ref: Para 1.2.1.3

Program/Contract Manager or superintendent available during working hours

One observed defect during month

25% of CLIN

1-2 Quality Control Program Para: 1.3.1 through 1.3.3

Develop and execute a QC Plan 5 % of inspected inspections

15% of CLIN

1-3 Preventive Maintenance Program Para: 4.2.3.3 through 4.2.3.3.9

All required equipment entered and scheduled

5 % of items on PM list that were inspected

25% of CLIN

1-4. Coordinate Work Para 4.2.3.5

Customer notified 5 days in advance of any interruption of utilities.

One observed defect or valid customer complaint

5% of CLIN

1.5 Document Work

Para: 4.2.3.7 and 4.2.4.2.1

Work documents include labor hours and material costs

5 % of work documents inspected

5% of CLIN

1-6 Provide Work Reception Para: 4.2.4.2 through 4.2.4.2.6

All Government initiated service orders received, controlled, and documented

5% of Service Orders Inspected

10% of CLIN

1.7 Engineering Support

Services Para: 4.2.3.14

Review documents within one week of request

One observed defect or valid customer complaint

5% of CLIN

1.8 Provide Schedules and

Reports Para: 4.2.3.8, 4.2.6.1, and 4.2.6.2

Provide Master schedule of Level I work

No defect in availability and 5 % of inspected line items from report

10% of CLIN

REQUIREMENT #2: Operate, Maintain, and Repair Electrical Equipment and Systems

REFERENCES: Paragraphs 4.3.1 through 4.3.3.4

2-1 Maintain and repair street lights, flood lights, and related systems (see Scope of Work)

Outdoor lighting systems shall be inspected and repaired as specified.

2% of inspected lights not working

5% of CLIN

2-2 Inspect and perform PM on battery charger Systems (see Scope of Work)

Work scheduled as specified and performed as scheduled.

5% of battery charger PM inspected during month

10% of CLIN

2-3 Respond to and complete service orders associated with the electrical distributions system (see Scope of Work)

Service orders responded to and completed IAW priority as specified in Scope of Work.

Workmanship meets industry standards.

5% of electrical distribution service orders inspected during month

85% of CLIN

REQUIREMENT #3: Operate, Maintain, and Repair Water Plants and Systems

REFERENCES: Paragraphs 4.4.1 through 4.4.5.4.

3-1 Provide fresh water to meet ship requirements.

Ref: Para 4.4.4.1

Respond within two hours of request and perform work as specified in paragraph.

One defect during month

10% of CLIN

3-2 Exercise all water control valves Ref: Para 4.4.4.3

Schedule and exercise all water control valves annually

5 % of inspected valves that were scheduled for exercising during month

15% of CLIN

3-3 Flush, maintain, and paint fire hydrants.

Ref: Para 4.4.4.4

Fire hydrants flushed twice each year, once in the spring and once in the fall. Dead end hydrants flushed weekly. Hydrants/areas painted annually, brush removed

5% of inspected work scheduled to be performed during month

15% of CLIN

3-4 Respond to and complete service orders associated with the water distributions system Ref: 4.4.5.1 through 4.4.5.4

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of water distribution service orders inspected during month

60% of CLIN

REQUIREMENT #4: Operate, Maintain, and Repair Sewage Systems

REFERENCES: Paragraphs 4.5.1 through 4.5.4.4

4-1 Operate, maintain, and control the collection and treatment of waste water.

Ref: Para 4.5.1 through 4.5.3.1.3, and 4.5.3.2 through 4.5.3.2.7

IAW WPCF Manual

MOP/11 & TM 5-665

Meets North Carolina and Federal environmental regs.

Properly Certified NC Class II Operator and a properly certified NC Class I backup operator on contractor’s payroll and a certified operator available from 0730 hours to 1600 hours on weekdays. If effluent standards (i.e. NPDES) permit levels) are not met from the South Wharf sewage lagoon, cause determined and corrective action taken.

Zero defects identified in inspections

20% of CLIN

4-2 Monitor and maintain septic tanks.

Ref: Para 4.5.3.2.4

Monitor for overflows, pump materials annually and dispose of IAW Federal, State, and Local Laws. Cleanup overflows within one hour.

5% of septic tanks maintenance inspected during month

10% of CLIN

4-3 Perform Wastewater Permit monitoring.

Ref: Para 4.5.3.1.3

Collect, have analyzed and maintain reports of samples from lagoons and monitoring wells as specified.

Zero Defects 20% of CLIN

4-4 Monitor the storm water collection system.

Ref: Para 4.5.3.1.2 through 4.5.3.1.2.2.2

Visually monitor outfalls and collect, have analyzed and maintain/submit reports of samples as specified.

Zero defects identified in inspections or analysis of reports

5% of CLIN

4-5 Flush sanitary sewer man-holes and main lines within a one (1) year cycle.

Ref: Para 4.5.3.2.7

Work scheduled and performed IAW schedule.

5% of lines scheduled to be flushed during year

5% of CLIN

4-6 Operate and maintain sanitary sewer collection systems and sewage lift stations.

One (1) pump shall be operational in each station at all times.

Activate pumps twice daily, during ship loading operations, and PM

5 % of services inspected during month

Ref: Para 4.5.3.2.2 through 4.5.3.2.4 lift stations monthly.

4-7 Exercise all main service valves and gate valves in the waste water system Ref: 4.5.3.2.6

Scheduled annually and performed as scheduled. Report submitted

5 % of services inspected

10% of CLIN

4-8 Respond to and complete service orders associated with the sewage systems Ref: 4.5.4.1 through 4.5.4.4

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of sewage system service orders inspected during month

20% of CLIN

REQUIREMENT # 5: Operate, Maintain, and Repair Buildings, Structures and Installed Equipment

REFERENCES: Paragraphs 4.6.1 through 4.6.4.3.7

5-1 Maintain and repair roof systems.

Ref: Para 4.6.3.5 through 4.6.3.5.5.1

Inspect roofs annually during May and June and within 72 hours after major storm. Complete repairs of any leak or eminent leak within 48 hours and any other repairs within 60 days of discovery. No moisture shall into the insulating area or in the building via the roof. Clean all gutters and downspouts in May and December annually.

2 % of all work and roof inspections sampled.

Zero roof leaks within first 120 days after completion of all required repairs.

5% of CLIN

5-2 Maintain and repair structural components.

Ref: Para 4.6.3.3 through 4.6.3.3.2.2

Semi-annual inspection scheduled and performed as scheduled. All repairs entered on PCSA completed within 60 days.

No failure of items repaired within one year after completion.

2 % of all work and structural components inspections sampled.

Zero Customer complaints about structural component repairs within first year after completion of all required repairs.

5% of CLIN

5-3 Maintain and repair floor coverings.

Ref: Para 4.6.3.4 through 4.6.3.4.2.2

Annual inspection scheduled and performed as scheduled. All repairs entered on PCSA completed within 60 days.

No failure of items repaired within 120 days after completion.

2 % of all work and floor covering inspections sampled. Zero customer complaints about floor covering repairs within 120 days after completion of all required repairs.

2% of CLIN

5-4 Maintain and repair interior and exterior painted surfaces.

Ref: Para 4.6.3.6 through 4.6.3.7.5.3

Annual inspection scheduled and performed as scheduled. All repairs entered on PCSA completed within 60 days.

No failure of items repaired within 120 days after completion.

2 % of all work and paint inspections sampled.

Zero customer complaints about paint repairs within 120 days after completion of all required repairs.

2% of CLIN

5-5 Operate and maintain heating, boiler, and distribution system equipment.

Ref: Para 4.6.3.9 through 4.6.3.9.2 and 4.6.3.9.2.5

Schedule and perform operations and maintenance as identified in TE-31, Schedule and complete duct cleaning bi-annually, and make recommendations to order fuel.

5 % of all work and inspections (PM) sampled. Zero customer complaints about heating system repairs within 120 days after seasonal start up on all equipment overhauled during summer.

10% of CLIN

5-6 Operate and maintain Schedule and perform 5 % of all work and 10% of CLIN cooling system equipment. operations and maintenance inspections (PM) 0005 Ref: Para 4.6.3.9, 4.6.3.9.1, as identified in TE-31 and sampled. Zero customer

4.6.3.9.2.2 through perform annual inspection of complaints about A/C 4.6.3.9.2.2.1, and A/C systems. system repairs within 120

4.6.3.9.2.5 days after seasonal start up on all equipment repaired prior to start-up.

5-7 Operate and maintain Schedule and perform 5 % of all work and 10% of CLIN ventilating system operations and maintenance inspections (PM) 0005 equipment. as identified in TE-31. sampled. Zero customer Ref: Para 4.6.3.9.1, complaints about

4.6.3.9.2.3 through ventilating system repairs 4.6.3.9.2.3.1, and within 120 days after

4.6.3.9.2.5 completion of repairs of equipment.

5-8 Operate and maintain instrument and temperature control system equipment.

Ref: Para 4.6.3.9.1,

4.6.3.9.2.4 through 4.6.3.9.2.5

Schedule and perform operations and maintenance as identified in TE-31.

Maintain temps & humidity in critical and non critical buildings as specified.

5 % of all work and inspections (PM) sampled. Zero valid customer complaints about temperatures or humidity exceeding specified ranges.

2% of CLIN

5-9 Maintain and repair Annual inspection 5 % of all work and 5% of CLIN plumbing systems. scheduled and performed plumbing system 0005 Ref: Para 4.6.3.11 through as scheduled. All repairs inspections sampled.

4.6.3.11.2 (# 1-4), and entered on PCSA Zero customer complaints

4.6.3.11.2.2 completed within 60 days. about plumbing system

No failure of items repaired repairs within 120 days within 120 days after after completion of all completion. required repairs.

5-10 Relamp facility.

Ref: Para 4.6.4.3.3

Scheduled and performed as scheduled. One fourth of facility relamped annually

One defect during month 2% of CLIN

5-11 Inspect and repair signage annually.

Ref: Para 4.6.3.8 through 4.6.3.8.5.2

Scheduled and performed as scheduled. Trim vegetation, replace or refurbish faded or illegible signs.

5% of all signs inspected and no valid customer complaints about signs replaced or refurbished for one year following work completion

2% of CLIN

5-12 Inspect and repair lock systems annually, make keys and re-core locks Ref: Para 4.6.3.14.2, 4.6.3.14.4, and 4.6.3.14.4.1

Scheduled and performed as scheduled. Make any repairs on day detected.

5% of all locks inspected and no valid customer complaints about locks replaced or repaired for one year following work completion

2% of CLIN

5-13 Test, inspect, and repair fire alarm.

Ref: Para 4.6.3.15 through 4.6.3.15.3

Work scheduled as specified in TE 9 and performed as scheduled and performed by certified NICET level IV in sub-field Fire Alarm System technician.

Zero Defects This is a critical system

20% of CLIN

5-14 Test, inspect, and repair sprinkler systems.

Ref: Para 4.6.3.15.4

Work scheduled as specified in 4.6.3.15.4 and performed by NICET IV certified technician

Zero Defects This is a critical system.

2% of CLIN

5-15 Maintain and repair fuel dispensing equipment and tanks.

Ref: Para 4.6.3.11.2 (# 5- 10), and 4.6.3.16 through 4.6.3.16.2.1

Schedule and perform an inspection of equipment. All repairs entered on PCSA completed within 60 days.

No failure of items repaired within 1 year after completion.

5 % of all work and fuel dispensing system inspections sampled.

Zero customer complaints about fuel dispensing system repairs

5% of CLIN

5-16 Inspect and maintain the truck weigh station.

Ref: Para 4.6.3.17 through 4.6.3.17.2.1

Schedule and perform an inspection of equipment annually. No failure of items repaired within 1 year after completion.

5 % of all work and truck weigh station inspections sampled. Zero customer complaints about truck weigh station repairs within one year

2% of CLIN

5-17 Inspect and maintain the overhead doors.

Ref: Para 4.6.3.18 through 4.6.3.18.2

Schedule and perform an inspection of equipment annually. No failure of items repaired within 1 year after completion.

5 % of all work and overhead door inspections sampled.

Zero customer complaints about overhead door repairs within one year.

2% of CLIN

5-18 Inspect, maintain, and repair miscellaneous features such as picnic areas and gazebos Ref: Para 4.6.3.20 through 4.6.3.20.1

Semiannual inspection scheduled and performed as scheduled. No failure of items repaired within one (1) year of completion.

5 % of all work and miscellaneous features inspections sampled.

Zero customer complaints about overhead door repairs within one year.

2% of CLIN

5-19 Respond to and complete service orders associated with the buildings, structures and installed systems Ref: Para 4.6.4.1 through 4.6.4.3.7

Service orders responded to and completed IAW priority as specified in Para 4.2.3 Workmanship meets industry standards.

5% of buildings, structures and installed systems service orders inspected during month

REQUIREMENT #6: Provide Grounds Maintenance Services

REFERENCES: Paragraphs 4.7.1 through 4.7.6.3.1.2

6-1 Schedule grass mowing and mow grass on improved grounds.

Ref: Para 4.7.5.1 through 4.7.5.2

Grass cuttings scheduled by month and week as identified in TE 3, grass cut as scheduled, cutting blade height set as indicated in TE 3, and no damage to installation assets.

10% of all acres of improved grounds grass cutting inspected

20% of CLIN

6-2 Schedule grass mowing and mow grass on semi-improved grounds.

Ref: Para 4.7.5.1 through 4.7.5.2

Grass cuttings scheduled by month and week as identified in TE 3, grass cut as scheduled, cutting blade height set as indicated in TE 3, and no damage to installation assets.

10% of all acres of semi-improved grounds grass cutting inspected

20% of CLIN

6-3 Schedule grass mowing and mow grass on un-improved grounds.

Ref: Para 4.7.5.1 through 4.7.5.2

Grass cuttings scheduled by month and week as identified in TE 3, grass cut as scheduled, cutting blade height set as indicated in TE 3, and no damage to installation assets.

10% of all acres of un-improved grounds grass cutting inspected

20% of CLIN

6-4 Schedule and perform edging.

Ref: Para 4.7.5.3

Intervals of not less than 25 days.

All debris removed the same day as edged.

10% of all LF of edging inspected

1% of CLIN

6-5 Perform grass trimming.

Ref: Para 4.7.5.4 through 4.7.5.4.3

Performed as part of grass cutting and height is uniform with cut grass.

10% of all areas of improved grounds inspected

2% of CLIN

6-6 Schedule and remove vegetation from barricades.

Ref: Para 4.7.5.5 and 4.7.5.5.1

Cut brush larger than 24” or 4” in diameter, treat stumps, apply herbicide to brush less than 24”.

10% of all barricades inspected

10% of CLIN

6-7 Open drainage ditches by dredging.

Ref: Para 4.7.5.6 through 4.7.5.6.2

Ditches are clear of debris and allow free flow of water. All brush within 35 feet of centerline removed.

10 % of inspected drainage ditches

5% of CLIN

6-8 Cut Brush Ref: Para 4.7.5.7

Designated areas clear of brush 10 % of inspected area.

6-9 Fertilize and lime improved grounds.

Ref: Para 4.7.5.8

Fertilizer and lime applied IAW soil sample recommendations

10 % of inspected area.

1% of CLIN

6-10 Provide tree and shrub care.

Ref: Para 4.7.5.9 through 4.7.5.9.2

Prune identified trees. Prune hedges 3 times per year and fertilize 2 times per year

10 % of inspected area.

1% of CLIN

6-11 Schedule and perform policing of grounds Ref: Para 4.7.5.10

Schedule work as indicated and perform as scheduled. All litter removed except as indicated.

5% of inspected area

1% of CLIN

6-12 Inspect identified roads and surfaces and sweep as required.

Ref: Para 4.7.5.11

Roads and surfaces should be free of sand, gravel, and debris.

Work accomplished within one day of identification.

10 % of inspected area.

1% of CLIN

6-13 Remove pine needles, pine cones, and fallen leaves Ref: Para 4.7.5.11.1

Improved grounds free of pine needles, pine cones, and fallen leaves

10 % of inspected area.

1% of CLIN

6-14 Operate and maintain the irrigation equipment.

Ref: Para 4.7.5.13 through 4.7.5.13.2

Apply one inch of water per week to required areas when necessary.

Maintain, repair and winterize irrigation system

6.5 % of inspected area.

1% of CLIN

6-15 Inspect fence Ref: Para 4.7.5.14

Inspection completed and all repairs identified in report

10 % of inspected area.

1% of CLIN

6-16 Disc and drag the baseball field infield.

Ref: Para 4.7.5.15

All grass removed and field in playing condition

6.5 % of inspected area

1% of CLIN

6-18 Plant approx. 40 acres (36,000) pine seedlings in prepared sites annually.

Ref: Para 4.7.5.16

70% of seedlings survive at the end of the first growing season.

Erect signs showing date and type tree planted

10 % of inspected area.

1% of CLIN

6-19 Provide other unscheduled grounds maintenance services Ref:

Para 4.7.5.16 through 4.7.5.17

Perform ordered service IAW applicable requirements as identified in referenced paragraphs.

5 % of inspected services.

1% of CLIN

6-20 Respond to and complete service orders associated with the grounds Ref: 4.7.6.1 through 4.7.6.3.1.2

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of grounds service orders inspected during month

1% of CLIN

REQUIREMENT #7: Maintain and Repair Paved, Gravel, and Earth Roads and Hardstands

REFERENCES: Paragraphs 4.8.1 through 4.8.4.1.2.

7-1 Maintain and repair all paved surfaces.

Ref: Para 4.8.3.3 through 4.8.3.3.3

Complete and document inspection during May. Make repairs to all shoulders, potholes, upheavals, and cracks while maintaining traffic flows

10% of all paved surface repairs

35% of CLIN

7-2 Maintain and repair all Gravel and Earth roads and areas.

Ref: Para 4.8.3.3.4 through 4.8.3.3.4.3

Schedule and complete all repairs to ruts, washouts, shoulders twice annually. Schedule and complete blading of roads every 5 weeks

10% of all gravel and earth roads inspected each month

35% of CLIN

7-3 Inspect and repair storm drainage system.

Ref: Para 4.8.3.3.6 through 4.8.3.3.6.3

Schedule, inspect and repair/clean gratings, catch basins, inlets and manholes. No clogs in storm drainage system.

10% of system components inspected

5% of CLIN

7-4 Perform erosion control services Ref: Para 4.8.3.3.7 through 4.8.3.3.7.2

Maintain curbs, gutters, swales, dikes, energy dissipaters, crib structures and vegetation covers to control erosion.

10% of road shoulders inspected during month

5% of CLIN

7-5 Inspect and repair Governor’s Creek bridge.

Ref: Para 4.8.3.3.8

Bridge inspected, report rendered and all identified repairs completed.

6.5% of identified repairs

5% of CLIN

7-6 Inspect concrete pavements and joints, and drainage systems after storms. Inspect retaining walls annually.

Ref: Para 4.8.3.3.9 through 4.8.3.3.11

All areas and items inspected, conditions noted and report filed

10% of items inspected each month

5 % of CLIN

7-7 Prepare plan and paint/repaint approx. 10 miles of road markings annually Ref: Para 4.8.3.3.12

Plan submitted and markings IAW Manual for Uniform Traffic Control Devices

Zero defect in plan submission and 10% roadways inspected

5% of CLIN

7-8 Respond to and complete service orders associated with the grounds Ref: Para 4.8.4 through 4.8.4.1.2

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of grounds service orders inspected during month

5% of CLIN

REQUIREMENT #8: Provide Pest Management

REFERENCES: Paragraphs 4.9.1 through 4.9.6.4.1

8-1 Submit a written Integrated Pest Management Plan (IPMP).

Ref: Para 4.9.5.1 through 4.9.6.1.5.9.1

Plan shall list type of work to be performed, types of pesticides to be used, and schedule of inspections. Plan based on IPC techniques.

Zero defects 10% of CLIN

8-2 Control non-vegetative pests.

Ref: Para 4.9.6.2 through 4.9.6.2.4.5.1

Schedule and perform inspections IAW approved IPMP, treat detected infestations and establish control as identified.

5% of inspections performed and 5% of inspections exceeding control levels

2% of CLIN

8-3 Control mosquito larva.

Ref: Para 4.9.6.1.5through 4.9.6.1.5.1.2

Schedule and perform surveys as identified, treat detected infestations and establish control as identified

5% of surveys performed and 5% of inspections exceeding control levels

10% of CLIN

8-4 Control adult mosquitoes, and West Nile Virus bird surveillance.

Ref: Para 4.9.6.1.5.2 through 4.9.6.1.5.3.1

Schedule and perform monitoring as identified, treat detected infestations and establish control as identified. Surveillance of dead birds for West Nile Virus performed.

5% of monitoring performed and 5% of inspections exceeding control levels

10% of CLIN

8-5 Control nuisance birds.

Ref: Para 4.9.6.1.5.3 through 4.9.6.1.5.4.2

Establish control as identified. 5% of inspections exceeding control levels

10% of CLIN

8-6 Control Rodents.

Ref: Para 4.9.6.1.5.5 through 4.9.6.1.5.5.1

Establish control as identified. 5% of inspections exceeding control levels

2% of CLIN

8-7 Control Snails.

Ref: Para 4.9.6.1.5.6 through 4.9.6.1.5.6.3

Perform baiting, establish monitoring, and control detected infestations

5% of inspections exceeding control levels

10% of CLIN

8-8 Perform inspection of facilities for presence of termites and treat any infestations.

Ref: Para 4.9.6.1.5.7 and

Schedule and perform inspections and control any detected infestations.

5% of inspections and no infestations exceeding control levels

4.9.6.1.5.7.1 8-9 Control wood destroying fungi.

Ref: Para 4.9.6.1.5.8 through 4.9.6.1.5.8.1

Treat any infestations and establish control

5% of inspected treatments

2% of CLIN

8-10 Control Ornamental and Turf Pests.

Ref: Para 4.9.6.1.5.9 through 4.9.6.1.5.9.1

Schedule and perform inspections and control any detected infestations.

5% of inspections and 5% of inspections exceeding control levels

2% of CLIN

8-11 Chemically control all vegetation on railroad bed, right-of-ways, around switch stands, sign posts, signal stands, electrical sub-station, rail storage yard, pads, hardstands, and fences.

Ref: Para 4.9.6.3.2.3 through 4.9.6.3.2.3.1

Schedule and perform herbiciding operations. Achieve level of control as indicated.

5% of inspections and 5% of inspections exceeding control levels

20% of CLIN

8-12 Maintain control of vegetation at motion sensors, pavement joints, edging, ditches, woodlands, lagoons and ponds as indicated.

Ref: Para 4.9.6.3.4 through 4.9.6.3.4.4.2

Monitor vegetation at indicated specific sites and perform herbiciding operations to achieve control of vegetation as indicated.

5% of inspected sites exceeding control levels

2% of CLIN

8-13 Respond to and complete service orders associated with the vegetative and non-vegetative pest control Ref: Para 4.9.6.4 through 4.9.6.4.1

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of pest control service orders inspected during month

REQUIREMENT #9: Maintain Wharfs

REFERENCES: Paragraphs 4.10.1 through 4.10.4.3

9-1 Perform a complete structural, mechanical and utility inspection of each wharf and the floating dock.

Provide inspection report and repair items as indicated.

Ref: Para 4.10.3 through 4.10.3.2

Schedule and perform inspection during month of June. Provide report and pictures as indicated and repair items as necessary.

Zero defects in inspection report and 10% of inspected repairs

20% of CLIN

9-2 Respond to and complete service orders associated with wharf maintenance Ref: Para 4.10.4 through 4.10.4.3

Service orders responded to and completed IAW priority as specified in Para 4.2.3.

Workmanship meets industry standards.

5% of wharf maintenance l service orders inspected during month

80% of CLIN

REQUIREMENT #10: Control Burn Support

REFERENCES: Paragraphs 4.11.1 through

4.11.3 SURVEILLANCE METHOD: As

identified in tasks below

REQUIREMENT #11: Water Barrier STANDARD: Perform tasks described below REFERENCES: Paragraphs 4.12.1 through 4.12.2 SURVEILLANCE METHOD:

As identified in tasks below

11-1 Control Burn Support Ref: Para 4.11.3

Perform each control burn as directed by the Government Representative(s)

Zero defects 100% of Task Order for CLIN

MILITARY OCEAN

TERMINAL

SUNNY POINT

BASE

OPERATIONS

AND

MAINTENANCE

TE 1A

QUALITY ASSURANCE

SURVEILLANCE PLAN

Military Ocean Terminal Sunny Point TE 1A

QUALITY ASSURANCE SURVEILLANCE PLAN

TABLE OF CONTENTS

I. PURPOSE OF QUALITY ASSURANCE (QA)

A. Contract Administration Duties and Responsibilities

1. Contracting Officer

2. Contracting Officer's Technical Representative

3. Customers

4. Quality Assurance Evaluators

II. QUALITY ASSURANCE SURVEILLANCE PLAN

III. SURVEILLANCE METHODS

IV. 100% INSPECTION

A. Criteria B. Pros/Cons

V. PLANNED SAMPLING

A. Criteria B. Pros/Cons

VI. VALIDATED CUSTOMER COMPLAINTS

A. Criteria B. Pros/Cons

VII. UNSCHEDULED INSPECTIONS

A. Criteria B. Pros/Cons

VIII. ACCEPTABLE PERFORMANCE LEVEL (APL)

IX. DEFECTS

X. EVALUATION PROCEDURES

XI. ANALYSIS OF INSPECTION RESULTS

A. This QASP section should contain:

B. Observed Defect Rate (ODR) calculations

XII. CONTRACT DISCREPANCY REPORT (CDR)

XIII. CONTRACT PAYMENT DEDUCTIONS

CONTRACT DISCREPANCY REPORT (CDR)

CUSTOMER COMPLAINT RECORD

LIST OF REFERENCES

Performance Requirements Summary.................................................................................... TE 1 Inspection and Performance Assessment Guides and Check sheets .................................. TE 1B

INTRODUCTION

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

I. PURPOSE OF QUALITY ASSURANCE (QA)

Quality assurance (QA) is a program undertaken by the Government to provide some measure of the quality of goods and services purchased from a Service Provider. To accomplish this, the Government must develop and implement a system that will ensure the quantity and quality of the goods and services received comply with the requirements of the contract. This QASP is designed to assist the Contracting officer’s Technical Representative (COTR) or other user in conducting the QA program.

A. Contract Administration Duties and Responsibilities

1. Contracting Officer

The Contracting Officer has the authority to administer the contract. The Contracting Officer may delegate many of the day-to-day contract administration duties to the COTR and Quality Assurance Evaluators (QAEs). However, certain contractual actions such as certification of invoices, negotiation and issuance of contract modifications, resolution of Contractor claims and disputes, issuance of Contractor Deficiency Reports issuance of cure notices, issuance of show-cause letters, termination of the contract, and contract close-out are retained by the Contracting Officer.

2. Contracting Officer's Technical Representative

The COTR serves as the day-to-day manager of one, several, or all requirements of the contract. The COTR represents the Contracting Officer and functions as the Service Provider's point of contact. The COTR supervises the QAEs and ensures that they conduct QA properly.

If modifications to the contract are necessary, the COTR will assist the Contracting Officer in preparing and negotiating the modifications. If there are problems with Service Provider performance, the COTR must inform the Service Provider of the problems and recommend to the Contracting Officer what adverse actions should be taken (such as withholding payment, Contract Deficiency Report (CDR) or issuing a cure notice). Finally, the COTR must coordinate matters of contract interpretation with the Service Provider and the Contracting Officer.

3. Customers

Customers are the recipients of services furnished by the Service Provider. Customer responsibilities include identifying contract requirements, assisting in developing specifications, recommending contract modifications, assisting in contract negotiations, and assisting the QAEs and COTR in conducting quality assurance by providing information on Service Provider performance.

4. Quality Assurance Evaluators

The QAEs play a key role in contract administration. They serve as the eyes and ears of the Contracting Officer and COTR. The QAEs perform the actual contract surveillance and reports to the COTR. Some of the key contract administration duties of QAEs include the following:

a. The QAEs complete surveillance as required by this QASP and make recommendations to the COTR for contract administration actions, such as CDRs or letters of commendation.

b. The QAEs assist the COTR in identifying necessary changes to the contract, preparing Government estimates, conducting quality assurance meetings, approving submittals, and maintaining work files.

c. The QAEs only have authority delegated by the Contracting Officer. QAEs have no authority to allow the Service Provider to deviate from contract requirements. The QAEs have no authority to direct or interfere with the methods of performance by the Service Provider or to issue modifications directly to any of the Service Provider’s personnel unless the methods being used are deemed to be unsafe.

II. QUALITY ASSURANCE SURVEILLANCE PLAN

A Quality Assurance Surveillance Plan (QASP) is essential to properly administer a service contract. Its purpose is to help the Government obtain the specific services contracted for, i.e., to insure that the contract requirements are being met and that the Government gets both the quantity and the quality it is paying for. The QASP includes procedures for surveillance scheduling, the actual inspection, and documenting the results of the inspection.

The QASP:

1. Documents the means and methods by which the Government intends to implement Quality Assurance (QA) for a particular contract.

2. Provides the Quality Assurance Evaluator (QAE) with:

a. a systematic plan for surveillance of the Service Provider's work.

b. the methods for collecting information necessary to evaluate the Service

Provider's performance and justify contract administration actions resulting from unsatisfactory performance.

c. a basis for documenting the official contract file concerning the Service Provider's performance and quality of the work.

III. SURVEILLANCE METHODS

There are five widely accepted inspection methods in use.

1. Random Sampling (Note 1)

2. 100% Inspection

3. Planned Sampling

4. Validated Customer Complaints

5. Incidental (or unscheduled) Inspection

Note 1: Random sampling will not be used in this QASP and no detailed explanation is provided.

IV. 100% INSPECTION

The Quality Assurance Evaluator (QAE) inspects every work occurrence or output of service by the Service Provider to determine whether it conforms to the specifications. Given the Service Provider’s work schedule, it is possible to schedule inspections in advance to cover each scheduled occurrence of work. Though normally applied to regularly scheduled work, 100% Inspection can be used for unscheduled or additional services Indefinite Quantity (IQ) work.

When an item of additional services IQ or unscheduled, basic services work is ordered and the date of accomplishment is agreed upon, it should be added to the QAE’s inspection schedule.

All observed defects (nonconformity’s) are documented and identified to the contracting officer for action.

A. Criteria

1. Use when the service population is small.

2. Apply to critical services with major mission impact, where inspection of each and every occurrence is important.

3. Use when it is important to have a precise measurement of the Service

Provider’s level of performance.

4. Consider for services that, if rejected, are expensive to COTR to correct or re-perform.

5. Not well suited for large populations.

B. Pros/Cons

1. Only method for absolute accurate inspection results.

2. Measures the Service Provider’s true performance level.

3. No supplementary or backup inspection methods are required.

4. Well suited to use on IQ portions of contract.

5. Potentially expensive, time consuming, labor intensive.

V. PLANNED SAMPLING

The term “planned” does not imply that the other surveillance methods are “unplanned”. This title simply means that rather than inspect all work occurrences or base our inspections on random theory, the QAE will establish a pre-determined plan for inspecting part of the work, using subjective judgment to determine which work occurrences to inspect and the frequency of the inspections. If consistently applied month to month, Planned Sampling will reveal trends in the Service Provider’s performance.

Selecting a sample size for Planned Sampling is subjective; the sample size is arbitrarily determined. In order to provide consistent surveillance and provide a basis for comparing performance trends, a consistent method of selecting the samples is required. The criteria for selection of the sample from the population must be documented and applied consistently from one surveillance period (i.e. a month) to the next surveillance period. If there is no consistency, trends in the Service Provider’s performance cannot be verified. Surveillance results cannot be extrapolated for payment deduction purposes, and the Planned Sampling results are not statistically accurate. Planned Sampling essentially subjects each requirement to a regular, planned observation, with documented performance results, and recommends defects to the contracting officer for action.

1. Consider for medium populations where 100% Inspection is too costly or manpower is inadequate.

2. Can be used for unscheduled services, if the work can be inspected at a later time after performance.

3. Consider for requirements whose importance does not justify the cost of

100% inspection.

4. If used consistently, it will provide adequate trends in overall Service

Provider performance.

5. Use where the requirement is critical enough not to rely on the Validated

Customer Complaint method.

1. Usually requires less labor effort than Random Sampling for the same size population.

2. If used consistently with the same sample selection criteria each month, gives good indication of trends in the Service Provider’s performance.

3. QAEs can use any system of sample selection, but the sampling method should be documented and consistent from month to month.

VI. VALIDATED CUSTOMER COMPLAINTS

This method, when handled properly, can supplement the use of other methods, particularly Planned Sampling. In some situations, it may even be used as the primary method of monitoring Service Provider performance. However, this requires careful planning and extensive education of the customer receiving the service. This method consists of customers observing defects in the services they expect to receive and reporting these defects to the QAE using a standard, uniform procedure. To be a valid method, all such alleged defects must be examined by the QAE within a reasonable time (depends on nature of service) and determined to be a true defect. Documentation of these validations provides the necessary justification to the contracting officer for deductions.

Because this method depends solely on customer awareness and reaction, it is essential that the organizational individuals receiving the service be trained. As a minimum, this would include awareness of the contract requirements they receive, the level of contract performance required in the contract specifications, and indicators the customer can use to trigger a call to the QAE. The QAE should develop detailed procedures for validating each complaint, including points of contact with each customer, and specific steps the customers should follow in identifying and reporting performance deficiencies. Validated Customer Complaints are particularly effective when used to inspect requirements in which the customer has personal interest or in close daily contact.

Use this method where the customer:

1. Fully understands the scope of the contract requirement.

2. Has the necessary expertise, incentive, and access to the work.

3. Is willing to participate in the surveillance program.

4. Is the direct recipient of the service.

1. Does not guarantee all poor or non-performed service will be reported.

2. Validity of any given complaint is sometimes questionable. Therefore, validation must be done promptly before conditions change, or the defect cannot be documented.

3. If used as a primary method of inspection, the customer must know exactly what services are provided and what constitutes satisfactory performance.

4. This surveillance technique is absolutely dependent upon customer awareness, knowledge, and motivation.

VII. UNSCHEDULED INSPECTIONS

This is an unplanned inspection, usually carried out in conjunction with inspections of other contract requirements or in an impromptu fashion on the way to or from another commitment.

For example, a QAE may be monitoring service calls for on-time response. Incident to that inspection, he/she may notice that tour logs are not completed and fail to meet specific standards. This constitutes an unscheduled inspection. It is seldom used as a primary method of surveillance. Decisions on what to inspect are usually arbitrary; they are made simply “because you are there”. Consider Unscheduled Inspections as a supplement to other methods. In some cases, a requirement with few work occurrences and few locations can be inspected by Unscheduled Inspection, but only if it is a relatively non-critical requirement and does not require inspection immediately upon completion.

Unscheduled inspections may also be used to identify the scope and cause of problems identified using planned sampling or customer complaints. When a problem is identified in the performance of a requirement, additional unscheduled inspections may be performed to identify if the problem exists in more of the elements of the work and will provide additional information to the Contracting Officer in instituting contract administrative actions. All items of work that are found to be unsatisfactory will be identified to the Contracting Officer for action.

1. Use for low priority CRs or as a supplement to other methods.

2. Use to supplement other inspection methods to further identify the scope and causes of problems with provided services.

1. Is a supplemental inspection tool.

2. Provides an entirely subjective assessment.

3. Should not be used to develop trends in performance.

VIII. ACCEPTABLE PERFORMANCE LEVEL (APL)

The APL is the level of performance of the contract requirement the Service Provider's shall be allowed to in-correctly perform for the particular service performance to still be considered satisfactory. It is the maximum rate or number of defects allowed before the effectiveness of the Service Provider’s quality control (QC) for the requirement evaluated is called into question. For each requirement, its APL serves as a benchmark to evaluate the Service Provider's performance and Service Provider’s QC Program as it applies to that requirement. The COTR and the Contracting Officer should be notified in all cases where the APL is exceeded.

The unit of measure for an APL may be stated either as a percent or as an absolute number of items per time period. Either approach may be applied to 100% Inspection or Planned Sampling. An absolute number should be used with Validated Customer Complaints, if used as the primary surveillance method. The APL is used in calculation of payment deductions, and can be a threshold above which other contract actions must be taken (cure notices, show cause letters, termination, etc.). In short, it is a QA tool to determine when performance may need an “official” response from the COTR or Contracting Officer.

Identification of the appropriate APL for each requirement should be done with care. It requires knowledge of the nature of each requirement. The Government cannot reasonably expect perfect performance from the Service Provider on every service or product. Consideration of the following factors will help establish the "appropriate" rate:

A. How much will each defect interfere with the activity's mission?

B. How many defects will the customer tolerate?

C. If not mission-critical, how important is this requirement otherwise?

D. Does the service involve safety, health, environment or other regulations?

E. Will unsatisfactory or non-performance create poor working conditions, loss of efficiency?

F. Is the APL reasonable (legally and functionally)?

G. Is it achievable?

To determine an APL percentage,

1. Determine how many times the service is expected to be provided during the surveillance period (population).

2. Determine what the maximum number of defects for the given requirement for the period the Government should tolerate (number of accepted defects).

3. Then divide the number of unacceptable services by the population to determine the APL.

IX. DEFECTS

The concept of a defect (the lack of something necessary for completeness) is fairly clear. In cases where an element necessary to the contract is clearly either present or absent, or works or does not work, a defect is easy to identify. The problem arises in trying to define a defect where a contract element is open to subjective interpretation, such as the level of workmanship.

Since many service…