Attach 2 - QASP.pdf

ATTACHMENT 2

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Joint Base Balad – Fuel Bunker O&M

26 February, 2009

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

The amount of surveillance required should be the minimum amount necessary to ensure conformance with contract requirements. This QASP is a living document and should be updating accordingly throughout the life of the contract.

This plan uses periodic inspection, customer complaint, contractor provided metrics, and 100% inspection to evaluate the services the Contractor is required to furnish. This surveillance assures the Government that the Contractor’s performance is acceptable.

The methods of surveillance recognize that unforeseen and uncontrollable problems and issues do occur. COR’s are expected to be objective, fair, and consistent in evaluating Contractor performance against the standards.

Effective management and use of a contractor generated quality control plan will allow the Contractor to operate within the specified surveillance requirements.

2. AUTHORITY

Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in this contract to be accomplished by the Contracting Officer or his duly authorized representative.

3. SCOPE

To fully understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor develops and submits his Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results. The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s QCP. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing a QCP that will interrelate with the Government’s QAS

4. GOVERNMENT RESOURCES

The following definitions for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

Contracting Officer Representative (COR)- An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for a COR is the Contracting Officer. COR limitations are contained in the written letter of designation.

5. RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of thisQASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance

Contracting Officer Representative (COR) - The COR is responsible for technical administration of the project and assures proper Government surveillance of the Contractor’s performance. The COR is 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 Contracting Officer for action.

6. METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. A sample Surveillance Activity Checklist, is included as Appendix A.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Surveillance Activity Checklist.

100% Inspection - 100% Inspection is an evaluation method that requires complete inspection of a quantity ofwork by the QAE. 100% Inspections will involve work performed for the specific surveillance period; month, quarter, or year or on an "as required" basis. 100% Inspectionis used when the service is considered critical and/or the quantity of work is relatively small.

Periodic inspections - may occur on a pre-determined basis (e.g. daily, weekly, monthly) as determined by the COR. The results of periodic inspections may be used as the basis for negative or positive report documentation.

Random Monitoring - Random inspections may occur at any time and location

Contractor Provided Metrics - Documents provided by the contractor that enable the COR to determine compliance with contract requirements. These may be the results of their inspections under their Quality Control Plan.

7. IDENTIFIED COR SURVEILLANCE TASKS

The following PBSC items are identified within contract Statement of Work and are to be monitored under this

QASP.

Performance Requirements Matrix – Performance Standards

PWS Task Metric Type

Performance Standard*

Performance Indicator

Surveillance Method

PARA 6.5 &

APPLICABLE

REFERENCES LISTED

IN APPENDIX 2

HAZMAT &

ENVIRONMENTAL

Efficiency Compliance w/ applicable regulations

100% compliance Random monitoring

PARA 7&8

EQUIPMENT &

FACILITIES

Efficiency Maintain equipment and facilities in accordance with maintenance program

Equipment operational 90% of the time

Periodic Inspections, random monitoring

PARA 9

WORK REPORTS &

MAINTENANCE

REPORTS

Quality Accurate and current Maintenance of O&M records and work reports

Documents are 100% complete and accurate

100% Inspection, contractor provided metrics

PARA 6 & APPLICABLE

REFERENCES IN

APPENDIX 2

SAFETY & HEALTH

REQUIREMENTS

Efficiency Compliance w/ safety and health requirements

Maximum of 2 discrepancies monthly

Random monitoring

PARA 6.1, 6.2, 6.3, and 6.4

& APPLICABLE

REFERENCES LISTED

IN APPENDIX 2

FUELS SUPPORT

Efficiency Compliance w/ fuel operations regulations

Maximum of 2 discrepancies per month

Customer feedback, random monitoring, period inspections

In all cases, surveillance shall not be so intrusive as to impact the Contractor’s successful accomplishment of the mission.

8. DOCUMENTATION

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. UNACCEPTABLE PERFORMANCE

When performance is deemed unacceptable, the COR will so inform the Contractor’s on-site representative, or one of the Contractor managers. Disputes should be referred to the Contracting Officer for resolution.

If any services do not conform to contract requirements, the Government may require the Contractor to re-perform the services to conform with contract requirements at no increased cost to the government. When sub-par performance cannot be corrected by re-performance, the Government may:

• Require the contractor to take action necessary to ensure future performance conforms with contract requirements.

• By separate contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or:

o Issue Cure Notice o Issue Show Cause o Terminate the contract for government convenience o Terminate the contract for cause.

10. ATTACHMENTS

Appendix A – Surveillance Activity Checklist

APPENDIX A – QUALITY ASSURANCE & SURVEILLANCE PROGRAM SHEET

CONTRACT NUMBER: ________________________ DATE: __________________

A. Criteria being evaluated (choose ONLY one):

1. HAZMAT & Environmental

2. Equipment & Facilities

3. Work & Maintenance Reports

4. Safety & Health Requirements

5. Fuels Support

B. Procedure Used (choose ONLY one):

1. Customer Feedback

2. 100% Inspection

3. Periodic Inspection

4. Random Inspection

5. Contractor Provided Metrics

C. List discrepancies, if any:__________________________________________________________

D. Customer Complaint(s): Yes No (If yes, attach copy of complaint/memorandum)

E. Time of Observation: ________________________

F. Were noted deficiencies corrected within the allowable timeframe after notification?

Yes No

If not, explain:___________________________________________________________________

G. Signatures:

Name: Date Name: Date Contracting Officer Representative Contractor Rep/ Supervisor