Quality Assurance Surveillance Plan For Field Reference Data Activities Dixie NF (and Portions of the Fishlake NF)

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Quality Assurance Surveillance Plan For Field Reference Data Activities Dixie NF (and Portions of the Fishlake NF) I Introduction. The Government s Quality Assurance Surveillance Plan (QASP) provides the
Quality Assurance Surveillance Plan For Field Reference Data Activities Dixie NF (and Portions of the Fishlake NF) I Introduction. The Government s Quality Assurance Surveillance Plan (QASP) provides the procedure and guidelines that will be used in evaluating technical performance of the Contractor for field reference data inventory plot installations in a performance based statement of work. The Government s QASP is not part of the contract, but is provided to the Contractor solely as information. A copy of this plan is furnished to the Contractor in the solicitation package or at pre-proposal meetings, so the Contractor is aware of the methods that the Government may use in evaluating performance on this contract. Early provision of the QASP is intended to address any concerns that the Contractor may have prior to initiating work. The QASP is subject to change by the Government during the contract performance period. The Government reserves the right to perform more or less than is outlined in the Plan. Purpose of the QASP: o Define the role and responsibilities of participating Government officials; o Define the types of work to be performed with required end results; o Describe the evaluation methods that will be employed by the Government in assessing the Contractor s performance; o Provide copies of the performance assessment forms and worksheets that the Government will use in documenting and evaluating the Contractor s performance; and o Describe the process of performance assessment documentation. II Roles and Responsibilities of Participating Government Officials. A. Contracting Officers Representative (COR): The COR is designated by the Contracting Officer to administer the contract within the authority and limitations specified on form FS-R provided to the Contractor at the pre-work meeting, and again if there is a change in the COR. This form is maintained in the contract file. Refer to FSH , WO Amendment for a full description of responsibilities. The COR will monitor the Contractor s work and may utilize Work Orders and Notice of Noncompliance as tools to communicate in writing with the Contractor. The COR will keep the Contracting Officer and Contractor informed of progress, contract compliance, and any noncompliance issues. The Contracting Officer will work with the Contractor and COR to correct identified non-compliance issues. Suspension of work may be necessary to halt operations when compliance issues are at question and continuing work during discussions could cause irreversible damage (e.g., improper plot installation, inaccurate measurements resulting in nonpayment). The COR will maintain Daily Diaries for each day of data collection, as the record of contract progress and compliance. These diaries will include only facts concerning the contract and will be complete and unbiased, as they will be used by the Contracting Officer to make further decisions on contract issues. The COR designates and supervises the work of the inspectors. B. Inspectors: The Government inspector(s) are designated by the COR to represent him/her in securing compliance of contract requirements. The Designation of Inspector (FS ) will be used to designate the inspector and identify the responsibilities. Refer to FSH , WO Amendment The inspector(s) will monitor Contractor performance and inform the Contractor of contract deviations. The inspector(s) will monitor progress and conduct quality assurance plots. The inspector(s) will not direct the operations of the crew but rather keep in contact with the foreman, stressing the requirement of Contractor quality control as well as protect the Government s interest by assessing the adequacy of thinning and stand improvement activities. A lead inspector may be designated by the COR when more than one inspector will be on site to act as the leader of the Government inspectors and avoid confusion in communications with the Contractor. The inspector(s) will maintain Daily Diaries, issue notice of non-compliance to the Contractor when s/he fails to meet contract requirements, and keep the COR informed of all contract progress, and conformance problems. The inspector(s) will anticipate change orders and inform the COR. C. District Ranger, Forest Supervisor, Silviculturist and other District, Forest and Regional employees: The Forest Supervisor is responsible for the administration of the National Forest, and the District Ranger acts as an authorized representative. These and other employees will act as resource advisors to the COR and Contracting Officer but do not have contract authority. Their role is to provide advice on project implementation, which may be used for contract decisions. III. Assessing the Contractors Performance A. Schedule. The COR and inspector will monitor progress and if the Contractor is falling behind schedule, the COR may issue a work order to ensure the agreed to schedule is maintained. B. Field Reference Data Collection. The following plan will be used by the Government to assure the Contractor is providing the quality promised and work meets the performance standard. Surveillance will consist of visual observations of the entire operation and sample reference sites with supporting plots and transects to determine compliance with the specifications. 1. Work in Progress. The Government inspector will observe work in progress and may put in occasional informal plots to judge the quality of required work. Any problems should be reported to the foreman to allow the problems to be corrected. The inspector and COR will not direct operation of the crew, however, as this is the responsibility of the Contractor. The Government expects the foreman to inspect work in progress and take corrective action prior to being notified by the Government inspector, consistent with the Contractor s Quality Control Plan. Failure of the Contractor to inspect his work is cause for notice of non-compliance or other contract action. Quality Assurance Field Reference Sites and Supporting Plots. The Government inspector will take sufficient samples to assure the Government s quality assurance represents data quality. The CO and COR should determine the sample size, which should be influenced by the real or anticipated problems associated with the Contractor quality control. An example of the draft Region 4 Field Reference Data Quality Assurance Score Sheet can be found at the following location: ( pdf). This score sheet will be used to evaluate all quality assurance field work. In addition to the score sheet, inspectors may use the optional Dixie NF Field Reference Site Tree and Shrub Transect Data Collection Protocol and Form for tree and shrub canopy cover. A draft of this document is also posted at the following location: 2. The Government inspector or COR will monitor the Contractor s quality inspection plots to assure the Contractor is providing inspection consistent with the Contractor s accepted Quality Control Plan (QCP). If not included in the QCP, the Contractor and CO/COR will agree to how/when Contractor inspection sheets will be turned in to the COR. The Government inspector may observe the Contractor s plots in progress or check them after completion. The Contractor may be put on notice of non-compliance (or other contract action taken) for failure to conduct plot inspections as per his QCP. The Contractor s inspector is not permitted to modify plot deficiencies nor influence the work quality by indicating upcoming plot locations to the crew. 3. The Government inspector will conduct quality assurance plots in a timely manner after a packet completion. The COR will inform the Contractor if the quality is acceptable to the Government, after comparing the Government assurance plots with the Contractor s after the entire packet is submitted. The Contractor will be informed that his/her quality assurance is acceptable, and pay will be calculated based on the Contractor s plot results, assuming plot measurements are within acceptable levels. When the Government s inspector compares the Contractor s inspection to the Government s assurance plots prior to the unit being completed, it will only be considered an indication of the progress and not considered an acceptance of the Contractor s work. The Government does not need to reveal the results of their plots, but will notify the Contractor if it appears that the Contractor s inspection results differs significantly from the Government s assurance results. Based on FAR Inspection of Services found at: (, the Contractor should be notified as soon as it is apparent that there may be a problem so they can improve in their inspection process if it does not conform to the standards. If at packet completion, the Contractor s results differ significantly from the Government s QA plots, payment will be based on the Government s plot results (G.3.1). If the Contractor finds this objectionable, he may request a re-evaluation. The FS will then conduct a sample size requested by the Contractor up to ten percent of the packet, and if the results confirm the Contractor s results, payment will be based on the Contractor s results. However, if the results of the re-evaluation sample indicate the Government results are correct, then payment is based on the Governments re-verification results, and the Contractor pays for the actual costs associated with the re-verification sample. (Refer to E ) 5. When the Contractor s work is below the performance standard based on the quality assurance score sheet the COR may require the Contractor to rework the entire packet, or a portion of the packet. When plot measurements exceed the maximum allowable, the Contractor shall rework the entire packet, or a portion of the packet to bring it into compliance. The Contractor shall re-inspect this work, and the Government will conduct similar surveillance as the original work. The Contractor should submit his quality control inspections indicating that work is complete and acceptable prior to the Government conducting plots. The Contractor can be assessed the cost of the extra plot assessment. C. Resource Protection. The COR and inspector should monitor the activities to assure resources are being protected. This should be monitored in conjunction with work in progress. D. Work Schedule. The work schedule will be monitored as previously described. When the Contractor does not complete work within the accepted time schedule, the CO has several options that allow the Contractor to continue to work but s/he may be assessed the actual damages to the Government (i.e., wages, travel and per diem, etc.) for work completed outside the contract time E. Contractor s Quality Inspection. When the Contractor s inspection varies significantly from the Government s assurance, the Contractor may be required to re-work, essentially reinspect the packet. Refer to FAR Inspection of Services. The CO or COR will make this determination and make payment and assess costs accordingly. Note that if Government results are used for payment, the Contractor can be charged for the actual Government cost of conducting the re-inspection. F. Work site and Campsite. The inspector and COR will periodically assess the campsite and worksite to assess if it is clean and meets the requirements set forth in the contract. The COR will require the Contractor to clean up the work site or campsite or suspend operations if it is a safety hazard. Final payment will be withheld until the worksite is cleaned and the campsite meets the camping permit requirements. G. Safe Working Conditions. Safety should be discussed at the pre-work meeting. Emergency numbers and similar information needs to be shared with Contractor. The COR should use common sense in dealing with safety concerns. If the Contractor brings safety hazard to the attention of the COR, the COR/CO and Contractor must find resolution. Examples of options for resolution include suspension with contract time, or moving to another area until the hazard (as in the case of wildfire) has ceased. IV. Contractor Final Performance Assessment A. Final Performance Assessment The COR will document the Contractor s performance under this contract/task order. The COR will document his/her understanding of the contract requirements, what was actually completed, and the impact or consequences of what was not completed, and any recommendation for rework. The COR will summarize the Contractor s performance in the following aspects: Quality of plot installation and measurements Cost Control Timeliness of Performance Business Relations Customer Satisfaction: Was the Contractor committed to customer satisfaction? Would you recommend the selection of this Contractor again (after contract expiration)? Why? Utilize these ratings along with a short explanation. o Unsatisfactory = nonconformance is jeopardizing the achievement of contract requirements despite the use of Agency s resources. o Poor = overall compliance requires MAJOR agency resources to ensure achievement of contract requirements. o Fair = Overall compliance requires MINOR Agency resources to ensure achievement of contract requirements. o Good = Overall compliances does not impact achievement of contract requirements. o Excellent = There are no quality problems and Contractor goes beyond what is expected of contract to achieve services. B. Analysis of Performance Assessment Results The Contracting Officer will review each Performance Assessment prepared by the COR. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding them are considered in the COR opinions outlined on the forms. The Contracting Officer will prepare the final Performance Assessment that will be entered into the Past Performance Database. Prior to entering information, the Contracting Officer will provide a copy of the final performance rating to the Contractor and allow time for the Contractor to provide rebuttal if desired.
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