Construction
Quality Assurance Surveillance Plan (QASP)
Project Name/Number/facility (QASP)
Contract #
1. PURPOSE AND INTENT
1.1 Purpose. The purpose of this plan is to identify the methods and procedures the
Government will use to ensure it receives the construction services identified in this
contract’s specifications. The Government will ensure that the contractor is providing
timely quality services by employing this Quality Assurance Surveillance Plan (QASP).
If no surveillance is performed, then the Government accepts the service as is. This plan
will enable other qualified and authorized government employees to perform surveillance
should the need arise. This QASP also provides the basis for determining what action(s)
will be recommended to the Contracting Officer (KO) for deficient contractor
performance.
1.2 Intent. The intent of this plan is to hold the Contractor accountable for quality
control and to encourage the contractor to take appropriate steps to control and improve
quality. The Contractor is responsible to develop an efficient system to ensure they meet
the specifications as outlined in the contract. The Government will perform surveillance
of this contract in accordance with this QASP, but reserves the right to monitor the
contractor, and their subcontractors, in any manner, at any time, and at all places
necessary to ensure that the rendered services conform to contract requirements. Nonconforming services discovered with subcontractors will be addressed with the prime
contractor for resolution.
2. FUNCTIONS SURVEILLED
2.1. Surveillance includes not only the on-site inspection of the construction work being
performed by the contractor but also inspection of materials, contractor submittals,
program schedules, progress reports, labor reviews, and a review of the contractor’s
internal Quality Control/Assurance inspection system. The contractors’ Quality Control
system should result in quality construction services provided by the contractor to the
Government for acceptance.
2.2. All work is subject to inspection and test by the Government at reasonable times and
at all places prior to acceptance. Inspection or tests by the Government is for the benefit
of the Government and does not relieve the contractor of the responsibility to provide
quality control measures to assure compliance with the contract requirements nor does
inspection or testing by the Government constitute or imply acceptance. The inspection
function is performed by the Contracting Officer’s Representative (COR) and is crucial to
the overall contract administration functions.
3. THE PROCESS. The Quality Assurance Program consists of four distinct steps. These
are: Planning, Surveillance, Corrective Action, and Documentation (Reporting).
3.1. Planning: The selection and scheduling of what is to be surveilled.
3.2. Surveillance: The actual surveillance regardless of whether it is in the office through
review of material submittals, audits of reports or in the field conducting on-site checks.
3.3. Corrective Action: Corrective action is the process to inform the contractor and
Contracting Officer of deficient performance detected and the follow-up on the
Contractors’ corrective actions.
3.4. Documentation (Reporting): All documentation pertaining to the CORs’
surveillance. This includes, but is not limited to, the daily inspection and progress reports.
4. SCHEDULING, SURVEILLANCE AND DOCUMENTATION & REPORTING.
Prior to any work the COR will attend a pre-construction conference that is scheduled by
the KO or the Administrating Contracting Specialist (ACO).
4.1. SCHEDULING. Initial scheduling of surveillance will be prepared using the
original work schedule submitted by the Contractor. Surveillance will be changed and
updated as subsequent Contractor schedules are received. The COR will retain a copy of
the original Contractor work schedule and each subsequent schedule as they are received.
Submittals, test reports and other construction documents produced and delivered by the
Contractor will be inspected and if found acceptable, uploaded. Scheduling of onsite
inspection will be based on the Contractors schedule and Progress Reports. Key
construction points, (i.e. plumbing, electrical, structural, etc.) will be inspected before
they are covered up by normal ongoing construction and cannot be inspected.
4.2. SURVEILLANCE. Surveillance will be timely and will not interfere with the
Contractors work unless absolutely necessary. The surveillance procedures in paragraph
6 describe how to report surveillance results and any deficient contractor performance.
The COR will perform surveillance IAW the Contract Specifications to ensure:
4.2.1. The work is progressing as scheduled.
4.2.2. Methods and processes being used comply with the specifications.
4.2.3. Materials used comply with the approved submittals.
4.2.4. Shop drawings are on-site and are being corrected (red-lined) as needed.
4.2.5. Safety provisions are being adhered to.
4.2.6. Quantities are correct.
4.3. DOCUMENTATION AND REPORTING. All contract documentation the COR
creates or receives will become part of the permanent contract file.
4.3.1. The COR will upload a monthly COR Surveillance Report. This will be a summary
of all construction activity and pertinent COR comments. All documentation will be
uploaded to the Surveillance and Performance Monitoring Module of PIEE this includes
but not limited to COR daily reports, contractor daily reports, all submittals, emails,
progress payments, DD Form 250 for Logistic Cost Sharing (LCS) payments, pictures,
memorandums, Request for Information, or anything contract related.
4.3.2. Reserved
4.3.3. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM
(CPARS). Documented surveillance data, IAW this QASP, will be used as objective
data to support CPARS ratings. The inclusion of detailed documented inspection results
provides objectivity to CPARS reporting. CPARS will be accomplished annually or at
the end of a Task Order, whichever is applicable.
5. PROGRESS PAYMENTS AND ACCEPTANCE OF SERVICES. Contractor
requests for Progress Payments will be accomplish IAW contract specifications and the
instructions in paragraph 6.6 of this QASP. When the progress of construction is deemed
acceptable and the COR has documented, objective evidence of quality service, the COR
will accept the services and authorize payment. All payments will be made by approving
the Contractor’s invoice and documented in Wide Area Workflow https://wawf.eb.mil/.
6. QUALITY ASSURANCE SURVEILLANCE PROCEDURES
6.1. PROGRESS SCHEDULES. The COR will review and recommend to the KO,
approval or disapproval of Progress Schedules submitted by the contractor. The schedule
should provide sufficient detail to show how the contractor plans to meet the required
completion date(s). The schedule should reflect a practical approach to the work. Values
of work should be balanced with proper sequencing of work.
6.2. REVIEW OF SUBMITTALS. The COR will review contractor provided submittals
for compliance with contract specifications and recommend approval or disapproval, in
coordination with the project Engineer. The COR will ensure that any contractor
recommended substitution materials meet the specifications.
6.3. INSPECTION OF WORK. The COR will conduct on-site visits and inspection of
work in progress to ensure that all work complies with plans, specifications and accepted
practices. The COR will ensure that:
6.3.1. Product quantities are correct.
6.3.2. Specified methods are adhered to.
6.3.3. Materials on site meet contract specifications and are secured IAW the provisions
of the contract.
6.3.4. The contractor is in compliance with the specified safety practices.
6.3.5. Government Furnished Property is made available to the contractor as specified.
6.3.6. Work is accomplished IAW the schedule.
6.3.7. Specified Quality Control tests and inspections are accomplished.
6.3.8. Shop drawings are at the work site and being maintained IAW the contract
specifications.
6.3.9. Corrective actions are monitored for promptness and control.
6.3.10. New work is not placed on unacceptable work.
6.3.11. The Government does not obstruct access to work areas or otherwise cause delay.
6.3.12. Monitor the contractor’s verification, and acceptance testing procedures for
each specific test to include the test name, specification paragraph requiring test,
feature of work to be tested, test frequency, and person responsible for each test.
Copy the table/chart from the contractor’s Quality Control Plan and paste here:
6.4. DAILY INSPECTION RECORD. The COR will prepare a Daily Inspection Record,
AF IMT 1477 (See Attachment 1) that describes weather conditions, work in progress,
delays, design deficiencies, etc.
6.4.1. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM
(CPARS). The COR will continually observe and assess the contractor’s performance for
the express purpose of providing input for the “Performance Assessment Report” which
is prepared by the Contracting Officer. This information will be reported in the “Daily
Inspection Record.” Areas to be observed include Quality of Product/Service,
Compliance with Schedule/Delivery requirements, Cost Control (where applicable),
Business Relations and Customer Satisfaction. An overall rating for the month will be
recorded in the CPARS system. This rating is used by the Contracting Officer in
completing the annual Contractor Performance Assessment Report. Descriptions of the
areas to be observed and range of ratings are defined in the DOD Guide for Evaluation of
Contractor Performance included in the DOD Guide to Collection and Use of Past
Performance Information. Whenever the rating is other than Satisfactory, supporting
details will be included in the daily entries.
6.5. CORRECTIVE ACTION PLAN (CAR). The COR will document nonconforming
work or practices and record on the 411th CSB CAR Initiation Form.
6.5.1. The COR will forward copies of CAR to the KO within one working day. The KO
will notify the Contractor and request corrective action to the specific non-conformance,
identification of the root cause and corrective action for the root cause with a required
suspense date. The KO may require the Contractor to re-perform any services that do not
meet contract requirements at no additional cost to the Government. The Contractor will
return a copy of the completed CAR along with their Corrective Action Plan (CAP) to the
KO for review, approval and inclusion in the contract/order file. The KO should include
the COR in the review of the CAP and re-inspection of deficient services to ensure the
CAP included adequate root cause analysis, corrective action for the root cause and that it
was accomplished in the timeframe agreed upon. The KO and COR will not consider the
CAR closed until all deficiencies have been corrected and all agreed upon actions of the
CAP have been completed. Contractor’s failure to follow through and complete
corrective actions will be reported immediately to the KO for further action.
6.6. PROGRESS PAYMENT. The COR will recommend approval/disapproval of
contractor provided progress payments. The COR will ensure that unacceptable work or
nonconforming construction is not included in the value of the payment. The COR will
accept, process and document the payment in Wide Area Workflow https://piee.eb.mil/.
6.7. COORDINATION. The COR will:
6.7.1. Coordinate all design deficiencies with the Project Engineer/Functional Activity
Representative and KO/ACO, as appropriate.
6.7.2. Notify the KO/ACO immediately of instances where the contractor is in violation
of specified Safety practices.
6.7.3. Notify the KO/ACO of unforeseen site conditions.
6.7.4. Notify the KO/ACO of any Government caused delay.
6.7.5. Notify the KO/ACO of situations where a potential claim may result.
6.7.6 For LCS payments the contractor will submit a DD Form 250 (Material Receiving
Report) that is review and signed by the COR and forward to Mr. Han at 7th Air Force
(chong_hun.han.kr@us.af.mil) DSN 784-9262.
6.8. PRE-FINAL INSPECTIONS. When the work is substantially complete, the COR
will conduct a pre-final inspection. The COR will identify defects and deficiencies that
could delay construction completion, impede future customer/owner operations or impose
undue additional operation and maintenance expense. All deficiencies will be recorded
and provided to the Contractor and the KO/ACO.
6.9. FINAL INSPECTION. When the contractor has notified the COR, and/or the
KO/ACO, that all pre-final deficiencies have been corrected, the COR will conduct a
final inspection. The COR will verify previously identified construction deficiencies are
corrected and inspect for additional deficiencies not previously detected. The COR will
coordinate with the KO/ACO and contractor to correct any remaining deficiencies. If no
deficiencies are found, the COR will accept the project as complete.
7. DATA ANALYSIS. COR shall perform and document analysis of available data
monthly and make adjustments to surveillance schedule as required based on results of
analysis. Analysis shall be used to look for and document trends in performance which
may indicate shifts in performance risk that could result in increased or reduced
surveillance. Data can be based on Government observations or Contractor observations.
Negative trends noted using Government observations could result in issuing a CAR.
Trends noted using Contractor data should never result in a CAR unless the Contractor is
not addressing the negative trend. Documentation of data analysis will be in the
Surveillance and Performance Monitoring Module of PIEE and a Monthly COR Status
Report (CSR). The CSR is due by the 7th of each month and must also be submitted even
if the contractor is not working to document the reasons for the contractor not working i.e.
waiting for offshore materials, waiting for submittals, government approval of submittals,
exercise delays etc.
Attachment 1: 1477 Daily Inspection Record
Attachment 2: 411th CSB CAR Initiation Form: