B08 - Attachment 8 - 140P1521R0001_Surveillance Plan for the Grand Canyon Clinic - Copy_0001.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN for THE GRAND CANYON

CLINIC

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.

2. Authority

Authority for the issuance of this QASP is provided in the contract in the Performance Work Statement under Part 5 – Performance Requirements.

3. Scope

To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Assurance Plan (QAP) and the Quality Assurance Surveillance Plan. The Contractor, not the Government, is responsible for management and quality control actions necessary to meet the performance standards set forth by the contract. The Contractor develops and submits its QAP for Government approval in compliance with its contract deliverables. Once accepted, the Contractor then uses the QAP 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 part of the contract nor is it intended to duplicate the Contractor’s QAP. The Government may provide the Contractor an information copy of the QASP to support the Contractor’s efforts in developing a QAP that will interrelate with the Government’s QASP.

4. Government Resources

Contracting Officer (CO) – A National Park Service employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

Contracting Officer’s Representative (COR) – A National Park Service employee with Grand Canyon National Park who serves as the point of contact for issues relating to the administration and coordination of professional services to be provided under the contract.

5. Responsibilities

Contracting Officer (CO) – 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’s Representative (COR) – The Contracting Officer’s Representative is responsible for technical administration of the project and assures proper government surveillance of the Contractor’s performance. While the Contracting Officer’s Representative may serve as a direct conduit to provide the Government Guidance and feedback to the Contractor on technical matters, he or she 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 will be referred to the Contracting Officer for action.

6. Methods of Quality Assurance Surveillance

The below listed methods of surveillance will be used in the administration of this QASP.

In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation of quality assurance surveillance is the Surveillance Activity Checklist (attached). The Surveillance Activity Checklist will be completed at least quarterly by the COR.

Patient Feedback – Patient feedback may be obtained from the results of formal patient satisfaction surveys conducted in accordance with the Contractor’s QAP, from random patient complaints, compliments or comments submitted to the Contractor or directly to the National Park Service, or from information gathered at public community meetings.

The Contractor will forward to NPS a copy of any written complaint, compliment or comment not submitted on a standardized form. In addition the contractor will forward a summary of patient feedback to the COR on a quarterly basis. The summary will include results of periodic formal patient satisfaction surveys in accordance with the schedule required by the Contractor’s QAP. It will also include information gathered from standardized feedback forms, at community meetings and from unsolicited comments received by the contractor. The COR will keep a record of all information regarding patient satisfaction submitted directly to the COR and submitted to the COR by the Contractor.

Direct Observation – The COR will keep a record of direct observations gathered at the clinic facility during meetings with the Contractor. Observations shall include information about the physical condition and appearance of the facility as well as information gathered in discussions with the Contractor. Meetings between the COR and the Contractor will occur at least quarterly, but could be more often.

Monitoring of Regulatory Agencies’ Certifications and Inspections – The Contractor is responsible for ensuring that the COR receives copies of information relating to regulation from all applicable federal, state and local regulatory entities. This includes the responsibility to ensure that the COR has current copies of operating licenses and certifications, current proof of the insurance required by regulations and by the contract, and copies of all reports relating to the operation of the clinic received from regulatory entities.

7. 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 functions, including originals of all Surveillance Activity Checklists. All such records will be retained for the life of the contract. The COR will forward the records to the CO at the termination of the contract.