ATTACHMENT G - QASP - Revised 08102020.pdf
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- Attached to
- Q702--Rapid City Community Based Outpatient Clinic (CBOC) RFQ (VA-20-00011079) Amendment 0004
- Solicitation number
- 36A77620Q0302
About this file
This document is a Quality Assurance Surveillance Plan (QASP) for a contract to provide Initial Outfitting, Transition, and Activation (IOT&A) services for a Rapid City Community-Based Outpatient Clinic (CBOC) in South Dakota. The contractor will provide comprehensive project management, design and planning, furniture and equipment planning, acquisition, relocation, warehousing, delivery and installation, and biomedical services. Performance will be monitored against standards in areas such as project scheduling, reporting, change management, inventory controls, and meeting service level agreements. Methods may include observation, inspections, meetings, and report analysis using a rating scale of excellent to very poor. Unacceptable performance will be documented, and corrective action may be required. Surveillance will generally be monthly, with flexibility based on work. This is a solicitation for the related IOT&A services contract, set aside 100% for verified Service-Disabled Veteran-Owned Small Businesses. Quotes are due by the date specified for a firm-fixed price contract with options from August 2020 to September 2022. Registration in SAM is required for award.
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QUALITY ASSURANCE SURVEILLANCE PLAN
For: Rapid City CBOC Initial Outfitting, Transition, and Activation Services
Contract Number: < Upon award, Government will enter contract number>
Contract Description: Conduct all necessary Planning, and IOT&A activities in accordance with the Performance Work Statement (PWS). The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project during FY20 through FY23. The scope of this services acquisition includes:
Comprehensive Project Management Support Services; Design and Planning Services;
Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support; Acquisition Services; Activation and Transitional Services; Relocation Services; Warehousing and Warehousing Management Services; Delivery, Installation, Testing and Training Services; Final Turnover, Close-out, and Post Occupancy Evaluation (POE) Services; Information Technology/Information Management Planning Support; Information Technology (IT); and Biomedical Support Services.
Contractor’s name: <Enter your company name.> (hereafter referred to as the contractor).
1. PURPOSE
This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:
• What will be monitored.
• How monitoring will take place.
• Who will conduct the monitoring.
• How monitoring efforts and results will be documented.
This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.
This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.
2. GOVERNMENT ROLES AND RESPONSIBILITIES
The following personnel shall oversee and coordinate surveillance activities.
a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.
Assigned CO: <Upon award, Government will enter name.> Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Materiel
Management
b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.
Assigned COR: Justin Whitehead
c. Other Key Government Personnel – Marie Cooper (Super COR), Brent Church (Super COR), Paul Homan (Chief Supply Chain Officer), Alexander “Bill” Bower (Facility Planner), John Henderson (Facilities Management Chief)
3. CONTRACTOR REPRESENTATIVES
The following employees of the contractor serve as the contractor’s program manager for this contract.
a. Program Manager - <Enter name.>
b. Other Contractor Personnel - <Enter name(s) or delete these lines if not applicable> Title: <Enter title(s) or delete these lines if not applicable.>
4. PERFORMANCE STANDARDS
Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.
The Performance Requirements Summary Matrix, paragraph 23.4 in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).
Task
ID
Indicator
Standard
Acceptable Quality Level
Method of Surveillance
Activation Project Schedule
Complete and accurate schedule updated monthly
95% Observation or status meetings
Comprehensive Project Management Support Services
Monthly Project Status Report
Complete and accurate report, delivered by agreed upon date
Observation
Contractor (Activations) Project Management Plan
Plan is completed per the task order and followed
Change Management Plan
Monthly report on time 95% Observation or status meetings
Share Site for Functioning, accessible, 95% Observation
Information Sharing and updated share site
006 Meeting Minutes
Distributed within 72 95% Observation hours
Complete and accurate
007 FF&E Cut Sheets report, delivered by 95% Observation agreed upon date
Complete and accurate
008 Artwork Cut Sheets report, delivered by 95% Observation agreed upon date
Design and Planning
Artwork Placement Plan
Complete and accurate
Quality Level
Method of Surveillance
Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support
FF&E Change Management Log
Log is updated within 72 hours of FF&E change and accuracy maintained
Warranty Management Plan
Complete and accurate
Existing FF&E Inventory Report
Complete and accurate
New Facility FF&E List
Continually updated throughout all phases of the project (existing inventory, design reviews, procurement packages, etc.) and delivered by agreed upon date
Acquisition
Acquisition Plan Complete and accurate
Acquisition Schedule
Complete and accurate report delivered by the
IO Equipment Scheduling, Installation & Maintenance
Complete and accurate schedule updated and reported weekly
Procurement Packages
Complete and accurate packages, delivered by
Relocation
Relocation Services
Moves are managed to minimize clinic down, property loss and damage.
Move Plan
Warehousing and Warehousing
Warehouse Plans
Quality Level
Method of Surveillance
Management Services
Warehousing Activities Report
Complete and accurate report delivered weekly
Warehouse Inventory Control Plan
Complete and accurate and Periodic Inspection
023 Receiving Logs Complete and accurate logs delivered daily
95% Observation
024 FF&E Inventory Log Complete and accurate log delivered weekly
95% Observation
Transportation Services
Sufficient and timely services
95% Observation
Monthly Status Report
Complete and accurate report delivered monthly
Warehousing Rent Facility meets requirements as laid out in the Warehouse Plans.
Delivery, Installation, Testing, and Training
Delivery, Testing, and Training Plan
Deactivation Services
029 Deactivation Plan Meets expectations of task order.
95% Observation
Final Turnover, Close-out, and Post Occupancy Evaluation (POE) Services
Project Documentation Transfer
Completed by agreed upon date
Biomedical Equipment Planning, Execution and Quality Assurance
Biomedical Support Plan
Meets expectations of task order.
BESS Support Services & Weekly Report
Meets expectations of task order.
5 - Excellent 4 - Good 3 - Acceptable 2 - Poor
1 - Very Poor
5. METHODS OF QA SURVEILLANCE
Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.
DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)
PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)
PROGRESS OR STATUS MEETINGS.
ANALYSIS OF CONTRACTOR’S PROGRESS REPORTS. (Evaluate cost, schedule, etc.)
6. RATINGS
Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:
7. DOCUMENTING PERFORMANCE
a. ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.
b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.
The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
8. FREQUENCY OF MEASUREMENT
a. Frequency of Measurement.
During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.
b. Frequency of Performance Assessment Meetings.
The COR shall meet with the contractor monthly to assess performance and shall provide a written assessment.
<After award, both the contractor’s Program Manager and the COR shall sign this document.>
Signature – Contractor Program Manager
Signature – Contracting Officer’s Representative
File details come from the government source that posted it. Updated .