36C24218U0156-002.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For: Pick-up and Removal of Municipal Solid Waste – Syracuse VA Medical Center.

Contract Number: <Upon award, Government will enter number>

Contractor’s name: (hereafter referred to as the contractor).

Contract Description: The contractor shall provide pick-up and disposal of Municipal Solid Waste from a contractor-leased thirty-five (35) cubic yard self-contained dumpster with a built-in compactor on a twice per week schedule, and provide pick-up and disposal of recycling (paper, plastic, metal, and glass) from VA-owned containers on a twice per week schedule and provide weekly pick-up and disposal of all baled cardboard and recycled paper from the SCI back loading dock. Pick-up and disposal of VA-owned thirty-five (35) cubic yard roll on/roll off container on as needed basis located outside near the back SCI loading dock at the Syracuse VA Medical Center located at 800 Irving Avenue, Syracuse, NY 13210 October 1, 2018 to September 30, 2019, with provision of 4 option years.

The contractor shall provide pick-up and disposal of Municipal Solid Waste from a contractor-leased eight (8) cubic yard self-contained dumpster on a once per week schedule, and provide pick-up and disposal of cardboard from a contractor-leased size (6) cubic yard self-contained dumpster on a once per week schedule, and provide pick-up and disposal of recycling (paper, metal, and glass) from two (20 contractor-leased 95 gallon containers on a once per week schedule, and the Contractor shall provide pick-up and disposal of the 30 cubic yard Roll on, Roll off dumpster on an as needed basis at the Roma VA Community Based Outpatient Clinic located at Griffiss Business Park, 125 Brookley Rd., Building 510, Rome, NY 13441 October 1, 2018 to September 30, 2019, with provision of 4 option years.

Mission To provide pick-up and disposal of Municipal Solid Waste and Recycling/Cardboard from the Syracuse VA Medical Center, Rome VA Community Based Outpatient Clinic.

1. Purpose

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored

· How monitoring will take place

· Who will be conduct the monitoring

· How monitoring efforts and results will be documented

· The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Government Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Program / Project Manager The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: Kevin Hills Organization or Agency: Dept. of VA Syracuse N.Y.

Telephone: 315-425-4400 ext. 54602 Email: Kevin.Hills@va.gov

Contracting Office (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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned CO: Anthony Murray Organization or Agency: Dept. of VA Telephone: 518-626-6138 Email: Anthony.Murray2@va.gov

Contracting Officer's Representative (COR) The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: Kevin Hills Organization or Agency: Dept. of VA Telephone: (315) 425-4400 X54602 Email: Kevin.Hills@va.gov

This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

4. Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

a. Program Manager - <Enter name.> Telephone:

Email:

b. Task Manager - <Enter name.> Telephone:

Email:

c. Other Key Contract Personnel - <Enter name.> Title:

Telephone:

Email:

5. Contract Description:

The Department of Veterans Affairs in Syracuse NY requires Pick-up and disposal of Municipal Solid Waste and Recycling/Cardboard from the Syracuse VA Medical Center, Rome VA Community Based Outpatient Clinic. The Contractor to provide all necessary personnel and supervision as required by this Contract, to provide removal and disposal of municipal waste for the Syracuse VAMC and the Rome CBOC.

It is the responsibility of the Contractor to provide all required administration, management, and training to their employees.

A. Service Coverage: Coverage shall be provided 8 hours per day, Five (5) days per week with the exception of all City, State, and Federal holidays. The following days are federally recognized holidays.

· New Year's Day

· Martin Luther King's Birthday

· Washington's Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving

· Christmas Day

· Any other day that the President of the United States declares a holiday.

In the event that a scheduled pick-up falls on a National Holiday, the Contractor shall provide pick-up services on the following business day or, on a date that is mutually agreeable with the COR.

B. Pick-ups hall be made between the hours of 5:00 am and 7:00 am. The compactor/containers shall be returned no later than 8:00 am. The Contractor is responsible for providing the appropriate coverage for the day’s workload. The Contractor is also responsible for providing backup coverage for unexpected staff absence(s).

C. Work not covered by this contract shall not be performed without first obtaining permission of the Contracting Officer. Any Service which are approved by the Contracting Officer will be consistent with current labor rates. Bills resulting from additional work performed without prior approval will not be honored.

D. The contractor shall be responsible for informing the COR of any uncorrected deficiencies or deficiencies which poses a hazard to patients, staff, or other equipment. All deficiencies will be noted on the service ticket. Notation will include the type of deficiency, dated and initialed. Contractor shall draw attention to, and specifically describe any additional benefits or options that are incorporated in their standard maintenance agreement that are not included in the above specifications.

E. Upon discovery that a pick-up was missed, the COR or Environmental Services Department will notify the Contractor. The Contractor shall return to the VA location and pick-up the container on the same day and shall notify the COR when the pick-up has been completed.

6. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Disincentives

Performing Scheduled Pick-ups

Performing Scheduled Pick-ups

Performing Scheduled Pick-ups

Performing Scheduled Pick-ups

7. INCENTIVES

The Government shall use past performance and/or non-payment as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

8. 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.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

1, 4, and 5

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

1, 2, and 3

c. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

5 and 4

9. 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:

ACCEPTABLE AND NOT ACCEPTABLE

10. 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.

11. 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 QUARTERLY to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager, COR and the CO shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

Signature - Contracting Officer

SAMPLE QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

LEVEL OF SURVEILLANCE (Check):

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________