36C24618Q0718-003.docx

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The contractor shall be evaluated in accordance with the following QASP.

For: VAMC Richmond, Virginia

Contract Number: < Upon award, Government shall enter contract number>

Contract Description: Patient Lodging

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 shall be monitored How monitoring shall take place Who shall conduct the monitoring How monitoring efforts and results shall 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:

Leah Trossen Department of Veterans Affairs VISN 6 Network Contract Activity 100 Emancipation Drive Hampton, VA 23667

Contract Specialist:

Cleveland Wynne Department of Veterans Affairs VISN 6 Network Contract Activity 100 Emancipation Drive Hampton, VA 23667

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: TBD

c. Other Key Government Personnel – <Upon award, Government will enter name, if applicable. This may include Performance Monitors, Clinical Quality experts, etc. who act on behalf of the COR to monitor performance.>

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 are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Disincentives

The contractor shall adhere to requirements in accordance with (IAW) Performance Work Statement (PWS)

2.2 Hospital Items

The Contractor Successfully performs the required service throughout the period of performance

98%

COR/CO

Random Inspection Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

5 or more issued CDRs may result in reduction of the monthly invoice of 5% and unfavorable contractor performance evaluation

The contractor shall adhere to requirements in accordance with (IAW) Performance Work Statement (PWS)

2.3. Bundle Work

The Contractor Successfully performs the required service throughout the period of performance

95%

COR/CO

Random Inspection of bundles Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

The contractor shall adhere to requirements in accordance with (IAW) Performance Work Statement (PWS)

2.4. Sorting Bundles

The Contractor Successfully performs the required service throughout the period of performance

98%

COR/CO

Random Inspection of bundles Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

2.5. Shipping

The Contractor Successfully performs the required service throughout the period of performance

98%

COR/CO

Random Inspection of bundles Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

The contractor shall adhere to requirements in accordance with (IAW) Performance Work Statement (PWS)

2.6. Administration

The Contractor Successfully performs the required service throughout the period of performance

95%

COR/CO

Periodic Surveillance Periodic surveillance will be conducted on a scheduled basis(daily, weekly, monthly, quarterly, semi –annual or annually) and may be adjusted based on quality trends

Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

The contractor shall adhere to requirements in accordance with (IAW) Performance Work Statement (PWS) 2.9.

Government Furnished property

The Contractor Successfully performs the required service throughout the period of performance

98%

COR/CO

Periodic Surveillance Periodic surveillance will be conducted on a scheduled basis annually

Incentives: Favorable contactor performance evaluation, Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

1 or more issued CDRs may result in reduction of the monthly invoice of 5%

5. INCENTIVES/DISINCENTIVES Comment by Hood, Kenneth M. HAMVAMC: Updated based on above chart

The Government shall use favorable contractor performance evaluations as incentives. The Government shall report unfavorable contractor performance as disincentives. Disincentives shall include documentation of any performance issues. If repetitive or consistent the government shall take further corrective action or begin termination procedures.

Incentives/disincentives shall be based on exceeding, meeting, or not meeting performance standards.

6. PROCEDURES/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.)

b. Random Sampling. Random inspections

7. RATINGS Comment by vhahamhoodk: Don’t just copy these ratings, make them applicable to your procurement

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:

Positive outcome: No more than 5 incident ( ID 1-5 ) and Zero Incidents (ID 6) of not meeting the performance standard during the period of performance

Neutral outcome: No more than 6 incidents ( ID 1-5 ) and No more than 1 (ID 6) of not meeting the performance standard during the period of performance

Negative outcome: More than 6 incidents ( ID 1-5 ) and More than 1 (ID 6) of not meeting the performance standard during the period of performance.

8. 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 Contracting Officer (CO). This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR and the CO shall document the discussion and place it in their respective file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor's program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing. The CDR shall 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 shall also state how long after receipt the contractor has to present this corrective action plan to the CO and 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.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the 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 and the COR shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative