QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

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

For: Department of Veterans Affairs, VISN 6

Contract Number: 36C24626Q0162

Contractor shall furnish all resources (labor, carts, equipment, supervision, management, supplies, facilities, transportation) necessary for the provision of bulk laundry services. Contractor to provide hybrid-rental of linen items to be processed alongside Customer Owned Goods for the Department of Veterans Affairs (VA) at Fayetteville VAMC, 2300 Ramsey Street, Fayetteville, NC 28301.

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 ensure 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.

• Contracting Officer (CO): Cherisse Hall, Cherisse.Hall@va.gov

• Organization or Agency: U.S. Department of Veterans Affairs

• Contracting Specialist (CS)- Patsy Simpson, Patsy.Simpson@va.gov

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall ensure 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(S): Pedro Sanchez, Pedro.Sanchez@va.gov

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager – As assigned by facility

b. Other Contractor Personnel - As assigned by facility

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

QASP FOR DOSIMETRY SERVICES FY26

TEXTILE PROCESSING SERVICES WITH HYBRID-RENTAL

Contractor: (TBD) COR: Pedro Sanchez

Performance Objective

Performance Standards

Acceptable Quality Level

Method of Surveillance

Results of Surveillance

Cleaned laundry and linen items shall be clean in the sense of being free from soil, stains, excessive wrinkles, and objectionable odors.

Contractor is in compliance throughout contract performance period

Satisfactory or higher

Monitored by

COR

and Laundry Manger by inspection and sampling.

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance Retrieval System

(CPARS).

Weight is accurate.

Weight delivery equals weight received.

The annual estimated weight of items to be laundered is 500,000 pounds.

While it is impossible to determine the exact quantities of items that will be laundered during the contract term, Contractor shall be required to launder the items provided to it by the

FAYVAMC.

Satisfactory or higher

COR or designated representative Delivery tickets and daily inspection

The Contracting Officer Representative (COR) shall verify the deliveries daily and discuss any discrepancies with the Contractor’s Project Manager (CPM). In the event of medical facility emergency disaster drills or other temporary disruptions, pickups & deliveries may be altered momentarily, as needed by

FAYVAMC.

Turn‐around time shall not exceed 24 working hours.

Contractor remains in compliance throughout contract performance period.

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Completed soiled laundry ticket shall be furnished upon pickup before departure.

Contractor remains in compliance throughout the contract performance period

Satisfactory or higher.

Monitored by COR and Laundry Manger by inspection and sampling

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Completed clean laundry ticket shall be furnished upon delivery before departure.

Contractor remains in compliance throughout the contract performance period

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection and sampling

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

The Contractor shall re‐perform unacceptable laundry at no cost to the Government.

Contractor remains in compliance throughout the contract performance period

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Rental Inventory Provision

Furnish and maintain a baseline inventory of staple textile items owned by the contractor and made available for the Agency for use.

A full list of items to be rented is provided by the Agency.

Replace worn, stained, or unserviceable items at no additional cost to the Agency, ensuring all textiles meet established quality and performance standards.

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Customer- Owned Goods

(COG)

Processing

Receive, sort, launder, finish, inspect, and package Agency owned textiles according to manufacturer care instructions and applicable industry standards.

Identify and segregate items requiring repair or replacement and report discrepancies or damages to the Agency in accordance with established reporting procedures.

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Laundry Sorting

Category One - Flatwork items that must be cleaned, ironed, folded and bundled. is approximately 55% of the total laundry quantity:

Pillowcases White, Flat White Sheet, Fitted White Sheet, Sleep Lab Flat Brown Sheet, Sleep Lab Fitted Brown Sheet, Tablecloth, OR Pillowcase Green, Wash cloth white, Bath Towel, Cotton Blanket Green, Cotton Blanket Blue, Cotton, Blanket White, Laundry Bags, Gowns Radiological (wrap around), Gowns Blue, Gowns Beige

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Category Two - Items that must be finished through a garment finisher and placed on hangers.

This category is approximately >1% of the total laundry quantity:

Lab Coats

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Category Three - Items that must be tumbled dried and folded. This category is approximately

20% of the total laundry quantity:

Bibs, Scrub Tops (ScrubEX), Scrub Bottoms (ScrubEx), Scrub Jackets, Curtains

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Category Four - Items that must be cleaned, dried and returned in bulk.

This category is approximately

10% of the total laundry quantity:

Micro Fiber Mops, Mop heads, Micro Fiber Dust Mops

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Category Five - Items that must be dried and placed in laundry bags. This category is approximately

0% of the total laundry quantity:

None at this time

Satisfactory or higher

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Pickup & delivery

Perform daily between

6AM – 8AM

Up to 4 valid discrepancies per month

Daily observations

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Clean and finish laundry All laundry must be cleaned and sanitized and be free of wrinkles, lint, and stains.

Up to 5 valid complaints per month

Monitored by COR and Laundry Manger by inspection

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

Sampling of clean linen carts;

customer complaints Ensure delivery vehicles & linen carts are clean Vehicles/carts are clean, dry, and free of visible soil

Up to 4 valid complaints per month

Daily observations

Success or failure of any performance objective shall be documented in assessments of the contractor’s performance.

These assessments are submitted to the Federal Government’s Past Performance

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.

a. DIRECT OBSERVATION: Surveillance results must be able to support action taken by the COR/Contracting Officer when nonperformance or unacceptable performance occurs.

b. REPORTS: Reports will be generated by the contractor which the COR will use to track progress of maintenance.

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:

See above Acceptable Quality Level & Method of Surveillance located in QASP

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.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) 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. In order to assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level.

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

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 should correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must 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 frequency of surveillance is appropriate for the work being performed. b.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor as needed to assess performance and shall provide a written assessment.

Signature – Contractor

Signature – Contracting Officer Representative

QUALITY ASSURANCE SURVEILLANCE PLAN