36C24720Q0320-002.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Courier Services at the Community Based Outpatient Clinic (CBOC) in Athens

Contract Number: Provided upon award

Contract Description: Courier services to deliver medical specimens, x-ray film and other documents from the Athens CBOC to the Medical Center in Augusta, GA. Courier service will also be needed to pick-up mail, routine medical supplies from Sterile Processing & Decontamination (SPD) for delivery to the Athens CBOC.

Contractor’s name: Provided upon award.

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

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: Completed upon award 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 COTR: Completed upon award

c. Other Key Government Personnel – Completed upon award

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager – Completed upon award

b. Other Contractor Personnel – Completed upon award Title: Completed upon award

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.

(auditing) Exercise of Option Period and past performance.

Exercise of Option Period and past performance.

(auditing) Exercise of Option Period and past performance.

5. INCENTIVES

The Government shall use Exercise of Option Period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION: 100% surveillance/Inspection

b. PERIODIC INSPECTION: Inspections may be scheduled Daily, Weekly, Monthly, Quarterly, or annually and unscheduled, as needed.

c. USER SURVEY: Customer complaints and random sampling. Random survey is conducted to solicit user satisfaction.

d. VALIDATED USER/CUSTOMER COMPLAINTS: Complaints are investigated and validated.

f. PERIODIC SAMPLING. Reviewing and inspecting records and logs when a problem/deficiency is suspected.

g. RANDOM SAMPLING: Randomly selecting and inspecting record and log of pick-up and deliveries.

h. Progress or status meetings.

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 COTR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file.

When the COTR determines formal written communication is required, the COTR 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 COTR. 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 COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COTR shall meet with the contractor quarterly to assess performance and shall provide a written assessment.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative