36C24919Q0460-002.doc

D.2 QASP Lexington Lab Courier Service Quality Assurance Surveillance Plan

For: Lexington Lab Courier Service Contract Number: < Upon award, Government will enter contract number> Contract Description: Delivery of lab specimens from 5 off-site locations including, 4 CBOC’s (Berea, Hazard, Morehead and Somerset) and Leestown campus located at 2250 Leestown Rd to the main laboratory at 1101 Veterans Dr.

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.

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.

Delivery of Laboratory Specimen

Standards

Contractor/ Employee requirements Billing Standard

3. 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).

4. Methods of QA Surveillance Performance Measures Review: The COR shall use the surveillance methods listed below. See scale in section 7 for rating and rating methodology.

5. 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:

6. DOCUMENTING PERFORMANCE

In conjunction with the quarterly performance measure reports performed by the COR, this data will also be used for documentation for a request to renew/not renew option years of the contract.

a. Acceptable Performance The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. For a contractor to receive an “Acceptable” performance rating, contractor must:

1. Receive “meets” on all required performance measures (see rating scale above) AND

2. Receive “outstanding” or “satisfactory” ratings for all other Contract Requirement items.

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 COTR shall document the discussion and place it in the COR file.

When the COTR 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 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.

7. 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.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

Observation of Delivery Log and specimen acceptability receipt

Annual Submittal of Certificate/Report for License, Insurance and Training

Customer Complaints

Validate Customer Complaints

Review of Invoice/Date Received

Rating� Rating Methodology� Outstanding� Contractor consistently provides exceptional quality of work. Work performance always meets or exceeds Acceptable Quality Levels on all standards/requirements. � Satisfactory� Contractor consistently fulfills expectations and may periodically exceed them. Work performance meets or exceeds Acceptable Quality Levels on more than half of standards and meets all required standards� Unsatisfactory� Contractor does not meet at least half of the Acceptable Quality Levels standards or does not meet any of the required standards. Work performance is substandard and significant improvement is needed in most aspects of the contract. �