36C25619Q0363-005.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

GREASE TRAP CLEANING SERVICES – BILOXI VAMC

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

1. What will be monitored

1. How monitoring will take place

1. Who will conduct the monitoring

1. How monitoring efforts and results will be documented 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.

GOVERNMENT ROLES AND RESPONSIBILITIES:

The following personnel shall oversee and coordinate surveillance activities.

1. 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 Contract Specialist: Sharon Griffey, Department of Veterans Affairs, Network Contracting Office (NCO) 16

1. 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 and Title: Robert Martin, Engineer; VA Gulf Coast VHCS, Biloxi, Mississippi.

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 Summary Matrix includes performance standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

Note: The subject contract does not contain a Performance Requirements section in the PWS. As such, the below QASP Table provides performance indicators based on the requirements listed in the PWS.

INCENTIVES:

The Government shall use Exercise of Options and Past Performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

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

c. USER SURVEY. Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.

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

e. 100% INSPECTION. Evaluates all outcomes.

f. PERIODIC SAMPLING. Variation of random sampling. However, sample is only taken when a problem/deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.

g. RANDOM SAMPLING. Designed to evaluate performance by random selection and inspection of a sample of cases.

h. Progress or status meetings.

i. Analysis of Contractor's progress reports. Evaluate cost, schedule, etc.

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:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails To Meet Standards

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 and the CO. 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 POC.

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.

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 at least Quarterly to assess performance and shall provide a written assessment.

QUALITY ASSURANCE SURVEILLANCE PLAN - RATING SHEET

PERFORMANCE OBJECTIVE

PWS REFERENCE

PERFORMANCE THRESHOLD

METHOD OF SURVEILLANCE

PRS # 1.

CLIN 0001 – Grease Trap, Lift Station and Oil/water separators Cleaning IAW the PWS.

PWS Section 2.1.1.

No more than two customer complaints or two COR write- ups or any combination thereof per month related to poor performance of work.

100% Inspection Validated Customer Complaint

PRS # 2

CLIN 0002 – Emergency Grease Trap Cleaning Services IAW the PWS.

PWS Section 2.1.2.

No more than two customer complaints or two COR write- ups or any combination thereof per month related to poor performance of work.

100% Inspection Validated Customer Complaint

PRS # 3

CLIN 0003 – High Pressure Jetting IAW the PWS.

PWS Section 2.1.3.

No more than two customer complaints or two COR write- ups or any combination thereof per month related to poor performance of work.

100% Inspection Validated Customer Complaint

Methods of Surveillance Definitions:

100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed

Validated Customer Complaint: Complaints must be validated.

DELIVERABLES SCHEDULE

Off-Station Waste Disposal Permit w/ Contractor’s Proposal

Officer Haz-Waste

receipt of contract award

Adobe PDF Contracting Officer

Material Safety Data Sheet (MSDS) for all materials used by Contractor on site 10 days after receipt of contract award

Waste Disposal Manifest Copy

NLT 5th duty of the month following the date

1 digital copy

Adobe PDF

COR

the 5th day of the month for the prior month’s service electronic

Form WAWF e- Business Suite

the 5th day of the month for the prior month’s service. .

ESTIMATED WORKLOAD DATA

Fluctuations in campus personnel and requirements may necessitate an increase/decrease in quantities required.