36C25620Q0300-016.pdf

Quality Assurance Surveillance Plan (QASP)

MEDVAMC CBOC Courier Services

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.

• Assigned Contracting Officer (CO): Joey Grismore

• Organization or Agency: Department of Veterans Affairs, Network Contracting Office (NCO) 16

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(S): Ashish Patel, 713-791-1414 Ext. 27574

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager –

b. Other Contractor Personnel –

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.

QASP

# PWS

Paragraph

Indicator/Performance Standard

Standard for

Quality Level

Acceptable Quality Level

Method of Surveillance

Incentive

1 3.1 The Contractor shall pickup laboratory specimens that have been prepared and are ready for transport (i.e., blood, urine, tissue, pap smears, etc.) and non-specimen items (i.e., administrative paperwork, small packages, mail, x-ray films, medications and supplies in boxes [less than 50 lbs.], etc.) at designated areas within each CBOC and deliver to various areas within the

MEDVAMC

100% 100% Periodic Inspection

Positive Past Performance

Rating

2 3.2 The Contractor shall ensure careful handling of the specimens in accordance with established guidelines from the College of American Pathologists (CAP), The Joint Commission, and/or guidelines established by VA Laboratory Service or any other accreditation organization

100% 100% Periodic Inspection

Positive Past Performance

Rating

3 3.3 The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provision of the Federal Privacy Act of 1974 (Public law 93-579), HIPAA (Public law 104- 191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-255), as well as other statues regarding confidentiality of patient information during and after the execution of this contract

100% 100% Periodic Inspection

Positive Past Performance

Rating

4 4.1 All CBOC locations shall have a twice a day pickup and delivery from and to the MEDVAMC.

There shall be 1 (one) morning and 1 (one) afternoon pickup for each CBOC

100% 100% Periodic Inspection

Positive Past Performance

Rating

5 4.2 Vendor vehicles and storage areas used in the performance of this requirement shall be licensed and meet the minimum requirements as mandated by the state of Texas. Vendor vehicles shall have at minimum of 64 cubic feet (4ft x 4ft x 4ft) of standing storage space so that if there are a number of boxes of supplies being shipped from MEDVAMC to the CBOC, the Courier can handle the shipment. It is expected the vendor actively go to the high frequency MEDVAMC areas daily to assure items are not backed up or causes concern for the clinic

100% 100% Periodic Inspection

Positive Past Performance

Rating

1 See “Methods of Surveillance,” paragraph 6 of this QASP, for additional methods of monitoring performance.

6 4.2 Each vehicle used in the performance of this requirement shall be adequately stocked with at least one current/up-to-date complete “Spill Kit” for a bio-hazard clean-up in case of leakage or accidental discharge from container.

Vendor vehicles shall be maintained in a sanitary clean condition, absent of foreign debris and contaminants.

All vehicles shall be in good working condition with all doors and trunks able to fully close and lock. Unattended vehicles with VA contents shall always be locked

100% 100% Periodic Inspection

Positive Past Performance

Rating

7 5.2 The contractor's personnel shall be trained in appropriate safety packaging procedures suitable to specimen type and distance transported. This should include issues such as adherence to regulations for transport of bio-hazards, use of rigid containers where appropriate, temperature control notification procedures in case of accident or spills, etc. The contractor shall provide the CO with written documentation that issues related to transport of bio-hazardous materials have been addressed and keep a copy of the written documentation at contractor's site. The Contractor shall ensure that all employees complete the mandatory training required to provide this courier service. The contractor shall provide evidence of said training to the CO and COR that the courier driver has received the training

100% 100% Periodic Inspection

Positive Past Performance

Rating

8 5.3 The Contractor shall perform all operations in a prudent, conscientious, safe, and professional manner. At a minimum, contractor personnel and equipment shall comply with all safety requirements set forth in applicable state, Federal, and local laws and regulations and shall ensure that its agents and employees perform the work in a safe manner. Prior to commencement of contract performance, Contractor shall provide references and record of required training

100% 100% Periodic Inspection

Positive Past Performance

Rating

9 5.6 The Contractor shall maintain a record of each employee as to character and physical capabilities of performing the duties of a courier. This record shall be made available for inspection upon request. All drivers shall have attained legal age (the age of 18 years) and shall maintain a neat, clean, and professional appearance. If applicable, Drivers shall be licensed in accordance with the State of Texas, to include any special licensure required for transporting these items. Drivers shall not make non-emergent stops, for any reason, during the transport of items under this contract

100% 100% Periodic Inspection

Positive Past

10 6.1 The Contractor shall save harmless and indemnify the VA with respect to any and all liability, claims, costs of what so ever kind and nature for injury to or death of any person or persons and for loss or damage to any property of the VA or of others occurring in connection with or in any way incident to or arising out of the occupancy, use, service operation or performance of work in connection with this contract resulting in whole or in part from the negligent or non-negligent acts or omissions of the contractor, any subcontractor or any employee, agent or representative of the contractor or of any subcontractor.

100% 100% Periodic Inspection

Positive Past Performance

Rating

11 6. The Contractor shall maintain adequate Insurance as identified in paragraph 6.2 of the SOW.

100% 100% Periodic Inspection

Positive Past

5. INCENTIVES/RATING STANDARDS

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

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance.

a. DIRECT OBSERVATION

b. PERIODIC INSPECTION

c. USER SURVEY

d. VALIDATED USER/CUSTOMER COMPLAINTS

e. INSPECTION

f. PERIODIC SAMPLING

g. RANDOM SAMPLING

h. PROGRESS OR STATUS MEETINGS

i. ANALYSIS OF CONTRACTOR’S PROGRESS REPORTS

7. 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:

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

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

The Government shall document positive OR NEGATIVE 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 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. 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 determines 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.

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.

9. 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 as needed to assess performance and shall provide a written assessment.

Contractor

Ashish Patel Contracting Officer Representative

Various methods exist to monitor performance.