S02 D.1 Quality Assurance Surveillance Plan QASP Amarillo HCHV.pdf
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- Solicitation number
- 36C25726Q0188
About this file
This is a Quality Assurance Surveillance Plan (QASP) for an HCHV Residential Care contract administered by the U.S. Department of Veterans Affairs, dated April 4, 2025. The QASP establishes systematic procedures for monitoring and evaluating contractor performance against established standards.
The plan designates Marisela Galarza as the Contracting Officer and Christopher Herrera as the Contract Specialist, with Pamela Myers (806-355-9703 x 7286) serving as the Contracting Officer's Representative responsible for technical administration and maintaining the quality assurance file. The QASP defines seven performance standards with corresponding acceptable quality levels and surveillance methods: (1) provision of state and federal licensures and certifications reports (100% standard/acceptable quality level, periodic reviews and spot checks); (2) cooperation in developing corrective action plans (100%/100%, periodic reviews and spot checks); (3) notification of veteran hospitalizations within 24 hours and deaths within 24 hours or the next business day (100% standard/95% acceptable quality level); (4) notification of reportable events and sentinel events within 24 hours or next business day (100%/100%); (5) accessible and compliant medical records (100%/100%); (6) timely and accurate invoicing (100% standard/95%-100% acceptable quality level); and (7) prevention of management or program dropout (100%/100%). Surveillance methods include direct observation, periodic inspection, user surveys, validated complaints, periodic and random sampling, and progress meetings. The COR documents performance through Contract Discrepancy Reports for unacceptable performance and works with the contractor to implement corrective action plans. All incentives are based on positive past performance ratings.
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Text version
Attachment 11: Quality Assurance Surveillance Plan (QASP)
HCHV Residential Care Date: 04/04/2025
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): M a r i s e l a G a l a r z a
• Assigned Contract Specialist: C h r i s t o p h e r H e r r e r a
• Organization or Agency: U.S. Department of Veterans Affairs
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): Pamela Myers, 806-355-9703 x 7286
c. Other Key Government Personnel - As assigned by facility
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.
QUALITY ASSURANCE SURVEILLANCE PLAN
No. Paragraph in SOW
SOO
Indicator/Performance Standard
Standard for
Quality Level
Acceptable Quality Level
Method of Surveillance1
Incentive
1 2.1.4 Contractor shall provide VA with copies of all State / Federal licensures, certifications, and investigations reports when requested.
100% 100% Periodic Reviews and spot checks
Positive past performance rating
2 2.1.6 2.2.3 2.2.4
The Contractor shall cooperate in developing plans of corrective action according to outlined criteria in the Performance Work Statement.
100% 100% Periodic Reviews and spot checks
Positive past performance rating
3 2.2.8 Notice of veteran being hospitalized within 24 hours and notice of any veteran death within 24 hours or immediately the first business day after a weekend or holiday.
100% 95% Periodic Reviews and spot checks
Positive past performance rating
4 2.2.8 2.2.9
Notice of all reportable events on VA contract veterans and all facility sentinel events within 24 hours or immediately the first business day after a weekend or holiday.
100% 100% Periodic reviews
Positive past performance rating
1 See "Methods of Surveillance," paragraph 6 of this QASP, for additional methods of monitoring perfonnance.
5 2.6.2 All medical records concerning the veteran's care in the Residential Care Program a) will be readily accessible to VA, and b) within acceptable standards and practice.
100% 100% Periodic Reviews and spot checks
Positive past performance rating
6 2.5.3 Invoices shall be timely and accurate for all items billed.
100% 95%- 100%
Periodic Reviews and spot checks
Positive past performance rating
7. 2.4.1 Management or program drop out.
100% 100% Periodic Reviews and spot checks
Positive past performance rating
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
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. 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 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 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.
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.
Signature - Contractor
Signature - Contracting Officer Representative
See above Acceptable Quality Level & Method of Surveillance located in QASP
| 1. PURPOSE |
| 2. GOVERNMENT ROLES AND RESPONSIBILITIES |
| 3. CONTRACTOR REPRESENTATIVES |
| 4. PERFORMANCE STANDARDS |
| 5. INCENTIVES/RATING STANDARDS |
| 6. METHODS OF QA SURVEILLANCE |
| 7. RATINGS |
| 8. DOCUMENTING PERFORMANCE |
| b. UNACCEPTABLE PERFORMANCE |
| a. Frequency of Measurement. |
| b. Frequency of Performance Assessment Meetings. |
| No: | |
| IndicatorPerformance Standard: | |
| Method of Surveillance1: | |
| Incentive: | |
| 1: | |
| 214: | |
| 100: | |
| 100_2: | |
| Periodic Reviews and spot checks: | |
| Positive past performance rating: | |
| 2: | |
| 216 223 224: | |
| 100_3: | |
| 100_4: | |
| Periodic Reviews and spot checks_2: | |
| Positive past performance rating_2: | |
| 3: | |
| 228: | |
| 100_5: | |
| 95: | |
| Periodic Reviews and spot checks_3: | |
| Positive past performance rating_3: | |
| 4: | |
| 228 229: | |
| Notice of all reportable events on VA contract veterans and all facility sentinel events within 24 hours or immediately the first business day after a weekend or holiday: | |
| 100_6: | |
| 100_7: | |
| Periodic reviews: | |
| Positive past performance rating_4: | |
| 1 See Methods of Surveillance paragraph 6 of this QASP for additional methods of monitoring perfonnance: | |
| 5: | |
| 262: | |
| 100_8: | |
| 100_9: | |
| Periodic Reviews and spot checks_4: | |
| Positive past performance rating_5: | |
| 6: | |
| 253: | |
| Invoices shall be timely and accurate for all items billed: | |
| 100_10: | |
| 95 100: | |
| Positive past performance rating_6: | |
| 7: | |
| 241: | |
| Management or program drop out: | |
| 100_11: | |
| 100_12: | |
| Positive past performance rating_7: | |
| See above Acceptable Quality Level Method of Surveillance located in QASP: | |
| 2025-04-04T11:45:33-0500 | |
| PAMELA MYERS |
File details come from the government source that posted it. Updated .