36C25818Q0009-015.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

Issued To: Environmental Management Services

Contract Number: TBA

Contractor’s name: TBA (hereafter referred to as the contractor).

Contract Description: This contract is for the service of delivering clean linens to the SAVAHCS and to the NAVAHCS from the PVAHCS; five days per week.

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.

B. Organization or Agency: Department of Veterans Affairs VISN 22 Network Contracting Office

C. 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.

D. Other Key Government Personnel – N/A

3. CONTRACTOR REPRESENTATIVES

The contractor shall assign designated staff and identify what their role will be to ensure the performance of the contract. The contractor will have 15 days after award to submit the list of names that will include the following information; name, title, phone number, email and any other pertinent information needed.

4. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance standards define desired services. The Government performs surveillance to determine if the contractor meets, exceeds, or does not meet these standards.

The Performance Requirements Summary Matrix below lists how the Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Paragraph Number

0.2,0.3

5. INCENTIVES

The Government shall use Exercise of Option Period and past performance as incentives. Incentives shall be based on meeting or exceeding performance standards.

6. 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. Contractor will operate tractor and pull a 40 to 50 foot trailer in accordance with all Federal, State, and local laws, rules, and regulations. The contractor will pick up and deliver clean and soiled linen in accordance with the established schedule. Driver will communicate with the COR when delays due to traffic, accidents, etc will impact the scheduled arrival or departure time.

A. DIRECT OBSERVATION

Can be performed periodically or through 100% surveillance. Contractor will operate tractor and pull 40 to 50 foot trailers. The contractor will accomplish this on a daily basis, notifying the COR of any delays.

B. PERIODIC INSPECTION

Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required. The contractor will accomplish this on a daily basis, notifying the COR of any delays.

C. VALIDATED USER/CUSTOMER COMPLAINTS

Complaints received from the Tucson and Prescott facilities regarding late deliveres will be reviewed and evaluated to determine if the complaint is a result of contractor performance or circumstances outside of their control such as construction, accidents, and/or vehicle malfunctions.

D. QUARTERLY STATUS MEETING

Quarterly progress meetings will be held to discuss contractor performance, logistical issues, billing status, and the upcoming anticpated workload.

7. DOCUMENTING PERFORMANCE

A. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. All reports shall become a part of the contract documentation and file.

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 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) that will be approved by the Contracting Officer, and presented 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 shall 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 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 quarterly to assess performance and shall provide a written assessment.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative