D.6 QASP-Local reference testing Aug 2023.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Local Reference Lab Testing for Fargo VA Health Care System

Contract Number:

Contract Description: Procurement of local lab testing

Contractor’s name:

1. PURPOSE

Provide reference lab testing for stat/urgent testing not available in-house.

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 CO:

Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Materiel

Management

b. Contracting Officer’s Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COTR: Denise Scufsa

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager –

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.

The Performance Requirements Summary Matrix, paragraph 4, in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Task ID Indicator Standard Acceptable

Quality Level

Method of Surveillance Incentive

Ensure safety and integrity of specimens

Specimens are received by the reference lab in the same condition they are sent

No loss or destruction of specimens

1 per Month

Report of specimens lost

Continued contract performance

Billing Accuracy

Pricing on vendor invoices is accurate

100% of the time the pricing reflected on the invoice is consistent with the pricing schedule in the contract.

95%

Direct observation and 100% inspection

Continued contract performance

Courier

Samples are picked up by the courier as outlined in the contract

Samples are picked up by the courier as outlined in the contract

I per Month Validated user complaints

Continued contract performance

Revised Reports

4 Reports are accurate

Revised reports that are not due to incorrect requisition information

1 per Month Amended Reports

Continued contract performance

5. INCENTIVES

The Government shall use Continued contract performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting 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.

a. DIRECT OBSERVATION. 100% surveillance: The COR will review invoices accuracy.

b. PERIODIC INSPECTION. Inspections scheduled and reported quarterly per COR delegation or as needed. Turnaround time will be monitored quarterly, or as needed.

c. VALIDATED USER/CUSTOMER COMPLAINTS. The COR will review any end/user complaints for validity.

7.

8. 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:

9. 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 COTR 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 COTR file.

When the COTR determines formal written communication is required, the COTR 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 COTR. 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.

10. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

Observation and random inspection (auditing). User survey, observation, investigation.

During contract performance, the COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COTR shall contact/meet with the contractor at least quarterly to assess performance and shall provide a written assessment.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative