Exhibit_E.7__Sample_Task_Order_SOW.pdf

Provider Enrollment and Oversight

Quality Assurance Surveillance Plan

Sample Task Order

Statement of Work (SOW)

Exhibit E.7 - Quality Assurance Surveillance Plan Sample Task Order SOW

1.0 Background and Purpose

A Quality Assurance Surveillance Plan (QASP) is being utilized for the task orders under the PEO IDIQ in accordance with FAR 46.4. The QASP is the key Government-developed surveillance process document. The QASP is used for managing contractor performance assessment by ensuring that systematic quality assurance methods validate that contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document contractor performance results to determine if the contractor has met the required standards.

Quality measurement and verification are required elements of all government contracts. CMS is in need of a contractor to assist with the surveillance of quality assurance for contractors under the PEO IDIQ.

2.0 Assumptions

The following identifies the basic assumptions and constraints concerning this task order:

• The Contractor shall furnish the Information Technology (IT) environment and any equipment required by its personnel to deliver the QASP reports. CMS is not acquiring the Contractor’s IT systems used to support performance of the work.

• The Contractor shall provide QASP training for all employees prior to authorizing them to perform their duties. The training shall include an initial training course with materials approved by CMS.

• The Contractor shall ensure that all of its QASP review personnel complete refresher training approved by CMS at least every 12 months, unless otherwise specified by CMS.

The Contractor’s training plan and maintenance of training materials shall take into account the need for updates and any supplemental instructions required due to changes in CMS regulations, guidance, manuals, or forms.

• The Contractor shall provide software and/or licenses for software as required by CMS.

• The Contractor shall be responsible for purchasing any hardware or software needed to accomplish their tasks.

• The Contractor shall be responsible for routine maintenance of their system. Maintenance is defined as the process of supporting an application and/or component after delivery to correct defects, maintain performance and/or maintain compatibility with other elements in the technical environment to ultimately ensure the existing system and/or business functionality continues to operate as already designed. The maintenance of the application and/or component is not constrained by the time and/or size of the effort.

• Contractor travel may be required to perform on-site QASP reviews.

Quantity Workload estimates and assumptions are as follows:

• One QASP review performed annually for each task order, assume 4 task order reviews for the base period and 6 task order reviews for Option Period 1.

• QASP reports due to CMS within 15 days of QASP completion

• Perform Contractor Entrance Conference

• Perform Contractor Exit Conference

• Perform CMS debrief on the QASP results and offer any recommendations to the CMS

QASP process

3.0 Contractor Personnel, Disciplines, and Specialties

The contractor shall also maintain an experience staff relevant to the requirements of this task order.

4.0 Performance Requirements

The following sections contains requirements, performance objectives and performance elements that the Contractor is required to meet for the Quality Assurance Surveillance Program (QASP) Task Order (TO) as established by CMS. When differences or conflicts occur, the order of precedence shall be the TO SOW followed by the Indefinite Delivery Indefinite Quality (IDIQ) SOW. The Contractor shall contact the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) when discrepancies are identified. The Contractor shall identify any budgetary concerns that may occur as a result of the conflict.

The Government shall monitor the Contractor’s performance and compliance with all Task Order requirements. The QASP is a Government developed and applied process used to make sure that systematic quality assurance methods are used in the administration of the standards included in this task order. The intent is to ensure that the contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in the task order. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to ensure that they are timely, effective and are delivering the results specified in the task order.

4.1 Program Management and Customer Support

1. Kickoff Meeting

The Contractor shall schedule a kickoff meeting within ten (10) business days of contract award. The Contractor shall be responsible for taking notes during the kickoff meeting. The notes shall document the discussions, identify action items, and provide a summary of the next steps on the project.

2. The Contractor shall plan and coordinate all QASP services described in this task order SOW. This effort includes planning, monitoring and controlling all aspects of the QASP.

3. The Contractor shall implement management practices to ensure successful performance of CMS work requests and deliverables that meet the schedule and quality standards established for the contract.

4. CMS expects the Contractor to perform the following types of activities within this task:

Maintain contact with Provider Enrollment and Oversight Group and the Division of Performance Assessment.

Preparation of annual QASP notification for the Division of Performance

Assessment.

Select files randomly from universe provided by any PEO IDIQ task order contractor for review.

Dispatch of personnel once annually to conduct onsite QASP review and review of provider enrollment activities.

Yearly reporting to provider enrollment management as well as the Division of

Performance Assessment, to include reporting of selected metrics that measure any PEO IDIQ task order contractor s performance.

Final QASP report shall be delivered for each contract.

Respond to any PEO IDIQ task order contractor rebuttals if necessary. At completion of the contract, perform QASP review to close out review and reporting.

Respond to Government requests for contractual actions in a timely fashion.

5. The Contractor shall designate a single point of contact between the Provider Enrollment and Oversight Group, the Division of Performance Assessment and the Contractor to support the contract or task order.

4.2 On site QASP Assessments

1. The Contractor shall perform annual onsite assessments of all current and future provider enrollment and screening contracts to determine compliance with their Statement of Work (SOW) and other Medicare regulations and sub-regulatory guidance.

2. The onsite assessment shall include a review of the Contractor’s provider files, staff observations, internal procedures, file maintenance and quality assurance process.

4.3 Documentation of Findings

The Contractor shall document their findings and the outcome of the visits in a standard report and provide to CMS within a designated timeframe.

4.4 Post QASP Activities

The Contractor shall review and respond to all PEO IDIQ task order contractor rebuttal and provide feedback and justification to either overturn or maintain errors received during the

QASP.

4.5 Process Improvement

The Contractor shall review, assess, and document existing policy, procedures, and business processes impacting performance evaluation reviews and provide feedback on ways to improve the performance evaluation process.

5.0 Government Furnished Information

CMS will authorize the Contractor access to the following types of government-furnished information (GFI) as information becomes available and when applicable to the Contractor’s work requirements:

• Provider/Supplier Enrollment Data stored in the PECOS Application (daily extract files with provider/supplier information pertaining to each Site Visit Work Request)

• PECOS Application Documentation

• Contractor Access to CMS Facilities and Systems

• See IDIQ for additional information

6.0 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this Task Order.

6.1 Quality Control

The Contractor shall develop a Task Order Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award of the Task Order. The COR may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the COR. Any modifications to the program during the period of performance shall be provided to the COR for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government’s review and approval. The Government may find the QCP "unacceptable" whenever the Contractor’s procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

6.2 Section 508 Accessibility of Electronic and Information Technology

See IDIQ SOW

7.0 Deliverables

The contractor shall provide deliverables as described in this task order.

Number Name Frequency Quantity Deliver To

Format

A01 QASP Assessment forms - For each QASP, the Contractor shall provide in advance of any on-site visits or documentation requests. QASP reviews are requested via a formal letter from the QASP contractor

One time per visit

1 per visit

CMS via daily input and output data feeds

Extract File

A02 Project Kick-Off Meeting – Within 10 business days of task order award, hold a project Kick-Off Meeting by conference call or in-person in Baltimore at which the Contractor will present its team and understanding of the tasks to be performed. The meeting will kick-off technical performance under an awarded performance period and serve to establish initial coordination of activities and meeting schedules with the COR.

Once 1 COR As determined by the COR/Contract

A03 Project Kick-Off Meeting Minutes/Notes – within 5 business days after Kick-Off meeting

Once 1 COR As determined by the COR/Contractor

A04 Project Management Plan - Project Within 20 As COR As determined

Management Plan and updates, to include a personnel section and organizational chart showing responsibilities and reporting chain of Contractor personnel and agreed upon project status measures and performance metrics business days of task order award and as needed needed by the COR/Contractor

A05 Personnel Management and Training Plan

Within 30 business days of task order award and as needed

As needed

COR As determined by the COR/Contractor

A06 Standard Operating Procedures As needed As needed

COR As determined by the COR/Contractor

A07 Training Materials for Project Personnel

As needed As needed

COR As determined by the COR/Contractor

A08 Monthly Progress Report - Monthly Progress Report to include monthly reporting of agreed upon project performance metrics, help desk call log, active user list, and project budget and status of current and cumulative expenditures. Monthly reports will be available not later than the fifth working day of the following month.

monthly 1 per month

COR As determined by the COR/Contractor

A09 Status Meeting Materials As needed As needed

COR As determined by the COR/Contractor

A10 Summary of CMS/Contractor Progress Calls - Summary of CMS/Contractor Progress Calls and/or respond to ad-hoc inquiries

As needed As needed

COR As determined by the COR/Contractor

A11 Final Report - Final Report for Project Close Out

Once 1 COR As determined by the COR/Contractor

A12 Self-Assessment - Yearly self-assessment to include (but not limited to) success stories, issues, corrective actions, etc.

As needed As needed

COR As determined by the

A13 Certificate of Data Destruction for contract close-out

Once 1 COR As determined by the