Appendix B - Quality Assurance Surveillance Plan (QASP).pdf

REQUEST FOR PROPOSAL (RFP) 75H70421R00004

APPENDIX B

INDIAN HEALTH SERVICE (IHS)

JOSLIN VISION NETWORK (JVN) TELE-RETINA PROGRAM SUPPORT SERVICES

AND EQUIPMENT

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

(For Base and Option Periods except where indicated)

Purpose:

The purpose of this quality assurance surveillance plan (QASP) is to provide a government-developed and applied system to assure the use of quality assurance methods in the administration of the performance based acquisition standards. The intent is to ensure that the program services are provided in accordance with performance requirements set forth in the contract documents, that the government receives the quality of services called for in the contract and that the government only pays for the acceptable level of services received.

This plan provides the basis for the COR to evaluate the quality of the Contractor’s performance.

The oversight provided for in the contract and in this plan will help ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required annual past performance evaluations.

Authority:

Authority to issue this QASP is provided under Section E. – Inspection and Acceptance, which provide for inspection and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the CO or COR.

Scope:

The Contractor is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor develops and submits its quality control plan (QCP) for government approval in compliance with its contract deliverables.

The Contractor must provide a quality control plan that contains, at a minimum, the items listed below to the CO for acceptance not later than the post-award conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date.

The Contractor must make appropriate modifications and obtain acceptance of the plan for the CO before the contract start date. The plan must include:

• A description of the inspection system to cover all services listed on the performance requirements summary. The description must include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

• A description of the methods to be used for identifying and preventing defects in the quality of service performed.

• The plan must ensure that no patient personally identifiable information is disclosed to the Contractor in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191.

Once accepted, the Contractor then uses the QCP to guide and rigorously document the implementation of the required management and quality control actions to achieve the specified results.

The QASP is put in place by the COR to provide government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and delivering the results specified in the contract or task order. The QASP is not a part of the contract, nor is it intended to duplicate the Contractor’s QCP.

Government Resources:

Contracting Officer (CO): Paul Premoe Contracting Officer’s Representative (COR): TBD

Responsibilities:

CO: Manage overall contract to assure that the Contractor receives fair and equitable treatment under the contract, as well as, determine whether the Contractor’s performance is adequate.

COR: Provide technical administration of the project and assure government surveillance of the Contractor’s performance. Inform the CO about Contractor performance and recommend payment of invoices. Participate in conference calls with the Contractor and attend occasional face-to-face meetings. Purpose of communications is to review project progress, discuss issues or problems, and develop recommendations.

Methods of Surveillance:

The methods of surveillance listed below will be used for the QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that will be used for documenting QA surveillance is the surveillance activity checklist. Government staff will use the following surveillance methods:

A. COR Feedback - Government staff will use this method to inspect and approve: The COR will review and recommend approval or corrections as appropriate to the CO, who will then approve after due consideration of performance standards. Procedures used for materials include:

1. Visual inspections, camera and equipment validations, JVN training certifications, monthly and annual evaluation reports by the COR.

B. Evaluation Summaries - This government method of monitoring relies on the evaluation summaries that are related to actual requirements of the contract. The evaluation summaries will be used each time the Contractor hosts a training at the pilot sites. The Contract Discrepancy Report (see Performance Evaluation below) will be used when the Contractor does not meet the standards when evaluated by the COR.

Identified QA Surveillance Tasks (QASP) – Acceptable

Quality Levels (AQL) Performance Evaluation:

If the Contractor fails to perform required services at the acceptable quality level, payment may be withheld until the Contractor makes corrections. In the event that the Contractor is failing to perform any required services, the COR will notify the Contractor and the CO. The CO will issue the Contractor a Contractor Discrepancy Report (CDR). The Contractor shall have 14 calendar days to provide the CO with Contractor’s response to the CDR. Upon evaluation of the Contractor’s response to the CDR for tasks surveilled, the Contractor’s payment for the month in which the performance in question occurred will be calculated.

For example, assume the following:

a. Progress reports at the 90% compliance level to IHS COR as specified;

b. Progress report is not provided in timeframe identified;

The maximum payment percentage to be withheld for not meeting the AQL would be 10%.

Documentation:

The COR will, in addition to providing documentation to the CO, maintain a complete quality assurance file. The will contain copies of all reports, evaluations, recommendations, and any actions related to the government’s performance of the quality assurance function, including the originals of all surveillance activity checklists. All such records will be retained for the life of this contract. The COR shall forward these records to the CO upon termination or completion of the contract. Forms to be used are:

• Contract Discrepancy Report (CDR)

• Contractor Performance Assessment Report (PM/COR Feedback Form)