Atch8_36C25522Q0099_CSS_QASP.pdf

Combined Synopsis-Solicitation for Commercial Items Request for Quotation (RFQ) 36C25522Q0099

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ON-SITE SLEEP STUDY SERVICES

ROBERT J. DOLE VA MEDICAL CENTER

For: On-Site Sleep Study Services Contract Number: TBD Contract Description: Per Solicitation 36C25522Q0099 Contractor’s name: TBD

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 will monitoring take place?

• Who will conduct the monitoring?

• How will 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 may coordinate changes with the contractor. Copies of the original QASP and revisions will be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel will oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will assure 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: Michael Cumins, Contracting Officer Organization or Agency: Network Contracting Office 15

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical performance monitoring of the contract and will assure proper Government surveillance of the contractor’s performance. The COR will 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: TBD

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

a. Program Manager – TBD

b. Other Contractor Personnel – TBD

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 Quality Assurance requirements, number 10 of the Performance Work Statement, includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PERFORMANCE STANDARDS MATRIX

Measure PWS Reference

Performance Requirements

Standard Acceptable Quality Level

Method of Surveillance

Incentive Disincentive

Sleep Study Evaluations

7.2.4 8.1.4

Complete evaluations of all sleep studies within 24 hours

Complete evaluations of all sleep studies within 24 hours

97% Periodic Inspection Favorable contractor performance evaluation

Unfavorable contractor performance evaluation

Invoices and Supporting Documentation

10.2 8.1.4.2

Invoices and supporting documentation must be submitted no later than the 20th day of the month following the month services are performed

Invoices and supporting documentation must be submitted no later than the 20th day of the month

100 % Periodic Inspection Favorable contractor performance evaluation

Unfavorable contractor performance evaluation

Continuing medical education, licensing, registration, and certifications

4.1.5 4.1.7 8.1.4.3

Maintains and keeps current all credentialing requirements

Maintains and keeps current all credentialing requirements

100% Direct Observation Favorable contactor performance evaluation

Contract Termination

Customer Service / Patient Complaints

8.1.2 8.1.4.4

Resolves Validates customer service/patient complaints within 7 days

Resolves Validates customer service/patient complaints within 7 days

97% Periodic Inspection and Validated User/Customer Complaints

Favorable contractor performance evaluation

Unfavorable contractor performance evaluation

5. INCENTIVES The Government will use favorable past performance ratings as incentives. Incentives will be based on meeting or failing to meet performance standards. Failure to meet required standards may result in unfavorable past performance ratings or termination of the contract.

6. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COR will use the surveillance methods listed below in the administration of this QASP.

a. RANDOM SAMPLING. Randomly selecting and inspecting a sample of cases.

b. 100% INSPECTION. Evaluates all work / reports provided. Per Table Items 1-4

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 will be used to determine a positive, neutral, or negative outcome. The following ratings will be used:

8. DOCUMENTING PERFORMANCE

a. EXCEEDS STANDARDS The Government will document positive performance. Reports may become a part of the supporting documentation for any contractual action.

b. MEETS STANDARDS The Government will document positive and negative performance. Reports may become a part of the supporting documentation for any contractual action.

c. BELOW STANDARDS When unacceptable performance occurs, the COR will inform the contractor and the responsible Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. The COR will send a written report to the Contracting Officer and contractor which summarizes the verbal communication. In any case the COR will document the discussion and place it in the COR file.

When formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR) and send it to the Contracting Officer for review before forwarding it to the Contractor’s Program Manager.

The contractor will 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 must present this corrective action plan to the COR and the responsible Contracting Officer. The Government will review the contractor's corrective action plan to determine acceptability.

CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.

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 will periodically meet with the contractor to assess performance and provide a written assessment to the Contracting Officer.

Exceeds Standards / Meets Standards / Does Not Meet Standards

After award of the contract, the contractor’s Program Manager, the COR, and Contracting Officer must sign this document.

Acknowledgements:

Contractor Program Manager

Contracting Officer’s Representative

Michael Cummins, Contracting Officer