ATT D.1 QASP rv9 22.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Healthcare for Homeless Veterans Transitional Housing

Contract Number:

Contract Description: The contractor shall provide 29 Residential Contract beds for

Veterans enrolled in the HCHV Program. The contractor will also provide therapeutic and supportive services, room and board, and laundry facilities.

Contractor's name:

1. PURPOSE

To specify the systematic methods for evaluating performance of the Health Care for Homeless Veterans (HCHV) program.

A. Scope:

Transitional Housing program will provide immediate housing to eligible

Veterans enrolled in and referred to by the HCHV Program. The contractor will provide the following:

ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Meals include at least three

(3) nutritionally adequate meals (breakfast, lunch, and dinner) a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. Meal and snack choices must include foods appropriate options for diabetic and hypertension diets. Monthly menus are to be submitted for approval by Healthcare for Homeless Veterans Case Manager.

LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done free of charge.

THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative

Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA

Homeless Program Coordinator (or designee). Services which the contractor must be able to furnish shall include:

(1) Structured group activities as appropriate - examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

(2) Collaboration with the VA program staff, which will provide supportive psychosocial services.

(3) Individual professional counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources.

(4) Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

(5) Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident's potential.

(6) Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

(7) A program that promotes community interaction.

In addition, the Contractor shall collaborate with the VA program staff, who will conduct treatment and discharge planning reflecting a team assessment of health, psychosocial and vocational needs and the involvement of residents' families and appropriate community resources in resolving problems and setting goals. The Contractor shall have the right to discharge beneficiaries to preserve the health and safety of other beneficiaries and staff. The HCHV Coordinator will be immediately notified of such discharge by the next business day. Other routine discharges due to rule violations will be cleared through the HCHV Coordinator. In emergent situations, the contractor will evaluate and link veterans to an appropriated level of care management.

The Contractor shall maintain an individual record on each veteran placed in the facility by the HCHV Program. The Contractor shall comply with the requirements of the

Confidentiality of Medical Records (38 USC 4132) and the Confidentiality of Alcohol and Drug use of a veteran (42 CFR part II) when appropriate and is considered a part of this contract. All case records will be made available on a need-to-know basis to appropriate VAMC staff members involved with the treatment program of the veteran concerned.

B. Monitoring of Facility and Program:

Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, registered nurse, a representative of the VA

Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor's facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment.

Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

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.

Organization or Agency: Department of Veterans Affairs, Network Contracting Office 16, Overton Brooks VA Medical Center

b. Contracting Officer's Representative (COR) - The COR is responsible for technical administration of the contract and shall ensure 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.

Assigned COR: Raymond Payne

c. Other Key Government Personnel - Ashley Owens, HCHV Contract Emergency

Residential Services (CERS) Liaison

Letetia Henderson, HCHV CRRC Coordinator

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager –

b. Other Contractor Personnel –

Title:

4. PERFORMANCE STANDARDS

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items.

The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

TASK

PWS

ID

Performance Objective

Standard

Performance

Threshold

Method of Surveillance

Room and board to include a

Monthly menus are to be submitted for approval by

Healthcare for Homeless

Veterans Case Manager.

Observation and random inspection.

bed and other: furnishings such Daily as a dresser, storage, and 95%

Facility C.1.A personal linen. Meals to include at least two nutritionally adequate meals a day, 7 days a week and availability of 1 nutritious snack between meals and bedtime. Meal and snack choices must include foods appropriate options for diabetic and hypertension diets.

C.1.B Availability of laundry facilities for residents to do their own laundry or to have.

Daily

100% Observation and random inspections

Specialized Medical Resources Provided to VA Medical Center

C.1.C Therapeutic and

Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA

Homeless Program Coordinator

(or designee).

Daily

100%

Observation, random inspection and progress review

C.1.C.IV

Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships

Daily 100%

Observation, random inspection and progress review

C.1H

Confidentiality of all patient information

Daily 100% Observation and random inspection

6.B.I Compliant with the NFPA life safety code

At all times 100% Observation and random inspection

D. 1. B Contract personnel will be, by education and training, qualified to provide the Basic

Services and Supplemental

Services

At all times 95% Observation and random inspection

5. INCENTIVES

The Government shall use Renewed Ordering Periods as incentives.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The HCHV Contract Emergency Residential Services (CERS) Liaison and COR shall use the surveillance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) 1-14

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or Annually] or Unscheduled, as required.) 1-14

c. PROGRESS MEETINGS.

Monthly meeting with Contracting staff and Veterans. 3&6

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

8. 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. UNACCEPTABLEPERFORMANCE

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 HCHV Contract Emergency Residential Services (CERS) Liaison and COR determine formal written communication is required, the HCHV Contract Emergency

Residential Services (CERS) Liaison and COR 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 should 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 HCHV Contract

Emergency Residential Services (CERS) Liaison and COR. 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

Direct observation, periodic inspections, and progress meetings.

Quarterly Reports will be used to reflect the rating of "exceeds, meets, or does not meet a given standard. These reports will be combined to incorporate into the annual inspection assessment.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the HCHV Contract Emergency Residential Services (CERS) Liaison and 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 as needed to assess performance and provide a written assessment.

Signature - Contractor

Signature- Contracting Officer's Representative