Attachment 1 QASP .pdf

Attachment 1: Quality Assurance Surveillance Plan (QASP) NWI Wheelchair Seating Services

The contractor will be evaluated in accordance with the following:

1. PURPOSE: This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

A. What will be monitored?

B. How monitoring will take place?

C. Who will conduct the monitoring?

D. How 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 shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. Government and Contractor Representatives: 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.

I. Assigned CO: Matthew Dale, NCO 23 Contracting Office

B. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure 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.

I. Assigned COR: Adam Oldehoeft, Chief, Physical Medicine and Rehab Services, VANWIHCS

C. Contractor Representatives: The following employee(s) of the contractor serve as the contractor’s program manager(s) for this contract.

I. Primary: _______________________________________________

II. Alternate: ______________________________________________

3. Performance Standards: The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined.

A. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

B. The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

4. 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. Ongoing and Random Performance Evaluations: COR to review the performance evaluations on an ongoing/random basis.

B. Random Inspection of Qualification Documents: COR to perform random inspections of qualification documents to ensure contractor employees are ATP certified.

C. Random Inspection/Sign-In Sheets: COR will perform random inspection of the sign-in sheets throughout the month.

D. Ongoing Review of The Specifications: COR will perform ongoing review of the specifications to ensure they have been identified correctly.

E. Contractor to Provide Evidence of Training Required By VA NWIVAHCS, Reports Violations per Policy: COR/Program Assistant reviews training records to ensure contractor meets training deadlines.

5. Sample QASP Performance Report:

Performance Measures

Measure PWS Reference

Performance Requirement Standard Acceptable

Quality Level Surveillance Method

Acceptable Quality Level Met?

Add comments to describe results.

1 – Timely Assessments and Equipment Recommendations

4.7.1. Timely delivery of reports

100% of the assessments and specific equipment recommendations are available the same day (or not to exceed 24 hours) as the respective Wheelchair and Seating Clinic

95% of the assessments and specific equipment recommendations are available the same day (or not to exceed 24 hours) as the respective Wheelchair and Seating Clinic

Ongoing and Random Performance Evaluations

2 – Qualifications of Key Personnel 4.7.2.

All Rehab and Seating Specialists shall be Rehabilitation Engineering and Assistive Technology Society of North America (RESNA) Assistive Technology Professional (ATP) certified

All 100% of contractor employees must be RESNA ATP certified

100%; no deviations accepted

Random inspection of qualification documents

3 – Contractor Employees Available for Clinics

4.7.3. Contractor employees shall

be available for clinics

100% of the time contractor employees shall be available at the designated clinic start times

95% of the time contractor employees shall be available at the designated clinic start times

Random Inspection/ Sign-in Sheets

4 – Accuracy of Specs 4.7.4.

ATP identifies correct specifications for Veteran patient

100% of the time specifications have been identified correctly

95% of the time specifications are correct

On-Going review of the specifications

Measure PWS Reference

Performance Requirement Standard Acceptable

Quality Level Surveillance Method

Acceptable Quality Level Met?

Add comments to describe results.

5 – Mandatory Training 4.7.5.

Contractor completes all mandatory required training per this PWS and VA NWIHCS policy

All 100% of required training is completed on time by Contractor employees

100%; no deviations accepted

Contractor to provide evidence of training required by

VA

NWIHCS,

reports violations per policy

6. CPARS Ratings Assigned to QASP Items: Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used (Reference: CPARS User Manual https://www.cpars.gov/pdfs/CPARS-Guidance.pdf p. A2-1):

7. Documenting Performance: The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using

CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR).

A. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Report (CR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

B. The contractor shall acknowledge receipt of the CR in writing. The CR 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 CR will also state how long after receipt the contractor has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan.

C. Any CRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. See Sample CR on the following page.

8. COR and Contractor Signed Acknowledgement of QASP: To be signed by the personnel identified in section #2 on page 1 of this document.

Contracting Officer’s Representative Date

Contractor’s Primary Representative Date https://www.cpars.gov/pdfs/CPARS-Guidance.pdf%20p.%20A2-1

9. Sample Contract Report:

CONTRACT REPORT

1. CONTRACT NUMBER 2. REPORT NUMBER FOR THIS ISSUE

3. TO: (Contracting Officer) 4. FROM: (Name of COR)

5. DATES

a. CR PREPARED

b. RETURNED BY

CONTRACTOR:

c. ACTION COMPLETE

6. Issue Identified (Describe in detail. Include reference to PWS Directive; attach continuation sheet if necessary.)

7. SIGNATURE OF COR Date:

8. SIGNATURE OF CONTRACTING OFFICER Date:

9a. TO (Contracting Officer) 9a. FROM (Contractor)

10. CONTRACTOR RESPONSE AS TO CAUSE AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable quality control program procedures or new procedures. Attach continuation sheet(s) if necessary.)

11. SIGNATURE OF CONTRACTOR REPRESENTATIVE Date:

12. GOVERNMENT EVALUATION.

13. GOVERNMENT ACTIONS

14. CLOSE OUT

NAME TITLE SIGNATURE DATE

CONTRACTOR

NOTIFIED

COR

CONTRACTING

OFFICER