Attachment 2 QASP-Community_Led_Monitoring_(CLM)_in_Tanzania.pdf

QUALITY ASSURANCE AND SURVEILLANCE PLAN

For Community-Led Monitoring (CLM) in Tanzania Contract Number: TBD <enter upon award>

Contract Description: To contract an indigenous organization to implement Community Led Monitoring (CLM) activities in WRAIR-supported regions in the Southern Highlands zone by providing support to people living with HIV (PLHIV) for meaningful engagement with HIV service providers and stakeholders to overcome service barriers and achieve the 95-95-95 President's Emergency Program for AIDS Relief (PEPFAR) goal.

Contractor’s name: TBD <enter upon award> (hereafter referred to as the contractor)

Contents

PURPOSE

GOVERNMENT ROLES AND RESPONSIBILITIES

CONTRACTOR REPRESENTATIVES

PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PERFORMANCE REPORT

CONTRACT DISCREPENCY REPORT (CDR)

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 monitoring will take place

• Who will conduct the monitoring; and

• 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. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

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. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price, 52.246-5 Inspection of Services – Cost-Reimbursement

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (KO) - The KO 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 KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: To be completed at time of award.

Organization or Agency: USAMRAA Telephone:

Email:

Contract Specialist (KS) - The CS acts as an acquisition consultant and serves as liaison between the contract office and Walter Reed Army Institute of Research

(WRAIR).

Assigned CS: To be completed at time of award Telephone:

Email:

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 “QASP and Performance” file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: To be completed at time of award.

Telephone:

Email:

Other Key Government Personnel – N/A

2. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this

Contractor POC:

Phone:

Cell:

Email:

contract. <Communication should occur with them during QASP development. It will help if they review the draft QASP and accept the final version. You may delete the stated roles or change the naming convention if applicable. >

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY LEVELS

(AQLs)

METHOD OF

SURVEILLANCE

PRS#1 - PWS para 5.2.1 Collect quarterly data from people receiving care and treatment services at selected DoD/WRAIR-supported healthcare facilities/wards.

Using FGDs, interviews and observation data collection methods.

Identify uncertainties and avoid looking only for information that supports pre-held opinions.

Using the designed or national templates approved by the WRAIR-Tanzania Office.

80% of the required wards

Periodic Inspection/ Random Sampling

PRS#2 - PWS para 5.2.2 Collect quarterly data form HIV service providers at DoD/WRAIR-supported healthcare facilities.

Using interviews, observations, and facility records.

Using the designed or national templates approved by the WRAIR-Tanzania Office.

80% of the required wards

Periodic Inspection/ Random Sampling

PRS#3 - PWS para 5.2.3 Analyze, summarize, and share the feedback received in quarterly reports and data collection tools.

Using the designed or national templates approved by the WRAIR-Tanzania Office.

100% 100% Inspection

Identify gaps in service access and formulate specific proposals to address them across the continuum of HIV testing, prevention, and treatment services.

PRS#4 - PWS para 5.2.4 Review and share quarterly feedback with stakeholders.

Convening dissemination sessions once per quarter within 7 days after the end of the quarter.

100% 100% Inspection

PRS #5 - PWS 5.3

Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the WRAIR via a secure data collection site.

The Contractor is required to completely fill in all the information in the format using the following web address www.sam.gov The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government FY and must be reported by 31 October of each calendar year. If contract period of performance ends prior to September 30, the contractor

Zero Deviation from Standard

100% Inspection http://www.sam.gov/ has 30 days from end date of the contract to complete the SCR requirement.

PERFORMANCE REPORT

Contract Number: <insert number>

Prepared by: (Name of COR) <insert name>

Date and time of observation: <insert date>

Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results (Exceeds, Meets, Does Not Meet).

- Number of observations.>

Prepared by: <Enter COR’s name>

COR’s Signature Date

CONTRACT DISCREPANCY REPORT (CDR)

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>

Contract Number: <insert number>

Contractor Project Manager: <insert name>

From: <insert name of COR>

Date and time observed discrepancy:

Contract Discrepancy:

<Describe in detail. Identify any attachments.>

Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The contractor shall provide the COR with the Corrective Action Plan not later than < # days after receipt of this CDR. >

Prepared by: <Enter COR’s name>

COR’s Signature Date

Received by: <Enter contractor project manager’s name>

Contractor Project Manager’s Signature Date