Attachment 2-QASP Phlebotomists.pdf

Quality Assurance Surveillance Plan (QASP) Phlebotomists

1. Objective. The Contractor shall provide personal services for Phlebotomists referred to as contract personnel at San Antonio Texas Department of Defense Military Treatment Facilities.

The Contractor shall perform services and support compatible with the medical facility’s operating capacity and equipment.

2. Goals of the Multi-Functional Team (MFT). The purpose of the multi-functional team is to create an environment that shapes and executes an acquisition. The emphasis is on teamwork, trust, common sense and agility. The goal is to obtain efficiencies, improved performance, and cost savings throughout the acquisition life cycle.

3. Multi-Functional Team Members & their Responsibilities. The MFT is composed of stakeholders in the acquisition. These stakeholders are responsible for the acquisition throughout the life of the requirement. See QASP signature page for MFT membership.

3.1. Contracting Officer’s Representative (COR): is responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract.

The COR will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance.

The COR will maintain surveillance documentation, notify the Contracting Officer (CO) of any significant performance deficiencies and recommend improvements to the QASP and PWS throughout the life of the acquisition. See also in AFFARS MP5301.602-2(d) and Designation Memorandum for further clarification of COR duties and responsibilities.

3.1.1. Joint Appointment Module (JAM) and the Surveillance and Performance Monitoring (SPM) Module in Procurement Integrated Enterprise Environment (PIEE): The DoD mandatory web-accessible management applications JAM and SPM are designed to nominate, appoint, track and terminate, if necessary, CORs and to serve as the web-based portal for all relevant COR documents to include monthly status reports/surveillance documents on service contracts.

COR nomination and appointment functions are in JAM, COR monitoring functions are in SPM. CORs are required to register and upload their COR nomination in JAM and surveillance documentation in SPM. See the DoD User Guide for JAM COR Appointments and SPM Contract Surveillance for further guidance.

3.2. The Contracting Officer (CO): has overall responsibility for overseeing the contractor’s performance in the areas of contract compliance, contract administration, cost control and property control; reviewing the COR assessment of the contractor’s performance; and serves as a liaison between the COR and the contractor. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Multi-Functional Team meetings. See also AFFARS MP5346.103, Contracting Office Responsibilities, and AFFARS MP5301.602-2(d) for further clarification of CO duties and responsibilities.

3.3. The Functional Commander/Functional Director (FC/FD)/ COR Management:

Encompasses the FC/FD and the COR Supervisor and has overall responsibility for developing the PWS and the QASP and ensuring they satisfy mission requirements, are performance-based, foster innovation and define metrics. COR Management is also responsible for assigning competent and capable functional experts to the Multi-functional Team who will be available full time or as warranted by the procurement cycle. COR Management will assign COR(s) and notify the CO of any changes to this designation. FC/FD will review contractor performance documentation, prepared by the COR, on a regular basis to ensure performance is compatible with mission objectives. See also AFFARS MP5301.602-2(d) for further clarification on COR Management duties and responsibilities.

3.4. The Contracting Squadron Commander (CSC): serves as the Business Advisor to senior leadership; develops and implements acquisition strategies for services acquisitions; provides oversight of the Multi-functional Team in planning, assessing contractor performance and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and

AFFARS.

3.5. The Quality Assurance Program Coordinator (QAPC): develops, manages and implements the base Quality Assurance Program; supports the Multi-functional Team in the development of contract requirements, ensuring requirements are clearly stated and enforceable; aids in development of the Service Summary (SS) and QASP and provides training to all FC/FD, COR and others that interact with this contract as needed.

3.6. The Contract Administrator (CA): is the focal point for issues regarding the contract;

prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

3.6.1. CA will perform COR assessment on a periodic basis as determined by the CO. The CA will verify that the COR is accomplishing their surveillance according to the QASP. If deficiencies are discovered in the COR surveillance procedures, the CO will notify the FC/FD and COR Management and provide any assistance requested, such as additional training for COR. The CA will ensure that the COR is documenting their surveillances in a timely manner.

A check of the COR files will also be performed on an annual basis.

4. Performance Assessment. The following Service Summary outlines the defined performance objectives for this acquisition with the corresponding goal performance thresholds:

P.0. # Performance Objective

(PO)

PWS

Paragraph

Performance Threshold (Per FTE)

Method of Surveillance

The Contractor shall provide personnel that accurately registers, screens, draws, and cares for donors and patients

1.4.1.1 1.4.1.11 1.4.1.15

No more than one (1) discrepancy per month

Customer Complaint

Periodic Surveillance

Shall perform donor deferral checks, interview donors, and enter data into the computer system

1.4.1.7 1.4.1.8

1.4.1.10 1.4.1.13

No more than one (1) discrepancy per month

Customer Complaint

Periodic Surveillance

Shall perform phlebotomy using standard collection techniques and/or donor phlebotomy techniques

1.4.1.14

No more than one (1) discrepancy per month and no more than 3 unsuccessful donor phlebotomies per day unless environmental factors

Customer Complaint

Periodic Surveillance

Shall perform component processing accurately

1.4.1.2.

1.4.1.16 1.4.1.17

No more than one (1) discrepancy per month

Customer Complaint

Periodic Surveillance

Shall inspect blood products for suitability and process samples for testing and/or shipping

1.4.1.12 1.4.1.19

No more than one (1) discrepancy per month

Customer Complaint

Periodic Surveillance

Shall ensure that the contract personnel comply with tasks IAW local OI’s, AFBPM, Code of Federal regulations, AABB, FDA, AAAHC, JCAHO, CAP and all federal, state and local laws.

1.4.1.5. No more than one (1)

discrepancy per month

Customer Complaint

Period Surveillance

Shall provide contract personnel that demonstrate public relations and a professional image.

1.4.1.4.

1.4.1.6.

1.4.2.4.

No more than one (1) discrepancy per month

Customer Complaint

Periodic Surveillance

Shall provide contract personnel who comply with the Hours of Performance.

1.6.2.1 95% compliance with staffing requirements, no interruption in service. No more than two (2) incidents of being more than ten (10) minutes late for work per month. No more than 3 unscheduled absences per month.

Periodic Surveillance

Shall comply with all initial and annual reports.

1.6.8. 100% Compliance Periodic Surveillance

Shall work independently and safely without deviating from established procedures.

1.4.1.3. No more than one (1)

unintentional deviation per month

Customer Complaint

Period

Shall complete occurrence reports and root cause analysis for errors, accidents, and procedural deviations.

1.4.1.3 Complete within 7 duty days

of discovery

Periodic

Shall support and prepare for blood drives by preparing and utilizing unexpired bags and supplies.

1.4.1.9.

1.4.1.18

100% Compliance Periodic

4.1. Non-Service Summary Items. The Contractor is required to provide all services identified in the PWS. COR is required to inspect non-service summary items on a periodic basis.

4.2. Certification of Services. At the end of each contract payment period as defined in the resulting award of this acquisition, the COR shall certify the services were received in accordance with contract payment terms and conditions.

4.3. Unacceptable Services. The COR shall determine the cause of contractor unacceptable services.

4.3.1. If any government action, or lack of action, caused or contributed to the unacceptable performance, the performance will not be counted against the contractor. The COR will take steps to ensure the government does not interfere with the contractor’s performance in the future.

4.3.2. If contractor caused, the COR shall document the occurrence in accordance with (IAW) the methods of surveillance outlined in this QASP. IAW contract terms and conditions, the government reserves the right to inspect any services that have been tendered for acceptance.

The Government may require re-performance of nonconforming services at no increase in contract price. If re-performance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between the COR and the contractor on the validity of a performance assessment shall be referred to the Contracting Officer.

5. Performance Management. The following outlines the approach, methods and tools to be used by the MFT to manage this acquisition upon award.

5.1. COR(s) shall evaluate and document contractors’ performance in accordance with the procedures outlined in this QASP and maintain resulting surveillance documentation. The results of surveillances shall be maintained as Past Performance information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting, if required.

5.2. The contractor shall implement and maintain a Quality Control Plan (QCP), in accordance with the PWS QCP submission requirements, to ensure the contract services conform to the requirements of the PWS.

5.3. The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Additional information about trafficking in person may be found at the website for the Department of State’s Office to Monitor and Combat Trafficking in Person at http://www.state.gov/g/tip.

5.3.1. IAW FAR 52.222-50 Combating Trafficking in Persons, CORs must monitor the contractor’s performance regarding trafficking in persons such that non-compliance with stated regulatory guidance is brought to the immediate attention of the Contracting Officer. CORs must inform the Contracting Officer if the contractor, contractor personnel, subcontractor, or subcontractor personnel have failed to comply with the requirements of this clause.

5.3.2. The contracting officer shall, through the contracting officer’s local commander or other designated representative, immediately notify the Combatant Commander for the geographical area in which the incident has occurred. The Unified Combatant Command DefeneLINK website at http://www.defenselink.mil/specials/unifiedcommand/, identifies each command’s area of responsibility.

5.3.3. The contractor shall take appropriate action should a violation occur. For corrective procedures and remedies for non-compliance see contract clause FAR 52.222-50.

5.4. SAF/AQ Policy Memo, Implementation of FY 11 NDAA Section 8108, Contractor Inventory, 13 Nov 12, requires contractors to report labor hours via the Contractor Manpower Reporting Application (eCMRA) located at http://www.ecmra.mil.

5.4.1. CORs shall ensure contractor labor hours and contract data entry requirements are properly loaded in the eCMRA. See CMRA Contractor Manpower Reporting Full User Guide for further guidance.

5.5. The MFT shall continue to meet after award as necessary to ensure high levels of contractor performance, foster a synergistic partnership, and support mission requirements.

http://www.state.gov/g/tip http://www.defenselink.mil/specials/unifiedcommand/ http://www.ecmra.mil/

QASP SIGNATURE PAGE

REQUIREMENT TITLE _____________________

DATE: _________________

Name:

Title: Functional Commander/Director/ COR Management

Title: Primary COR

Title: Alternate COR

Title: Quality Assurance Program Coordinator

Title: Contract Specialist

Title: Contracting Officer

ATTACHMENT 1

CUSTOMER COMPLAINT RECORD

DATE/TIME OF

COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE

NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ATTACHMENT 2

Common DoD Rating System

Contract Number: Contract Company Name:

CO/CA: Contract Manager: Month:

The following five adjectival ratings comprise the Common DoD Assessment Rating System. Note that DoD’s assessment rating system recognizes the contractor’s resourcefulness in overcoming challenges or problems that arise in the context of contractor performance.

( ) Exceptional: Performance meets contractual requirements and exceeds many to the Government’s benefit.

The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were highly effective.

( ) Very Good: Performance meets contractual requirements and exceeds some to the Government’s benefit.

The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

( _) Satisfactory: Performance meets contractual requirements. The contractual performance of the element or sub-element being contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

( ) Marginal: Performance does not meet contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

( ) Unsatisfactory: Performance does not meet contractual requirements and recovery in not likely in a timely manner. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

SUPPORTING DOCUMENTATION

Justify the rating. Show performance against each SS Item if it is less than satisfactory show what item ktr failed to meet and other problems that influenced the rating. If the rating is higher than satisfactory show how ktr exceeded all performance outcomes and what other over and above actions ktr did and how those benefited the government. Consider only performance during the month of evaluation. Do not consider matters that occurred before or after the evaluated month.

Comments:

Total FTEs: Total Filled: Total Not Filled: CLINS Not Filled:

Printed Name: ______________________________ Date: _____________________________

Signature: ___________________________

ATTACHMENT 3

Monthly Check List

P.O.

PWS Paragraph Performance Threshold

Method of Assessment

Acceptable(A)/ Unacceptable

(UA)

ATTACHMENT 4

Discrepancy Reporting Form

Date/time of surveillance: _________________________

P.O. #(s) _______________________________________

Nature of discrepancy:

Name/Title of COR Signature