attachment 3 rmw quality assurance surveillance plan.pdf

D.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Regulated Medical Waste (RMW) Management

Contract Number: ________________

Contract Description: Contractor shall be responsible for allocating all equipment and personnel, including back-up resources, to meet all requirements for the comprehensive management of the RMW at the Houston, Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) and all affiliated facilities Community Based Outpatient Clinics (CBOCs) in Beaumont, Conroe, Galveston, Katy, Lake Jackson, Lufkin, Richmond, Texas City, Tomball, Sugarland, Houston and Humble. Pickup schedule for each location(s) is identified in location.

The comprehensive waste services shall not only include the collection and disposal of the waste, but also the training and support required to ensure compliance with all Federal, State, and Local regulations.

Contractor’s name: ____________________________________

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.

• 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. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

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.

Assigned CO:

b. Contracting Officer’s Technical 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.

Assigned COR: _________________

Alternate COR: _________________

c. Other Key Government Personnel: __________________

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

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

5. INCENTIVES

The Government shall use exercise of option period and past performance as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. 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.

PERIODIC INSPECTION: Inspections may be scheduled at each pickup date.

Performance Standard ID – 1, 2, 3 and 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 shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Excellent = Exceeds Standards Satisfactory = Meets Standards

Performance Objective Standard

Performance Threshold Acceptable Quality Level

Method of Surveillance

Treatment and Disposition of Special Waste from Health Care- Related Facilities

25 TAC Chapter 1, Subchapter K Zero Deviations 90% Inspection

Off-site treatment must be conducted at a facility authorized to accept untreated medical waste.

Chapter 326, Subchapter F Zero Deviations 90% Inspection

Transporting Untreated Medical Waste 30 TAC 326.23(f) Zero Deviations 90% Inspection

Reports: Monthly, Quarterly and Annually

PWS Section 13.2, 30 TAC 326.87, 30 TAC 326.89 Zero Deviations 90% Inspection

Maintaining Registrations and Hazardous Waste Permit

30 TAC 326.53

TCEQ Form #00426

RCRA Permits Zero Deviations 90% Inspection

Unsatisfactory = Fails to Meet Standards

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. UNACCEPTABLE PERFORMANCE

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 COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager with a copy to the Contracting Officer.

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 shall 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 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.

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 shall meet with the contractor monthly to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager and the COR shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative