Attachment_6_QASP H2F AT Contract_19 Apr 21.docx

Attachment 6

Quality Assurance Surveillance Plan (QASP)

For

Holistic Health & Fitness (H2F) Athletic Trainer (AT) 6-Year Contract Center for Initial Military Training (CIMT)

Contract #: TBD

19 April 2021

Quality Assurance Surveillance Plan (QASP) For H2F Athletic Trainer (AT) 6-Year Contract

1. Purpose.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for monitoring the Athletic Trainer Services contract and provides the approach the government will use to conduct surveillance over the performance aspects of the effort. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, that the government receives the quality of services called for in the contract, and that the government only pays for the acceptable level of services received.

2. Scope.

The QASP is put in place to provide government surveillance oversight of the contractor’s quality control efforts to assure they are timely, and effective, and results are performed as specified in the contract. The QASP is not a part of the resulting contract nor is it intended to duplicate the contractor’s internal quality management efforts.

3. Government Roles and Responsibilities.

The following personnel shall oversee and coordinate surveillance activities.

3.1. Contracting Officer (KO). The KO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor. The KO will designate a COR as the government representative for performance management. The number of additional government representatives serving as inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the KO.

3.2. COR. The COR is designated in writing by the KO to act as his or her authorized representative. The COR will assist the KO with the technical administration of the contract to ensure proper government surveillance of the contractor’s performance. Any COR limitations will be identified with the designation letter. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR is responsible for quality assurance (QA) monitoring and completion of forms/reports used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the terms and conditions of the contract for inspection.

3.3. Other Key Government Personnel. Upon award, the government may enter performance monitors, clinical quality experts, etc., who may provide input to the COR for reporting purposes.

3.4. The following employee(s) of the contractor serve as the contractor’s representative for this contract: (Upon award, the Government will enter name(s)).

4. Inspection Instructions.

4.1. The government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The government shall perform inspections and tests in a manner that will not unduly delay the work

4.2. If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the government may, by contract or otherwise, perform the services and charge to the contractor any cost incurred by the government that is directly related to the performance of such service; or terminate the contract for default

4.3. If the government performs inspections or tests on the premises of the contractor or a subcontractor, the contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties

5. Methods of Inspection.

5.1. The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:

a.100% Inspection. The COR may conduct 100% inspections of the work defined in the performance work statement (PWS). The COR will also review information submitted in the required reports defined in the PWS (if applicable).

b. Periodic Inspection. The government may conduct periodic inspections monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the COR.

c. Random Inspection. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.

d. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary to review the Contractor’s performance and address any contract discrepancy reports (CDRs) issued during the period. A mutual effort will be made to resolve identified issues.

e. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

5. 2. Level of surveillance may be conducted on a monthly, quarterly or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not met the standards identified in the PWS/contract.

6. Performance Requirements Summary (PRS).

Disincentives (Performance above or below the standard will be documented in CPARS)

Personnel

1.8.1.

Contractor Representative/Alternate Contractor Representative

1.5.9.- 1.5.9.2.

Athletic Trainer (AT) Staffing/Absences

All requests for time off coordinated in writing with the BDE PD at least 14 calendar days prior to the requested days off IAW local procedures.

Unplanned absence notifications to the BDE PD or Installation ACOR NLT 2 hours prior to shift IAW local procedures.

Contractor notify ACOR within 2 hours when substituting ATs for absences >3 days 95% compliance with established timeliness and notification standards.

95% compliance with established timeliness and standards for notifications.

95% compliance with established replacement timelines.

95% overall qualified AT staffing rate and no location vacancies in excess of 30 calendar days.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

A substitute notification shall be submitted to the Installation ACOR and COR providing the circumstances necessitating the proposed substitute of personnel as soon as it is determined a substitute is required.

100% compliance with established standards.

95% compliance.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

The Contractor must notify the Installation ACOR and COR providing an explanation of the circumstances necessitating the proposed replacement of personnel as soon as it is determined a replacement is required.

100% compliance with established standards.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

Within 10 calendar days after notification of a departing AT the Contractor will notify the Installation ACOR and COR of an intended replacement, provide their security paperwork, and initiate the credentialing process with the local MTF.

95% compliance.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

Qualifications/Credentials ATs must possess and maintain a valid license, credentials, and 2 years relevant AT work experience within last 3 years. Lead ATs 5 years relevant AT work experience within last 7 years.

Contractor responsible for submitting all AT credential documents to the Installation ACOR prior to the arrival of an AT and annually thereafter. Credentialing packets shall be complete and free of errors.

100% of ATs maintain and submit proof of all applicable licenses and certifications annually.

95% of submissions are on time and free of errors.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

Contractor to replace AT within 30 calendar days of AT not successfully passing retest.

100% compliance.

95% replacement rate within the established timeline.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

ATs and Lead ATs

1.12.12.

5.1.2.1.- 5.1.2.5.

Each AT shall have not more than two substantiated complaints per contract year.

95% compliance for screenings completed IAW local procedures.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

1.12.3.

5.1.2.7.

No more than 2 Peer Review Forms returned for AT-related errors in a contract year.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

5.1.2.10

5.1.4.6 – 5.1.4.9

Provide input into the Monthly Status Report on best practices and lessons learned.

95% of EHR documents submitted within 72 hours.

No more than 2 EHR documents returned for AT-related errors in a contract year.

95% compliance monthly.

Performance above or below the standard will be documented in the Contractor Performance Assessment Reporting System (CPARS).

7. Successful Performance.

7.1. Successful performance can be incentivized with favorable past performance ratings and award of follow-on opportunities.

7.2. Acceptable services for performance is demonstrated by an accepted and executed certified invoice and receiving report, as applicable.

7.3. The AQL consists of the performance standards established for the services required by the government to meet contract requirements. The AQL will be measurable and structured to permit an assessment of the contractor’s performance.

8. Documentation of Surveillance.

8.1. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program. The COR will report discrepancies to the contractor for timely resolution. Surveillance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports.

8.2. The COR will maintain a complete QA file which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report.

8.3. Documented surveillance will consist of inspections performed by the COR. All paperwork that supports contract surveillance such as details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support inspection paperwork, to include quality assurance surveillance reports. . If performance is deemed unacceptable, the COR will inform the contractor. Disagreements or disputes will be referred to the KO for re-address.

8.4. All documentation resulting from surveillance will be made a part of the contract file. The COR must keep the documentation files during the surveillance period, but at the conclusion of the contract and as directed by the KO, the COR must give the files to the KO for inclusion in the official contract file.

9. Corrective Actions.

9.1. The contractor will be provided the opportunity to submit proposed corrective action to resolve the discrepancy. The COR will review proposed corrective action and determine whether or not it is acceptable and whether or not the discrepancy has been corrected. If the discrepancy has been resolved, the COR will notify the contractor and document the quality assurance surveillance checklist.

9.2. The COR will notify the contracting officer of unacceptable performance if any services do not conform to Contract requirements. The contracting officer may require the contractor to re-perform the services to conform with contract requirements at no additional cost to the government.

9.3. When unacceptable performance cannot be corrected by re-performance, the government may require the contractor to take action necessary to ensure future performance conforms to contract requirements.

9.4. The government may, by separate contract or otherwise, perform the services and charge the contractor any cost incurred that is directly related to the performance of such service, or issue:

a. Cure Notice

b. Show Cause

c. Terminate the contract for convenience of the government

d. Terminate the contract for cause

10. Certification of Services. Certification of services is performed by the COR via Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) – formerly known as WAWF system. At the end of each billing period, the contractor inputs invoice information into iRAPT system. iRAPT automatically notifies the appropriate COR via email of pending invoice. COR accesses iRAPT and verifies the accuracy of services provided by the contractor. The COR will certify the invoice and payment is conducted by the Defense Finance Accounting System (DFAS). If the COR encounters errors in the contractor’s invoice, the COR will reject the invoice, state the reason for rejection and send back to the contractor. If the contractor disagrees with the COR, the issue will be forwarded to the KO for resolution.

11. QASP Checklist, Attachment 1

12. Contract Discrepancy Report (CDR), Attachment 2

Attachment 1

QASP Checklist

Service or Standard:

Survey Period: ___________________________________________________________

Level of Surveillance: (Check): _____ Monthly

Analysis of Results:

Narrative of Performance During Survey Period:

Prepared by: ____________________________________ Date: _________________________

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