Attachment B - QASP Draft.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PURPOSE

This QASP provides a method to evaluate performance and will explain 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.

The Government may review and revise this QASP; revisions will be coordinated with the Contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be provided to the Contractor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel will oversee and coordinate surveillance activities:

Roles:

· Contracting Officer (CO) – The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will also assure 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.

· Contracting Officers Representative (COR) and Point of Contact (POC) – The COR is responsible for technical administration of the contract and will assure proper Government surveillance of the Contractor’s performance. The COR will keep a quality assurance file for the applicable facility and at contract conclusion or when requested by the CO, will provide contract performance documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The Contractor must refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

Performance Standards. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. Section 4 of this PWS, includes performance standards. The Government will use these standards to determine.

Incentives. The Government will report performance through Contractor Performance Assessment Reporting System (CPARS). The report will be based on the Contractor meeting or not meeting performance standards.

Surveillance Methods. Various methods exist to monitor performance. The COR will use the surveillance methods listed below in the administration of this QASP. Regardless of the surveillance method, the COR will contact the Contractor when unacceptable performance is observed and provide the observation specifics for immediate remediation.

Surveillance Table

(Refer to section 4.4, 6.1.2, and 6.2.4 in the SOW) The consoles shall be kept locked at all times to ensure the protection of the confidential materials enclosed.

On-site Shredding (Refer to section 6.7.2 in the SOW) Confidential/sensitive material is destroyed (pierce and tear) using a cross-cut shredder which produces particles 1x5 millimeters in size

Submission of Required Documents (Refer to section 5.5, 6.3, and 6.4, in the SOW) Documents to be received:

1. Formal Certificate of Destruction

2. On-Site Service Slip

3. Accountability Spreadsheet/Checklist

Quality Control (Refer to section 7.3.8 in the SOW) Ensure that all contents of totes remain inside totes during transport to shredding vehicle or picked up immediately when sensitive material mistakenly falls out of totes

Missed Shred Bins (Refer to section 7.2.2 in the SOW) Missed bins shall be serviced within 48 hours.

Contingency Plan

Written notice of contingency plan in the event of equipment failure, truck break down, inclement weather conditions or unplanned events (within 24 hours of event)

Staffing/Contractor Personnel

Staff is qualified to perform at an effective level in accordance with specifications and industry standards with minimum prompting and direction

Furniture, equipment, and other items returned to original location (Refer to section 6.9.8 in the SOW) All accessed areas, equipment, furniture, items, etcetera moved during services are returned to original location and their original state

(Refer to section 6.9.5 in the SOW) Locked receptacles are of excellent quality and free of defects that would diminish the appearance of collection containers or render containers structurally or operationally unsound

Quality Control

All contents of totes remain inside totes during transport to shredding vehicle or picked up immediately when sensitive material mistakenly falls out of totes, totes must not be left unattended

Missed Shred Bins

Missed bins shall be serviced within 48 hours.

Staffing/Contractor Personnel

Staff is qualified to perform at an effective level in accordance with specifications and industry standards with minimum prompting and direction

Furniture, equipment, items returned to original location (Refer to section 6.9.8 in the SOW) All equipment, furniture, items, etcetera moved during cleaning are returned to original location

Ratings. A rating system will be used to determine if Contractor performance exceeds, meets, or does not meet requirements.

Satisfactory and Unsatisfactory Performances. The COR will record performance following the conclusion of a quarterly walk thru of the main facility as well as getting feedback from VAMC staff/customer feedback and complaints.

When unsatisfactory performance occurs, the COR will inform the Contractor as well as documenting the issue on the report, giving the Contractor an opportunity to address the concerns and to fix any issues. This report will be shared with the Contractor.

Shredding Surveillance Table

Year:

Locked Bins: The consoles shall be kept locked at all times to ensure the protection of the confidential materials enclosed.

On-site Shredding: Confidential/sensitive material is destroyed on-site (pierce and tear) using a cross-cut shredder which produces particles 1x5 millimeters in size.

Submission of Required Documents: Documents to be received:

1. Formal Certificate of Destruction

2. On-Site Service Slip

3. Accountability Spreadsheet/Checklist

Quality Control: All contents of totes remain inside totes during transport to shredding vehicle or picked up immediately when sensitive material mistakenly falls out of totes, totes must not be left unattended.

Missed Shred Bins and Contingency Plan: Missed bins shall be serviced within 48 hours, written notice of contingency plan in the event of equipment failure, truck break down, inclement weather conditions or unplanned events (within 24 hours of event).

Staffing/Contractor Personnel: Staff is qualified to perform at an effective level in accordance with specifications and industry standards with minimum prompting and direction.

Furniture, equipment, and other items returned to original location: All equipment, furniture, items, etcetera moved during services are returned to original location.