Attachment C - QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

The contractor shall be evaluated in accordance with the following QASP.

For: Department of Veterans Affairs, Durham VA Medical Center (VAMC), Durham, NC

Contract Number: ________________________

Contract Description: Services to provide pharmaceutical benefit management service for VA beneficiaries of the Durham VAMC Community Based Outpatient Clinics (CBOC)

Contractor’s name: _______________________ (hereafter referred to as the contractor).

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

1. What shall be monitored.

1. How monitoring shall take place.

1. Who shall conduct the monitoring.

1. How monitoring efforts and results shall 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 CS: Donald Harris Department of Veterans Affairs Network Contracting Office (NCO) 6 100 Emancipation Drive Hampton, VA 23667

Assigned CO: Jamie Sullivan Department of Veterans Affairs Network Contracting Office (NCO) 6 100 Emancipation Drive Hampton, VA 23667

b. 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 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: TBD

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager – ____________________________

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.

The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Objective Performance Threshold

Compliance with approved formulary medication list and refill policy in accordance with Performance Work Statement

Contractor fills prescriptions in in accordance Performance Work Statement 98%

Audits Incentive – Favorable contactor performance evaluation Disincentive: Unfavorable contractor performance evaluation

a. Any additional expense caused by contractor delay is borne by the contractor.

b. Delays not approved by the CO/COR may cause cure notice action and or termination of the task order

Monthly invoice submission and secure transmission in accordance with Para k

Contractor submits Invoices within 60 days of service, to include total charges via FedEx or encrypted means per Para k

99%

Audit of invoices and supporting documentation Incentive – Favorable contactor performance evaluation Disincentive: Unfavorable contractor performance evaluation

a. Any additional expense caused by contractor delay is borne by the contractor.

b. Delays not approved by the CO/COR may cause cure notice action and or termination of the task order

Contractor provides the appropriate drugs NTE the 14-day maximum supply in accordance with Performance Work Statement

Contractor ability to successfully fill prescriptions in accordance with Performance Work Statement 99%

Analysis of reports, customer surveys and patient complaint with contractor provided results Incentive – Favorable contactor performance evaluation Disincentive: Unfavorable contractor performance evaluation

a. Any additional expense caused by contractor delay is borne by the contractor.

b. Delays not approved by the CO/COR may cause cure notice action and or termination of the task order

5. INCENTIVES/DISINCENTIVES

The Government shall use favorable contractor performance evaluations as incentives. Incentives/Disincentives shall be based on exceeding, meeting, or not meeting performance standards.

6. PROCEDURES/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.

a. Audits

b. Participant comments

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:

Positive outcome: No more than 1incident of not meeting the performance standard during the period of performance.

Neutral outcome: No more than 3 incidents of not meeting the performance standard during the period of performance

Negative outcome: More than 3 incidents of not meeting the performance standard during the period of performance.

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 CO. This shall normally be in writing unless circumstances necessitate verbal communication. In any case the COR and CO shall document the discussion and place it in their respective file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor’s program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing. The CDR shall 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 shall 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 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.

Signature – Contractor Program Manager

Contracting Officer’s Representative