Attachment D - QASP.pdf

SALISBURY VA REGULATED MEDICAL WASTE QUALITY ASSURANCE

SURVEILLANCE PLAN (QASP)

For: Collection, transport, and Disposal of all Regulated Medical Wastes (RMW)

Contract Number: TBD upon award.

Contract Description: Contractor to collect, transport and dispose of medical waste for four sites and provide packing materials required at all facilities.

Contractor’s name: TBE upon award (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:

• 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:

Organization or Agency:

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.

COR: Marcus Davis, Fire Protection Inspector. marcus.davis2@va.gov

c. Other Key Government Personnel – TBD

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: ________________________________ mailto:Daniel.gerjets@va.gov mailto:marcus.davis2@va.gov

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 Summary Matrix, paragraph (B3e) in the Performance Statement of Work (PSOW), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

ID Indicator Standard Acceptable

Quality Level

Method of Surveillance Incentive

Rating

Waste collection/pickup for all RMW (Section 2.0

PSOW)

Within days and time specified at each facility

100% (no deviation)

Direct observation, random sampling, and customer complaints

Positive Past Performance &exercise option period

Treat and Disposal of Waste (Section

1.1 PSOW)

Dispose of in accordance with

OSHA, EPA, &

local, state, and federal regulations

100% (no deviation)

Direct observation and random sampling

Positive Past Performance &exercise

Pickup-Disposal Documents-the Contractor shall provide monthly record of the weights for medical waste picked up and disposed from each site (Section 4.0

PSOW)

Contractor shall provide final copy within 2 weeks after the end of the month.

100% (no deviation)

Direct observation and random sampling

Positive Past Performance &exercise

ID Indicator Standard Acceptable

Quality Level

Method of Surveillance Incentive

Rating

Contractor shall supply annual solid waste reports of weights and costs for all facilities to the GEMS Program Manager via CO and/or COR (Section 4.0

PSOW)

By January 31st of each year

100% (no deviation)

Periodic Inspection-annual

Positive Past Performance &exercise

5. INCENTIVES

The Government shall use Positive Past Performance and Exercise of Option Period 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.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

e. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

8. 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 Unsatisfactory = Fails to Meet Standards

9. 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.

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 must 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.

10. 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 start and then quarterly or as needed thereafter to assess performance and shall provide a written assessment.

*Signature – Contractor

*Signature – Contractor Program Manager

*Signature – Contracting Officer’s Representative

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.