C12. QASP Legionella testing.pdf

D.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

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 through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and

Government officials implementing surveillance activities. The work performed under this contract shall be subject to evaluation by the COR/CO via the QASP and the Quality Assessment of Water Management and Testing for Legionella in Potable Water Systems.

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: Contracting Officer’s (CO) Contracting Officer (CO)/Administrator

Chinedu Nwauwa, Branch Chief, Services 1 Paul O. Waite, CO

Department of Veterans Affairs Department of Veterans Affairs

Network Contracting Office (NCO) 6 Network Contracting Office (NCO) 6

100 Emancipation Drive, Building 27 100 Emancipation Drive, Building 27

Hampton, Virginia 23667 Hampton, Virginia 23667

Tel: 757-315-3937 Fax 757-728-3132 Tel: 757-315-3983 Fax 757-728-3132

Chinedu.Nwauwa@va.gov paul.waite@va.gov

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.

mailto:Chinedu.Nwauwa@va.gov mailto:paul.waite@va.gov

Assigned COR: TBD

3. CONTRACTOR REPRESENTATIVES

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

4. 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: 100% surveillance Action required via daily reporting.

b. PERIODIC/ RANDOM INSPECTION: Inspections scheduled and reported quarterly per

COR delegation or as needed.

c. MONTHLY REPORTS: Reports will be generated monthly by the contractor which the

COR will use to track progress of maintenance.

d. VALIDATED USER/CUSTOMER COMPLAINTS: Customer complaint data will be obtained via Customer feedback and will be compiled weekly and reviewed by Service

Chief. Any validated complaints against the Contractor which are not resolved within seven business days will be further investigated.

e. VERIFICATION AND/OR DOCUMENTATION PROVIDED BY CONTRACTOR:

Contractor provided documentation will be reviewed via required daily action reporting.

5. INCENTIVE/DISINCENTIVES FOR ACCEPTABLE QUALITY LEVEL (AQL)

The Government shall use favorable contractor performance evaluations as incentives. The

Government shall report unfavorable contractor performance as disincentives. Disincentives shall include documentation of any performance issues. If issues are repetitive or consistent, the government shall take further corrective action or begin termination procedures. Incentives and

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

a. Positive and negative performance will be documented locally (contract file) and/or in the appropriate contractor performance assessment reporting system/database.

b. Noncompliance to contract standards will be corrected at no cost to the government. The government reserves the right and may elect to measure/document negative performance through utilization of a performance report and/or a contract discrepancy report.

c. The contractor shall respond in writing to the Contracting Officer Representative (COR) to all notifications of failure to meet acceptable quality levels within 5 days of issuance by the Contracting Officer Representative and/or the Contracting Officer. The contractor's response shall include the corrective action taken to rectify the problem and the proposed measure to preclude the recurrence of the problem.

6. PERFORMANCE STANDARDS (MEASURES)

The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP and the Quality Assessment of Water Management and

Testing for Legionella in Potable Water Systems shall be used to determine the level of contractor performance in the elements defined. The 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 is listed below in Table 1. The

Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level

(AQL).

ID Performance Objective Performance

Threshold

Accepta ble

Quality

Level

(AQL)

Method of

Surveillance Incentive/Disincentives

The Contractor shall adhere to all requirements in accordance with

(IAW)Performance

Work Statement

(PWS) section Scope of Work 1-3.

The Contractor shall ensure that the Water

Management

Programs/

Legionella testing are in compliances with VISN 6

Directive 1061 throughout the period of performance.

97% CO/COR

periodic

Inspection

Incentives: Favorable contactor performance evaluation, Disincentive: A Contract

Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level

Two or more issued CDRs may result in reduction of the monthly invoice of 5%

And Unfavorable contractor performance evaluation

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: 98% or greater successful completion/outcome.

Acceptable outcome: 97%-95% Successful completion/outcome.

Unacceptable outcome: Less than 95% successful completion/outcome.

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 Contracting Officer

(CO). This will normally be in writing unless circumstances necessitate verbal communication.

In any case the COR and the 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 will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall

The Contractor shall adhere to all requirements in accordance with

(IAW)Performance

Work Statement

(PWS) section Testing.

The Contractor shall ensure laboratory analytical reports submission/

CDC-ELITE

certified

Legionella tests are in compliances throughout the period of performance

98% CO/COR Direct

Observation and inspection of records

Incentives: Favorable contactor performance evaluation, And Unfavorable contractor performance evaluation 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. See Sample CDR below.

NETWORK CONTRACTING OFFICE (NCO) 6

CONTRACT DISCREPANCY

REPORT

1. CONTRACT NUMBER

Report Number: Date:

2. TO: (Contractor and Manager Name) 3. FROM: (Contracting Officer’s Representative

Name)

DATES

CONTRACTOR

NOTIFICATION:

CONTRACTOR

RESPONSE DUE BY:

RETURNED BY

CONTRACTOR:

ACTION COMPLETE:

4. DISCREPANCY OR PROBLEM (Describe in detail; Include reference in PWS / Directive. Attach continuation sheet if necessary.)

5. SIGNATURE OF CONTRACTING OFFICER’S REPRESENTATIVE (COR)

6. TO: (COR) 7. FROM: (Contractor)

8. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION, AND ACTIONS TO

PREVENT RECURRENCE (Attach continuation sheet if necessary.)

9. SIGNATURE OF CONTRACTOR REPRESENTATIVE 10. DATE

11. GOVERNMENT EVALUATION OF CONTRACTOR RESPONSE/RESOLUTION PLAN

(Acceptable response/plan, partial acceptance of response/plan, rejection. Attach continuation sheet if necessary)

12. GOVERNMENT ACTIONS (Payment withholding, cure notice, show cause, other.)

CLOSE OUT

CONTRACTOR

NOTIFIED

NAME

AND

TITLE

SIGNATURE D

A

T

E

COR

CONTRACTING

OFFICER

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 communicate with the Contractor and will provide written reports to the

Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review

Contractor performance.

REVISIONS TO QASP: revisions to the surveillance plan are the joint responsibility of the

COR and the Contracting Officer.

10. COR AND CONTRACTOR ACKNOWLEDGEMENT OF QASP

Signature – Contractor Program Manager Date

Signature – Contracting Officer’s Representative Date