D.1 QASP.pdf

D.1 Quality Assurance Surveillance Plan (QASP)

Health Care for Homeless Veterans (HCHV) Contract Emergency Residential Services

INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Delivery Summary (SDS) in this contract.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

PURPOSE

The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

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.

In this contract the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. This QASP explains the following:

• What shall be monitored

• How monitoring shall take place

• Who shall conduct the monitoring

• 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 through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

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 incorporated within this QASP to include performance standards and disincentives. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL) defined below for each performance requirement.

Task Standard Acceptable Quality Level

Method of Surveillance

Met AQL Did NOT meet

AQL

Records and Reports

PWS 13.1

1. Daily sign in sheets- signed by veterans.

2. Individual Care Plan created within 14 business days of admission.

3. Structured individual case management at minimum twice per week.

4. Entry of veteran information into HMIS system.

95% each quarter and random review

Quarterly and random review of Contractor’s records / documentation.

The Government may, at its discretion, choose any time, announced or unannounced, to have VA personnel inspect the contractor’s facility.

YES ☐

NO ☐

Mandatory Training

PWS 13.2

Contractor shall complete all required staff trainings outlined in PSW.

90% by end of each performance period.

Quarterly and random review of training records by

COR

The Government may, at its discretion, choose any time, announced or unannounced, to have VA personnel inspect the contractor’s records.

Facility Management

PWS 13.3

1.Facility meets requirements for fire, safety, Americans with Disabilities Act, licensure, safety and veteran privacy.

2. Provides clean and sober environment

3. LCSW providing direct support services to veterans

4. Occupancy rate of 70% or greater

5. Facility staffed 24/7

95%

100%

Direct observation through quarterly and random unannounced facility visits.

The Government may, at its discretion, choose any time, announced or unannounced, to have VA personnel inspect the contractor’s records.

Housing Placement:

PWS 13.4

1. Discharges into permanent housing

2. Negative exits

Discharges into permanent housing 55% or greater of Veterans admitted to the program

Not more than 20% of Veterans admitted to the program

Quarterly discharge review by COR

The Government may, at its discretion, choose any time, announced or unannounced, to have VA personnel inspect the contractor’s files

Signature of Contracting Officer’s Representative

Printed Name and Signature of Contractor Representative

CONTRACT REPORT

1. CONTRACT NUMBER 2. REPORT NUMBER

3. TO: (Contracting Officer) 4. FROM: (Name of COR)

5. DATES

a. CR PREPARED

b. RETURNED BY

CONTRACTOR:

c. ACTION COMPLETE

6. Issue Identified (Describe in detail. Include reference to PWS Directive; attach continuation sheet if necessary.)

7. SIGNATURE OF COR Date:

8. SIGNATURE OF CONTRACTING OFFICER Date:

9a. TO (Contracting Officer) 9a. FROM (Contractor)

10. CONTRACTOR RESPONSE AS TO CAUSE AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable quality control program procedures or new procedures. Attach continuation sheet(s) if necessary.)

11. SIGNATURE OF CONTRACTOR REPRESENTATIVE Date:

12. GOVERNMENT EVALUATION.

13. GOVERNMENT ACTIONS

14. CLOSE OUT

NAME TITLE SIGNATURE DATE

CONTRACTOR

NOTIFIED

COR

CONTRACTING

OFFICER