D.1-QASP-Hazardous Waste and Controlled Substance.pdf

Quality Assurance Surveillance Plan (QASP)

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For: Hazardous Waste and Controlled Substance Removal services for the Sioux Falls VA Health Care System, Sioux Falls SD located at 2501 West 22nd St., Sioux Falls SD 57105.

Contract Number: TBD

Contractor’s name: TBD

Contract Description: The Sioux Falls VA Health Care System, Sioux Falls SD located at 2501 West 22nd St., Sioux Falls SD 57105 has a need for Hazardous Waste and Controlled Substance removal services for the premises listed herein. The contractor will be responsible for the following:

a. Mobilization to the facility for Hazardous Waste and Controlled substance removal services

b. Proper manifesting of all removed waste

c. Proper packaging of all waste per federal, state, and local laws

d. Proper placarding and marking of vehicle.

e. Removal of Hazardous Waste and Controlled Substances (per pound)

The successful contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the removal service mobilization and removal services. Removal and disposal of Hazardous Waste and Controlled Substances must be in compliance with all local, state, and federal requirements. The contractor will comply with standard VA policies such as dress codes, identification badges, and parking.

The contractor will be evaluated in accordance with the following:

1. PURPOSE

a. 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? COR

• How monitoring efforts and results will be documented.

b. 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.

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c. 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.

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: TBD

Organization or Agency: TBD

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.

Primary COR:

Alternate COR:

Info to be provided at award

3. CONTRACTOR REPRESENTATIVES. The following employee(s) of the contractor serve as the contractor’s program manager(s) for this contract.

Program Manager: TBD

Other Contractor Personnel: TBD

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.

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Task

ID

Indicator

Standard

Acceptable

Quality Level

Surveillance

Method

Incentive

Rating

Scheduling site for monthly pickup @ Sioux Falls VAMC

Contractor schedules pickup at appropriate time each month

Per SOW contractor must give at least one week’s notice before each pickup event

Pickup is accomplished with at least one week’s notice 100% of the time

Periodic Inspection

See Paragraph 5.5

Exceptional= 2 weeks’ notice before pickup event

Satisfactory= 1 weeks’ notice before pickup event

Unsatisfactory= >1 weeks’ notice before pickup (**Unless pre-approved by the

COR)

Accurately manifest and package all waste appropriately

Contractor will manifest and package all waste appropriately and accurately according to local, state, and federal requirements

Per SOW contractor is responsible for accurately and appropriately packaging and manifesting all wastes to be removed

All waste is packaged and manifested accurately and appropriately 100% of the time

Monitored through periodic inspection of provided paperwork

See Paragraph

5.9 and 5.12

Satisfactory= manifests and packaging within compliance of local, state, and federal regulations

Unsatisfactory= manifests and packaging not within compliance with local, state and federal regulations

Accurately invoice all

Contractor to provide

Vendor to provide accurate and timely invoices

Must be provided monthly or

Random Inspection of

Monthly Inspection as part of the

Satisfactory= invoice info is accurate &

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Task

ID

Indicator

Standard

Acceptable

Quality Level

Surveillance

Method

Incentive

Rating services provided accurate and timely invoices clearly stating all dates, type of service, CLIN numbers, amounts of waste, price per pound, and location of service on one invoice.

within 30 days after pickup has been completed qualification documents verification process invoice received w/I 30 days of pickup

Unsatisfactory= invoice not accurate; invoice not received w/I 30 days of pickup

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5. INCENTIVES

6. METHODS OF QA SURVAILLANCE

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

PERIODIC INSPECTION: Inspections may be scheduled quarterly.

Performance Standard ID- 1,2,3

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:

Exceptional = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails to Meet Standards

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 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 with a copy to the Contracting Officer.

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.

9. FREQUENCY OF MEASUREMENT

a. Frequency of measurement

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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 Meeting

The COR shall meet with the contractor as needed but at least annually to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager and the COR shall sign this document.>

SIGNED:

COR NAME/TITLE DATE

SIGNED:

CONTRACTOR NAME/TITLE DATE