D.2 Attachment B. Quality Assurance Surveillance Plan-QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

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

For: Hampton VA Medical Center, Hampton, VA

Contract Number: ________________________ <upon Award, Government shall enter number>

Contract Description: Domestic Water Preventative Maintenance

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 CO: Diane Stoskopf 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 – ____________________________

b. Other Contractor Personnel ___________________________________(name and title)

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).

100% COR observation and inspection reports

Incentives: Favorable contactor performance evaluation.

Disincentive: Unfavorable contractor performance evaluation.

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

Contractor shall Exercise Valves (Annually in May)-Fire Hydrant Cut-off and Main Water Line Valves in accordance with the PWS section 4.2

Contractor shall complete this requirement annually in the month of May.

100%

COR observation and inspection reports

Incentives: Favorable contactor performance evaluation.

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

The Contractor shall test the Station Fire Hydrant Flow annually in May per the PWS throughout the period of performance 100%

Incentives: Favorable contactor performance evaluation.

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

The Contractor shall complete Station Water Flush Semi-Annually in May and November per PWS throughout the period of performance 100%

Incentives: Favorable contactor performance evaluation.

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

The Contractor shall Inspect and operations test station Backflow Preventers annually in June in accordance with the PWS throughout the period of performance 100%

Incentives: Favorable contactor performance evaluation.

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

The Contractor shall inspect, and operations test the station Demand Water Valve annually in May per the PWS throughout the period of performance 100%

Incentives: Favorable contactor performance evaluation.

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

The Contractor shall be in compliance with the requirements throughout the period of performance and not exceed $5,000.00 without prior CO approval.

100%

Incentives: Favorable contactor performance evaluation.

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

5. INCENTIVES/DISINCENTIVES

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 repetitive or consistent the government shall take further corrective action or begin termination procedures.

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. Direct Observation. (Can be performed periodically or through 100% surveillance.)

b. Complaints. Any complaint data is reviewed by the CO/COR – any validated complaints against a contractor will be further investigated.

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 1 incident 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 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 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 CO and 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.

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

Signature – Contractor Program Manager

Contracting Officer’s Representative