D.2 QASP OR Surgical Lights.doc

Quality Assurance Surveillance Plan (QASP) 36C25725Q0315 Operation Room Surgical Lights Installation

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 Contracting Officer (CO): Frank Mendoza

· Assigned Contract Specialist: Tammy Wilson

· Organization or Agency: U.S. Department of Veterans Affairs

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(S): TBD

c. Other Key Government Personnel – N/A

3. Contractor Representatives

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

a. Program Manager –TBD

b. Other Contractor Personnel - NA

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.

QUALITY ASSURANCE SURVEILLANCE PLAN

Scope Service

Incentive

Coordination with all departments, personnel, and staff.

Schedule all deliveries with approval from the VA North Texas

Provide 3D display for review of OR lights and booms project

Provide updates and drive project to completion.

Meet all VA North Texas requirements for installation and infection control.

Superintendent must be OSHA 30 certified.

All Contractor laborers must be OSHA 10 certified.

Assembly of surgical lights and booms

Installation of all surgical lights and booms and video integration infrastructure

Haul off all debris.

Confirm with Engineering on current structures and support.

Install OEM mounting plates.

PE must be US certified.

Connect electrical to new equipment and documentation station.

• Assumption 1 – All med gases will be a like for like swap. No additional med gas types or quantities will be needed. If additional med gas types or quantities are needed an additional PO will be required for design/materials/labor.

• LOTO Current med gases

• Connect new hoses to risers.

• Hire independent 3rd party med gas certifier to perform standing pressure test and purity and flow test.

• HVAC – Move one diffuser per OR to accommodate tandem plate/structure if needed.

• Prep rooms for terminal clean.

o Hospital to complete final terminal clean.

• Remove all debris from project to contractor supplied dumpster.

o Hospital to provide accessible location for dumpster.

• Provide transition plate at light wall control locations.

• Complete detailed schedule will be submitted prior to work being completed.

• Project is to be completed in phases. Phase schedule TBD

• Work to be completed during standard business hours. Monday – Friday 8a to 5pm

5. Incentives/RATING STANDARDS There will be no incentives associated with this contract

6. Methods of QA Surveillance

Various methods exist to monitor performance.

a. DIRECT OBSERVATION

b. PERIODIC INSPECTION

c. USER SURVEY

d. VALIDATED USER/CUSTOMER COMPLAINTS

e. INSPECTION

f. PERIODIC SAMPLING

g. RANDOM SAMPLING

h. PROGRESS OR STATUS MEETINGS

i. ANALYSIS OF CONTRACTOR’S PROGRESS REPORTS

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:

8. DOCUMENTING PERFORMANCE

a. Acceptable Performance

The Government shall document positive OR NEGATIVE 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 work with the Contracting Officer (CO) 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. In order to assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level.

When the COR and CO determines formal written communication is required, the COR and CO 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 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.

9. 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 as needed to assess performance and shall provide a written assessment.

Signature – Contractor

Signature – Contracting Officer Representative See above Acceptable Quality Level & Method of Surveillance located in QASP

� See “Methods of Surveillance,” paragraph 6 of this QASP, for additional methods of monitoring performance.

Original Date: 05/02/2016