D6 - QASP - 09 Jun 23.docx

D6 Quality Assurance Surveillance Plan (QASP)

For: Transitional Housing and Support Services for Homeless Veterans Beneficiaries Contract Number:

Contract Description: Contractor shall provide Transitional Housing and Support Services to Homeless Veteran Beneficiaries referred by the VA North Texas Veterans Health Care System. Services shall be provided in the Dallas, TX area. Services will only be furnished to Veteran beneficiaries for whom such care is specifically authorized by the VA.

Contractor’s name:

1. PURPOSE:

a. This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the above-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.

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.

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. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing 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: Marisela Galarza, Contracting Officer

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: Anthony Brannon

c. Other Key Government Personnel - <Upon award Government will enter name, if applicable. This may include Performance Monitors, Clinical Quality experts, etc. who act on behalf of the COR to monitor performance>

Program Manager: Artie Williams

3. CONTRACTOR REPRESENTATIVES:

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

a. Program Manager - <Offeror will enter name upon award>

b. Other Contractor Personnel - <Offeror will enter name(s) upon award, if applicable>

c. Contractor will be held to the same standard as VA personnel through quality assurance and performance monitoring to ensure compliance under this contract. The Quality Assurance and Performance Monitoring will be governed by the appointed COR and PM who will be responsible for verifying compliance with the terms and conditions of the contract. After the contract is awarded, any incidents as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. In addition, the COR will forward the summary evaluation of the contractor performance to the Contracting Officer once performance ends.

DISINCENTIVE

Negative Past Performance and Payment held until submitted

Submission of HCHV Service Plan within 72 Hours of Admission

Negative Past Performance and Payment held until submitted

Negative Past Performance and Payment held until submitted

Timely Incident Reporting

Negative Past Performance and Payment held until submitted

Negative Past Performance and Payment held until submitted

Dietary The dietary needs of all veterans shall be met in accordance with sound nutritional and medical standards.

Negative Past Performance and Payment held until submitted

Positive Past Performance and/or exercise of option period; Timely processing of payment/ Negative Past Performance and Payment held until submitted

Facility Clean and sanitary housing shall be provided to all veterans.

Positive Past Performance and/or exercise of option period; Timely processing of payment/ Negative Past Performance and Payment held until submitted

(1) When a non-compliance item is identified the PM will provide a written notice to the Contractor in efforts to first correct errors, then forward on to the CO on a Contract Discrepancy Report (CDR) as needed to resolve.

(2) Contactor payment for services may be withheld if the service is provided or authorized by uncertified personnel, without regard to whether such services were medically necessary and appropriate.

b. Period of observation is from the 1st of each month through the end of the observation month.

c. Complaints Handling: The COR shall monitor the services provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. The Contractor shall refer complaints received directly from the customer(s) to the COR. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR with the written outcome of resolution within five (5) working days after receipt by the Contractor.

6. DOCUMENTING PERFORMANCE

a. The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. When unacceptable performance occurs, the PM shall inform the contractor within three (3) days of the unacceptable performance. This will normally be in writing unless circumstances necessitate verbal communication, in which case the notification will occur within one (1) day. In any case the PM shall document the discussion and place it in the COR file.

c. When the PM determines formal written communication is required, the PM shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor’s program manager.

d. 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 PM and COR. The Government shall review the contractor’s corrective action plan to determine acceptability.

e. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. In addition, any performance that is below the standards set-forth in Section 4 may subject the contractor to the termination for default provision or result in non-exercise of any future option periods.

Sample CDR can be found below.

CONTRACT DISCREPANCY REPORT

5. DATES

a. CDR PREPARED

6. DISCREPANCY OR PROBLEM (Describe in detail. Include reference to PWS Directive; attach continuation sheet if necessary.)

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

12. GOVERNMENT EVALUATION. (Acceptance, partial acceptance, reflection. Attach continuation sheet(s) if necessary.)

13. GOVERNMENT ACTIONS (Acceptance, partial acceptance, reflection. Attach continuation sheet(s) if necessary.)

14. CLOSE OUT

CONTRACTOR NOTIFIED

COR

CONTRACTING OFFICER

7. FREQUENCY OF SURVEILLANCE:

a. Frequency of Surveillance. During contract performance, the COR and PM will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Performance Assessment Meetings. The PM shall meet with the contractor quarterly to assess performance and shall provide a written assessment.

<This document shall be signed at contract award>

Printed Name/Signature – Contractor Representative

Printed Name/Signature – Contracting Officer’s Representative