DRAFT QASP MED REF JULY.docx
DOCX document 45 KB Posted
- Attached to
- Medical Referral Services MEPCOM Industry Day
- Solicitation number
- W81K04-24-R-0001
- Issued by
-
Department of the Army Medical Command
About this file
This document outlines a Quality Assurance Surveillance Plan (QASP) for medical referral services under contract with the United States Military Entrance Processing Command (USMEPCOM). Key details include:
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The contractor must maintain a network of specialty consultants and ancillary/laboratory services within a radius of Military Entrance Processing Stations (MEPS) or applicants' addresses, with at least a 98% compliance rate. Telehealth appointments count towards this requirement.
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Performance is evaluated on eight groups of medical services based on timeliness standards. For example, Group A services ordered before 10 AM must be completed same-day, while Group B services must be scheduled within five business days and completed within eight days.
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The contractor must notify MEPS of any cancelled appointments at least 48 hours in advance 95% of the time. Invoices and reports are due by the 5th of each month in an approved electronic format with at least 95% accuracy.
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The COR will conduct ongoing surveillance using methods like 100% inspections and random sampling to ensure at least 90% compliance with standards. Corrective actions like re-performance may be required for unacceptable work. Discrepancies will be documented and disputes referred to the Contracting Officer.
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Quality Assurance Surveillance Plan (QASP) Medical Referral Services
1. Purpose
This QASP is a government developed and applied document used to provide a standard of surveillance for monitoring the Medical Referral Services, United States Military Entrance Processing Command (USMEPCOM) contract. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, that the government receives the quality of services called for in the contract, and that the government only pays for the acceptable level of services received.
2. Scope
The QASP is put in place to provide government surveillance oversight of the contractor’s quality control efforts to assure services are performed timely, and effectively and in accordance with the terms and conditions of the ontract. The QASP is not a part of the resulting contract nor is it intended to duplicate the contractor’s internal quality management efforts.
3. Government Roles and Responsibilities
The following personnel shall oversee and coordinate surveillance activities.
3.1. Contracting Officer (KO). The KO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor.
3.2. COR. The KO will designate a COR to act as his or her authorized government representative for contract performance management. The COR will assist the KO with the technical administration of the contract to ensure proper government surveillance of the contractor’s performance. The number of additional government representatives serving as inspectors depends on the complexity of the services to be measured, as well as the contractor’s performance. Any COR limitations will be identified with the designation letter. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR is responsible for quality assurance (QA) monitoring and completion of forms/reports used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the terms and conditions of the contract for inspection.
3.3. Other Key Government Personnel. Upon award, the government may identify performance monitors, clinical quality experts, etc., who may provide input to the COR for reporting purposes.
3.4. The following employee(s) of the contractor serve as the contractor’s representative for this contract: Alfred M. Fuerte (Primary) & Warren B. Schmakel (Alternate).
4. Inspection
4.1. The contractor shall provide and maintain an inspection system acceptable to the government covering the services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the government during contract performance and for as long afterwards as the contract requires.
4.2. If any of the services do not conform with contract requirements, the government may require the contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the government may require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and reduce the contract price to reflect the reduced value of the services performed.
4.3. The government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The government shall perform inspections and tests in a manner that will not unduly delay the work.
4.4. If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the government may, by contract or otherwise, perform the services and charge to the contractor any cost incurred by the government that is directly related to the performance of such service; or terminate the contract for cause.
4.5. If the government performs inspections or tests on the premises of the contractor or a subcontractor, the contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties (language appropriate for commercial services).
5. Methods of Inspection.
5.1. The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:
a. 100% Inspection. The COR may conduct 100% inspections of the work defined in the performance work statement (PWS). The COR will also review information submitted in the required reports defined in the PWS (if applicable).
b. Periodic Inspection. The government may conduct periodic inspections monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the COR.
c. Random Inspection. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.
d. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary to review the contractor’s performance and address any contract discrepancy reports (CDRs) issued during the period. A mutual effort will be made to resolve identified issues.
e. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.
5.2. Level of surveillance may be conducted on a monthly, quarterly or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not met the standards identified in the PWS/contract.
6. Performance Requirements Summary (PRS).
7. Successful Performance.
7.1. Successful performance will result in a favorable past performance ratings and consideration for award of follow-on opportunities.
7.2. Acceptable services for performance is demonstrated by an accepted and executed certified invoice and receiving report, as applicable.
7.3. The AQL consists of the performance standards established for the services required by the government to meet contract requirements. The AQL will be measurable and structured to permit an assessment of the contractor’s performance.
| PERFORMANCE OBJECTIVE |
| Standard |
| Reference PWS Paragraph |
| Acceptable Quality Level |
| How Measured |
| Exceptions |
| Surveillance Method |
| 1 |
| Provide a network of specialty consultants and ancillary and laboratory services |
| Network within a radius of the MEPS address locations listed in Exhibit A or an applicant’s current address. |
| PWS 1.3.1 |
| 98% If outside the required radius prior approval is approval from the |
KO or COR is required.
NOTE: Telehealth appointments are credited as meeting mileage standards.
Between the Provider address and the MEPS address. Cancelled appointments will be included in the calculation.
Telehealth appointments are credited as meeting mileage standards
| Unscheduled Appointments |
| 100% Inspection |
| 2 |
| Final Consultations report |
Consultations Report followed by ancillary/laboratory services.
ancillary/laboratory services followed by consultation.
ancillary/laboratory services.
| Final consultation report shall be accessible to the MEPS GPOC within 3 business days. |
| PWS 5.3.1, 5.3.2, 5.3.3 and 5.3.4. |
| 95% |
| Business days from the appointment date to report made available I MEPS GPOC |
| Any uncompleted order |
| 100% Inspection |
| 3 |
| DD Form 1966 will be required for minors prior to services being completed. |
| Services for a minor cannot be processed without DD Form 1966 |
| 3.5.2 |
| 100% |
| Review of order documentation for applicants under age of 18 |
Periodic surveillance/ observation and validated customer complaints.
| 4 |
| For orders placed prior to 10 AM local time, the contractor shall complete tests and/or services in Group A of Exhibit G, to include appointment on the same day of the request with results due within 3 business days of appointment. |
| Group A ordered prior to 10 AM are to be completed same day. |
| 5.5.1. |
| 80% total across all locations |
| Order Date/Time to Completion Date |
100% Inspection
| 5 |
| For orders placed after 10 AM local time, the contractor shall complete tests and/or services in Group A of Exhibit G, to include appointment within the next business day of the request with results due within 3 business days of appointment. |
| Group A after 10 AM to be completed within one business day |
| 5.5.1. |
| 95% total across all locations |
90% at each individual location Order Date/Time to Completion Date
100% Inspection
| 6 |
| The contractor shall complete tests and/or services in Group B of Exhibit G to include appointment within five business day of the request with results due within 3 business days of the appointment. |
| All services |
listed in Group B are to be completed within five business day
| 5.5.2 |
| 95% total across all locations |
90% at each individual location Order Date/Time to Completion Date
100% Inspection
| 7 |
| The appointment scheduling shall be completed within the first 5 business days of the 15 business days allotted for execution of services. |
| Appointment scheduling for all services |
listed in Group C is to be completed within 5 business days
| 5.5.3. |
| 90% total across all locations |
85% at each individual location Order Date/Time to Completion Date
100% Inspection
| 8 |
| The contractor shall complete tests and/or services in Group C of Exhibit G within 15 business days of the request with results due within 3 business days of appointment. |
When the Government requests a 3-day appointment notice, the contractor shall provide an appointment within 18 business days of the request with results due within 3 business days of appointment.
All services listed in Group C are to be completed within 15 business days
When the Government requests a 3-day appointment notice, the contractor shall provide an appointment within 18 business days of the request
| 5.5.3 |
| 90% total across all locations |
85% at each individual location Order Date/Time to Completion Date
100% Inspection
| 9 |
| For Group B services requiring an alternate/secondary appointment date, the timeline required by Section 5.5.2 restarts from the date the government notifies the contractor that the initial appointment could not be attended. The contractor must provide a secondary appointment and Group B services. |
| The contractor must provide a secondary appointment and Group B services within five business days of notification that secondary scheduling is required |
| 5.7.1.1. |
| 95% total across all locations |
90% at each individual location Date government rejects first appointment offered to Date contractor offers secondary appointment
100% Inspection
| 10 | |
| 5.7.1.2 | Group C alternate/secondary appointment scheduling. Secondary appointment provided |
| the secondary appointment scheduling shall be completed within five business days of the notification from the government that the initial appointment could not be attended. |
The secondary appointment provided shall be within 25 business days of the date the request was initially submitted by the government.
| 5.7.1.2. |
| 90% total across all locations |
85% at each individual location Date government rejects first appointment offered to Date contractor offers secondary appointment
100% Inspection
| 11 |
| If unforeseen events require the cancellation of any type of appointments by a specialty consultant, the contractor shall notify the MEPS GPOC and the contractor's representative. |
| NLT 48 hours prior to the scheduled appointment |
| 5.9.1. |
| 95% of confirmed appointments are held without contractor-initiated re-scheduling. |
99% of confirmed appointments are held or cancelled/modified NLT 48 hours prior to the scheduled appointment
100% Inspection
| 12 |
| When requested, the contractor shall generate data on-demand from the portal with government-provided parameters and provide a summary of the data requested. |
| within two business days |
| 5.18.1.1.1. |
| 90% |
Periodic surveillance/ observation and validated customer complaints.
| 13 |
| the contractor shall identify the cost to be charged and identify an available appointment time by the non-network specialty consultant and submit to the government for approval. |
| Within 5 business days |
| 5.23.3.1, and 5.23.3.2 |
| 95% |
| Date government identifies non-network requirement to date contractor provides required information |
100% Inspection
| 14 |
| In the event the government approves the cost, but the initial appointment date cannot be held, the contractor shall identify a secondary appointment time with the non-network specialty consultant and submit to the government for approval. |
| Three additional three business days to identify a secondary appointment. |
| 5.23.3.3.3 |
| 95% |
| Date government rejects first appointment offered to Date contractor offers secondary appointment |
100% Inspection
| 15 |
| Invoice reports shall be error-free, and provided in a Government approved electronic format |
(e.g.: Excel spreadsheet, xml).
| Not later than the 5th working day of each month. |
| 5.23.5.4. |
| 95% of reports |
provided to the COR by the 5th working day of each month.
100% Inspection
| 16 |
| 5.23.5.9 The contractor shall ensure that it performs monthly checks for billing codes errors. |
99.9% of billing shall be error-free, to include no duplicate billing, no billing code errors, etc.
Monthly Random Sampling Inspection
8. Documentation of Surveillance.
8.1. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program. The COR will report discrepancies to the contractor for timely resolution. Documentation of survelliance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports.
8.2. The COR will maintain a complete QA file which will be retained by the COR in the Surveillance and Performance Monitoring (SPM). Information in the QA file will be considered when completing the annual Contractor Performance Assessment Reporting System (CPARS) report.
8.3. Documented surveillance will consist of inspections performed by the COR. Documentation surveillance includes but not limited to; details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support inspection paperwork, and quality assurance surveillance reports. If performance is deemed unacceptable, the COR will inform the contractor. Disagreements or disputes will be referred to the KO for re-address.
8.4. All documentation resulting from surveillance will be retained by the COR in SPM and may be accessed by the KO as needed.
9. Corrective Actions.
9.1. The contractor will be provided the opportunity to submit proposed corrective action to resolve the discrepancy within a timeframe determined by the KO. The COR will review proposed corrective action and determine whether or not it is acceptable and whether or not the discrepancy has been corrected. If the discrepancy has been resolved, the COR will notify the contractor and document the quality assurance surveillance checklist.
9.2. The COR will notify the Contracting Officer (KO) of unacceptable performance if any services do not conform to contract requirements. The contracting officer may require the contractor to re-perform the services to conform with contract requirements at no additional cost to the government.
9.3. When unacceptable performance cannot be corrected by re-performance, the government may require the contractor to take action necessary to ensure future performance conforms with contract requirements.
9.4. The government may, by separate contract or otherwise, perform the services and charge the contractor any cost incurred that is directly related to the performance of such service, or issue:
a. Cure Notice
b. Show Cause
c. Terminate the contract for convenience of the government
d. Terminate the contract for cause
10. Certification of Services. Certification of services is performed by the COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, the contractor inputs invoice information into WAWF system. WAWF automatically notifies the appropriate COR via email of pending invoice. COR accesses WAWF and verifies the accuracy of services provided by the contractor. The COR will certifiy the invoice and payment is conducted by the Defense Finance Accounting System (DFAS). If the COR encounters errors in the contractor’s invoice, the COR will reject the invoice, state the reason for rejection and send back to the contractor. If the contractor disagrees with the COR, the issue will be forwarded to the KO for resolution.
11. Surveillance Performance Monitoring (SPM) COR Status Report, The service period shall be the current period of performance of the contract. These checklists shall support the monthly performance surveillance reports that the COR is required to upload into SPM. This is a template utlized by the COR
12. See Contract Discrepancy Report (CDR) module withinn PIEE. (optional)
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