Att._2-ALQASP_-_Transcription_Svc_14_Apr_14.pdf

Solicitation No. FA5209-14-T-0073

Attachment 2

ALTERNATE QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

INPATIENT SERVICES ELEMENT TRANSCRIPTIONS SERVICE

FOR 374TH MEDICAL GROUP

AT YOKOTA AB, JAPAN

14 Apr 14

NOTE: THIS ALTERNATE QUALITY ASSURANCE SURVEILLANCE PLAN IS

PROVIDED AS AN ATTACHMENT TO THE SOLICITATION FOR INFORMATION

PURPOSE ONLY. IT WILL NOT BECOME PART OF THE CONTRACT.

This Alternate Quality Assurance Surveillance Plan (QASP) has been developed as identified in

FAR 46.401, Government Contract quality Assurance. The Alternate QASP has been developed to evaluate contractor actions while implementing the Performance-based Work Statement

(PWS). This plan will be used by the Contracting Officer Representative (COR) to ensure contractor compliance on Inpatient Services Element Transcription Service for 374th Medical

Group, Yokota Air Base. This plan prescribes the objective in having the services, to manage the contract to obtain efficiencies, improved performance, and cost savings throughout its life cycle.

1. OBJECTIVE.

The objective is to provide all labor, materials, tools, equipment and other items and services necessary to complete Inpatient Services Element Transcriptions Service for 374th Medical

Group, Yokota Air Base, in accordance with the attached PWS. This Alternate QASP is designed to provide the COR with an effective and systematic method of monitoring contractor performance for each listed objective on the Services Summary (SS) in the PWS. This Alternate

QASP provides a systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work. This Alternate QASP is based on the premise that the contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. The government will also rely on the contractor's existing or developed Quality Control System for ensuring contractual requirements are met. The contractor is required to develop and implement a comprehensive program of inspections and monitoring actions. The COR is to be objective, fair, and consistent in evaluating the contractor’s performance against the standards contained in the PWS.

3.1. Contracting Officer’s Representative (COR):

3.1.1. Responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. A primary (and alternate COR) will be appointed for this contract. The COR supervisor is the designating authority. COR will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. The COR will maintain surveillance documentation, notify the Contracting Officer of any significant performance deficiencies and recommend improvements to the Alternate QASP and PWS throughout the life of the acquisition.

3.1.1.1. Assessment Schedule: The COR will develop a monthly surveillance schedule either computer generated or locally revised forms may be used based on the surveillance plan’s requirements. This schedule should indicate contract number, SS number (inspection items) and paragraph numbers of the PWS, and dates and times of inspections. The monthly schedule must be completed before the first day of the surveillance period that it covers, and will be uploaded to

CORT TOOL. The schedule shall be marked “FOR OFFICIAL USE ONLY” and shall not be shown to the contractor. The COR’s supervisor will sign the schedule.

3.1.1.2. Changes to the assessment schedule shall be posted promptly. The COR shall document the reason(s) for changes of the assessment schedule, and maintain the documentation in the

COR’s files with the corresponding changed assessment schedule.

3.1.1.3. Surveillance: The COR will conduct inspections of all SS items. The COR may also receive feedback from customers and other government employees and pass them on to the contractor’s QCI for correction. Completion of the surveillance for the month will be signed by the COR. If discrepancies are found during surveillances, the Supervisor must sign surveillance documentation.

3.1.1.4. Invoices: Invoice via WAWF is mandatory per DFAS 252.232-7003 Electronic

Submission of Payment Requests and Receiving Reports (MAR 2008). The COR will then certify and forward the electrical invoice to DFAS for payment. Invoices shall contain the information required by FAR 52.212-4(g).

3.2. The Contracting Officer:

Overall responsibility for overseeing the contractor’s performance. The Contracting Officer will be responsible for monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR’s assessment of the contractor’s performance; and resolving all differences between the COR and the contractor’s disagreements. The Contracting Officer is the only person with the authority to direct the contractor in the performance of his duties under the contract and to make interpretations of and/or changes to the contract.

3.3. The COR Supervisor:

Overall responsibility for developing the PWS and the Alternate QASP to ensure mission requirements, are performance-based, foster innovation, and define metrics. The COR

Supervisor will assign a primary and an alternate COR and notify the Contracting Officer of any changes to this designation and any significant contractor deficiencies related to the performance of the contract.

3.4. The Contract Administrator :

The focal point for issues regarding the contract; prepares and processes modifications to the contract; assists the Contracting Officer in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

4. PERFORMANCE ASSESSMENT.

4.1. The following Service Summary Guides reflect the performance evaluation required by the

PWS.

Performance Objective PWS Para Performance Threshold Method of Assessment

SS 1: Transcription 1.1.1. SS 1: Transcription Periodic Inspection

(Monthly)

SS 2: Web-based Program 1.1.3. SS 2: Web-based Program Periodic Inspection

(Monthly )

4.4. Methods of Inspection:

4.4.1. Periodic Inspection:

Standard: Deficiencies shall not exceed the performance thresholds cited in the SS for each performance objective. The COR shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions - Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed the performance thresholds.

Procedures: The COR shall inspect the performance objectives indicated in SS at monthly basis and indicate performance as acceptable or unacceptable. The surveillance documentation should outline the same items indicated on the COR’s monthly schedule. If during an inspection the COR finds unacceptable service they will document the findings and conduct an investigation to ascertain the validity and cause of the unacceptable service and notify the contractor’s contract manager of the findings. Based on the findings, the contract manager may be asked to re-perform. If the contract manager disagrees with the complaint and challenges the validity, the COR will contact the Contracting Officer. The unacceptable condition will be recorded. Recurring deficiencies in excess of the performance thresholds listed in the SS are not permitted for any of the performance objectives listed in the SS. If a repeated unacceptable service is received indicating the same deficiency during the same service period (month, quarter, etc.), the COR should contact the Contracting Officer for appropriate action.

PERFORMANCE MANAGEMENT.

5.1. Market Research: Market research will be used as a tool throughout the life of the contract to remain current with the most efficient and effective assessment methods and techniques of the commercial marketplace. As a minimum, market research will be conducted annually prior to exercising the option periods.

5.2. Annual COR Performance Assessment: Contract Administrator will perform at a minimum semi-annual surveillances to ensure contract compliance and proper documentations of COR files.

5.3. Contract Performance Assessment Report (CPAR): The COR shall conduct, document, track, and analyze contractor’s performance via regularly scheduled assessments. The assessment results shall be maintained as Past Performance Information and utilized to prepare and support annual Performance Assessment Report (CPAR). CPAR will be updated at least annually documenting contractor performance for this specific contract. More frequent updates may be made as required to document a significant improvement or degradation of the level of contract performance. The Assessing Official Representative (AO Rep) and Assessing Official

(AO) will be the COR and COR Supervisor respectively, who will also prepare the CPAR document. The contractor will select personnel to serve as Contractor Representatives (CR) to review and comment on the CPAR. The CPAR will be sent to the Reviewing Official (RO) if there is significant disagreement on the CPAR's ratings between the AO and the CR or if the AO chooses to revise the assessment as a result of the CR's comments. The RO will be the

Contracting Officer.

6. REVISIONS TO THIS ALTERNATE QUALITY ASSURANCE SURVEILLANCE

PLAN.

Revisions to this Alternate QASP will be authorized by the Contracting Officer. The COR will review the PWS and Alternate QASP prior to the determination of exercising an option and will provide proposed changes to the Contracting Office for review. This is a living document that can be changed at any time if the overall scope of the contract does not change.