FY24 Tech Physicals QASP .doc.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Technician Medical Surveillance Exams

For

Safety and Occupational Health Office

Issued 30 January 2024

(Ver May 2018)

TABLE OF CONTENTS

1 INTRODUCTION

1.1 Purpose

1.2 Performance Management Approach

1.3 Performance Management Strategy

2 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer

2.2 The Contracting Officer’s Representative

3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

4 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

4.2 Customer Feedback

4.3 Acceptable Quality Levels

5 QUALITY ASSURANCE DOCUMENTATION

5.1 The Performance Management Feedback Loop

5.2 Monitoring Forms

6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

6.2 Reporting

6.3 Reviews and Resolution

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

ATTACHMENT 2: QUALITY ASSURANCE MONITORING FORM

ii

(Ver. May 2018) 1

1 INTRODUCTION

This QASP is pursuant to the requirements listed in the performance work statement (PWS) entitled Occupational Medical Surveillance Examinations. This plan sets forth the procedures and guidelines the Occupation Safety and Health Association Act of 1970 and the Department of Defense 6055.05M will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

1.1.2 This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

1.2 Performance Management Approach

1.2.1 The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by The Occupational Safety and Health Association Act of 1970 and Department of Defense DoD 6055.05M to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

1.2.2 Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

1.3 Performance Management Strategy

1.3.1 The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other

(Ver. May 2018) 2 performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

1.3.2 The Contracting Officer Representative (COR) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer

The Contracting Officer (KO) is responsible for monitoring contract compliance, contract administration, cost control and for resolving any differences between the observations documented by the COR and the contractor. The KO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the KO.

2.2 The COR

The COR is designated in writing by the KO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and in Attachment 1, Performance Requirements Summary. If the contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract. Failure to meet the required service or performance level will result in a deduction from the monthly amount.

4 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

➢ Contractor shall provide the requested documents 14 calendar days prior to contract execution to the

COR designated inspector for review.

➢ Contractor shall ensure that employees possess required licenses used in the performance of the contract and the COR can review 14 calendar days prior to contract execution.

4.2 Customer Feedback

4.2.1 The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction.

(Ver. May 2018) 3

Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

4.2.2 Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the COR as opposed to the contractor.

4.2.3 Customer complaints, to be considered valid, must set forth clearly and in writing. The detailed nature of the complaint must be stated, document signed and forwarded to the COR. Upon receipt of a complaint, the COR will investigate and document the findings on the monitoring form, Attachment 2 and in the COR file.

4.2.4 Customer feedback may also be obtained from the results of formal customer satisfaction surveys or random customer complaints.

4.3 Acceptable Quality Levels

The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities such as those involving the physician should be board certified in Occupational Medicine, that blood tests are performed through a certified lab, IAW American Society of clinical Pathology Standards, the contractor will provide medical reports to OHN 30 calendar days after event and mail a copy to each employee, Respiratory users will be evaluated for clearance by OSHA standards, the contractor will report to the OHN any questionable results above or below the laboratory limits, Privacy Act Forms will be signed by all employees, the contractor will report all labor executed on the http://ww.ecmra.mil/ and the contractor providing Pulmonary Function Tests will provide proof of certification and training. The desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance.

5 QUALITY ASSURANCE DOCUMENTATION

5.1 The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in Attachment 1, Performance Requirements Summary.

5.2 Monitoring Forms

The government’s QA surveillance, accomplished by the COR, will be reported using the monitoring form in Attachment 2. The form, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required quality levels are being achieved.

5.2.1 The COR will retain a copy of all completed QA surveillance forms.

6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

6.1.1 The Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it http://ww.ecmra.mil/

(Ver. May 2018) 4 intends to bring performance up to the required levels. Failure to meet the AQL may result in a deduction from the monthly payment.

6.2 Reviews and Resolution

6.2.1 The COR may require the contractor’s project manager, or a designated alternate, to meet with the KO, COR and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

➢ Issues and concerns of both parties

➢ Recommendations for improved efficiency and/or effectiveness

➢ Issues arising from the performance monitoring processes

6.2.2 The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

6.2.3 The COR and contractor should jointly formulate tactical and long-term courses of action.

Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented.

Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the KO.

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Objective

Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

1.4.7 Certified

Occupational

Medicine Physician

a. Physicians Shall be a Certified Occupational Medicine Physician

b. Certificates shall be provided NLT 14 calendar days prior to contract execution

a. 100% shall be certified and

b. NLT 14 calendar days prior to contract execution

100% inspection by government representative

1.4.7.1 Completed 16 hour Approved

Training

IAW National Institute for Occupational Safety and Health

(NIOSH)

100% shall be certified and provide documentation prior to testing

100% inspection by government representative

5.1.2 Certified

Clinical Lab

a. provide documentation of certified lab NLT 14 days prior to contract execution

b. IAW American Society of Clinical Pathology Standards

a. NLT 14 days prior to contract execution

b. 100% shall be certified and provide documentation prior to testing

100% inspection by government representative

(Ver. May 2018) 5

5.1.4 letter d Respirator

Screening and Clearance

IAW American National Standards Institute (ANSI)

Z88.2-1992, American National Standard for Respiratory

Protection, and DoD 6055-M

100% ILARNG FTS

identified and examined for clearance to wear respirators

100% inspection by physician, OHN or government representative.

5.3.1 Report

questionable

Results

IAW DoD 6055.05M Medical Surveillance and American

Society of Clinical Pathology

100% questionable results that are above or below laboratory limits

100% inspection by physician, OHN or government representative

5.3.2 Letters A-E

Medical surveillance exams

Shall provide medical report NLT 30 calendar day after event

100% ILARNG FTS

undergoing medical surveillance exams within 30 calendar days after the event.

100% inspection by physician, or OHN or government representative

5.3.5 Privacy Act

Form

IAW Army Publishing Directorate, Forms, DD Form

100% ILARNG FTS will sign Privacy Act Form

100% inspection by government representative

5.5.2 Labor IAW https://sam.gov 100% Report all labor

executed

100% inspection by Government representative

(Ver. May 2018) 6

ATTACHMENT 2: QUALITY ASSURANCE MONITORING FORM

PERFORMANCE OBJECTIVE or STANDARD: To perform Technician Medical Surveillance

Examinations for ILARNG full-time employees who are potentially exposed to health hazards in the work environment.

SURVEY PERIOD: A p r i l 2 0 2 4 t h r o u g h M a y 2 0 2 4 w i t h 3 o p t i o n y e a r s

SURVEILLANCE METHOD (Check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint

LEVEL OF SURVEILLANCE (Check):

Monthly Quarterly As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: 100%

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: 1 0 0 %

Service Provider’s Performance (Check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period: 55 Technician exams will be completed by a board-certified Occupational Health physician, and results will be sent to Occupational Health Nurse and mailed to the full-time employee.

January 31, 204

PREPARED BY: M i c h e l l e L . K i n n e y DATE: