PIAS_-_ADC_-_PWS_Attachment_2_-_20160321.docx

PWS ATTACHMENT 2

RFP #

QUALITY ASSURANCE SURVEILLANCE PLAN (DRAFT)

PHARMACY INPATIENT AUTOMATION SOLUTION – AUTOMATED DISPENSING CABINET (PIAS-ADC)

Contractor’s name: (hereafter referred to as the contractor):

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. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

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. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type: 52.246-4 Inspection of Services – Fixed-Price

GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

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:

Organization or Agency:

Telephone:

Email:

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. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

Assigned COR:

Telephone:

Email:

CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

Program Manager Assigned Program Manager:

Telephone:

Email:

Task Manager Assigned Task Manager:

Telephone:

Email:

PERFORMANCE STANDARDS

Maintenance & Support Response time

Maintenance & Support Contractor Resolution Time (Inside the U.S.)

Maintenance & Support Contractor Resolution Time (Outside the U.S.)

Advanced Repair Training (Outside the U.S.)

Hot Swappable Spares (Outside the U.S.)

INCENTIVES

Not applicable for this task.

METHODS OF QUALITY ASSURANCE SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the AM, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Validated User/Customer Complaints Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.

Performance Reporting Evaluate metrics for a specific time period.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

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:

DOCUMENTING PERFORMANCE

Acceptable Performance The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

Unacceptable Performance When unacceptable performance occurs, the COR shall 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.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

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 contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the CO.

FREQUENCY OF MEASUREMENT

During contract/order performance, the COR shall take periodic measurements, every 6 months, as specified in the Performance Standards, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

Frequency of Performance Assessment Meetings The COR shall meet with the contractor as needed to assess performance and shall provide a written assessment.