P09 FINAL QASP Kearny St.docx

Quality Assurance Surveillance Plan (QASP) Project Title: Housing Support Services at Kearny Street Project, 250 Kearny St., San Francisco, CA 94108 Contract Number: 36C26120P0773 Contract Description: The Department of Veterans Affairs (VA) and the City and County of San Francisco Department of Homelessness and Supportive Housing collaborate to provide housing for Veterans by supporting an apartment building in San Francisco. The VA contributes to the project via a contract for Housing Support Services (HSS) staff for the Veteran tenants. The Contractor shall provide qualified Housing Support Services to perform services required in this contract for beneficiaries of the San Francisco VA Medical Center (SFVAMC).

Contractor’s Name: Swords To Plowshares (hereafter referred to as the contractor)

1. 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.

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.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate 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: Stephanie San Juan Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Material Management

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: Paul Meier

c. Other Key Government Personnel – -

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager – <Enter name>

b. Other Contractor Personnel – <Enter name(s) or delete these lines if not applicable> Title(s): <Enter title(s) or delete these lines if not applicable>

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph Section x, pp.xx in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Ref

Contractor staff shall have a general understanding of mental health and substance abuse signs and symptoms and basic counseling/ communication skills.

5. METHODS OF QA SURVEILLANCE

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

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

b. PERIODIC INSPECTION. (Inspections for HUDVASH PBV Programs will occur twice yearly)

d. CASE CONFERENCES: Weekly Discussion of client progress, engagement, crisis intervention, housing supportive services delivered

6. 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:

EXCEPTIONAL:

96-100% Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY:

91-95% Performance meets contractual requirements.

UNSATISFACTORY:

Below 95% Performance does not meet contractual requirements.

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

b. 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 program manager.

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 COTR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

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

b. Frequency of Performance Assessment Meetings.

The COR or designee shall confer with the contractor quarterly to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager and the COR shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative Attachments:

1. Contract Performance Report

2. Contract Discrepancy Report

Attachment 1 Contract Performance Report

<Examples of items to include in a report are:

· Method of surveillance.

· How frequently you conducted surveillance.

· Surveillance results.

· Number of observations.>

5. Performance Rating (in accordance with QASP, paragraph 6):

Attachment 2 Contract Discrepancy Report (CDR) TO: (Contractor Program Manager or onsite representative) <insert name> FROM: (Name of COR) <insert name>

<Describe in detail. Identify any attachments.>

Received by:

Distribution:

<Name & Title - Contracting Officer> <The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects; anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>