P09 - QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For: Buffalo VA Medical Center Elevator Maintenance Service Contract

Contract Number: 36C24224PXXXX

Contract Description: The contractor shall be able to provide and maintain services for the

Buffalo VAMC elevators, per the Performance Work Statement (PWS), for the period of

December 1st, 2023 – November 30th, 2024, with the provision four (4) option years.

Contractor’s name: XXXXXXXXXXXXXXX (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: Nathan Northrup

Organization or Agency: Department of Veterans Affairs, RPO East, NCO 2 Contracting Office

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: XXXXXXXXXX

c. Other Key Government Personnel –

Alternate COR: XXXXXXXXXX

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager – XXXXXXXXXX

Title:

b. Other Contractor Personnel - XXXXXXXXXX

Title:

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

Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

5. INCENTIVE

The incentive for all tasks will be the exercising of option periods and past performance reporting.

Task ID Indicator Standard

Acceptable

Quality

Level

Method of

Surveillance

Cleaning, Lubrication, and

Adjustment

Services

Routine care, lubrication, and repacking in accordance with manufacturers’ service manuals.

In accordance with manufacturer’s service manuals

100%

Direct Observation and random inspection

(auditing)

Hoist motor and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time.

In accordance with section

B.3.2.

100%

Direct Observation and random inspection

(auditing)

Cleaning

Services

Guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottom of platforms and machine room floors shall be brushed clean at least every three months. All accumulated rubbish shall be removed from the pits at least once every three months.

In accordance with sections

B.3.2 and B.3.4.

95% Inspection

A complete cleaning of the entire installation including all machine room equipment, hoist way, equipment, machine room floors, hoist way, supporting structures, etc., In accordance with section

B.3.2.

95% Inspection

Adjustment

Services 5 All adjustment services in accordance with manufacturer’s recommendations and as necessary based upon inspection

In accordance with manufacturer’s service manuals

100% Direct Observation and random inspection

(auditing)

Furnish, install, repair parts

6 Furnish, install, or repair OEM parts

In accordance with section

B.3.1.4.

100% Inspection

Record

Maintenance

Maintain a complete, orderly and chronological file, including drawings, complete parts lists and copies of all reports as required by these specifications. A record of all call backs and repairs shall be kept by the

Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties.

In accordance with section

B.3.1.8.

100% Periodic sampling and inspection

9 Written report upon completion of service

In accordance with section

B.3.1.8.

100% Analysis of contractor's progress reports.

Performance

10 Elevators performance and uptime.

In accordance with section

B.3.1.6.

95% Direct Observation

11 Emergency Service 2 hour response time 95% Direct Observation

Inspections/

Safety

Inspection of passenger and service elevators

In accordance with sections

B.3.2.4.

100% Observation and random inspection (auditing)

11 Compliance to safety standard Compliance; no stop work orders 100% Direct Observation

6. 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. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. USER SURVEY. (Combines elements of validated user complaints and random sampling.

Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.)

d. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

e. 100% INSPECTION. (Evaluates all outcomes.)

f. PERIODIC SAMPLING. (Variation of random sampling. However, sample is only taken when a problem/deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.)

g. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

h. Progress or status meetings.

i. Analysis of contractor's progress reports. (Evaluate cost, schedule, etc.)

7. 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:

PASS – Met the standard

FAIL – Did not meet the standard

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

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 COTR 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 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 any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

SAMPLE QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

Random Inspection 100% Inspection Periodic Sampling Observation

Analysis of contractor’s reports

LEVEL OF SURVEILLANCE (Check):

Monthly Quarterly Semi-Annual As needed/required

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check): Meets Standards (PASS)

Does Not Meet Standards (FAIL)

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________