Performance Work Statement.docx

PERFORMANCE WORK STATEMENT FOR REGULATED MEDICAL WASTE PICKUP AND DISPOSAL

Alexandria VA Health Care System 2495 Shreveport Hwy 71 Pineville, Louisiana 71360

1.0. SCOPE OF WORK. This is a non-personal contract where Contractor shall provide all management, licensing, transportation, tools, supplies, equipment, supervision, and personnel/labor necessary to perform regulated medical waste (RMW) collection and disposal services as defined in this Performance Work Statement (PWS) for the Alexandria VA Health Care System. This contract includes the Alexandria VA Medical Center (AVAMC), two community-based outpatient clinics (CBOC) in Lafayette, Louisiana, one CBOC in Jennings, Louisiana, one CBOC in Lake Charles, Louisiana, one CBOC in Leesville, Louisiana, and one CBOC in Natchitoches, Louisiana. RMW is to be transported to a licensed RMW disposal facility and undergo proper disposal procedures. The Contractor shall provide cradle-to-grave pickup/transportation/disposal documentation and certificates of destruction.

The Contractor shall comply with all applicable federal and state codes and laws to include, but not limited to: 49 Code of Federal Regulation (49 CFR), Section 173.134(c) [49 CFR 173.134(c)], 29 CFR 1910.1030, OSHA’s Bloodborne Pathogens; Louisiana Department of Environmental Quality (LDEQ); Louisiana Department of Health and Hospitals (LDHH); Occupation Safety and Health Agency (OSHA); Environmental Protection Agency (EPA);Food and Drug Administration (FDA); Department of Transportation (DOT).The Contractor shall have, and/or obtain all current/valid Department of Transportation (DOT) and state(s) licensing and vehicles to transport/dispose of the following: RMW (Contractor to dispose per licensing requirements), is the portion of the waste stream that may be contaminated by blood, body fluids or other potentially infectious materials, thus posing a significant risk of transmitting infection and cultures and stocks contaminated with infectious agents; pathological wastes; isolation wastes; human blood and blood products; sharps such as hypodermic needles, syringes, pipettes, scalpel blades, blood vials, needles with attached tubing, and used slides and cover slips contaminated with blood or other infectious materials; isolation wastes; and unused sharps such as hypodermic needles, suture needles, syringes, and scalpel blades.), Pathological Waste (Contractor to dispose via incineration) (defined as any human body parts.

That can include Organs, Tissues, Surgical specimens, Bodily fluids removed during surgery or autopsy); Medical Sharps (Contractor to properly sterilize/shred/landfill) collected in “red” properly labeled containers, Category A infectious substance (Contractor to dispose per licensing requirements) (An infectious substance that is potentially fatal must be assigned to identification number UN 2814 or UN 2900, as appropriate. Assignment to UN 2814 or UN 2900 must be based on the known medical history, symptoms, or professional judgment concerning the source. UN 2814 is assigned to materials that can affect humans and UN 2900 to Those that only affect animals. A blood sample from a patient known to have the Ebola virus, for example, would be assigned UN 2814, while one containing hoof-and-mouth disease would be UN 2900); and Category B infectious substance (Contractor to dispose per licensing requirements) (An infectious substance that must be described as “Biological substance, Category B” and assigned identification number UN 3373. This does not include regulated medical waste, which must be assigned identification number UN 3291. An example of a Category B substance is a tissue sample containing Hepatitis B). The Contractor shall provide to the Department of Veterans Affairs Veterans Health Administration Veterans Health Administration, Network Contracting Office 16 Contract Officer a copy of all DOT and state(s) licensing for transport and disposal of the RMW, Category A, and Category B Wastes.

1.1 The Contractor shall weigh all outgoing regulated medical waste collected at each location on the government furnished scale. The AVAMC Environment Management Services (EMS) staff will periodically monitor the weighing of RMW by the contractor. The Contractor shall present each/all manifests to and be signed by an EMS staff employee. Each manifest shall show the location of collected RMW. The contractor shall furnish a manifest for each RMW generator location. If multiple generator locations are picked up on the same day, the contractor shall furnish multiple manifests showing each RMW generator location.

1.1.1. As a minimum, each manifest shall include for Regulated Medical Waste (RMW).

1.1.1.1. Medical waste manifest tracking number

1.1.1.2. Generator’s Organization, address, telephone number, Point of Contact

1.1.1.3. The Prime Medical Waste Disposal Contractor and if applicable, the sub-contractor companies address and contact information and Points of Contact

1.1.1.4. Date of RMW pickup

1.1.1.5. Location of Generated RMW:

1.1.1.5.1. Alexandria VA Medical Center, 2495 Shreveport Hwy 71, Pineville, LA 71360

1.1.1.5.2 Lafayette CBOC Campus A—Specialty and Primary Care

3149 Ambassador Caffery Parkway, Lafayette, LA 70502

1.1.1.5.3. Jennings Clinic, 1907 Johnson St. Jennings, LA 70546

1.1.1.5.4. Lake Charles CBOC, 3601 Gerstner Memorial Drive, Hwy14 Lake Charles, LA 70607

1.1.1.5.5. Fort Johnson CBOC, 3353 University Parkway, Leesville, LA 71446

1.1.1.5.6. Natchitoches CBOC, 740 Keyser Avenue, Natchitoches, LA 71457

1.1.1.5.7. Lafayette CBOC Campus B—Mental Health, 309 St. Julien Avenue Lafayette, LA 70506

1.1.1.6. Customer ID Number

1.1.1.7. RMW Containers information

1.1.1.7.1. For each container to be picked up - Size of container (i.e., 30 gallon)

1.1.1.7.2. For each container to be picked up - Standard empty weight of each container

1.1.1.7.3. For each container to be picked up - Full weight of each container with RMW contents included

1.1.1.7.4. For each container to be picked up - Container’s RMW weight (Full weight minus Empty weight = RMW weight)

1.1.1.7.5. Total weight of RMW

1.1.1.8. Transporter Certification and signature

1.1.1.9. Generator Certification and signature

1.1.1.10. Method of destruction and disposal (i.e., Sterilize/shred/landfill or incineration)

1.1.1.11. Designated Destruction/Disposal Facility: Company/Organization, address, telephone number

1.1.1.12. Alternate Destruction/Disposal Facility: Company/Organization, address, telephone number

1.2 Within 15 calendar days of each RMW pickup/transport date, this Contractor shall send/transmit/email/website access a fully completed destruction certificate that documents all details for destruction/disposal that references each RMW pickup/transport manifests.

1.2.1. As a minimum, each Destruction Certificate shall include:

1.2.1.1. Medical waste destruction tracking number which references the respective RMW manifest Tracking#

1.2.1.2. Generator’s Organization, address, telephone number, Point of Contact

1.2.1.3. The Prime Medical Waste Disposal Contractor and if applicable, the sub-contractor companies address and contact information and Points of Contact

1.2.1.4. Date of RMW

1.2.1.5. Location of Generated RMW:

1.2.1.5.1. Alexandria VA Medical Center, 2495 Shreveport Hwy 71, Pineville, LA 71360

1.2.1.5.2. Lafayette CBOC Campus A—Specialty and Primary Care 3149 Ambassador Caffery Parkway, Lafayette, LA 70502

1.2.1.5.3. Lafayette CBOC Campus B—Mental Health, 309 St. Julien Avenue Lafayette, LA 70506

1.2.1.5.4. Jennings Clinic, 1907 Johnson St. Jennings, LA 70546

1.2.1.5.5. Lake Charles CBOC, 3601 Gerstner Memorial Drive, Hwy14 Lake Charles, LA 70607

1.2.1.5.6. Fort Johnson CBOC, 3353 University Parkway, Leesville, LA 71446

1.2.1.5.7. Natchitoches CBOC, 740 Keyser Avenue, Natchitoches, LA 71457

1.2.1.6. RMW containers information

1.2.1.6.1. For each container picked up - Size of container (i.e., 30 gallons)

1.2.1.6.2. For each container picked up - Container’s RMW weight

1.2.1.6.3. Total weight of RMW

1.2.1.7. Transporter Certification and signature

1.2.1.8. Generator Certification and signature

1.2.1.9. Date/time of start of transportation from Generator’s location to Disposal Facility

1.2.1.10. Date/Time of arrival at Disposal Facility

1.2.1.11. Description of method of disposal

1.2.1.12. Date/Time of start of disposal process

1.2.1.13. Date/Time of completion of disposal process

1.2.1.14. Disposal Facility information: Facility Name, Facility Identification Number, Address, Telephone, Disposal person’s printed name and signature and date signed

1.2.1.15. Generator

Contractor shall perform to the standards of this contract.

2.0. DESCRIPTION OF SERVICES.

2.1 Contractor shall furnish to the Alexandria VA Medical Center at 2495 Shreveport Hwy 71, Pineville, LA. 71360 a quantity of 30 130-gallon containers permanently labeled rolling containers with lids permanently labeled as BIOHAZARD, rolling containers with lids.

2.2. Contractor shall furnish to Lafayette CBOC Campus A—Specialty and Primary Care located at 3149 Ambassador Caffery Parkway, Lafayette, LA 70502, 3 18-gallon sharps containers and 30 30 - Gallon RMW containers.

2.3 Contractor shall furnish to Lafayette CBOC Campus B—Mental Health, located at 309 St. Julien Avenue, Lafayette, LA 70506, 3 18-gallon sharps containers and 30 30 - Gallon RMW containers.

2.4 Contractor shall furnish to Jennings Clinic, located at 1907 Johnson St. Jennings, LA 70546, 3 18-gallon sharps containers and 30 30-Gallon RMW containers.

2.5 Contractor shall furnish to Lake Charles CBOC, located at 3601 Gerstner Memorial Drive, Hwy14 Lake Charles, LA 70607, 3 18-gallon sharps containers and 30 30-Gallon RMW containers.

2.6 Contractor shall furnish to Fort Johnson CBOC, located at 3353 University Parkway, Leesville, LA 71446, 3 18-gallon sharps containers and 30 30-Gallon RMW containers.

2.7 Contractor shall furnish to Natchitoches CBOC, located at 740 Keyser Avenue, Natchitoches, LA 71457, 3 18-gallon sharps containers and 30 30-Gallon RMW containers.

2.8 The Contractor shall, on Tuesday 0900 a.m., provide/ensure 30 empty/cleaned/disinfected 130-Gallon containers, as described in paragraph 2.1 above, are delivered to AVAMC next to the Rotoclave adjacent to the main hospital.

This ensures a one-for-one replacement of full 130-gallon rolling containers with empty, cleaned, disinfected rolling containers. If there are sufficient quantities of empty/cleaned/disinfected 130 gallon rolling containers with lids, then as long as the quantities listed in paragraph 2.1 are maintained, additional quantities would not be needed.

2.9. The Contractor shall, once per week, provide/ensure sufficient quantities of empty/cleaned/disinfected 3 18-gallon sharps containers and 30 30-Gallon RMW containers as described in paragraphs 2.2, 2.3, 2.4, 2.5, and 2.6 above, are delivered to each CBOC. This ensures a one-for-one replacement of full 3 18-gallon sharps containers and 30 30-Gallon RMW containers. If there are sufficient quantities of empty/cleaned/disinfected 18-gallon Sharps containers and 30 30-Gallon RMW containers, then as long as the quantities listed in paragraphs 2.2, 2.3, 2.4, 2.5, and 2.6 above are maintained, then additional quantities would not be needed.

2.9.1. Lafayette CBOC Campus A—Specialty and Primary Care 3149 Ambassador Caffery Parkway, Lafayette, LA 70502.

2.9.2. Lafayette CBOC Campus B—Mental Health, 309 St. Julien Avenue Lafayette, LA 70506

2.9.3. Jennings Clinic, 1907 Johnson St. Jennings, LA 70546

2.9.4. Lake Charles CBOC, 3601 Gerstner Memorial Drive, Hwy14 Lake Charles, LA 70607.

2.9.5. Fort Johnson CBOC, 3353 University Parkway, Leesville, LA 71446.

2.9.6. Natchitoches CBOC, 740 Keyser Avenue, Natchitoches, LA 71457.

2.9.7. The Contractor is not required to work on Federal Holidays. However, the Alexandria VA Medical Center EMS expects the Contractor to coordinate with the Alexandria VA Medical Center EMS to pick up on the day before or day after a Federal Holiday to avoid overflowing medical waste in accumulation area and lack of rolling containers to collect medical waste in the departments.

2.10 Collection and removal of RMW from medical facilities must be performed with a state licensed transport vehicle, and taken to a medical waste treatment facility holding a valid State Hazardous Waste Disposal operating license. The Contractor shall provide a copy of these licenses to the Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 Contracting Officer and the Alexandria VA Medical Center EMS at start Of contract and annually thereafter.

2.11 Collection Times. The Contractor shall pick up RMW 9:30 am (0930 hours) on Tuesday, at the RMW accumulation area next to the autoclave adjacent to the Main Hospital. In case of an emergency, the Contractor shall notify EMS and pick up medical waste on their scheduled day no later than 1:00pm (1300 hrs.). Once a week, on an agreed upon day every week, the Contractor shall pick up RMW from the CBOCs, weigh this waste, and document on a separate manifest for each location. The Contractor shall deliver manifests to EMS designated government employee at respective.

2.12. Regulated Medical Waste pick up locations and times:

2.13. Method to Acquire Biohazard Wastes Weights – Document Manifests:

2.13.1. Contractor using government furnished scale at pick up locations shall weigh RMW waste containers as follows:

2.13.1.1. Document the standard empty weight of the containers.

2.13.1.2. Weigh each the full containers and document their weights.

2.13.1.3 Subtract the empty weight from the full weight to acquire the biohazard waste weights for each container.

2.13.2. Contractor documents weights on each manifest for its applicable RMW.

2.13.2.1. For RMW containers on its manifest as described in para 1.1. above.

2.14. Tracking Documentation – Manifests and Destruction Certificates:

2.14.1. Contractor shall document RMW manifests as identified in para 1.1. above.

2.14.2. Contractor shall document RMW destruction certificates as identified in para 1.2. above.

2.15. Environmental Controls:

2.15.1. The Contractor shall transport RMW to an approved off-site medical waste treatment facility, with a valid permit to operate RMW collection and disposal operations, that shall treat it to make it non-infectious and/or unrecognizable, as appropriate. The disposal facility must follow all federal, state, and local requirements. Additional code compliance with the following is required:

2.15.1.1. Contractor shall comply with all applicable federal and state codes and laws to include but Not limited to; 49 Code of Federal Regulation (49 CFR), Section 173.134(c) [49 CFR 73.134(c)], Exceptions for regulated medical waste; 29 CFR 1910.1030, OSHA’s Bloodborne Pathogens; Louisiana Department of Environmental Quality (LDEQ); Louisiana Department of Health and Hospitals (LDHH); Occupation Safety and Health Agency (OSHA); Environmental protection Agency (EPA); Food and Drug Administration (FDA); Department of Transportation DOT). Contractor shall be responsible for complying with all applicable federal regulations such as the Code of Federal Regulation (CFR) Title 21 Food & Drugs, Title 40 Protection of the Environment, Title 49 Department of Transportation: 41 U.S.C. chapter 67, Service Contract Labor Standards and VA regulations.

2.15.1.2. Within 10 calendar days of contract award, the Contractor shall provide to the AVAMC EMS and the Contract Officer’s Representative (COR) the credentials and licenses held by their disposal facilities. The Contractor is responsible for all arrangements for the use of offsite disposal facilities.

2.15.1.2.1. Within 10 calendar days of contract award, the Contractor shall provide to the AVAMC EMS and the COR the credentials and licenses held by their company and their drivers from as many states under which this contract covers for transport and disposal of medical waste from the generator.

2.15.1.3. Treatment shall include incineration at a minimum temperature of 1,800 degrees Fahrenheit, steam sterilizing then shredding, chemical disinfect, irradiation, or any other method certified by the state/local environmental regulatory agency to render the waste non-infectious and safe for the environment. NOTE: The expectation of the government is that pathological wastes be disposed of via incineration. All other bio-hazard wastes may be disposed of in methods compliant with all federal and state codes.

2.15.2. Compliance with Regulations:

2.15.2.1. Compliance with Laws and Regulations. The Contractor shall be knowledgeable of and comply with all applicable local, state, and national laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations/requirements change during the term of this contract, the Contractor shall comply with such laws/regulations as changed.

2.15.2.2. Notification of Environmental Spills. If the Contractor spills or release any substance listed in 40 CFR 302 into the environment, the Contractor shall immediately report the incident to the COR.

The Contractor shall be liable for the spill or release of such substances and all associated clean-up costs.

2.15.2.3. Material Storage and Use. The Contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling.

2.15.2.4. The Contractor shall comply with those safety standards promulgated by the United States Occupational Safety and Health Administration (OSHA). The Contractor shall provide safety data sheets (SDS) to the AVAMC Biomedical COR for all hazardous materials used in regulated medical waste refuse operations.

3.0. GENERAL INFORMATION.

3.1. Hours of Operation. The daytime hours of operation are 0800 to 1600 Central Standard Time (CST), Monday – Friday, excluding federal holidays. If the Contractor wishes to perform any services outside of the normal hours of operation, the Contractor shall coordinate with the AVAMC EMS department no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case-by-case basis.

3.1.1. Facility Closure Days. If any facility locations are closed due to snow, hurricane, or acts of God, the Contractor shall reschedule work planned for this time.

3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays: New Year’s Day - 1 January, Martin Luther King Day - 3rd Monday in January, President's Day - 3rd Monday in February, Memorial Day - last Monday in May, Juneteenth - 19 June, Independence Day - 4 July, Labor Day - 1st Monday in September, Columbus Day - 2nd Monday in October, Veteran’s Day - 11 November, Thanksgiving Day - 4th Thursday in November, Christmas Day - 25 December

3.2. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first day post the holiday observance. English Language Requirement. All Contractor personnel shall read, understand, speak and write English fluently. The contractor's representative shall be available within 2 hours to meet on the installation or by telecom with the AVAMC EMS Official, SEMPS Official, or COR and/or with other government personnel during normal duty hours to discuss issues or concerns.

3.3. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the COR shall be reported to the CO. Failure of the Contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform.

3.4. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

3.5. Contractor Identification. All Contractor personnel attending meetings and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces shall provide their employees with an easily readable identification (ID) badge indicating the employee's name, and the Contractor's name. Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name.

3.6. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on any Department of Veterans Affairs Veterans’ Health Administration’s property.

4.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

4.1 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement(PWS) entitled Regulated Medical Waste and Pathological Treatment and Disposal. This plan sets forth the procedures and guidelines the Environmental Management Services office at the Alexandria VA Medical Center will use in ensuring the required performance standards or services levels are achieved by the contractor.

4.1.1. Purpose

4.1.1.2. The purpose of the QASP is to describe the systematic methods used to monitor performance and identify required documentation and 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.

4.1.1.3. 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.

4.2. Performance Management Approach

4.2.1. 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 EMS Office at the Alexandria VA Medical Center 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.

4.2.2. 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 if 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 if the critical outcomes expected are being achieved and/or the desired performance levels are being met.

4.3. Performance Management Strategy

4.3.1. The government representative(s) will monitor performance 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.

5. ROLES AND RESPONSIBILITIES

5.1. The Contracting Officer (CO/KO)

The CO is responsible for monitoring contract compliance, contract administration, and cost control, and resolving any differences between observations documented by the EMS office of the Alexandria VA Medical Center: "Contracting officer's representative (COR), "Administrative contracting officer (ACO)," "Quality assurance representative (QAR),” or "program/project manager (PM/PJM)" and the contractor. The CO 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 CO.

5.2 The COR

The COR is designated in writing by the CO to act as their 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 authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions must be referred to the CO 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.

6. IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and Attachment 1, Performance Requirements Summary.

7. METHODOLOGIES TO MONITOR PERFORMANCE

7.1 Surveillance Techniques

To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary method of surveillance will include Random monitoring, which shall be performed by the COR or the COR designated inspector.

8. Customer Feedback

8.1. The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

8.2. 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 CO or COR, as opposed to the contractor.

8.3. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR.

The COR will accept those customer complaints and investigate.

8.4. Acceptable Quality Levels

8.4.1. The acceptable quality levels (AQLs) included in Attachment 1 for contractor performance are structured to allow the contractor to manage how the work is performed. For certain critical activities, such as those involving pathological waste, 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 at Alexandria VA Health Care System.

9. QUALITY ASSURANCE DOCUMENTATION

9.1 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 assessed using the performance monitoring techniques shown in Attachment 1.

10. Monitoring Forms

10.1. The government’s QA surveillance, accomplished by the EMS Supervisor will be reported using the monitoring form in Attachment 2. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure the required results.

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

11. ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

11.1. Reporting:

11.1.1 At the end of each month, the EMS Supervisor will prepare a written report for the COR summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

11.2. Reviews and Resolution

11.2.1. The EMS Supervisor may require the contractor’s project manager or designated alternate to meet with the COR and other government IPT personnel as deemed necessary to discuss the 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:

Monthly performance assessment data and trend analysis.

Issues and concerns of both parties.

Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis.

Recommendations for improved efficiency and/or effectiveness.

Issues arising from the performance monitoring processes.

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

11.2.3. 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 procuring CO (PCO) or ACO.

12.0. GOVERNMENT FURNISHED EQUIPMENT, SUPPLIES AND/OR SERVICES.

12.1. Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the Contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the Contractor’s responsibility to ensure Contractor personnel are familiar with and understand the contents of this PWS as well as the company’s handbooks/handouts, etc. prior to beginning work.

12.2. Utilities. The Government will provide the utilities necessary for the Contractor to perform services in accordance with the terms and conditions of the contract.

12.3. Security, Fire and Medical Services. The Government will provide police and fire protection.

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

Perform RMW collection.

Disposal services-provide clean/disinfected replacement containers as scheduled.

ATTACHMENT 2: SAMPLE QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint LEVEL OF SURVEILLANCE (check):

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________

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