QASP _ 36C26121Q0731.docx

Quality Assurance Surveillance Plan (QASP) Healthcare for Homeless Veterans (HCHV) Contracted Emergency Residential Services (CERS)

Project Title: Healthcare for Homeless Veterans – Contracted Emergency Residential Services, San Francisco, CA, Contract Number: <Upon award, Government will enter contract number> Contract Description: Healthcare for Homeless Veterans Program (HCHV) Contracted Emergency Residential Services (CERS) are funded through the Veterans Health Administration (VHA) - HCHV Central Office to address the causes and effects of homelessness in a community-based setting that provides direct services in a safe environment that supports recovery and meets the needs of homeless Veterans. CERS programs target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CERS programs, either directly or through linkage with community and other VA services, provide time-limited services such as supporting mental health stabilization, SUD treatment services, enhancement of independent living skills, vocational training, and employment services. Where applicable, every effort must be made to ensure that community-based settings are equipped to provide for the safety and privacy of homeless women Veterans referred for residential services. Veterans receiving services in the HCHV CERS programs are expected to meaningfully engage their case managers and available programming. Emphasis is placed on achieving placement in permanent housing or longer term residential programs that offer path to increased housing stabilization at the time of program exit, and reducing negative exits due to rule violations or other avoidable circumstances. Lengths of stay in CERS typically range from 30 to 90 days with the option to extend based on clinical need.

Contractor’s Name: <Program name> (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. 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: <Upon award, Government will enter name> Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Materiel Management

b. Contracting Officer’s Technical Representative (COTR) – The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COTR: <Upon award, Government will enter name>

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

Title: <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 Contracted Program exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix is incorporated within this QASP to include performance standards and disincentives. The Government shall use these standards to determine Contracted performance and shall compare Contracted performance to the Acceptable Quality Level (AQL) defined below for each performance requirement.

“Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS) “Marginal” or “Unsatisfactory” rating on COR’s Contractor Quarterly Evaluation Report, and “Marginal” or “Unsatisfactory” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

housing will be monitored as an indicator of overall program quality utilizing data provided by the VHA Support Service Center’s Homeless Service Scorecard at the established target rate for exits to this type of housing.

Residential Treatement Exit Form Worksheet, and VA NEPEC Homeless Scorecard Report (Monthly, Quarterly, Annual data) “Exceptional” or “Good” rating on COR’s Contractor Quarterly Evaluation Report, and “Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS) “Marginal” or “Unsatisfactory” rating on COR’s Contractor Quarterly Evaluation Report, and “Marginal” or “Unsatisfactory” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

“Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS) “Exceptional” or “Good” rating on COR’s Contractor Quarterly Evaluation Report, and “Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

“Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS) “Exceptional” or “Good” rating on COR’s Contractor Quarterly Evaluation Report, and “Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

“Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS “Exceptional” or “Good” rating on COR’s Contractor Quarterly Evaluation Report, and “Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

“Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS “Exceptional” or “Good” rating on COR’s Contractor Quarterly Evaluation Report, and “Exceptional” or “Good” rating on COR’s annual Contractor Performance Assessment Report (CPARS)

5. METHODS OF QA SURVEILLANCE

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

a. Analysis of the referral paperwork and Veterans health care record which is sent by referring parties, including interagency, and self-referrals. Analysis of the entry and exit reports sent to the COR from the Contractor. (Evaluates outcomes on a quarterly basis)

· Successful Permanent Housing Placement upon Program Exit

· Acceptance of Referrals

f. Analysis of the dates Veterans entered or exited the program compared to the dates of when the entry/exit paperwork was sent to the COR. The COR will usually look at dates written on the faxed or emailed information.

· Prompt & Accurate Communication with VA

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:

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 COTR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file.

When the COTR 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 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 COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COTR shall meet with the contractor annually to assess performance and shall provide a written assessment.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical 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 COTR) <insert name>

<Describe in detail. Identify any attachments.>

Received by:

Distribution:

<Name & Title - Contracting Officer> <The COTR 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.>