QASP Charlotte CBOC Janitorial 7122022.docx

CHARLOTTE COMMUNITY BASED OUTPATIENT CENTER (CBOC),

JANITORIAL SERVICES

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

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 through contract modification. 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.

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.

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

Standards Provided in PWS Attachment #1:

Combined EMS Standard Operating Procedures, Ref For Contracted Janitorial Services

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

3. ASSESSMENT METHOD

Contractor performance is inspected and evaluated on key areas of performance. Method of surveillance is 100% inspection and sampling.

4. ACCEPTABLE QUALITY LEVEL (AQL)

The acceptable quality level is the degree to which the Government will allow the Contractor’s key areas of performance to vary.

5. KEY AREAS OF PERFORMANCE

These assessments are submitted to the Federal Government’s Contractor Performance Assessment Reporting System (CPARS).

If warranted, based on the terms and conditions of the contract, the contract could be terminated for cause.

FLOOR MAINTENANCE

A) Daily – Sweep and wet mop with detergent disinfectant.

B) Monthly – Power scrub floors.

C) Semi-Annual – Strip and refinish all floors. These areas will be scheduled with the COR. A minimum of three (3) coats of floor finish to be applied. Moveable items (ie., chairs, rolling lamps, equipment foot control pads, etc.) will be removed to strip/refinish work and replaced upon completion. Care shall be given to ensure no build-up occurs around non-moveable items of furniture.

CARPETED AREAS AND MATS

A) Daily – Vacuum (Carpet sweeper is not acceptable) B) Weekly – Spot clean no less than weekly, or as necessary to provide protection/hinder staining.

C) Annually – Shampoo and soil resistant treatment applied. Contractor shall protect all carpeting by placing protective nonabsorbent pads or foil between furniture and cleaned carpet until dry at which time Contractor shall remove pads or foil. This task shall be scheduled in advance with COR.

DOORS, WALLS, PARTITIONS and TRIM A) Daily/Weekly – Provide daily policing for dust on ledges, sills, moldings, and baseboards. Dust as necessary. Spot wash (for fingerprints, etc.) as necessary but no less often than once weekly.

WINDOWS, MIRRORS and GLASS CLEANING A) Daily – Clean all mirrors, door glass (interior and exterior) throughout clinic.

B) Weekly – Clean all interior windows.

WAITING AREA, LABS, EXAM ROOMS, OFFICES, TREATMENT ROOMS, CORRIDORS

A) Daily – Empty waste receptacles, clean drinking fountains, dust all horizontal and vertical surfaces, furniture, vents and blinds; clean and disinfect all urinals, commodes, and sinks; clean and refill dispensers, clean counter tops. Frequent policing during day as needed.

B) Weekly – Spot clean walls and counter tops no less often than weekly.

C) Monthly – Wash waste receptacles no less than monthly, or sooner if soiled.

ENTRANCE, OUTSIDE PATIOS, and SCREENED PORCH AREAS A) Daily – Pick up trash, sweep entrance walks and patio floor. Wipe furniture as necessary. Entrances and entrance platforms are to be cleaned once daily prior to the start of heavy traffic hours. The cleaning of these items shall be included as part of service: clean foot scrapers, exterior entrance mats and individual trash and smoking receptacles.

EXPECTED EXPOSURE AREA

A) Periodically – Any room where patients with suspected infectious diseases have been examined will be thoroughly cleaned with detergent disinfectant (terminal cleaning). Contractor staff shall follow established isolation procedures approved by Infection Control Committee.

TRASH or SOLID WASTE A) Disposal Removal – Contractor will furnish all necessary labor, equipment and supervision to provide solid waste collection and removal services as outlined herein. Trash receptacles shall be emptied daily and/or as needed, and the contents removed to dumpsters or recycle bins as applicable. Solid waste dumpsters and removal of waste from VA leased property is not a requirement of this contract.

BIOHAZARD/BIOMEDICAL WASTE (RED BAGS)

A) Biohazard/Biomedical waste to include Sharps containers shall be removed to the appropriate storage areas. The VA shall provide large appropriate containers and provide for site removal of red bag waste.

CEILINGS

A) Monthly – Vacuum or damp dust ceilings as necessary to ensure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner.

BEDS, LITTERS, EXAM TABLES

A) BEDS, LITTERS, EXAM TABLES are to be cleaned daily with general all-purpose disinfecting solution. The beds located in the life support unit. Cleaning shall include mattress and frame.

RESTROOMS

A) The Contractor shall clean and sanitize sinks, urinals, and toilets.

B) The floor traps shall be maintained free from odor at all times.

C) The Contractor shall sweep and wet-mop the floors daily. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

D) The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

E) The Contractor shall damp-wipe and polishes the chrome fixtures.

F) The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue. The Contractor shall ensure sufficient supplies are provided.

G) The Contractor shall clean (descale) toilet bowls and urinals.

H) The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

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:

a. Positive outcome: No more than 1 incident of not meeting the performance standard, per this Quality Assurance Surveillance Plan, during the period of performance

b. Neutral Outcome: Receiving the allowable number of incidents of not meeting the performance standard, per this Quality Assurance Surveillance Plan, during the period of performance, but no more than allowable.

c. Negative outcome: Receiving more than the allowable number of incidents of not meeting the performance standard, per this Quality Assurance Surveillance Plan, during the period of performance.

7. DOCUMENTING PERFORMANCE

a. Unacceptable Performance: When the number of defects in the Contractor’s performance discovered by the COR exceeds the unacceptable criteria level, the COR shall be required to complete a CDR (Contract Discrepancy Report).

b. The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract.

8. FREQUENCY OF MEASUREMENT

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

b. Frequency of Performance Assessment Meetings: The COR shall meet with the contractor as needed to assess performance. The contractor shall make key personnel available for these meetings. When required the Contracting Officer will attend meetings.