QASP Draft - VISN 4 Windows.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Contractor will be evaluated in accordance with the following QASP

1.

2.

3.

4.

5.

6.

7.

1 Purpose.

This QASP provides a method to evaluate performance. 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.

The Government may review and revise this QASP; revisions will be coordinated with the Contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be provided to the Contractor and Government officials implementing surveillance activities.

2 Government Roles and Responsibilities.

The following personnel will oversee and coordinate surveillance activities:

Roles:

· Contracting Officer (CO) – The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the Government in the contractual relationship. The CO will also assure 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.

· VISN04 Contracting Officer Representative (VCOR) – The VCOR has authority to provide direction to the Contractor if within scope of the contract, does not constitute a change to the contract, and has no funding implications. The VCOR liaisons between the CO, the Facility Contracting Officer Representative (FCOR), and the Contractor. The VCOR does not have authority to change the terms and conditions of the contract.

· Facility COR (FCOR) – The FCOR is responsible for technical administration of the contract and will assure proper Government surveillance of the Contractor’s performance. The FCOR will keep a quality assurance file for the applicable facility and at contract conclusion or when requested by the CO or VCOR, will provide contract performance documentation to the CO or VCOR. The FCOR will meet with the Contractor’s Facility Manager regularly during a CC. The FCOR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The Contractor must refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

3 Contractor Representatives. The Contractor must provide contact information for the Project Manager and all Facility Managers and alternates to the CO and applicable FCOR as presented in Section 2 of this QASP.

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 contained within the Performance Work Statement. The Government will use the standards to determine Contractor performance and will compare Contractor performance to the AQL.

5 Incentives. The Government will report performance through the Contractor Performance Assessment Reporting System (CPARS). The report will be based on the Contractor meeting or not meeting performance standards.

6 Surveillance Methods. Various methods exist to monitor performance. The FCOR will use the surveillance methods listed below in the administration of this QASP. Regardless of the surveillance method, the FCOR will contact the Contractor’s Facility Manager or alternate when unacceptable performance is observed and provide the Facility Manager the observation specifics for immediate remediation.

7 Ratings. A rating system will be used to determine if Contractor performance exceeds, meets, or does not meet requirements and AQL.

Rating Structure

7.1 Satisfactory and Exceptional Performance. The FCOR will record satisfactory and exceptional performance following the conclusion of a Cleaning Cycle (CC) by completing the attached Cleaning Cycle Evaluation (CCE) form.

7.2 Unsatisfactory Performance. When unsatisfactory performance occurs the FCOR will inform the Contractor’s Facility Manager.

7.2.1 In situations when the remedy can be easily accomplished (e.g., re-cleaning, returning equipment to original location, etc.) informing the Contractor through written notification is not required; verbal notification of the unsatisfactory performance is acceptable. The FCOR will log issued verbal notifications and the remedy results.

7.2.2 The FCOR determines when written notification is required; if required, the FCOR will complete the attached Contract Performance Report (CPR) and provide it to the Contractor’s Facility Manager or alternate.

· The Facility Manager must acknowledge receipt of the CPR in writing by signing a copy of the CPR.

· Issued CPRs will be included in the FCOR file; a copy must be forwarded to the VCOR and CO.

· The CPR will specify if the Contractor is required to prepare a written Corrective Action Plan (CAP) to include the remedy and strategies to preclude reoccurrence. The CAP is attached. The FCOR will determine CAP submission dates.

· When applicable, the FCOR will review the Contractor’s CAP to determine acceptability. An unacceptable CAP will be returned to the Contractor to allow for modification and resubmission. Copies of acceptable CAPs must be forwarded to the VCOR and CO.

· CPRs requiring work stoppage resulting from unsafe conditions require a written CAP; the CAP remedy must be approved by the FCOR prior to work recommencement.

7.3 The CO will assure the Contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

7.1 7.2 7.3 7.4 7.5 7.6 7.7 8 Documentation.

8.1 The Government will document both positive and negative performance. All reports may become a part of supporting documentation for any contractual action and the annual past performance reporting within CPARS

8.2 Cleaning Cycle Evaluation (CCE). At the conclusion of a CC, the FCOR will complete the CCE form and submit it to the VCOR. This form must be completed within five days of CC conclusion.

8.3 Contract Performance Report (CPR). Unsatisfactory performance notification may be verbal or written depending on severity. The FCOR determines the method of notification. Written notification will be accomplished by completing the CPR. The CPR must be presented to the Contractor’s Facility Manager or alternate and to the VCOR and CO.

8.4 Corrective Action Plan (CAP). The FCOR may determine a CAP is required to resolve unsatisfactory performance. The Contractor must complete and return the CAP within time constraints the FCOR determines. CPRs requiring work stoppage resulting from unsafe conditions require a written CAP; the CAP remedy must be approved by the FCOR prior to work recommencement.

9 Measurement Frequency.

9.1 Surveillance Frequency. The surveillance frequency is defined in the contract or otherwise in this document. The CO, VCOR, or FCOR will periodically analyze whether the surveillance frequency is meeting Government’s needs and will adjust when required.

9.2 Performance Reporting Frequency. The FCOR will communicate regularly with the Contractor during contract performance. The FCOR will provide Contractor performance to the VCOR and CO at the conclusion of each Cleaning Cycle.

10 QASP Acknowledgement.

Signed:

Contractor Name/Title Date

Butler FCOR/Title Date

Coatesville FCOR/Title Date

Erie FCOR/Title Date

Lebanon FCOR/Title Date

Philadelphia FCOR/Title Date

Pittsburgh FCOR/Title Date

Wilkes Barre FCOR/Title Date

Wilmington FCOR/Title Date