QASP Elevator Inspection.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Louis Stokes VAMC Elevator Inspection

Contract Number: Elevator Inspection with 30-day follow-up inspections

Time period:

Base Year: 5-1-2026 – 4-30-2027 Option Year One: 5-1-2027 – 4-30-2028 Option Year Two: 5-1-2028 – 4-30-2029 Option Year Three: 5-1-2029 – 4-30-2030 Option Year Four: 5-1-2030 – 4-30-2031

Contract Description: Provide elevator inspection and annual certification services for 32 elevator vertical transportation systems.

Contractor’s name:

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.

o Annual elevator inspection o Semi-Annual elevator inspection o 30-day follow-up inspection o Schedule coordination

How monitoring will take place.

o Facility elevators are located at multiple areas within several buildings of the Cleveland VA campus. separated into 3 groups for quarterly inspection purposes.

COR will provide COR with inspection checklists during each visit Contractor will coordinate inspection with elevator maintenance contractor The contractor will complete inspection and checklist.

The contractor will return the checklist to COR no later than 7 days before the end of month is issued.

The contractor will complete 30-day follow-up inspections for failed items identified during the inspection.

The contractor will schedule with elevator maintenance contractor and complete 5-year full load testing.

o Inventory Parts on Hand Inspection

N/A o Preventative Maintenance

Contractor will complete annual and semiannual certification inspections.

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 ensure 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: ______________________ Organization or Agency: _______________________________________________________

b. Contracting Officer’s Technical Representative (COR) - The COR is responsible for technical administration of the contract and shall ensure 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: ___Robert Davis__________

c. Other Key Government Personnel – N/A

3. CONTRACTOR REPRESENTATIVES

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

Name/Title: Robert Davis, Electric Shop Supervisor, COR___________________

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.

Task ID Indicator Standard Acceptable

Quality Level

Method of Surveillance

Incentive

VAMC needs Annual and Semi-Annual, inspection and 5-year full load testing of passenger and freight elevators

1 Accessibility

Periodic Inspection- (Evaluates outcomes on a periodic basis.

Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

100%

Can be performed periodically or through 100% surveillance

Exercise of Option Period

Professional Oversight

Contracted vendors will adhere to all State and Federal regulations for safety and patient privacy

100%

Review of State and corporate privacy policies

Exercise of Option Period

Implement VA policies on Medical Waste Removal Services

Contractor will implement and manage policies established by the VA, 100%

Review of reports and destruction records

Exercise of Option Period

4 Costs

The contractor will bill the VA correctly based on the terms of the contact

100% Review of billing statements

Exercise of Option Period

HIPPA

Compliance

Adherence to

HIPPA

The contractor must adhere to the provisions of HIPPA and the National Standards to Protect the Privacy and Security of Protected Health Information

(PHI)

100%

Direct Observation and Validated User/Customer Complaints

Exercise of Option Period

Comments:

5. INCENTIVES

The Government shall use Exercise of Options (if any) and Past Performance as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

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. The end user will sign into the web and perform a daily check on the temperature monitoring system.

b. PERIODIC MONTHLY INSPECTION. Monthly flash reports will be produced, and a meeting will be conducted to discuss ongoing issues.

c. VALIDATED USER/CUSTOMER COMPLAINTS. The Maximo work order system will be improvised. Written complaints from Staff and Patients will be documented and passed on to the Contracting Officer.

d. PERIODIC SAMPLING. To be used if there is a problem/deficiency that is suspected.

e. 100% INSPECTION. Monitoring software provides 24/7 365 days a year system status and alerts.

f. PROGRESS STANDARD MEETINGS. To be used based on the Contracting Officers Discretion.

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:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails to Meet Standards

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 COR 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 should 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.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

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

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor quarterly to assess performance and shall provide a written assessment.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative