QASP_Regulated_Medical_Waste.pdf

Quality Assurance Surveillance Plan (QASP) Regulated Medical Waste (RMW) Collection, Transportation, Treatment, and Disposal Services

Contract Type: Firm-Fixed-Price (FFP) Indefinite Delivery/Indefinite Quantity (IDIQ) Ordering Period: Five (5) years Facility: VHSO (Veterans Health System Office) Contract Number: [TBD] Contractor: [Contractor Name] COR: [Name] CO: [Name]

1. Purpose

This Quality Assurance Surveillance Plan (QASP) establishes the methods the Government will use to monitor contractor performance under the regulated medical waste (RMW) collection, transportation, treatment, and disposal contract. Government surveillance determines whether the contractor performs services in accordance with the Statement of Work (SOW) and applicable contract requirements. Government surveillance does not relieve the contractor of responsibility for quality control or compliance with the terms and conditions of the contract.

2. Government Surveillance

The Contracting Officer's Representative (COR) will perform routine surveillance of contractor performance. Surveillance may include review of manifests and service records, observation of scheduled pickups within the established service window, verification of container availability, review of complaints or service deficiencies, and verification of emergency response requirements. The COR will document significant performance deficiencies and notify the Contracting Officer (CO), as appropriate.

3. Performance Standards and Acceptable Performance Levels (APL)

Performance standards define desired services and the acceptable performance level (APL) the Government will use to assess outcomes. The Government performs surveillance to determine if the contractor meets, exceeds, or does not meet these standards.

Performance Requirement

Performance Standard

Acceptable Performance Level (APL)

Method of Surveillance Incentive

Scheduled Pickups

Contractor performs pickups at each location

95% of scheduled pickups performed

COR observation, service records, manifests, and customer feedback.

Positive past performance;

failing APL may prompt at the frequency specified in the SOW and during the established 8:00 a.m. to 2:30 p.m.

pickup window.

timely each month.

increased surveillance or CDRs.

Collection of Full Containers

All full regulated medical waste containers designated for collection are picked up.

Partially filled containers are not picked up unless authorized by the COR.

100% compliance.

Periodic observation, manifest review, and customer feedback.

Critical requirement;

failure may trigger CDR and issuance of future task orders.

Container Availability

Contractor maintains required inventory of clean, sanitized containers at each location in accordance with the SOW.

95% compliance each month, with no recurring shortages that disrupt facility operations.

Periodic observation and customer feedback.

Positive past performance when APL met;

increased scrutiny if recurring shortages occur.

VHSO 96-Gallon Container Return

Containers removed from VHSO are cleaned, sanitized, and returned no later than the

95% timely return each month.

Periodic observation and service records.

Positive past performance;

failure results in corrective actions.

next business day.

Transportation, Treatment, and Disposal

RMW is transported, treated by autoclave or incineration, as applicable, and disposed of in accordance with contract and regulatory requirements.

100% compliance.

Manifest/documentation review and review of reported incidents or deficiencies.

Critical requirement;

noncompliance may affect acceptance, past performance, and issuance of future task orders..

Manifest Documentation

A complete VHSO-signed manifest is provided to the COR or designated representative before the driver leaves the facility.

Manifest identifies total number of containers picked up and the number designated for autoclave and incineration.

100% compliance.

Review of manifests. Critical requirement;

deficiencies may trigger CDR and impact issuance of future task orders.

Emergency Service Acknowledgment

Contractor acknowledges emergency service requests within one (1)

100% compliance.

COR documentation of emergency requests and contractor response.

Critical requirement;

failure may jeopardize continued orders.

hour of notification.

Emergency On- Site Response

Contractor arrives on site within two (2) hours of notification when the COR determines an on-site emergency response is required.

100% compliance.

COR documentation of notification and arrival time.

Critical requirement;

failure may result in negative past performance.

Regulatory Compliance

Contractor performs services in accordance with applicable VA, OSHA, EPA, DOT, state, and local requirements.

100% compliance.

Review of documentation, observations, complaints, and reported incidents.

Critical requirement;

any failure is documented and referred to the CO.

4. Methods Of QA Surveillance

Various methods exist to monitor performance.

Direct Observation

Periodic Inspection

Validated User/Customer Complaints

5. 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

6. Documentation

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 with a copy to the Contracting Officer.

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 COR.

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.

7. Incentives

Because this contract is firm-fixed-price, no monetary incentives are provided. The Government shall use past performance incentives. Contractor performance that meets or exceeds established APLs will support favorable past performance assessments and may positively influence the Government’s decision to issue future task orders. Performance that fails to meet APLs, especially critical 100% requirements, may result in increased surveillance, issuance of CDRs, unfavorable past performance ratings, or eligibility for subsequent task orders.

8. Acknowledgment and Signatures

After award, both the contractor’s Program Manager and the COR shall sign this QASP.

Contractor Program Manager:

Signature: ______________________________ Date: _______________

Contracting Officer’s Representative (COR):

Signature: ______________________________ Date: _______________

Contracting Officer (CO):

Date: _______________

Alternate COR (if applicable):

Date: _______________