QASP RMW Station 1.doc

Quality Assurance Surveillance Plan

For: Regulated Medical Waste for Central Arkansas Veterans Healthcare System facilities (CAVHS).

Contract Number: TBD Contract Description: Central Arkansas Veterans Healthcare System has a need for Regulated Medical Waste Disposal Services located within the Arkansas area. Regulated Medical Waste will be transported and disposed/recycled in compliance with Federal, State and Local regulation The Contractor shall provide all labor, tools, materials, equipment, transportation and supervision necessary to complete all work associated with providing regulated medical waste and reusable sharps container management & disposal services. The Contractor will not make any change in where regulated medical waste is hauled to without prior written approval by the Contracting Officer.

Contractor’s name: TBD

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. 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.

Primary COR:

Department of Veterans Affairs

2200 Fort Roots Drive

North Little Rock, AR, 72114 Alternate COR:

Department of Veterans Affairs

2200 Fort Roots Drive

North Little Rock, AR, 72114

c. Other Key Government Personnel: Christopher Davidson, Assistant Chief, EMS

3. Contractor Representatives:

The following employees of the contractor serve as Contractor’s Program Manager(s) for this contract.

a. Program Manager:

b. Other Contractor Personnel: N/A

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.

Paragraph

Quality Level Acceptable Quality Level Method of Surveillance 0F

Incentive

Performance Rating

infectious medical, pathological, and chemotherapy waste per State, Local, CDC, OSHA, DOT, and EPA regulations/laws/codes, etc.

Performance Rating

Performance Rating

Performance Rating

The off-site VA facilities managed by the MEDVAMC currently include

Performance Rating

(CP) in the event any VA facility, listed in the SOW is affected by a major disaster or shut down, planned or unplanned. The contingency plan shall be active within 12 hours of notification from the COR. A copy of this plan shall be provided to the CO with their technical quote submission

Performance Rating

Performance Rating

Performance Rating

Performance Rating

Federal (CDC, OSHA, EPA, and DOT) and State (TCEQ) regulations

Performance Rating

4.12

The contractor shall submit requests for payment electronically to the VA’s Tungsten Network. Invoices shall be paid monthly in arrears for all authorized work performed upon receipt of a properly prepared invoice. Invoices must include contract number, purchase order number, location inspected/treated, and date inspected/treated. Nonperformance or late performance may result in delayed or reduced payment under this contract.

100%

100%

Periodic Inspection

Positive Past Performance Rating

5. Methods Of QA Surveillance:

Various methods exist to monitor performance.

a. DIRECT OBSERVATION

b. PERIODIC INSPECTION

c. USER SURVEY

d. VALIDATED USER/CUSTOMER COMPLAINTS

e. INSPECTION

f. PERIODIC SAMPLING

g. RANDOM SAMPLING

h. PROGRESS OR STATUS MEETINGS

i. ANALYSIS OF CONTRACTOR’S PROGRESS REPORTS

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:

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 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.

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 monthly to assess performance and shall provide a written assessment.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative