QASP SWITCHGEARS MAINTENANCE.pdf

Quality Assurance Surveillance Plan

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? Preventative Maintenance of Main Switchgear Equipment at the Northport VA Medical Center.

• How monitoring will take place. The COR will witness the maintenance tasks and also receive a maintenance report when completed.

• Who will conduct the monitoring? The COR.

• How monitoring efforts and results will be documented. Through the maintenance report and also through response time during emergencies.

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 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.

Assigned CO: TBD Organization or Agency: Department of Veterans Affairs, RPO East, VISN 2

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.

Assigned COR: Jason Accardi Organization or Agency: Northport VAMC – Department of Veterans Affairs VISN 2

C. Other Key Government Personnel: Sarabjit Singh, Deputy Chief of Engineering

Dewayne Dent, Acting Maintenance and Operations Supervisor

3. CONTRACTOR REPRESENTATIVES

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

A. Program Manager: To Be Determined upon vendor selection

B. Dispatcher: To Be Determined

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.

The Performance Requirements Summary Matrix, paragraph (N/A) in the Statement of work (SOW), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Contractor agrees to maintain an on-going Quality Management/Assurance Program which include the following activities Quality Assurance: The contractor will be evaluated throughout the contract period in regard to their compliance with all VA quality performance measures and monitors as it pertains to Ambulance Services; proper documentation, adherence to performance measures, timely access, excessive waits/delays, pickup and delivery of special mode.

Additionally patient safety and patient complaints will be researched and addressed as necessary.

Task ID Indicator Standard Acceptable

Quality Level

Method of Surveillance

Incentive/Penalty

Annual and Recurring Electrical

Preventative Maintenance

Service Report

The contractor shall perform annual and recurring maintenance of electrical equipment at the Northport

VAMC.

98% Service Reports

Subject to a negative review.

Receive Proposal for any repairs during Emergencies

Cost Proposal

Contractor is required to provide a proposal for the repairs of any electrical deficiencies within 48 hours of emergency repairs.

98% Review of how long it takes to receive proposal.

Subject to

Task ID Indicator Standard Acceptable

Quality Level

Method of Surveillance

Incentive/Penalty

Arrival within 2 hours during Emergencies

Direct Observation

Contractor shall report to site for emergency calls, should report to Program Manager, COR or delegated representative to begin efforts to restore services.

98%

Outages require action reports which will be tracked from notification to copmpletion.

Responds to requests for non-emergency repair services within twenty-four (24) hours of first notification by the Contracting Officer, COR or VAMC designee.

Direct Observation

Contractor reporting to site for non-emergency calls should report to Program Manager, COR or delegated representative to begin repair services.

95%

Repairs are tracked from start to conclusion by COR or their delegated representative.

Contractor to ensure all staff performing repair and maintenance services are current holders of a Suffolk County Master Electrician License.

Service Report

Contractor performing services on Northport VAMC Campus hold a Master Electrician’s License from Suffolk County

NY.

98%

List of license holders certifications to be provided prior to commencing work.

5. 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.

B. COST PROPOSAL

C. SERVICE REPORT

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 for measurement will be: meets standards/does not meet standards

7. 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 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.

8. FREQUENCY OF MEASUREMENT

A. Frequency of Measurement – Annually.

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 – Annually when the required preventative maintenance services are completed.

The COR shall meet with the contractor monthly to assess performance, discuss concerns, and troubleshoot existing problems.