QUALITY ASSURANCE SURVEILLANCE PLAN 02.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Snow and Ice Removal Services

Contract Number: TBD

Contract Description: The James J. Peters VA Medical Center located at 130 West Kingsbridge Road, Bronx, NY 10468 has a need for Snow Removal Services.

Snow and ice removal the James J. Peters VA Medical Center grounds. The Contractor shall provide all labor, equipment, tools, materials, and supervision necessary to remove snow and ice from all roadways, parking lots, sidewalks, steps, ramps, landings, crosswalks, and entryways at the (VA), this shall include salting/sanding specified areas.

Contractor’s name: TBD

1. PURPOSE

What:

All work shall be performed in the order prescribed by the (VA) using a checklist and plot plan. The order of work may vary from one snowfall to the next.

How monitoring will take place:

Monitoring will occur during and once the snowfall has finished to ensure proper snow removal.

Who will conduct the monitoring:

The COR, or (Police & Security), will monitor the contractor’s work.

How monitoring efforts and results will be documented:

All work shall be performed in the order prescribed by the (VA) using a checklist and plot plan. The order of work may vary from one snowfall to the next.

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: Safa S. Shleiwet Organization or Agency: James J. Peters VAMC

b. Contracting Officer’s Technical 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.

c. Other Key Government Personnel: Grounds Maintenance Supervisor(s) 718-584-9000 ext. 5545

3. CONTRACTOR REPRESENTATIVES

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

a. Program Manager: TBD

b. Other Contractor Personnel: None

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.

Maintenance and Support

5. INCENTIVES

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

A. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

B. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

C. 100% INSPECTION. (Evaluates all outcomes.)

D. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.

E. CUSTOMER FEEDBACK/COMMENT CARDS (Evaluates feedback from Veterans receiving transportation service) Insert performance standard(s)

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.

PERIODIC INSPECTION: Inspections may be scheduled quarterly.

Performance Standard ID – 1,2,3,4

VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

Performance Standard ID – 5

7. RATINGS

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. 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 must 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