Quality Assurance Surveillance Plan (QASP).doc
DOC document 97 KB Posted
- Attached to
- S201--Supplemental Housekeeping Services RFQ Federal contract opportunity
- Solicitation number
- 36C25523Q0082_Amendment0001
About this file
This document contains a Quality Assurance Surveillance Plan (QASP) for supplemental housekeeping services at the Kansas City VA Medical Center and related clinics. Key details include:
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The contractor will provide aseptic cleaning services for buildings at the Kansas City VAMC, Excelsior Springs CBOC, Paola CBOC, and Radiation Oncology. Services include carpet care, door cleaning, mopping, dusting, restroom cleaning, and other standard housekeeping tasks. Performance will be evaluated against standards outlined in the document.
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Surveillance will be conducted by a Contracting Officer's Representative and may include scheduled, unscheduled, and random inspections. Customer complaints will also be investigated. Performance above 90% of standards will be considered acceptable. Incentives for meeting standards include exercise of option periods and positive past performance evaluations.
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The QASP establishes methods and frequency of surveillance, documentation of acceptable and unacceptable performance, and procedures for corrective action plans if necessary. It provides oversight to ensure the contractor meets cleaning standards at the covered VA facilities.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Appendix B - Standards of Cleanliness.pdf | ||
| Appendix A - Approved Cleaning Chemicals.xlsx | XLSX spreadsheet | |
| 36C25523Q0082 RFQ.docx | DOCX document | |
| 36C25523Q0082 0001.docx | DOCX document |
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Text version
Quality Assurance Surveillance Plan
For: Kansas City VA Medical Center (VAMC) Supplemental Housekeeping Services Contract Number: To be determined (TBD) Contract Description: The Kansas City VAMC has a requirement for aseptic cleaning services for the Kansas City VA Medical Center building, Excelsior Springs CBOC, Paola CBOC, and Radiation Oncology. The Contractor shall have knowledge of and ability to perform these services in a medical setting. All labor, supplies and equipment shall be furnished by the contractor during contract performance. Personal Protective Equipment (PPE) shall be provided by the contractor on an as needed basis.
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 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, Kansas City VAMC, Excelsior Springs CBOC, Paola CBOC, and Radiation Oncology Office of Acquisition and Materiel Management
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: TBD Alternate COR: TBD
c. Other Key Government Personnel – TBD
3. Contractor Representatives The following employees of the contractor serve as the contractor’s program manager for this contract.
a. Program Manager - TBD
b. Other Contractor Personnel - TBD
4. Standards of Cleanliness Standards of Cleanliness 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 17 - QASP For Housekeeping Services in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).
| Task |
| ID |
| Indicator |
| Standard |
| Acceptable Quality Level |
| Method of Surveillance |
| Incentive |
| Supplemental Housekeeping Services |
| 1 |
| Carpet Care |
| No stains; dust free. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 2 |
| Door Cleaning and Polishing |
| Clean, free of marks; finish intact; kick plate clean, top is free of dust and lint; edges are clean; handle or knob is clear and clean; hinge facing and door frame are clean and free of dust; door vent is clean and free of dust and lint; window frame is clean and free of dust and lint (inside and outside). |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints |
| Exercise of Option Period and past performance |
| 3 |
| Microfiber Mopping Cleaning System |
| Clean, free of dust, lint and stains; no floor finish build-up or accumulation of soil in corners and along edges; free of heel and scuff marks; free of discolored floor finish; high luster. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 4 |
| Drinking Fountain Cleaning |
| Stainless steel free of spots and streaks. Nozzle free of buildup. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 5 |
| Dusting |
| See Appendix B for Standards on all dust-free surfaces. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 6 |
| Elevator Cleaning |
| Metal shined; floors cleaned and litter-free; tracks, buttons and vents clean. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 7 |
| Floor Care |
| Clean, free of dust, lint and stains; no floor finish build-up or accumulation of soil in corners and along edges; free of heel and scuff marks; free of discolored floor finish; high luster. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 8 |
| Housekeeping Aide Closet (HAC) Cleaning |
| Orderly; sinks clean (including floor sinks); floors and walls clean; equipment clean; door locked; no boxes on floors; no liquids stored above paper products; no storage within 18” of ceiling; no personal items to include no food, drinks or other consumables. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 9 |
| Heat Convectors, Radiators and Vent Cleaning |
| Free of dust, fingerprints, marks, stains and spider webs. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 10 |
| Light Fixture Cleaning |
| Dust-free, insect-free, no stains. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 11 |
| Public Area Cleaning |
| See Appendix B for Standards on Public Cleaning. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 12 |
| Restroom Cleaning |
| Toilet bowl clean inside and outside; no stains, streaks or residue; toilet seat clean, free of spots, stains or streaks and tightly fastened to toilet; plumbing fixtures clean, free of dust, spots and streaks; plumbing connections to toilet free of alkali buildup and dirt; base of toilet free of soil build-up and stains. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 13 |
| Shower Area Cleaning and Disinfecting |
| Walls clean, free of soil build-up on caulking; caulking intact; fixtures free of spots and streaks; door frame and glass free of dust, lint, spots and streaks; shower curtains free of spots and soil; horizontal crossbars above door free of dust, lint, spots and streaks. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 14 |
| Sink Cleaning |
| Clean inside, outside and underneath; free of spots and streaks; plumbing fixtures on top and underneath free of dirt, spots and streaks; base of plumbing fixtures free of alkali build-up. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 15 |
| Stairwell Cleaning |
| Dust-free and clean; handrails cleaned. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 16 |
| Wall Washing |
| Clean, no lint; paint intact; free of penetrations, finger marks and stains. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 17 |
| Window Screen Cleaning |
| Glass clear and clean; window frames clean; glazing intact and clean; paint in good condition. Free of lint; properly hung on tracks; not faded; no stains, yellowing or tears; pulleys and pull cords intact and working; pins installed correctly in drapes and on carriers. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 18 |
| Corridor Cleaning |
| See Appendix B for Standards on Corridor Cleaning. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
| 19 |
| Waste Handling |
| Clean inside and out; liner in place; must not be dented or cracked. |
| 90% or above |
| Scheduled Surveillance, Unscheduled Surveillance, Random Sampling, and/or Validated Customer Complaints. |
| Exercise of Option Period and past performance |
5. Incentives The Government shall use Federal Acquisition Regulation (FAR) 52.217-9 Option to Extend term of the Contract 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. SCHEDULED SURVEILLANCE/INSPECTIONS: The COR will perform weekly inspections.
b. UNSCHEDULED SURVEILLANCE/INSPECTIONS: Unscheduled inspections may be conducted but should be limited to areas where performance problems have been noted in the past.
c. VALIDATED USER/CUSTOMER COMPLAINTS: Customers will be notified as to the type of service to be provided, and that the COR will be the point of contact for any complaints. Complaints will be investigated as soon as possible after receipt for validation.
d. RANDOM SAMPLING: Each week the QASP will choose the appropriate number samples. Any service location may be chosen, but consideration will be given to where unsatisfactory performance has been observed during the previous evaluation period.
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:
The COR will grade all work requirements as Pass (P) or Fail (F) based on substantial compliance with Appendix B – Standards of Cleanliness.
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 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 Contracting Officer may require the Contractor to meet with Government personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer or COR when Contractor believes such a meeting is necessary. At a minimum, the Contractor Project Manager (or other key personnel), and the COR shall meet monthly to discuss the ongoing operation of the agreement. The Contractor shall prepare written minutes of such meetings, which shall be recorded in the agreement file. The Contractor Project Manager and the COR shall sign the minutes indicating their approval or provide in writing their non-concurrence within 5 calendar days following the receipt of the minutes.
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