Quality Assurance Surveillance Plan (QASP).pdf

Quality Assurance Surveillance Plan (QASP) 36C25621Q1148

Quality Assurance Surveillance Plan For: Full Vent Hood and Exhaust Cleaning For Miscellaneous Food Service Areas, G.V. (Sonny) Montgomery VA Medical Center, Jackson, MS 39216

Contract Number: To Be Determined

Contract Description: Full Vent Hood and Exhaust Cleaning For Miscellaneous Food Service Areas

Contractor’s name: To Be Determined

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: Windell Lance Assigned CS: C. Robert Oravetz Organization or Agency: Department of Veterans Affairs, NCO 16, Division I, Services Team C

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: Joe Yawn, Program Manager, Environmental Management Service (EMS), (601)-362-4471 ext.

53936 (office) / (601)-383-2563 (Mobile)

Organization or Agency: G.V. (Sonny) Montgomery VA Medical Center, Environmental Management Service (EMS), 1500 E. Woodrow Wilson Drive, Jackson, MS 39216

B. Other Key Government Personnel: Edward Batton, Chief EMS

Organization or Agency: G.V. (Sonny) Montgomery VA Medical Center, Environmental Management Service (EMS), 1500 E. Woodrow Wilson Drive, Jackson, MS 39216

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

B. Other Personnel (If Needed): 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 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).

The contractor will be evaluated throughout the contract period for their performance for Full Vent Hood and Exhaust Cleaning For Miscellaneous Food Service Areas. Contractor must perform all work, execute all services, and complete all tasks/deliverables as stipulated in the final contract

Deliverable Area Frequency Task Acceptable Quality Level

Method of Surveillance

Incentive/

Disincentive

Canteen Kitchen Hood System & Bistro Hood System

Monthly

Fully clean vent hoods in these areas which include the following:

•Tags showing the date cleaned •Complete report showing the condition of these systems.

100% (Frequency) /

>95% (Cleanliness standard that would meet sanitary conditions for a food service facility)

Inspection after completion by appropriate parties

Positive past performance / Negative past performance in Contractor Performance Assessment Reporting System (CPARS), Option renewal, Non- Renewal of Option

Canteen Kitchen (And Lobby Area), Bistro Kitchen (And Lobby Area)

Monthly Fully clean, disinfect floors, and walls in these areas

100% (Frequency) /

>95% (Cleanliness standard that would meet sanitary conditions for a food service facility)

Inspection after completion by

Negative past performance in Contractor Performance Assessment Reporting System (CPARS), Option renewal, Non- Renewal of Option

3 Bistro Dishwashing Hood Monthly Fully clean.

100% (Frequency) /

>95% (Cleanliness standard that would meet sanitary conditions for a food service facility)

Inspection after completion by

Negative past performance in Contractor Performance Assessment Reporting System (CPARS), Option renewal, Non- Renewal of Option

4 Nutrition & Food Service Kitchen (Vent Hoods) Monthly

Fully clean vent hoods in these areas which include the following:

•Tags showing the date cleaned •Complete report showing the condition of these systems.

100% (Frequency) /

>95% (Cleanliness standard that would meet sanitary conditions for a food service facility)

Inspection after completion by

Negative past performance in Contractor Performance Assessment Reporting System (CPARS), Option renewal, Non- Renewal of Option

5 Nutrition & Food Service Kitchen (Oven Exhaust) Quarterly

i. Fully clean oven exhaust that includes/entails cleaning all exhaust air ducts leading from the Nutrition and Food Service Kitchen to the outside exhaust.

ii. Fully clean filters during completion of vent hood cleaning in this area which includes:

•Complete filter replacement to be performed on an as needed basis at the discretion of the government.

100% (Frequency) /

>95% (Cleanliness standard that would meet sanitary conditions for a food service facility)

Inspection after completion by

Negative past performance in Contractor Performance Assessment Reporting System (CPARS), Option renewal, Non- Renewal of Option

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

Performance standard(s) IDs: 1-5

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.)

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.

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, discuss concerns, and troubleshoot existing problems.

Contractor

Joe Yawn, COR