Quality Assurance Surveillance Plan (QASP) Drain Maintenance Services.pdf

Quality Assurance Surveillance Plan (QASP) 36C25621Q1327

Quality Assurance Surveillance Plan (QASP) For: Drain Maintenance Services, G.V. (Sonny) Montgomery VA Medical Center, Jackson, MS 39216

Contract Number: To Be Determined

Contract Description: Drain Maintenance Services

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: C.Robert Oravetz 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 Drain Maintenance Services. Contractor must perform all work, execute all services, and complete all tasks/deliverables as stipulated in the final contract

Deliverable Number Frequency Task

Acceptable Quality Level

Method of Surveillance

Incentive/

Disincentive

1 Weekly

WEEKLY SERVICES-

•Inspection of each drain and pump unit to ensure pumps are primed to the correct flow •Change out the 5-gallon containers as needed •Ensure all tubes are free from obstructions •Replace pump units as needed •Monitor any and all drain flow problems

100% (Frequency) /

>98% (Compliance with standard)

Periodic Inspection, Direct Observation

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

2 Weekly

TREATMENT-Treat all drains with Devour (super concentrated, bio-engineered complex of bacteria) or its equivalent per the manufacturer recommendations

100% (Frequency) /

>98% (Compliance with standard)

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

3 When Required

DISPOSAL-Contractor is responsible for disposal of any liquid or by-products that occur as a result of contractor performance on this contract. Contractor trucks shall not dispose of (or drain) any liquid accumulation on VA grounds. Any and all waste products must be disposed of off-site.

100% (Compliance with standard)

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

4 24/7/365

SCHEDULE-During all performance periods of the contract the Contractor shall develop and utilize a service schedule which allows for completion of contract requirements without adversely impacting or interfering with operation of the medical facility or execution of staff duties.

>98% (Compliance with standard with minor flexibility)

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

Deliverable Number Frequency Task

Acceptable Quality Level

Method of Surveillance

Incentive/

Disincentive

When performing services

CHECK IN AND CHECK

OUT PROCEDURES-

Contractor is required to check in with facility representatives and/or the COR when arriving at the facility to perform work. Upon completion of work the contractor is required to check out with facility

>98% (Compliance with standard)

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

After completion of services

REPORTING-Following the performance of work, execution of services, and/or completion of tasks/deliverables the contractor shall provide a written report and/or service log which summarizes the effort completed by the contractor while on site.

>98% (Compliance with standard)

Periodic Inspection, Direct Observation

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

7 If event occurs

EMERGENCY

SERVICE (CLOGGED

DRAINS)

In the event that treated drains become clogged with organic material (grease, fats, hair, or any other organic material) the Contractor shall respond and rectify the problem on the same day if such problem occurs during normal business hours.

If a drain becomes clogged during non-business hours the contractor shall contact the facility within four (4) hours in order to address/rectify such issues at the earliest time available.

>98% (Compliance with standard)

Direct Observation

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

During all performance periods

PROJECT MANAGER

OR EQUIVALENT

A project manager or equivalent is designated for this contract who is reachable and accessible when contacted

>98% (Compliance with standard)

Direct Observation (i.e. when attempted contact is made and/or when technical guidance is sought)

Positive past performance / 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, exceeds standards, significantly exceeds standards, or 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