Quality Assurance Surveillance Plan RMW Disposal VISN 5_v1.pdf
PDF 208 KB Posted
- Solicitation number
- 36C24526Q0099
About this file
This Quality Assurance Surveillance Plan (QASP) is for a Regulated Medical Waste (RMW) and Sharps Disposal Contract for VISN 5, covering medical waste disposal services within the VISN 5 Geographic Area. The document outlines performance standards and surveillance methods for five key tasks: exchanging sharps containers, removing waste, providing monthly and daily reports, and submitting monthly invoices. Each task has specific standards, such as exchanging containers before they are ¾ full, removing waste within 14 days of collection, and maintaining 99% compliance with service schedules.
The government will monitor contractor performance through periodic inspections and validated user/customer complaints, with incentives based on meeting or exceeding performance standards. The Contracting Officer (CO) and Contracting Officer's Representative (COR) will oversee surveillance activities, with semi-annual performance assessment meetings. Unacceptable performance will be documented through Contract Discrepancy Reports (CDRs), and the contractor may be required to submit a corrective action plan. The QASP is a living document that can be reviewed and revised, with the ultimate goal of ensuring compliant and effective medical waste disposal services.
View the file
Other files
Show all 19
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
v1.0
QUALITY ASSURANCE SURVEILLANCE PLAN
For: VISN 5 Regulated Medical Waste and Sharps Disposal Contract
Contract Number: TBD
Contract Description: VISN 5 has a need for Regulated Medical Waste (RMW) disposal services located within VISN 5 Geographic Area which can be reference at https://department.va.gov/integrated-service-networks/visn-05/ . RMW will be transported and disposed in compliance with Federal, State and Local regulations.
RMW Services will be conducted as required in the SOW.
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.
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 https://department.va.gov/integrated-service-networks/visn-05/ https://department.va.gov/integrated-service-networks/visn-05/ 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.
3. PERFORMANCE STANDARDS
Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.
Task ID Indicator Standard Acceptable
Quality Level Method of
Surveillance Incentive
Rating
Exchange sharps containers
Vendor exchanges containers as necessary for safe working environment.
Exchange of sharps containers before ¾ full
No more than 2 areas missed per quarter
Periodic Inspection, reports from clinical services
See Paragraph
Excellent = 0 missed exchanges
Satisfactory = <2 missed/quarter
Unsatisfactory = > 2 missed/quarter under control of vendor
Removal of waste
Vendor removes waste per
SOW
Vendor will remove waste from the facility within the time period in the SOW.
No waste will be onsite longer than 14 days after collection and transfer to central accumulation area. Note: if SOW has monthly pickups, 30 days is the limit.
Periodic Inspection
See Paragraph
Excellent = <14 days
Satisfactory = - 14-30 days
Unsatisfactory = > 30 days
Monthly Reports- Manifests
Vendor to provide proof and methodlogy of RMW disposed.
Vendor to provide report of how much RMW was disposed of and the methology used by supplying final manifests
Must be provided no later than 30 days after the pickup of the waste.
Periodic Inspection
See Paragraph
Satisfactory = reports received on time
Unsatisfactory = not received on time or not at all
Task ID Indicator Standard Acceptable
Quality Level Method of
Surveillance Incentive
Rating
Monthly Reports
Vendor to provide accurate and timely monthly invoices
Vendor to provide accurate and timely invoices clearly stating all dates, quantities, weights and rates of services received monthly
Must be provided no later than 30 days after last work day of month.
Periodic Inspection
See Paragraph
Satisfactory = reports received on time
Unsatisfactory = not received on time or not at all
Daily Reports 5
All waste containers properly serviced as indicated in contract
SOW
Waste containers will be serviced as outlined in
SOW
schedule
99% compliance
Validated User/Customer Complaint
See Paragraph
Satisfactory = 99% or greater effectiveness level
Unsatisfactory= >%99 effectiveness level
4. INCENTIVES
The Government shall use exercise of option period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.
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.
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
6. 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 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.
7. 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 will meet with the contractor semi-annually, at a minimum, to discuss performance and all findings will be included into CPARS evaluation, when applicable.
<After award, both the contractor’s Program Manager and the COR shall sign this document.>
Signature – Contractor Program Manager
Signature – Contracting Officer’s Representative
File details come from the government source that posted it. Updated .