Quality Assurance Surveillance Trash_ Recycle Waste Disposal VISN 5_v1.pdf

v1.0

QUALITY ASSURANCE SURVEILLANCE PLAN

For: VISN 5 Municipal Solid Waste Disposal and Recycle Services

Contract Number: TBD

Contract Description: VISN 5 has a need for Municipal Solid Waste Disposal and Recycling Services located within VISN 5 Geographic Area which can be reference at https://department.va.gov/integrated-service-networks/visn-05/ . Municipal Solid Waste will be transported and disposed/recycled in compliance with Federal, State and Local regulations.

Municipal Solid Waste Disposal and Recycling 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

Maintenance and Support

Vendor responds to service calls

Replacement of damaged containers will take place within 48 hours after the service call is made.

Replacement completed within standard 100% of the time

Periodic Inspection

See Paragraph

Excellent = < 24 hours

Satisfactory = 24-48 hours

Unsatisfactory = > 48 hours

Maintenance and Support

Vendor responds to service calls

Compactor/ Container spill cleanup

Clean up within standard 100% of the time

Periodic Inspection

See Paragraph

Excellent = < 6 hours

Satisfactory = - 6-12 Hrs

Unsatisfactory = > 12 Hrs

Monthly Reports 3

Vendor to provide monthly poundage summary of trash/waste disposed of.

Vendor to provide report of how much waste was disposed of within monthly timeframe

Must be provided at least 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

Task ID Indicator Standard Acceptable Quality Level

Method of Surveillance Incentive

Rating

Monthly Reports 4

Vendor to provide monthly summary of recycling poundage disposed of.

Vendor to provide report of how much recycling was disposed of within monthly timeframe

Must be provided at least 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

Monthly Reports 5

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 at least 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 6

All waste containers properly serviced as indicated in contract

SOW

Waste containers will be serviced as outlined in

SOW

schedule

100% compliance

Validated User/Customer Complaint

See Paragraph

Satisfactory = 95% or greater effectiveness level

Unsatisfactory = >%95 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 – 1,2,3,4,5

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