RFP 283-20-0556 Attachment 2_QASP.docx
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- Attached to
- Behavioral Health Services Information System (BHSIS) - Small Business Sources Sought Federal contract opportunity
- Solicitation number
- 283-20-0556
About this file
This document outlines a Quality Assurance Surveillance Plan (QASP) for a federal contract to support the Behavioral Health Services Information System (BHSIS). The contractor will be responsible for six major components: maintaining the Inventory of Substance Abuse and Mental Health Treatment Facilities; conducting the National Substance Use and Mental Health Services Survey; managing the Treatment Episode Data Set and Mental Health Client Level Data; producing Uniform Reporting System tables; and overseeing the Behavioral Health Treatment Services Locator. Key deliverables include ongoing updates to databases and inventories; accurate and timely collection, processing, and reporting of national survey and client-level data; production of public-use data files and annual reports; and 24/7 availability and maintenance of the online treatment locator. Performance standards specify acceptable quality levels and timeframes for deliverables, with surveillance conducted by the Contracting Officer's Representative.
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Text version
RFP No. 283-20-0556 Attachment No. 2 Quality Assurance Surveillance Plan
| Task/Description |
| Performance Standard |
| Surveillance Method |
| Acceptable Quality Level (AQL) |
Task 1: Project Management
Startup at beginning of contract/transition
| Contractor shall participate in meetings with previous contractors, confirm receipt of complete documentation and assets needed to continue operations, report deficiencies immediately, and receive training needed from prior contractors on all system operation and maintenance functions. |
| Deliverables & COR/ACOR Monitoring |
| Contractor reviews all materials provided by the prior contractors and reports deficiencies to COR before prior contracts end. |
Contractor is able to continue all operations and maintenance, on all BHSIS tasks, with no downtime during the transition from previous contractors.
| Coordination, Planning, and Quality Control |
| Key personnel maintain full availability for access to/ communication with the COR. Fully coordinate tasks and subtasks so that work progresses in an orderly and efficient manner. |
| Deliverables & COR/ACOR Monitoring |
| Continue operations when key personnel are temporarily unavailable or have to leave the project for unforeseen reasons. Tasks are completed within specified time frames and approved budgets. |
| Meetings |
| Contractor shall attend meetings with COR as needed, participate in IT meetings, including change control board meetings and monthly coordination meetings. |
| Deliverables & COR/ACOR Monitoring |
| Contractor attendance/participation at 90% of meetings. |
| Required Reports |
| Contractor will submit a weekly report on a specific weekday (date agreed with the contractor and SAMHSA during the kickoff meeting), starting in the second month of the contract. Monthly reports, in collaboration with COR on the 15th day every month, starting the second month in the contract. |
| Deliverables & COR/ACOR Monitoring |
| Reports submitted on time. |
Reports require no more than one (1) revision by the COR.
| Updating and maintaining Electronic Repository (BHSIS Documentation Site) |
| Contractor shall update the repository, ongoing, including all documentation for anything related to the activities in this contract, and at request of COR. |
| Deliverables & COR/ACOR Monitoring |
| Repository contains 100% contract documents, reports, minutes, and materials developed under the contract, as well as historical documentation, SOPs, contact information, OMB packages, and all other materials supplied or authorized by the COR. |
Updates are made within two (2) business days as materials become available or are requested.
Task 2: Inventory of Substance Abuse and Mental Health Treatment Facilities (I-TF)
| I-TF Operations & Maintenance |
| Contractor shall make ongoing updates to the I-TF database, related BH Locator files and any other assets at request of COR, as needed. |
| Deliverables & COR/ACOR Monitoring |
| I-TF should be accurate, complete, and updated continuously. |
I-TF should not have a downtime of more than 6 hours, and COR shall be notified of any downtime exceeding 59 minutes.
| I-TF Updates |
| Contractor shall conduct and maintain augmentation efforts to identify new or missing substance abuse treatment facilities and mental health treatment facilities in the |
I-TF.
| Deliverables & COR/ACOR Monitoring |
| Report should be submitted on time, 90% error free, needing one (1) revision by COR |
Task 3: National Substance Use and Mental Health Services Survey (N-SUMHSS)
| N-SSATS & N-MHSS Phase Out |
| Contractor shall complete data collections in 2021 and phase out data collection systems, including implementing procedures for maximizing mail and web response rates. |
| Deliverables & COR/ACOR Monitoring |
| Achieve at least a 60% combined mail and web response rate to achieve an acceptable level of performance. Achieve at least a 70% combined mail and web response rate to achieve a superior level of performance. |
| N-SSATS & N-MHSS Archival |
| Contractor shall migrate all documentation, data, etc. to be made readily available to SAMHSA & COR. |
| Deliverables & COR/ACOR Monitoring |
| Migration and archival of all N-SSATS & N-MHSS assets should be completed within 6 months following the end of 2021 data collection. |
100% of assets should be migrated, and all accessible to SAMHSA & COR.
| N-SUMHSS Development |
| Contractor shall implement procedures for maximizing mail and web response rates. |
| Deliverables & COR/ACOR Monitoring |
| Achieve at least a 60% web response rate to achieve an acceptable level of performance. Achieve at least a 70% web response rate to achieve a superior level of performance. |
| N-SUMHSS Preparation, Data Collection & Processing |
| Contractor shall collect N-SUMHSS data from treatment facilities in the I-TF inventory. |
| Deliverables & COR/ACOR Monitoring |
| Achieve an overall facility response rate of at least 80% within a 6 to 7 month field period to achieve an acceptable level of performance. Achieve an overall facility response rate of at least 90% within a 6 to 7 month field period to achieve a superior level of performance. |
| N-SUMHSS Data Processing |
| Contractor shall: |
· Prepare merged N-SUMHSS data file.
· Prepare merged N-SUMHSS operations report.
| Deliverables & COR/ACOR Monitoring |
| File and report should be submitted on time, 95% error free. |
| Ongoing mini N-SUMHSS Data Collection |
| Contractor shall compile a file of the completed mini N-SUMHSS interviews, other outcomes, changes in facility name, address and other pertinent information, etc. and update BH Locator on an ongoing basis. |
| Deliverables & COR/ACOR Monitoring |
| Compiled file should be submitted on time, and updates made to BH Locator within five (5) working days of eligible, completed and verified mini N-SUMHSS interview. |
Task 4: Treatment Episode Data Set (TEDS) and Mental Health Treatment Episode Data Set (MH-TEDS)
| TEDS Preparation, Data Collection & Processing |
| Contractor shall acquire and load State admissions and discharge data into the TEDS database; continuously update and maintain the TEDS admissions and discharge database. |
| Deliverables & COR/ACOR Monitoring |
| TEDS should be accurate, complete, maintained, and reports of the completeness of the TEDS should be submitted on time (monthly, quarterly, and annually). |
Problems with the timeliness and quality of the TEDS data submitted by States are detected as soon as feasible, and the problems and the progress to resolve the problems are documented at least monthly on an on-line problems website.
| MH-TEDS Preparation, Data Collection & Processing |
| Contractor shall acquire and load State mental health (MH) client-level data into the TEDS database; continuously develop capacity to receive State MH client-level data through the TEDS structure. |
| Deliverables & COR/ACOR Monitoring |
| MH-TEDS should be accurate, maintained, and reports on the completeness of the MH-TEDS database are submitted on time (monthly, quarterly, and annually as applicable). |
Problems with the timeliness and quality of the MH-TEDS data submitted by States are detected as soon as feasible, and the problems and the progress to resolve the problems are documented and provided to the COR within one (1) business day of request.
Task 5: Mental Health Client Level Data (MH-CLD)
| MH-CLD Preparation, Data Collection & Processing |
| Contractor shall acquire and load State MH-CLD submissions into MH-CLD database, produce State error reports, and revise MH-CLD operations, as necessary. |
| Deliverables & COR/ACOR Monitoring |
| MH-CLD is accurately maintained. Error reports documenting problems with the timeliness and quality of the MH-CLD data submitted by States are produced on time, 95% error free. |
Revisions to operations, as necessary, are made within two (2) days
Task 6: Uniform Reporting System (URS) Tables
| URS Table Data Processing & Preparation |
| Contractor shall acquire non-client-level data from |
States and prepare URS tables for SAMHSA website and URS files for the WebBGAS.
| Deliverables & COR/ACOR Monitoring |
| Data are received and processed on time, 95% error free. |
Tables and files are produced on time, 95% error free.
Task 7: Data
| N-SSATS/N-MHSS analysis |
| Contractor shall: |
· Create final, accurate, imputed N-SSATS & N-MHSS data files,
· Compile the substance abuse & mental health Directories,
· Produce annual N-SSATS & N-MHSS reports, and
· Create public-use N-SSATS & N-MHSS files.
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
| N-SUMHSS analysis |
| Contractor shall: |
· Create final, accurate, imputed N-SUMHSS data files,
· Compile the substance abuse & mental health Directories,
· Produce annual N-SUMHSS reports, and
· Create public-use N-SUMHSS files.
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
| TEDS Analysis |
| Contractor shall create final, accurate annual TEDS analytic files and TEDS data reports. |
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
| MH-CLD/MH-TEDS Analysis |
| Contractor shall create final, accurate annual MH-CLD/MH-TEDS analytic files and |
MH-CLD/MH-TEDS data reports.
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
| NOM/BGAS Summary Tables |
| Contractor shall prepare quarterly BGAS/NOMS data files and quarterly BGAS/ NOMS summary tables. |
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
| URS Tables |
| Contractor shall produce URS tables and an analysis dataset/analytic file of all URS data, annually. |
| Deliverables & COR/ACOR Monitoring |
| Accurate final files, with clear and complete documentation, are produced on time. |
All final products submitted 90% error free, needing one (1) revision by COR.
Task 8: Behavioral Health Treatment Services Locator
| BH Locator Operations & Maintenance |
| Contractor shall provide a Locator that is available 24/7, updated through quality control measures and user testing (in collaboration with SAMHSA & the COR), and provides valid underlying data. |
| Deliverables & COR/ACOR Monitoring |
| Locator shall be available 24/7 with no downtime. |
Updates are made on an ongoing basis.
Change requests to underlying data are made within three (3) business days of request.
| Redesign Implementation |
| Contractor shall provide a fully functioning, redesigned Locator. |
| Deliverables & COR/ACOR Monitoring |
| Completed by December 2021. |
Locator includes 100% functionality (collaboration with COR/SAMHSA) in launch of December 2021.
Task 9: State Payments and Agreements
SSA Agreements and Related State Assistance
| Contractor shall maintain annual agreements with State Substance Abuse Agencies to obtain the products and services to support the BHSIS data system, including State submissions of TEDS data, State updating of the I-TF facility inventory, and State support for the N-SUMHSS survey. |
| Deliverables & COR/ACOR Monitoring |
| Administrative and contractual arrangements associated with obtaining the data from the States are completed and implemented by the Contractor on time. |
The data files received from the States under these agreements are monitored for timeliness and quality, ensuring that they are 90% error free.
| SMHA Agreements and Related State Assistance |
| Contractor shall maintain annual agreements with State Mental Health Authorities to obtain the products and services to support the BHSIS data system, including State submissions of MH-TEDS data, State updating of the I-TF facility inventory, and State support for the N-SUMHSS survey. |
| Deliverables & COR/ACOR Monitoring |
| Administrative and contractual arrangements associated with obtaining the data from the States are completed and implemented by the Contractor on time. |
The data files received from the States under these agreements are monitored for timeliness and quality, ensuring that they are 90% error free.
| State Data Agreement Payments |
| Contractor shall make payments to the SSAs and SMHAs, amounts to be determined by SAMHSA. |
| Deliverables & COR/ACOR Monitoring |
| Payments made on time, and 100% error free. |
Task 10: Special Projects and Analyses
| IT, Infrastructure, Software upgrades & Cloud Migration |
| Contractor shall build out the N-SUMHSS in the AWS cloud environment. |
| Deliverables & COR/ACOR Monitoring |
| Completed by September 2021. |
100% associated assets available to SAMHSA, COR & other designated staff on SAMHSA infrastructure.
| IT, Infrastructure, Software upgrades & Cloud Migration |
| Contractor shall: |
· Build out newly designed Locator on the AWS cloud environment
· Migrate all assets to the AWS cloud environment, working with the COR and SAMHSA DTM
| Deliverables & COR/ACOR Monitoring |
| Completed by December 2021. |
Task 11: Turnover at the end of Contract
| Turnover at End of Contract |
| Contractor prepares a transition plan for review 90 days prior to the end of the contract. |
Transition plan includes transfer of government property, files, electronic files, software etc., and proposes to COTR ideas in plan implementation.
Contractor conveys the methodology to be used to retain their files to the terms and conditions of the contract. (i.e, location of file storage, contact person & telephone).
All deliverables (reports, software, etc.) are delivered to COR/CS/CO within 30 days of contract end date.
Contractor provides the COR and CO with a list of all outstanding issues under the contract within 60 days of contract end date.
Turnover to new contractor occurs on time, including all critical documentation, software and training assistance
| Deliverables & COR/ACOR Monitoring |
| Contractor implements comments provided by COR/CS/CO. |
Contractor implements plan with only minor intervention from
COR/CS/CO.
COR monitors turnover activities without undue effort; and government acknowledges effective completion of turnover.
Overall Contract Management
| Overall Contract Management to include costs and timelines |
| Contractor maintains high level of quality assurance, responsiveness to COR and Contracting Officer (CO); reliability, completeness of tasks; contacts COR immediately with any issues or problems. Contractor is responsive to COR immediately and will be prudent and good stewards of Federal Funding. Contractor will ensure fidelity to the contract. Contractor remains within or below cost estimates; meets time frames identified by COR; notifies COR immediately of any budget issues; experiences no cost overruns. |
| COR and CO monitoring; deliverables; budget estimates; invoices and reports. |
| COR receives no more than four (4) valid complaints per 12 months requiring suspension or disallowance due to mistakes, incompleteness or unallowable costs. |
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