RFP No. 283-24-0642 Attachment 2 QASP.doc
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- Attached to
- Grant & Contract Review Support "GCRS"
- Solicitation number
- 283-24-0642
About this file
This is a Quality Assurance Surveillance Plan (QASP) attached to RFP No. 283-24-0642 for Grant & Contract Review Support services for SAMHSA's Division of Grant Review and Division of Contract Management. The QASP outlines performance standards, surveillance methods, and acceptable quality levels for key tasks including program management, grant review support, contract technical support, honorarium payments, and contract transition activities.
The QASP defines specific metrics for deliverables such as: 90-95% accuracy requirements for reports and work plans; 10-day turnaround for honorarium payments; requirements to process approximately 3,000 grant applications across 35 NOFOs annually; timelines for providing technical writers within 7 business days of task receipt; and database maintenance standards. Optional tasks include increased grant honorarium support capacity, additional program analyst support, contract technical support, and the ability to hold in-person contract review meetings. Customer service requirements specify 95% response rate within 24 hours and no more than 2 valid complaints per 6-month period across most performance areas.
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RFP No. 283-24-0642 Attachment No. 2
Quality Assurance Surveillance Plan (QASP) Dated December 5, 2024
| Task/Description |
| Performance Standard |
| Surveillance |
Method Acceptable Quality Level (AQL)
| Task 1: Program Management and Reporting Activities |
| Contractor attends Kick-Off Meeting |
Kick-Off Meeting Summary Report provide to COR Work Plan Draft Work Plan submitted to COR two (2) business days before the contract Kick Off Meeting with all components listed in the PWS.
Final Work Plan submitted to COR within one (1) week after receipt of Government comments. Revised Work Plan submitted on an annual basis or when a modification or update is necessary.
Monthly Teleconference Meetings are scheduled Summary of Monthly Teleconference Meeting Monthly Reports
Reports delivered on time, are complete and adequately address the components in the PWS.
Annual Reports
Draft and final reports delivered on time; are complete; and address all components listed in the PWS
Deliverables and COR and CO monitoring
Contract Kick Off Meeting completed no later than seven (7) business days after Contract Effective Date (CED).
Summary of contract Kick-Off Meeting provided within one (1) business day after meeting. Summary is comprehensive and accurate; 90% error-free.
Contractor provides a Draft Work Plan on time that is comprehensive and accurate; 90% error-free; and requires no more than one (1) round of revisions. Contractor provides a Final Work Plan on time that is comprehensive and accurate; 95% error-free.
Contractor schedules monthly teleconference meeting with COR.
Contractor provides Summaries of monthly teleconference meetings that are comprehensive and accurate; 90% error-free within one (1) business day of meeting completion.
Reports submitted on the 10th day after the end of the month. Reports are comprehensive and accurate; 90% error-free and require no more than one (1) round of revisions.
Contractor submits a Draft Annual Report no later than three (3) weeks before the end of the year that is comprehensive and accurate; 90% error-free. Final Annual Report submitted no later than one (1) week after receipt of COR comments that is comprehensive and accurate; 95% error-free.
| Task 2: Grant Review Program Support |
| Contractor provides programmatic support for SAMHSA’s approximate 35 NOFOs (approximately 3,000 grant applications) per federal fiscal year. |
| Deliverables and COR and CO monitoring |
| Contractor manages, monitors, and completes the peer review process in a timely manner. Deliverables submitted are 95% error free. |
| Task 3: Contract Technical Support |
| Provide Technical Reviewers for Peer Review Meetings |
Reviewers retained on a consultant or part-time basis and their services engaged on an as-needed basis.
Technical Writers
Identify and retain appropriate consultants within time frames identified by the COR for contract review meetings.
Technical Review Summary Reports Draft and final reports delivered on time and accurately capture all of the review panels’ comments from the review meeting.
Reimbursements to Writers
Timely and accurate reimbursement of Writers for allowable expense in accordance with contract.
Provide Contract Technical Assistant
Identify and provide a Contract Technical Assistant (CTA) to attend the technical merit reviews and finalize documentation.
Reviewer and Technical Writer Database
Establish and maintain a database containing Reviewer and Technical Writer information, including contact information, educational background, area(s) of expertise, and experience.
Contract Closeout Technical Support
Contractor provides staff to support management and administration of closeout activities and various contract administration functions.
| COR and CO will monitor deliverables and personnel performance satisfaction |
| Contractor establishes a method and mechanism for recruiting and retaining a sufficient number of Reviewers in each discipline listed in Appendix 1. |
Contractor provides a writer seven (7) business days after task is received.
Reports are 95% complete when draft is submitted and require no more than one (1) round of revision. Reports are submitted ten (10) calendar days after meeting and other reports are due 20 calendar days after meeting.
Writers are reimbursed for meeting attendance within ten (10) business days after meeting. Writers are reimbursed for Summary Report within ten (10) business days after COR acceptance of the final Summary. No more than two (2) valid complaints per 6-month period.
No more than two (2) valid complaints per 6-month period Database conforms to SAMHSA IT standards; is updated on a regular basis; and is accessible by the COR at all times.
COR receives no more than three (3) errors in the reporting.
| Task 4: Honorarium Payments Support |
| Contract honorarium payments are completed and sent to peer reviewer within ten (10) business day after meeting and Grant honorarium payments are completed and sent to peer reviewer within ten (10) business days after receipt of honorarium documents. |
| COR/ACOR |
Monitoring Contractor is 90% error free when processing and delivering honorarium payment and sending 1099-MISC IRS forms. The COR shall receive no more than two (2) valid complaints per 6-month period.
| Task 5: Transition of Contract Specific Activities |
| Startup |
Contractor coordinates an orderly transition of the project from the previous Contractor during the time between award of this contract and expiration of the previous contract.
Transition Plan
Contractor prepares a transition plan for review no later than two (2) months prior to completion of the final period of performance.
Transition plan includes, transfer of government property, files, electronic files, software etc. and proposes to COR ideas in plan implementation.
In addition Contractor shall state what methodology they will use to retain their files to the terms and conditions of the contracts. (i.e, location of file storage, contact person & telephone).
Turnover at End of Contract
Turnover to new contractor occurs on time, including all critical documentation, software and training assistance.
| COR/CS/CO will provide guidance, instructions and guidelines |
| Contractor adheres to guidance given by COR/CS/CO. Contractor follows all guidelines, procedures and clearances. Contractor participate in five (5) meetings with previous contractor, ensures receipt of complete documentation, and ensure contractor’s personnel receive training. |
Transition plan is 90% error-free and requires no more than one (1) round of revision from the COR.
Contractor participates in up to five (5) meetings with the new Contractor to implement a smooth transition. Contractor implements transition plan with minor intervention from
COR/CS/CO.
| Optional Task 6: Ability to increase Grants honorarium support for ten (10) applications |
| Grant honorarium payments are completed and sent to peer reviewer within ten (10) business days after receipt of honorarium documents. |
| Deliverables and COR/ACOR |
Monitoring Contractor is 90% error free when processing and delivering honorarium payment and sending 1099-MISC IRS forms. The COR shall receive no more than two (2) valid complaints per 6-month period.
| Optional Task 7: Ability to increase Grants honorarium support for fifty (50) applications |
| Grant honorarium payments are completed and sent to peer reviewer within ten (10) business days after receipt of honorarium documents. |
| Deliverables and COR/ACOR |
Monitoring Contractor is 90% error free when processing and delivering honorarium payment and sending 1099-MISC IRS forms. The COR shall receive no more than two (2) valid complaints per 6-month period.
| Optional Task 8: Ability to increase one (1) Program Analyst Support |
| Contractor provides programmatic support to increase one (1) Program Analyst |
| Deliverables and COR and CO monitoring |
| Contractor manages, monitors, and completes the peer review process in a timely manner. Deliverables submitted are 95% error free. |
| Optional Task 9: Ability to increase Contract Technical Support |
| Technical Writers |
Identify and retain appropriate consultants within time frames identified by the COR for contract review meetings.
Technical Review Summary Reports
Draft and final reports delivered on time and accurately capture all of the review panels’ comments from the review meeting.
Reimbursements to Writers
Timely and accurate reimbursement of Writers for allowable expense in accordance with contract.
| COR and CO will monitor deliverables and personnel performance satisfaction |
| Contractor provides a writer seven (7) business days after task is received. |
Reports are 95% complete when draft is submitted and require no more than one (1) round of revision. Reports are submitted ten (10) calendar days after meeting and other reports are due 20 calendar days after meeting.
Writers are reimbursed for meeting attendance within ten (10) business days after meeting. Writers are reimbursed for Summary Report within ten (10) business days after COR acceptance of the final Summary. The COR shall receive no more than two (2) valid complaints per 6-month period.
| Optional Task 10: Ability to hold an In-Person Contract Review Meeting |
| Honorarium payments |
Reviewer travel
Finalize Contract with Hotel for Lodging and Meeting Rooms for the Technical Merit Peer Review Committee Meetings
Negotiate with a COR approved hotel to hold all meetings; timely meeting with COR; keep COR posted of all unforeseen events; prepare reasonable cost estimate; maintain master list of meeting participants; submit status of arranged logistics for scheduled events. Arrange contract review meeting room and accommodations in a timely fashion and in compliance with Federal Government Travel & Per Diem Regulations, and provisions of the Americans with Disabilities Act (ADA) in a timely manner in accordance with contract.
Provide On-Site Logistical Support for Technical Merit Peer Review Meetings
Contractor shall provide staff to cover unforeseen issues during review meeting to deal with support services with hotel and reviewer matters and participants in a timely manner.
Provide Technical Writers for In-Person Review Meetings
Identify and retain appropriate consultants within time frames identified by the COR for contract review meetings.
Technical Review Summary Reports
Draft and final reports delivered on time and accurately capture all of the review panels’ comments from the review meeting.
Reimbursements to Writers
Timely and accurate reimbursement of Writers for allowable expense in accordance with contract.
COR monitoring of all deliverables, internal & external customer feedback
Honoraria mailed within ten (10) business days following the close of the meeting. COR receives no more than two (2) valid complaints per 6- month period.
Reimbursement checks for travel mailed by no later than 30 calendar days after receipt of Reviewers travel voucher. COR receives no more than two (2) valid complaints per 6- month period.
Not more than five (5) business day delay in task schedule; 90% quality customer satisfaction; and COR shall receive no more than two (2) valid complaints per 6- month period Not more than two (2) valid complaints from total participants responding to COR Survey per 6-month period; 100% compliance with Government Travel Regulations.
Contractor provides a writer seven (7) business days after task is received.
Reports are 95% complete when draft is submitted and require no more than one (1) round of revision. Reports are submitted ten (10) calendar days after meeting and other reports are due 20 calendar days after meeting.
Writers are reimbursed for meeting attendance within ten (10) business days after meeting. Writers are reimbursed for Summary Report within ten (10) business days after COR acceptance of the final Summary. The COR shall receive no more than two (2) valid complaints per 6-month period.
| Overall Contract Management include costs and timelines |
| Contractor maintains high level of quality assurance, professionalism responsiveness to COR & CO. Contractor reliability, contacts COR & CO immediately with any issues or problems, as appropriate. Contractor remains within or below cost estimates; notifies COR and CO immediately of any budget issues; no cost overruns. Contract activities are effectively managed. |
| COR and CO/CS monitoring; Deliverables; budget estimates; invoices and reports. |
| COR receives no more than two (2) valid complaints per 12-months. No invoice per 12-months requiring suspension or disallowance due to mistakes, incompleteness or unallowable costs. |
Customer Service/ Satisfaction
Contractor adheres to guidance provided by COR.
Contractor provides customer service training to employees.
Contractor develops satisfaction indicators and measurement on respective audience.
COR/CS/CO monitors customer satisfaction by random checks.
Contractor responds within 24 hours of inquiries 95% of the time.
COR receives no more than two (2) valid complaint over 6- months.
95% customer satisfaction. If deficiencies are found, Contractor shall provide COR solutions for implementation within 30 days.
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