Pbsc QASP model LaundryLinen.pdf

Quality Assurance Surveillance Plan For

Laundry and Linen Service

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Work Statement (PWS) in RFQ/Contract RFQ-11-100.

This plan sets forth procedures and guidelines that will be used in evaluating the technical performance of the contractor.

A. PURPOSE OF THE QASP

1. The QASP is intended to accomplish the following:

a. Define the roles and responsibilities of participating government officials and the contractor;

b. Identify the types of work to be performed and the inspections to be performed to validate adequacy;

c. Describe the evaluation methods that will be employed by the government in assessing the contractor’s inspection program and performance to the quality/performance standards required for each task

d. Provide copies of the contractor’s inspection records and

Government quality assurance monitoring forms that will be used by the government in documenting and evaluating the contractor’s performance;

e. Describe the process of performance documentation

2. The contractor is responsible for performing inspection services pursuant to the inspection clause and for providing and maintaining the inspection forms, approved by the government, to perform the inspection services.

The contractor has represented themselves, to be responsible for meeting the prescribed quality/performance standards in the statement of work

B. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

The following government officials will participate in assessing the quality of the contractor’s performance. Their roles and responsibilities are described as follows:

1. _Seth Holloway_ will serve as the Contracting Officer’s Technical Representative (COR) and be responsible for monitoring, assessing, recording, and reporting on the technical performance of the contractor on the schedule of inspections submitted by the contractor and approved by the government. The COR/Inspector, if the latter is assigned to the project will either witness the contractor’s performance of the inspections performed by the contractor or will evaluate the contractors inspection results as to documented findings relative to meeting the standards for each task/subtask within the statement of work. The COR will have primary responsibility for completing “Quality Assurance Monitoring Forms” which will be used to document the inspection and evaluation of the contractor’s work performance.

2. _Ursula Maslonka_ will serve as the contracting officer (CO) and have overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR’s assessment of the contractor’s performance; and resolving all differences between the COR’s version and the contractor’s version.

C. TYPES OF WORK TO BE PERFORMED/SCHEDULE OF INSPECTIONS

This contract calls for the contractor to perform the following tasks and subtasks and to perform inspections at the completion of the tasks/subtasks as a minimum and or for intermediate inspections as determined at contract award by the COR/CO. The contractors quality control plan/schedule will be modified accordingly and will be one of the basis for the award of the contract.

Task/ subtask#

Title

Standard(s)

/AQL

When To Be Inspected

What To be Inspected

Documentation Inspection Type

(100%/Periodic/ Random)(Validated

Customer Complaints)

5.1 Contractor

Responsibility

All industry state, county, and local

Completion Of Task

Contractor Records Data, & reports

Contractor Records/Data Reports

Periodic

5.2 Linen and

Cleaning Items Processing

Must meet Laundry Facility Inspection Checklist

At any time during the course of the contract.

Processing facility and documentation required by PWS.

Laundry Facility Checklist.

Periodic

5.3 Item Handling

and Delivery

Deliveries will be at least 2 times per week

Completion of Task Upon Delivery

The items, delivery vehicle, and storage containers.

Invoice for items laundered and delivered.

Upon each delivery by staff and by customer complaints.

5.4 Contractor

Facilities

Comply with Laundry Facility Inspection Checklist

At any time during the course of the contract.

Processing facility and documentation required by PWS.

Contractor Records/Data Reports

5.5 Required

Inventory

Consists of items listed in matrix on pages 3-4 of PWS.

Each delivery. Items for each department.

Contractor delivery ticket or delivery manifest of items delivered.

Upon each delivery by staff and by customer complaints.

5.6 Documentation

Clear, concise, and contains all data required by Government.

Bid submission and throughout contract as necessary.

Required documentation.

Listed in section

5.6 of PWS.

D. METHODS OF SURVEILLANCE

1. The government, through it’s COR, will be monitoring the contractor’s performance on a continuous basis. The method the government will use is identified in C above. The COR/Inspector will first verify the results of the contractors inspection, completeness and adequacy of the documentation of the contractor’s inspection results. The government COR will perform periodic independent inspections after the contractor has performed their inspection if questions develop regarding the results of the contractor’s inspections. Results of the independent inspections that differ from the results noted by the contractor on their inspections the costs thereof for the re-inspection costs will be assessed against the contractor. The contractor shall be required to rework/repair or replace the effort until the quality/ performance standard is achieved at no cost to the Government

2. Inspections will be performed to the schedule submitted by the contractor and approved by the government. Variances from the schedule must be pre-approved by the CO.

E. QUALITY ASSURANCE FORMS AND REPORT

1. The COR will use one quality assurance monitoring form to document and evaluate the contractor’s performance under the contract. This can consist of a Form, a Memo for record or an entry in a daily /weekly diary. The form when completed will document the COR’s understanding of what the contractor was supposed to do, what was actually done, and the impact or consequences of what was done. The documentation will also identify the additional steps required of the contractor if there is a nonconformance

2. The COR will judge each event in accordance with the performance standards and performance requirements stated in the Quality/Performance Requirements stated in the contract either in section 5 of the SOW or in section 7 of the SOW.

3. The COR must substantiate all tasks which he judges to be indicative of

“unacceptable” performance. Performance at the “acceptable” level is expected and need not be substantiated

4. The contractor shall furnish to the COR copies of all inspection forms generated by the contractor witnessing inspections performed. The COR will forward copies of all completed QA monitoring forms to the CO and contractor inspection records by close of business on the day the forms were prepared. The contractor is required to respond in writing to any negative QA monitoring form(s) within 5 working days after receipt of the form(s)

F. ANALYSIS OF SURVEILLANCE RESULTS

1. The CO will review each QA monitoring form prepared by the COR.

When appropriate, the CO may investigate the event further to determine of all the facts and circumstances surrounding the event were considered in the COR’s opinions outlined on the forms. The CO will immediately discuss every event receiving a substandard rating on the forms. The CO will immediately discuss every event receiving a substandard rating with the contractor to assure that corrective action is promptly initiated.

2. At the end of each month, the COR will prepare a written report for the

CO summarizing the overall result of his surveillance of the contractor’s performance during the previous month. This report will become part of the formal QA documentation.

3. Upon completion of the contract/task order the COR will perform a performance evaluation of the contractor using the results documented as above and provide to the CO for further action.