Attachment 11 - Medical n IH Services QASP - Final

Attachment 11

SP3300-12-R-0027

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Medical and Industrial Hygiene Services at

Defense Logistics Agency Distribution San Joaquin California

A. The Quality Assurance Surveillance Plan (QASP) is the Government’s plan to ensure the Contractor provides the required support services, and adheres to the quality standards as specified in the Statement of Work (SOW). Both the Contractor and the Government will agree to the terms of the contract. During the life of the contract, administrative procedures such as inspections, documentation and retention of records, which reflect the Contractor’s performance, will be retained.

B. The Contractor shall also maintain all records of performance for a minimum of six (6) months after the completion of this contact.

C. The Contracting Officer’s Representative (COR) will monitor performance to ensure services are received and carried out in accordance with the standards set forth in the SOW. This monitoring shall be done via Government inspection and review of the various reports and documentation generated in performance of the support requirements. This QASP will be used to monitor compliance with contract terms and conditions, identify nonconforming services to determine appropriate action. This plan sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract, and is subject to the unilateral change by the Government without modification of the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan. When the Contractor performance fails to achieve the acceptable performance standards and is clearly the fault of the Contractor, the COR will prepare a Contract Discrepancy Report (CDR) and forward it to the Contracting Officer (KO) to issue to the Contractor. In response to the CDR, the Contractor shall explain within seven working days, in writing, why performance was unacceptable, how performance will be returned to acceptable standards and how recurrence of the problem will be prevented in the future. The KO will evaluate the Contractor’s explanation and determine the appropriate action(s).

1. Inspections: The COR is responsible for technical oversight of the Contractor’s performance. The COR’s duties shall include, but are not limited to, assurance of the completion of work in a quality manner, resolution of quality concerns, and payment for services rendered. This responsibility includes the determination of adequacy of services performed by the contractor in accordance with the terms and conditions of the contract.

The COR will perform inspections on behalf of the Government and will confer with the Contractor regarding any problems encountered in the performance of the work.

2. Deficiencies: Once an inspection has been conducted, the Contractor and KO will be notified via electronic mail of its results. Inspections will be documented on a pass/fail basis. When a failed inspection occurs, the Contractor shall be allowed the time to correct all noted deficiencies. The Contractor should resolve the deficiencies as documented by the COR in the failed inspection report. The COR will perform a re-inspection and further assess the area or item of concern once again on a pass/fail basis.

3. Re-Performance of Work: When the Contractor re-performs services as a result of the inspections defined in this section, and the Contractor does not meet the standards identified in the SOW, the Government may desire that the work be re-performed prior to the completion of the contract. If this is the case, the Contractor shall perform the service at no additional cost to the Government.

4. Performance Measures. Performance Measures will be assessed on a Pass and Fail Grading System as defined below:

Rating Definitions

Pass When performance complies with the SOW Fail When performance does not comply with the SOW

D. Method of Surveillance. There are various surveillance methods used to monitor contract performance and compliance. When selecting the appropriate method, the COR will take into consideration task criticality, task complexity, time availability, and mission requirements. The following methods of surveillance will be used to assess contract performance under this contract:

1. Periodic Surveillance (daily, weekly, monthly, quarterly, etc.) of Contractor performance, reports and other deliverable documentation will be conducted by the COR. The COR will determine the frequency necessary to ensure the Contractor’s performance and work product complies with the standards set forth in the SOW.

2. Customer Complaints will be used by the COR to evaluate Contractor performance. Upon receipt of a customer complaint, the COR will conduct an investigation to validate the complaint and to confirm whether the Contractor’s reported performance constituted a discrepancy.

E. Procedures. The COR will perform inspections to ensure Contractor compliance with the appropriate paragraphs in the SOW, other government requirements, and the Contractor’s own procedures, and will record the results of the inspections, noting the date and time. If inspection indicates a performance standard is not met, the KO will notify the Contractor of the deficiency for correction. The Contractor will be given a reasonable time after notification to correct the unacceptable performance. The length of time allowed to correct the problem will depend upon the requirement, complexity of corrective action(s) and the deficiency. The Contractor will notify the KO if the time allowed for correction is not adequate. The COR will not consider the correction action(s) until all deficiencies have been corrected and determined by the COR to be adequate (Government follow-up). Contractor non-responsiveness, deficiencies not adequately addressed or corrected after notification of such, or estimated dates of completion that are not acceptable to the COR will be forwarded to the KO for action.

F. The chart below provides timely and quality performance standards for specific requirements already stated in the SOW:

TIMELINESS AND QUALITY

SOW

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

1.2.1.B.

1.2.4.A.

Operate the Tracy Occupational Health Clinic during the hours of operation

Contractor provides the medical personnel required to operate the Clinic during the hours of 0700 through 1530, Monday through Friday, excluding Federal Holidays

Customer Complaints

COR

surveillance

1.2.4.B. IH support services Contractor provides the IH personnel required to perform the tasks identified in the SOW.

COR

surveillance

Customer complaints

5.1.B. Meetings Contractor medical personnel meets with COR weekly.

5.1.C. Workplace Evaluations/Visits

Contractor submits a written report to the COR within 5 workdays of request.

COR

surveillance

5.1.1 5.1.3 5.1.4.A.1

Medical Examinations Contractor performs medical examinations in the time specified in the SOW.

COR

surveillance of medical records and Government database

Customer complaints

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

5.1.1.F. Medical Advice Contractor provides medical advice and submits a written report to the COR within 5 workdays of request unless an extension is granted by the COR.

COR

surveillance

5.1.2.A.

5.1.4.A.3.

Pre-placement and Pre-employment Examinations

Contractor performs the pre-placement and pre-employment exams in the time specified in the

SOW.

COR

surveillance of medical records and Government database

Customer

5.1.2.C.

Fitness for Duty Physical Examinations

Contractor performs fitness for duty examinations within 5 workdays of request and submits a written report to the COR within the time specified in the

SOW.

COR

surveillance of medical records

Customer

5.1.4.A.2.

Pre-deployment Examinations

Contractor performs pre-deployment examinations IAW designated cognizant authority in the time specified in the

SOW.

COR

surveillance of medical records and Government database

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

5.1.5.A. Hearing Conservation Program

Contractor conducts audiograms, annual training and hearing protection fitting IAW 29

CFR 1910.95.

COR

surveillance of medical records and Government database

5.1.5.B. Bloodborne Pathogen Program

Contractor submits an exposure control plan as specified in the SOW within 30 calendar days after contract award.

COR reviews and accepts plan.

5.1.5.B. Bloodborne Pathogen Program

Contractor reports exposure incidents to the COR within 8 work hours and shall submit the written report to the COR within 24 hours after the medical evaluation.

COR

surveillance of medical records and Government database

Customer complaints

5.1.5.C. General Immunization Program

Contractor conducts an immunization program as specified in the

SOW.

COR

surveillance of medical records

Customer complaints

5.1.5.E. Health Promotion Program

Contractor provides a continuing health promotion program as specified in the

SOW.

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

5.1.6.A. Medical Records Contractor handles and maintains medical records IAW the Privacy Act of 1974.

COR

surveillance

5.1.6.B. Filing Information Contractor files all documents in the employee’s medical record within 8 work hours of receipt.

COR

surveillance of medical records

5.1.6.C. Transfer of Medical Records

Contractor transfers medical records within 5 workdays of request.

COR

surveillance

5.1.6.D. Medical Surveillance Database

Contractor maintains the Government medical surveillance database as specified in the

SOW.

COR

surveillance

5.1.6.E. Statistical Report Contractor provides the medical statistical report within 3 workdays of the end of each month.

COR

surveillance

5.2.A. Scheduling IH services Contractor contacts service requested within 1 workday of the request.

COR

surveillance

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

5.2.B. Meetings Contractor IH personnel attend meetings as specified in the

SOW.

5.2.1.B. Emergent IH Support Contractor provides IH support for emergent issues and provides written report within the time specified in the

SOW.

COR

surveillance

Customer complaints

5.2.1.C. Asbestos Contractor provides asbestos consultation support as specified in the

SOW.

COR

surveillance

Customer complaints

5.2.1.H IH based Employee Complaints

Contractor investigates Government personnel complaints within 1 workday of receipt.

COR

surveillance

Customer complaints

5.2.2 Hazard Assessment

Plan

Contractor submits and implements the plan within 30 calendar days after contract award.

COR

surveillance

Paragraph Reference

Performance Objective

Performance Standard

Method of Surveillance

5.2.3 IH Training Contractor

conducts IH training as specified in the

SOW.

COR

surveillance

Customer complaints

5.2.4.C. Respirator Protection Program

Contractor administers the respirator protection program as specified in the

SOW.

COR

surveillance

Customer complaints

5.2.4.D. Personal Protective Equipment (PPE) Program

Contractor evaluates work site operations, provides recommendations for operational changes and/or

PPE.

COR

surveillance

Customer complaints

5.2.4.E. Confined Space Program

Contractor administers the confined space program IAW regulatory requirements.

COR

surveillance

Customer complaints

5.2.4.F. Hearing Conservation Program

Contractor administers the hearing conservation program IAW regulatory requirements.

COR

surveillance