Q523--On-site Intraoperative Neuromonitoring Services

Page 7 of 7 V 0002 Revised 12/1/2016 Question 1: Is this a RFQ that is due 7/2/24? Answer 1: Per SF1449, Box 8, this RFP is due July 02, 2024 by 4:00 p.m., Mountain Time. Note. The RFP was reissued in amendment 0001 on June 13, 2024 and is available in Contract Opportunities. Question 2: Notice ID 36C25924R0111 new solicitation for Aurora? Answer 2: Per SF1449, Box 15, this solicitation is for the Rocky Mountain Region VA Medical Center located on 1700 N. Wheeling Street, Aurora, CO 80045. Also referenced in Section B.4, 1.1. Attachment 1 Intraoperative Neuromonitoring Services QASP The contractor will be evaluated in accordance with the following: 1. PURPOSE A. 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. B. 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. C. 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 through contract modification. 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. Assigned CO: TBD 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 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. Assigned COR: Richard Moya 3. CONTRACTOR REPRESENTATIVES The following employee(s) of the contractor serve as the contractor s program manager(s) for this contract. Primary: Richard Moya Alternate: Maryellen Winkler, Surgical Services AO 4. PERFORMANCE STANDARDS A. The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards. B. The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract. 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. A. Direct Observation: The COR shall monitor scheduled semi-annually preventive and corrective maintenance performance standards (100% Inspection) and enter results into the Surveillance Activity Checklist. B. Periodic Inspection: Inspections shall be unscheduled and/or conducted quarterly, per COR delegation, or as needed. C. Customer Feedback: May be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing, the detailed nature of the complaint, must be signed and forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Surveillance Activity Checklist. Copies of all records shall be submitted to the CO upon receipt for placement in the official contract file, and when necessary, determination of actions. 6. QASP PERFORMANCE REPORT Measures Reference Performance Requirement Standard Acceptable Quality Level Surveillance Method Incentive Key Personnel Para 7 Provide neuromonitoring services as specified in the requirements. Qualified personnel are available and in location as needed to properly perform tasks as specified. Availability to be in the OR for scheduled cases 24/7. 95% or greater of requested dates are covered by contractor Random Inspection, Time and Attendance Sheets Favorable contactor performance evaluation Maintains licensing, registration, and certification Para 9 Updated Licensing, registration and certification will be provided as they are renewed. Licensing and registration information kept current. Technicians under contract will remain current and maintain all required certifications. 100% compliance Periodic Sampling and Random Sampling Favorable contactor performance evaluation Mandatory Training Para 9 Contractor completes all mandatory required training. Technicians under contract will remain current with all required VAMC training. 100% compliance Contractor to provide documented evidence. Favorable contactor performance evaluation Privacy, Confidentiality and HIPPA Para 9 Contractor is aware of and complies with all laws, regulations, policies, and procedures relating to Privacy, Confidentiality and HIPPA. Technicians under contract will remain current with all required VAMC training regarding privacy, confidentiality, and HIPPA with no breaches of privacy or confidentiality. 100% compliance Contractor to provide evidence of annual training required by VAMC, reports violations per policy. Favorable contactor performance evaluation Timely Invoicing Para 10 Within 30 days of the end of each month services were provided, as described above, the vendor shall provide itemized invoicing. All itemized invoices provided within 30 days of end of each month services delivered. 95% Random Inspection Favorable contactor performance evaluation Providing adequate equipment/ supplies Para 3 Contractor will ensure adequate and appropriate equipment and supplies are available for scheduled procedures. Equipment and supplies will be available for all procedures. 95% Random Inspection Favorable contactor performance evaluation Providing patient monitoring documentation Para 6 Contractor will ensure patient documentation is provided prior to leaving VA premises. One copy of report will be printed and provided to OR front desk. 95% Random Inspection Favorable contactor performance evaluation CPAR RATINGS ASSIGNED TO QASP ITEMS: Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used (Reference: CPARS User Manual https://www.cpars.gov/pdfs/CPARS-Guidance.pdf p. A2-1): EXCEPTIONAL: Performance meets contractual requirements and exceeds many to the Government s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. Note: To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However, a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified. VERY GOOD: Performance meets contractual requirements and exceeds some to the Government s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective. Note: To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also, there should have been NO significant weaknesses identified. SATISFACTORY: Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified. MARGINAL: Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor s proposed actions appear only marginally effective or were not fully implemented. Note: To justify Marginal performance, you should identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g. Management, Quality, Safety or Environmental Deficiency Report or letter). UNSATISFACTORY: Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element being assessed contains serious problem(s) for which the contractor s corrective actions appear or were ineffective. Note: To justify an Unsatisfactory rating, you should identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. However, a singular problem could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g. Management, Quality, Safety or Environmental Deficiency Reports, or letters). Questions and Answers to RFP 36C259-24-R-0111, On-site Intraoperative Neuromonitoring Services 7. DOCUMENTING PERFORMANCE A. The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR). B. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and CO determine that a formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action. C. 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 CR will also state how long after receipt the contractor must present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor s performance and the acceptability of the Contractor s corrective action plan. D. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. E. During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. The COR shall meet with the contractor as often as needed to assess performance and shall provide a written assessment. 8. CERTIFICATIONS AND SIGNATURES CONTRACTING OFFICER S REPRESENTATIVE (COR): By signing below, the COR certifies that they have read and understand the methods to evaluate performance for the stated contract. The COR further certifies that they have been provided with a copy of the contract and any other information required to execute their duties. Name: Richard Moya Date: 09/22/2022 Signature: _____________________________________ CONTRACTOR: By signing below, the Contractor certifies that they have read and understand the methods by which their performance will be evaluated for the stated contract. Name: ________________________________________ Date: ____________________ Signature: _____________________________________