003_QASP Cabin Cleaning.docx

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan Olympic National Forest Cabin Cleaning

Contents

Project Name Olympic National Forest Cabin Cleaning

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Olympic National Forest Cabin Cleaning. This plan sets forth the procedures and guidelines that the USDA and Olympic National Forest will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the PWS. This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. Changes to the Metric must be incorporated into the PWS, Performance Requirement Summary (PRS) and QASP by a bilateral modification to contract that is issued by the Contracting Officer (CO). A copy of the QASP is provided to the contractor to enable the contractor to enhance its Quality Control (QC) program to perform in accordance with its Quality Control Plan (QCP).

1.2.2 Surveillance of Performance Progression

As the performance period progresses, the levels of surveillance may be altered for service areas where performance is either consistently excellent or unsatisfactory. If consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

1.3 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the PWS, the QASP represents the way in which the Government personnel specified in Section 3: Contractor and Government Responsibilities, Paragraph 3.2, Government Responsibilities will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

Section 2: Performance Description Performance of the contractor will be monitored through the surveillance methods described in Section 4: Surveillance Methods to Perform Quality Assurance to assess the Contractor’s performance against PWS requirements.

2.1 Performance Standards and Acceptable Quality Levels (AQLs) For selected activities in the PWS, the PRS provides a performance standard and an AQL. A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages. For periodic inspections, performance standards may be stated as either percentages or as absolute numbers.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

2.1.1 Allowable Deviation

The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., three per month). There may be instances where 100 percent compliance is required, and no deviation is acceptable.

2.1.2 Substantially Complete

In some cases, service outputs are evaluated using subjective values (e.g., excellent, satisfactory, unsatisfactory). The criteria for acceptable performance and for defects must be defined for these service outputs. The concept of “substantially complete” should be the basis for inspections based on subjective scales. Work is considered “substantially complete” where there has been no significant departure from the terms of the contract and no omission of essential work. In addition, the Contractor has performed the work required to the best of its ability and the only variance consists of minor omissions or deficiencies.

2.2 Non-Performance

Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement. Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

2.2.1 Documentation

Documentation of work non-performed or unacceptable work is essential for tracking Contractor performance. The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. A sample documentation reporting form is provided in Appendix D, Example Surveillance Form. The documentation, with any recommendations, will be forwarded to the CO. In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

2.2.2 Remedial Actions

The Federal Acquisition Regulation allows for penalties in the event that the Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor within the general provisions of the contract for nonconformance to the PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract. Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions. Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to an Administering ACO (ACO) and/or the COR for performance management and administrative actions such as invoice approval and issuance of Contract Discrepancy Reports may be, and normally are, delegated by the CO to the COR. The CO shall approve any revisions to the QASP processes or standards.

3.2.2 Contracting Officer Representative (COR)

The COR, is designated in writing, by the CO. The COR will ensure that the QA function is properly executed, plays a key role in contract administration and performs the contract surveillance and monitoring. Some key contract administration duties include, but are not limited to, performs surveillance as required by this QASP; make recommendations to the CO for issuance of Contract Discrepancy Reports or letters of commendation and acceptance or rejection of completed work and for administrative actions based on unsatisfactory or non-performed work, and revisions or changes to the QASP; and assists the CO in identifying necessary contract modifications and preparing reports of Contractor performance and cost.

The COR may use the form(s) included in the Appendices to perform the inspection or other forms as approved by the CO. The Contractor overall guidance is also provided by FAR.

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

The surveillance methods used in the QA process are the Government’s tools to monitor the Contractor’s products and services. The best means of determining whether the Contractor has met all contract requirements is to inspect the Contractor’s service products and analyze the results. Further, documented inspection results are an effective tool in contract administration that can confirm the successful achievement of all performance requirements or highlight areas where defects exist and improvements are necessary.

4.2 Analysis and Results

When the inspections and observation(s) have been completed, the COR will perform an analysis of the Contractor’s performance. The purpose of the analysis is to ensure Government is receiving high-quality products and services from the Contractor. The COR will review the results, rate the Contractor’s compliance with the performance standards and AQLs, and characterize the Contractor’s overall performance. Analysis of all types of contract monitoring will result in one of the following outcomes:

Appendix A: Performance Requirement Summary

PERFORMANCE REQUIREMENT SUMMARY

Required Services (PWS Task)

Performance Standard

Acceptable Quality Level (AQL)

Method of Surveillance

Kitchen/ dining area: Sinks, kitchen countertops, tabletops, and appliances will be disinfected and clean. Fixtures, metal chrome surfaces, doorplates, doorknobs/handles, shelving, appliances and dispensers, if applicable, shall be free of dust, mold, mildew, streaks, rust, and encrustation.

Cabin-wide surfaces: Walls, doors, vents, and sills shall be free of dust, dirt, soap and other foreign matter. The full surface area of doors shall be damp wiped utilizing a multipurpose (disinfectant- deodorizer) cleaner. Floors will be swept clear of all dirt and other debris. Flooring, base molding, and walls shall be free of dirt, debris, all types of marks, and foreign matter. All cobwebs and dust will be removed from cabin interior.

Entryway: Entryway door mats are to be shaken outside of debris. Entryway exteriors will be swept clear of dirt and debris.

Drawers, cupboards, cabinets, and closets: Drawer, cupboard, cabinet, and closet exteriors will be disinfected and free of dust, mold, grime and other foreign matter. Drawers, cupboards, and cabinets will be inspected for rodent or insect infestation; Any signs of infestation will be cleaned and immediately reported to COR.

Bathroom: Toilet and bathroom sink will be sanitized and cleaned. Toilets, urinals, sinks, shower stalls, shower doors, interior, exterior, top and underneath side of seats, rims, bowls, flush valves, drains, and connecting pipes shall maintain a high level of luster, and be free of odor, dust, mold, mildew, streaks, rust and encrustations. Mirrors shall be free of dust, streaks, and other grime.

Windows: Windows interior surface will be clean and free of smudges. Blinds and draperies shall be dusted. Damp wipe blinds to remove all residual dust and film from blinds.

Monthly:

Cabin-wide surfaces: Interior floors shall be swept and damp mopped to ensure they are free of debris, spills, grime, grease, and scuff marks. This includes under chairs and tables.

Windows: Windows exterior surface will be clean and free of smudges.

Drawers, cupboards, and cabinets: Drawer, cupboard, and cabinet interiors will be disinfected and free of dust, mold, grime and other foreign matter.

Housekeeping/ Groundskeeping Weekly:

Interior: All food or garbage left by renters inside the cabin and its spaces will be removed. Any waste receptacles shall be lined and kept free of trash, dirt, stains, and debris. All bedding left by users (pillows, blankets, sheets, etc.) will be removed. All dishes that have been left out will be cleaned and put away.

Exterior: All litter and other trash left in yard (including pet waste) will be removed. Porch areas will be swept and all items left on them by visitors removed.

Monthly:

Interior: ALL mattress covers will be changed and laundered. Futon cover will be laundered. Floor rugs will be vacuumed. Curtains will be laundered. Smoke alarms and carbon monoxide detectors will be inspected and left in working order. Fire extinguishers will be inspected, COR will be notified if refill is needed.

Exterior: Lawn will be well maintained and mowed. All vegetation will be kept brushed back at least 5 feet from any fence and cabin structure surface (excluding garden beds) Cabin’s garden beds will be kept brushed back at least 1 feet from cabin. Coals and ash will be removed from fire pit and scattered in nearby vegetation.

Mantles: Mantles on propane lights will be inspected and replaced when missing or damaged. Mantles are considered damaged when holes, dark spots, or crumbling are present on mantle. All propane lights must have an undamaged mantle in place.

Toilet Paper: Restock Toilet Paper. Toilet paper rolls with less than 50% remaining will be replaced with new rolls, all holders will be stocked to maximum capacity. 2 additional toilet paper rolls will be stocked nearby on shelf or other enclosure.

Hand Soap: Liquid hand soap shall be replenished as needed to maintain an adequate supply at all times.

Mouse Traps: Mouse traps will be emptied and left baited. Mice must be thrown in trash, not outdoors. Non-functioning mouse traps will be replaced.

Waste receptacles: Liners will be replaced on any waste receptacles

Appendix B: Example Daily Check List

CABIN CHECKLIST

WEEKLY CLEANING SERVICE

Cleaning Kitchen/ dining area:

· Wipe down sinks, kitchen countertops, tabletops, and appliances with disinfectants.

· Dust/clean fixtures, metal chrome surfaces, doorplates, doorknobs/handles, shelving, appliances and dispensers Cabin-wide surfaces:

· Wipe full surface area of doors

· Sweep floors

· Dust cobwebs and dust from cabin interior

· Spot-clean walls Entryway:

· Take doormats outside and shake. Sweep entryway exteriors Drawers, cupboards, cabinets, and closets:

· Clean drawer, cupboard, cabinet, and closet exteriors.

· Inspect drawers, cupboards, and cabinets interiors for rodent or insect infestation; Report signs of infestation to COR.

Bathroom:

· Clean toilet, sinks, shower stalls, shower doors, interior, exterior, top and underneath side of seats, rims, bowls, flush valves, drains, and connecting pipes with disinfectants.

· Wipe mirrors with glass cleaner Windows:

· Clean windows interior surface free of smudges. Dust blinds and draperies. Damp wipe blinds when applicable Housekeeping/Groundskeeping Interior:

· Remove all leftover food or garbage including from waste receptacles. Remove all bedding left by users. Clean and put away all dishes that have been left out.

Exterior:

· Remove all litter and other trash left in yard (including pet waste). Sweep porch areas and remove any left-behind items.

Restocking

· Restock Mantles as needed

· Restock Toilet Paper as needed

· Restock Hand Soap (both kitchen and bathroom) as needed

· Restock Mouse Traps as needed

· Restock Waste Receptacle Liners as needed

MONTHLY CLEANING SERVICE

Cleaning Cabin-wide surfaces:

· Sweep and damp mop interior floors including under chairs and tables.

Windows:

· Clean windows exterior surface.

Drawers, cupboards, and cabinets:

· Clean drawer, cupboard, and cabinet interiors.

Housekeeping/Groundskeeping Interior:

· Lauder mattress cover, futon cover, and curtains. Vacuum floor rugs.

· Inspect Smoke alarms and carbon monoxide detectors; replace batteries as needed. Inspect fire extinguishers.

Exterior:

· Mow lawn and brush back all vegetation.

· Remove coals and ash from fire pit and scatter in nearby vegetation.

Appendix C: Example Forest Service Daily Diary The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

USDA - Forest Service FS-6300-0020 Rev 01/17

CONTRACT DAILY DIARY

(Reference FSH 6309.32)

1. FOREST

2. CONTRACT NO.

3. PROJECT

6. GOVERNMENT OFFICIALS ON SITE

12. TEMPE

Min.

RATURE °F.

Max.

YES

NO

Type

25. LIST CONTRACT PAYMENTS, REPORTS, CORRESPONDENCE, ETC.

26. WORKERS ON SITE Number

Item

27. GOVERNMENT PROVIDED SERVICES ADEQUATELY AND TIMELY

YES

28. NARRATIVE REPORT

(continued on 6300-21)

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