1. PWS & QASP.docx

US Department of Agriculture (USDA)

Performance Work Statement (PWS) Quality Assurance Surveillance Plan (QASP)

Table of Contents

Performance Work Statement (PWS)

Section 1.0 General

1.1 General

For purposes of simplicity, the Contracting Officer and Contracting Officer’s Representative will hereafter be referred to as the CO/COR, respectively.

COR: Amy Wilson Phone: (573) 341-7464 Email: Ambrosia.Wilson@usda.gov

Prior to commencement of work, the COR will arrange a pre-work conference with the contractor within 07-10 days after the date of contract award. Conference will be held at Mark Twain National Forest 401 Fairgrounds Rd.

Rolla, MO 65401-2911

1.2 Scope of Work

The contractor shall furnish all labor, materials, tools, equipment, permits, transportation, and insurance required by this contract. The contractor shall at all times provide adequate supervision of employees ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Careless performance of work will not be tolerated.

1.3 Place of Performance

The work is located at the Supervisor’s Office:

Mark Twain National Forest 401 Fairgrounds Rd.

Rolla, MO 65401-2911

The building consists of approximately 18,000 square feet on one level.

1.4 Contract Effort Required

The determination of the total productive man-hour requirements for the performance of all services herein specified is the sole responsibility of the contractor. Nothing in this provision should be construed as being contrary to contractor responsibility.

1.5 Hours of Operation

Normal duty hours are between the hours of 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding federal holidays. Offices will be closed on days that fall on Federal Government Holidays and no janitorial services will be performed. Services are to be performed without loss of any services either the duty day before or the first duty day after a holiday. In no event will a scheduled cleaning be cancelled. The contractor shall ensure holidays are reflected in the monthly schedules provided to the CO/COR.

Janitorial services being completed after normal working hours will require adherence to HSPD-12 background investigation and adjudication. Janitorial services will be performed after 5:00 PM on Monday, Wednesday, and Fridays.

The Forest Service reserves the right to delay the cleaning in the case of an emergency. In this event, the cleaning shall be done as soon as possible.

It is the Contractor’s responsibility to notify the CO/COR of inability to perform duties on any particular day. Inability to perform should not be a recurring situation or it could result in grounds for termination for default.

1.6 Security and Protection of Equipment

All outside doors shall remain closed and locked while contractor performs work, and the contractor shall assure that all exterior doors are closed and locked prior to departure. Unnecessary lights and faucets shall be turned off and windows closed upon completion of duties. The contractor shall immediately report any hazardous or unsafe condition or items in need of repair to the CO/COR.

The Contractor shall be responsible for any and all keys issued to them. Contractor shall immediately notify the CO/COR if any keys are lost and shall be responsible for any costs incurred as a result of their loss or misuse.

Only the Contractor and the Contractor’s employees shall be permitted in the building. For example, minor children of the Contractor or of the Contractor’s employees shall not be permitted in the building during work performance.

Telephones in the building may be used in case of emergencies only.

Care shall be taken not to damage any equipment located in the building. Repair of any damage which occurs as a result of the contractor’s cleaning operation shall be the contractor’s responsibility.

1.7 Safety

In the interest of the safety, the contractor shall provide a list of the contractor’s employees working on site. At a minimum, that list should include name and responsibilities delegated to the employee. The contractor and contractor’s employees shall sign in on the visitor log located at the reception desk in the front of the office when they enter the building and sign out on the log when they leave for the day.

1.8 Scheduling

The contractor shall provide a cleaning schedule for this contract. Schedules will be provided at the beginning of the contact period and shall indicate the days and approximate time services will be performed in accordance with the performance task. Schedules shall be submitted no later than ten (10) days after award notification. Schedules shall include all cleaning requirements. A separate tentative schedule shall be submitted broken down by months for periodic services. The contractor shall coordinate with the CO/COR regarding periodic scheduling. The contractor shall immediately inform the CO/COR in writing of any schedule changes. Schedules shall be easy to read and understandable.

Mowing will be performed on an “as needed” basis between April 1 through December 31. It is anticipated mowing services will be required weekly in the spring, early summer, and fall (less often during very hot/cold or dry periods). The Government reserves the right to require more or less frequent mowing based on the appearance of the lawn.

Snow removal will be performed on as “as needed” basis. When precipitation is under 2 inches, shoveling and salting sidewalks, and salting the parking lot and roadways of the grounds will be required. When precipitation is over 2 inches, plowing the parking lot, sidewalks, and roadways will also be required. The Government reserves the right to require more or less frequent snow removal based on the appearance of the surfaces.

1.9 Supervision, Appearance and Conduct of Contractor and Contractor’s Employees The contractor shall personally, or through a competent foreman, supervise the work to ensure the provisions of these specifications and the terms and conditions of this contract are being carried out. No government employees are authorized to exercise either direct or indirect supervision over, or provide direction to, the contractor’s employees. All matters relating to contractor performance shall be brought to the attention of the CO or COR only.

The appearance of the contractor and the contractor’s employees shall be clean and neat. Attire should be modest and appropriate for the services being performed and present a professional appearance.

The contractor and the contractor’s employees shall conduct themselves in a manner so as not to disrupt the office and the work being conducted therein. Any situations that develop that disrupt office work will be brought to the attention of the contractor and the contractor shall remedy the situation.

1.10 Safety Health Alert

The contractor must comply with the applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR Part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all contractor employees who are subject to occupational exposure to potentially infectious blood, body fluids and/or materials as a result of the custodial work performed under this contract.

The contractor is responsible for providing the necessary training and education to contractor employees affected by the OSHA standards and ensuring safe and sanitary work conditions for contractor employees. The contractor is also responsible for providing, at no cost, appropriate personal protective equipment such as, but not limited to, gloves, masks, and eye protection (reference section 1910.1030, Bloodborne Pathogens). Personal Protective Equipment is specialized clothing or equipment worn by an employee for protection against a hazard. General work clothes, (e.g., uniforms, pants, shirts, or blouses) not intended to function as protection against a hazard, are not considered to be personal protective equipment.

Occupational exposure means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infectious body fluids that may result from the performance of an employee’s duty.

1.11 Contractor Quality Control Plan (QCP)

The contractor shall develop and maintain a quality control plan to ensure janitorial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-occurrences of defective services. The contractor shall develop quality assurance control procedures addressing the areas identified in the Performance Task Section below.

An inspection plan tailored to the specific cleaning tasks required shall be developed. The inspection plan will detail how services at the work site will be inspected to ensure that the outcome of the work meets all the quality standards of the PWS.

The contractor shall develop a monitoring plan to identify any deficiencies of work output in relation to the performance standards in this contract, methods of informing employees of deficiencies in their area of responsibility, and a process to ensure that the deficiencies are corrected and do not recur.

The contractor shall maintain a file of all inspections conducted and any corrective actions taken.

The QCP must be kept current at all times. The system must reflect all contract modifications, changes to the building(s), and physical updates to reflect those changes. A copy of the revised QCP shall be provided to the CO/COR within 10 days of the changes.

The Contractor shall review the QCP with the CO/COR and the Contractor’s employees once annually, so parties have agreement and understanding of what performance is expected under this contract.

The Contractor shall provide the CO/COR with a copy of the most current QCP and updates.

Writing and monitoring the QCP is the responsibility of the Contractor. The Government will review the plan and related documents, but neither approves nor disapproves the plan. The Governments’ interest in the plan is to ensure that the outcome and results of the work being accomplished meets all requirements in this contract. However, the Government must review and accept the QCP or return until acceptable.

1.12 Contractor’s Emergency Plan (CEP)

The government’s Occupant Emergency Plan (OEP) is used by the CO/COR during building emergencies. Designated contractor personnel, including the on-site supervisors, shall be thoroughly familiar with the government’s OEP and shall be trained by the contractor to fully understand their responsibilities.

The contractor shall be required to perform the services required by the contract and as identified by the CO/COR to the extent allowed during all emergency situations include but not limited to fires, strikes, civil disturbances, natural disasters, and utility service outages. The CEP shall be submitted to the CO/COR five days after award and updated annually. The CEP shall include, at a minimum, the contractor’s communication procedures to be used in providing communication to the CO/COR during emergencies.

1.13 Custodial/Janitorial Definitions

A. Restrooms: All public and private restrooms, shower rooms and janitorial closets.

B. Surfaces: Walls, ceilings, windowsills and frames, blinds, doors and door frames, light fixtures, radiators, vents, grills, office furniture and office equipment.

C. Fixtures: Toilets, urinals, lavatories, sinks, drinking fountains, and mop sinks.

D. Dispensers: Paper towel, toilet paper, and soap.

E. Glass Surfaces (both sides): All glass doors and glass surrounding doors, windows, display cases, signs, etc.

F. Waste Containers: Wastebaskets and trash cans.

G. Carpeted Floors: Wall to wall carpeting, room-size rugs, and area rugs.

H. Bare Floors: Ceramic, wood, linoleum, or any other non-carpeted areas.

1.14 Quality Assurance

The government will periodically evaluate the contractor’s performance in accordance with the attached Quality Assurance Surveillance Plan (QASP).

Section 1.1.10 Base Cleaning Services

1.1.11 Cleaning Services

(Performance tasks for a 3-day work week) The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS. Perform basic cleaning services in such a way that when the contractor personnel enter the room, they shall not vacate the room until all custodial tasks for that room are complete. The contractor personnel shall remove all cleaning supplies and equipment, turn off the lights and water before vacating the room.

1.1.12 Maintain Tiled Floors

(Once Per Week) All floors shall be swept, dust mopped, damp mopped and wet mopped. The floors shall be free from dirt, debris, dust, scuffmarks, heel marks, stains, discoloration, and other foreign matter. The baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, and trash receptacles. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall return to their original position.

Exception: Areas in front of exterior doors will be swept and wet mopped on each workday.

1.1.13 Vacuum Carpets & Floor Mats

(Once Per Week) Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. All spots shall be removed by carpet manufacturer’s approved methods as soon as possible. All tears, burns, and unraveling of carpets shall be brought to the attention of the CO/COR.

The contractor shall vacuum and clean interior and exterior floor mats (regardless of type). After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original location.

Exception: Areas in front of exterior doors will be vacuumed on each workday.

1.1.14 Remove Trash

(Daily) All trash to include large trash bags and identified boxes shall be collected and removed to a location designated by the CO/COR. All trash containers shall be returned to their original location. Any soiled or torn plastic trash receptacle liners shall be replaced. Trash containers shall be left clean, free of foreign matter, and free of odors.

1.1.15 General Spot Cleaning

(Daily) Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to, removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.1.16 Clean Drinking Fountains

(Daily) Clean and disinfect all polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other soil.

1.1.17 Clean Interior Glass/Mirrors

(2 Times Per Week) Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards and any other items composed of glass. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

1.1.18 Dusting and Removal of Cobwebs

(As needed) Dust empty areas, hallways, display cabinets, tops of partitions and file cabinets and doorways as needed. Remove all cobwebs around windows, ceilings, and baseboards.

1.1.19 Empty Recycle Bins

(As needed) Recycle bins shall be emptied into designated outside containers.

Section 1.1.20 Restroom Cleaning Services

1.1.21 Clean and Disinfect

(Daily) Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. Clean all furniture to include chairs, tables and any other items placed in the restroom. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

1.1.22 Sweep and Mop Floor

(Daily) After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, or any other foreign matter. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be moved to sweep and damp mop underneath. Floors shall be scrubbed as necessary to maintain sanitary conditions and a clean, uniform appearance.

1.1.23 De-scale Sinks and Toilet Fixtures

(As needed) De-scaling shall be performed as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

1.1.24 Trash Cans

(Daily) Trash cans shall be emptied, and the liners replaced daily. The trash cans shall be washed and disinfected as needed.

1.1.25 Stock Restroom Supplies

(Daily) The contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap, do not run out. Supplies shall be stored in designated areas. Two rolls of toilet paper are required to be available at all times for each stall toilet. Paper towel dispensers shall be filled at all times.

Section 1.1.30 Lunchroom Cleaning Services

1.1.31 Floors

(Daily) Floors shall be swept and wet mopped on each workday.

1.1.32 Trash Cans

(Daily) Trash cans shall be emptied, and the liner replaced daily. The trash cans shall be washed and disinfected as needed.

1.1.33 Paper Towel Dispenser

(Daily) The paper towel dispenser shall be filled daily.

1.1.34 Clean and Disinfect

(Daily) Completely clean and disinfect all common high touch exterior surfaces of sink and sink area, refrigerators, microwaves, pantry wall lockers, tables, chairs, and other such surfaces using an appropriate disinfectant. After cleaning, those areas shall be free of deposits, dirt, streaks, and odors. Disinfect all high touch point areas such as walls, light switches, and temperature controls. Cleaning agent shall not be sprayed directly onto electrical fixtures.

Section 1.1.40 Periodic Cleaning Services

1.1.41 Trash containers

(As needed) Trash cans shall be washed and disinfected as required but no less than twice during the contract period.

1.1.42 Replace Light Bulbs

(As needed) Burned out light bulbs shall be replaced as needed.

Section 1.1.50 Landscaping Services

1.1.51 Mowing

(As needed) Each pass of the mower shall overlap the previous pass so that no strips of uncut vegetation result. Grass shall be cut to maintain a no more than 4.5” length. Grass blade height shall not be cut by more than one-half its length in anyone mowing. Equipment shall be adjusted to prevent scalping or narrowing of the work area. Mowing will not be performed when the ground is excessively wet, as determined by the CO or COR. Grass will be mowed to within 6” of the base of all trees, shrubs, buildings, fences, sidewalks, posts, car stops, and other associated facilities. The remainder will be cut with a string trimmer without causing any damage to vehicles, the facilities, or landscape vegetation.

1.1.52 Trimming

(As needed) All edges, including grassed areas adjacent to buildings, sidewalks, fences, roads, trees, shrubs, and around exterior AC units will be trimmed to the same height as surrounding mowed areas. All trimming will take place at the time of mowing. Mowing work is not complete until all trimming is complete.

1.1.53 Rubbish

(As needed) All items such as paper, cans, wrappers, glass bottles, etc., shall be removed from the mowing area to an onsite dumpster or other disposal point designated by the CO or COR.

1.5.54 Clean up after Mowing

(As needed) Upon completion of mowing, the contractor will leave the work and premises in a neat and orderly condition. All grass and leaf material must be removed from roads, driveways, and sidewalks on the same day mowing is completed.

Section 1.1.60 Snow Removal Services

1.1.61 Sidewalks

(As needed) Sidewalks and in front of entrances/exits will be free of snow, and salt/sand will be dispersed. Snow will not be piled in a manner that impedes use of sidewalks, parking, or entrances.

1.1.62 Parking lot and roadways

(As needed) Salt/sand will be applied for precipitation accumulation under 2”. For accumulation over 2”, plowing with a salt/sand application shall be completed. Snow will be piled on areas that do not receive traffic and will not block any useable parking spaces or be pushed into roadway.

Section 2.0 Quality of Work Performance Describes the minimum acceptable levels of service required for each task as referenced.

Section 3.0 Government-Furnished Property The Government will deliver to the Contractor the following listed materials.

1. Toilet paper

2. Paper towels

3. Plastic trash bags

4. Light bulbs

5. Building keys

The contractor shall be responsible if unauthorized entry to the building is gained by the use of the keys issued to the contractor. Keys shall be returned to the CO/COR prior to final payment.

Section 4.0 Contractor-Furnished Equipment and Supplies The contractor shall furnish all supplies and equipment not provided in Section 3.0 Government-Furnished Items necessary for the performance of work under this contract. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and, to the extent feasible and reasonable, include the exclusive use of biobased products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the CO/COR.

Professional grade riding or push-type mowing machines may be used. If at any time during the course of this contract any equipment is deemed to be unsatisfactory by the CO it will be replaced at the contractor’s expense.

The contractor must submit to the CO/COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for use in the performance of their work. The contractor shall not use any materials, chemicals, or compounds which the CO/COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants. For example, watered-down liquid hand soap would not be acceptable and would be required to be replaced immediately by the contractor.

The contractor shall utilize products and material made from biobased materials (e.g., biobased cleaners) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the biobased content products evaluation, all non-chemical proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL) whenever practicable. Contractors should provide data for their biobased solvents and cleaners to document biobased content, and source of biobased material (i.e., particular crop or livestock). Any material which the CO/COR suspects does not meet Federal specifications or standards shall be tested at the Contractor’s expense by an independent testing laboratory qualified to perform such tests.

Biobased Products to be provided by the Contractor: The following is a list of products that may be required for custodial purposes. Each product submitted must be identified with one of these categories. It is desirable that contractors be able to supply the greatest number of biobased products listed meeting health and environmental specifications. Labeling should be printed on all containers.

Bio-based Products to be provided by the Contractor: The following is a list of categories for products that may be required for performance of custodial duties. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers.

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Floor finish Gum Remover Floor finish restorer Disinfectant sanitizer Floor sealer Extraction Fluid Furniture polish Floor stripper Glass cleaner Neutral cleaner (liquid) Grout Sealer Spot and stain remover Lime and scale remover (tub & tile cleaner) Air freshener including dispenser Liquid hand soap including dispenser Bathroom cleaner Stainless steel polish Brass polish/cleaner Toilet bowl cleaner Chrome polish/cleaner White board cleaner Cream cleaner Wood floor cleaner Solvent spotter Laundry detergent

For more information on the Biobased program and to locate biobased products, visit: http://www.biopreferred.gov

Quality Assurance Surveillance Plan (QASP) This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective in Section 2.0, Quality of Work Performance.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the contractor’s quality control plan is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control plan approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the QCP is approved, careful application of the process and standards presented in the remainder of this document will ensure a high-quality control program.

The contractor’s QCP must include all elements of the PWS. The COR will inspect services using a checklist containing all elements of performance and are met in accordance with the QCP.

Periodic Inspections The COR or designated Inspector will use the attached checklist to periodically check to see if services have been performed in accordance with the PWS and the contractors QCP. The contractor or on-site manager/supervisor will sign acknowledgment of completed checklist and make any comments and corrections of deficiencies. A copy will be provided to the contractor through the CO. Periodic inspections may be reduced or increased depending on the contractor’s performance.

Customer Complaints The COR will validate any customer complaint and document the compliant with the PWS section reference. The contractor will be allowed to comment. Re-performance, if needed, shall be performed immediately. The validated compliant will be sent to the contractor to file with their QCP.

The Contractor’s Quality Control Plan The COR will periodically review contractor’s approved QCP to ensure the contractor is meeting all requirements of QCP. Deficiencies will be reported to the CO for a review of the plan. Review of the QCP may be rare if level of performance is acceptable.

image1.png