1240LS26Q0017 Lost River RD Janitorial Attachment 2 Statement of Work.pdf

1240LS16Q0017 – Salmon-Challis National Forest, Lost River Ranger District Janitorial Attachment 2 – Statement of Work

Scope of Work The purpose of this requirement is to secure janitorial services for the Lost River Ranger District Office in Mackay, Idaho. The Contractor is responsible for providing all labor, supervision, equipment and supplies not listed as Government-furnished items below necessary to perform services under the janitorial contract. All designated areas must present a clean, healthful, and well-kept appearance. The work consists of cleaning floors, vacuuming carpets, cleaning furnishings/furniture. Total square footage of areas requiring cleaning is 8,000 square feet. There are five restrooms to clean, four in the main office and one in the warehouse. The contractor shall comply with required bio-based and bio preferred materials requirements of the solicitation.

Location USDA Forest Service Lost River Ranger District 716 West Custer Street, Mackay, ID 83251

Technical Requirements/Tasks All work under this contract shall be performed after regular Government working hours, which are Monday through Friday, 7:00am to 6:00pm. Work under this contract is to be performed between the hours of 6:00pm and 7:00am Monday through Friday with occasional hours on a weekend. The office is closed for all national holidays and weekends. The Contractor shall be responsible for cleaning in his/her absence. The Contractor is also responsible to assure that the building is secure upon his/her departure; this includes all windows and doors

Basic Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW).

Two times per week service requirements:

• Sweep and wet mop or scrub restroom floors

• Wash and sanitize water closets and urinals. No rust or encrustation shall remain. Maintain trap free from odor.

• Damp wipe and polish mirrors, shelving, dispensers, and chromium fixtures.

• Damp wipe and disinfect all other surfaces and restroom fixtures including toilet paper and paper towel dispenser, tiled portions of restroom walls, stall partitions (including top of partitions) and door handles.

• Empty paper towel waste receptacles, fill soap, toilet paper dispensers, and paper towel dispensers. Empty, clean, and sanitize sanitary napkin receptacles and provide new, biodegradable liners as needed.

• Vacuum all rugs and carpets in hallways and reception/lobby area to remove dirt from traffic areas and under furniture.

• Empty wastebaskets in conference room, reception area, lobby areas, and food service area.

• Clean drinking fountains with disinfectant.

• Remove debris at all entrances.

• Empty all waste baskets and other designated trash receptacles; collect and dispose of all wastepaper and trash (except what is in recycling boxes) in the trash bins located in the office and bathroom of the warehouse as well as outside in front of the Fire Warehouse. Bag liners shall be used.

• Sweep and mop all tiled or linoleum floors with treated mop to remove dirt, dust and litter. Tile or linoleum floors are to be swept with a treated dust mop using polyethylene glycol or similar non-injurious material

• Vacuum individual offices and remove dirt from under furniture. Any other soiled areas found in the offices on days other than the scheduled twice per week shall be spot vacuumed.

• Clean lunchroom/break area, including counters, sink, fixtures and floors.

• Clean glass of main office entry doors and remove smudged fingerprints from door surfaces.

Weekly service requirements:

• Clean and disinfect all shower units if needed.

• Dust tops of tables, desks (do not disturb papers on desks), file cabinets, seats and chairs, Venetian blinds, windowsills, bookcases and other furniture, with a treated dust cloth. Remove finger marks and smudges from glass, woodwork, and metal surfaces.

• Spot clean wall surfaces within approximately 70 inches from the floor.

• Dispense 3-4 cups of water down the floor drains in the restrooms to prevent the odor from coming back from the sewer system.

Monthly service requirements:

• Dust walls, exposed overhead pipes, air vents, moldings and other surfaces that may be reached by a ladder.

• Rooms – Dust vertical surfaces and under surfaces (knee wells, chair rungs, table legs).

Twice per year service requirements:

• Clean all windows, inside and out, leaving no streaks or unwashed areas. Wipe water spots from sills and frames. Lay drop cloths, as required, to protect adjacent work areas.

• Dust and wash all light fixtures and damp wipe all fluorescent tubes and light covers. Work may be spaced to complete washing of fixtures within specified time limit.

• Dust walls, exposed overhead ceiling grids, air vents, moldings, and other surfaces that may be reached by a ladder.

• Wash all Venetian blinds (retractable, horizontal). Blinds shall be hung within two days of being washed.

• Wash all wastebaskets inside and out; then disinfect with a household-type disinfectant.

Yearly service requirements:

• Polish all wood paneling with appropriate furniture polish.

• Wash interior walls in the main lobby area and the two main office entrances and public hallways.

• Wash all fabric-covered chairs.

• Vacuum all fabric chairs.

• Shampoo all carpeted areas in the building using commercial type scrub and vacuum system. This shall be performed over a weekend and the Contractor shall notify the appropriate COR one (1) week prior to performing service. Contractor shall be responsible for the moving of furniture and other items to accomplish shampooing.

• Remove tape or adhesive residue, scuff marks, and disinfect both sides of all bathroom and exit doors throughout the building.

• Remove rubber mats in order to strip and wax the flooring in the shower/locker areas.

Water Waste All water waste due to cleaning services must be disposed of in the toilets and not the sinks. The contractor, prior to disposing of water waste, must ensure that the water is free from large materials or debris that may obstruct the flow of water through the pipes. If the toilet becomes clogged, contractor must unclog by means that does not require the use of chemicals. If the issue persists, the contractor must get in contact with COR to resolve the issue.

Unique Specifications Computer equipment will be cared for by District personnel only. The Contractor is cautioned not to clean or touch any computer equipment. Computer equipment shall not be exposed to any magnetic items on person(s) or in cleaning supplies. Use of Government typewriters, calculators, telephones, etc., and reading of Government mail and documents is prohibited. Violation of this clause may result in termination of contract.

Miscellaneous Requirements

• Turn off unnecessary lights.

• Report fire hazards, conditions, and items in need of repair to the COR.

• Turn in lost and found articles to the Facility Manager.

• Notify the COR and/or Contracting Officer when unauthorized or suspicious persons are seen on the premises.

• Employees entering any building or area after it has been secured shall enter through one door and lock the door behind them. These buildings or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a building or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

• The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

As Required Lighting – Change light bulbs and fluorescent tubes as needed, “blinking” lights or burned-out bulbs shall be replaced within two days of observance.

Carpets – Remove stains from carpets within one week after stain is noticed or reported.

Entrance – During inclement weather, remove water, mud or snow from entrance doors and floors to keep dry.

Notify COR or alternate, of any twice yearly or yearly scheduled projects a minimum of one week prior to cleaning, such as carpet, blinds, chairs, wastebaskets, etc. for coordination with office personnel.

Remove sewage waste from restroom floors and disinfect the area.

Power Outages – In the event that the buildings are experiencing a power outage, cleaning services for that day are not required.

Technical Specifications

a. Basic Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW).

1. Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

2. Remove Trash. All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter and free of odors.

3. Remove Recycling. All recycling containers shall be emptied and returned to their initial location.

Any noticeable soiled or torn recycling receptacle liners shall also be replaced. Recycling materials shall be removed from the property and properly recycled. Receptacles shall be left clean, free of foreign matter and free of odors. Cardboard boxes shall be gathered and properly recycled.

4. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water or other foreign matter.

5. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale and other obvious soil.

6. Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service.

I. Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less.

Spots must be removed immediately.

7. Vacuum and Clean Floor Mats. Vacuum and clean interior and exterior floor mats. 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 normal location.

8. General Spot Cleaning. 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, doorhandles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surfaces shall have a clean uniform appearance, free of streaks, spots, and other evidence of soils.

9. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. All countertops and tabletops will be free of all visible dust, debris, litter and other foreign matter.

10. Lights. Change light bulbs and fluorescent tubes as needed. Clean the light fixtures in the bathrooms and any light fixture covers that attract bugs and dust such that no bugs or dust is noticeable.

Contractor shall be responsible for making sure that all building lights are turned off, windows are closed and locked, doors are locked and the Forest buildings and offices are left in a safe and secure condition when janitorial services are completed and the Contractor is ready to leave.

b. Basic Restroom and Utility Room Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW.

Restroom services are to be performed two (2) times per week all year long.

1) Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, washbasins, base of toilet, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls and other such surfaces, using a germicidal detergent. After cleaning, receptacles will 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. All floor and sink drain traps should be free of debris, residue and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

2) Descale Toilet Bowls and Urinals. Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of build-up i.e. soap film, hard water deposits, and other build-up.

After descaling surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains.

3) Sweep and Mop Floor. 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, etc. 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 tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed etc., as necessary to maintain sanitary conditions and a clean uniform appearance.

4) Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues and paper towels do not run out.

Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, Contractor shall refill within one (1) day of notification.

5) Additional Cleaning Services. Vacuuming carpets, sweeping and mopping floors and stairs.

Cleaning glass or front and back entry doors and wiping off fingerprints and smudges. Dusting open areas of desks and bookcases where not covered with items (Do not move items/paper, etc.). Emptying wastebaskets, replacing bag liners. Placing trash in refuse bins located in parking lot.

c. Periodic Cleaning Services

6) Strip, Scrub, Seal and Wax Floors. Strip, scrub, seal and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

7) Clean Interior Windows. Clean glass surfaces of large picture window. After surfaces have been cleaned all traces of film dirt smudges, water and other foreign matter shall be removed from frames, casings, sills and glass.

8) Clean Exterior Windows. After window has been cleaned, exterior frames, casings, sills and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.

9) Clean/Shampoo Carpets. All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpet area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles and other items shall be moved to clean carpets underneath and returned to their original location.

10) Monthly Cleaning Services. Cleaning all windowsills, heat registers and ceiling vents. Cleaning windows and windowsills in foyer. Removing stains from carpet. Cleaning smudges from walls, doors and doorways. Dusting and polishing all wood cabinets and wood counter in front office.

11) Once Every Three Months. Dusting and cleaning all ceiling light fixtures, specifically light fixtures with covers in upstairs hallway and in women’s and men’s bathrooms and light fixtures in the basement hallway. Covers shall be removed and cleaned. Dust cleaning all hanging fixtures and pictures in the front office and hallway.

12) In the entrance, during inclement weather, remove water, mud or snow from entrance doors and floors to keep clean and dry. Entrance is to be clean and dry before Contractor leaves at the end of work.

Government Furnished Property The Government will provide the following items to the Contractor for use in the performance of this contract: toilet paper, paper towels, hand soap, light bulbs, garbage bags, and keys to the building. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Property” FAR clause 52.245-4 contained in the terms and conditions.

A key or a listing of numbers that activate the combination door lock(s) for access to the office building will be issued to the Contractor. In case of loss of said key, the Contractor will be billed for the changing of all locks to the building. The provided listing of numbers that activate the combination door lock(s) shall remain confidential by the Contractor. The listing of numbers that activate the combination door lock(s) will be changed periodically by the Forest Service and the Contractor will be apprised of the combination change. If the Contractor is not apprised of the combination change, it will be the Contractors responsibility to contact the COR (COR contact information will be provided at the time of award. All Government furnished property will be located at the Office Building for use by the Contractor onsite. Upon completion of the contract, equipment or supplies identified above shall remain the property of the Government. The Contractor shall inform the designated Forest Service Contracting Officer Representative (COR) when supplied equipment or supplies identified need replacement. Written notification, communication by cell or landline phone, or communication by electronic messaging (text or email) shall be supplied to the designated Forest Service COR sufficiently in advance (1 week) to allow the COR to inspect, repair or acquire new equipment or supplies. The Contractor shall be liable for the loss, damage or destruction of Government furnished property except for ordinary wear and tear, until completion of contracted work.

On-site Storage of Supplies There are two locations where janitorial supplies can be stored. A supply closet on the upper level and a storage room on the lower level.

Contractor Furnished Property The Contractor shall furnish:

b. All necessary supplies and materials.

c. All Safety Data Sheet (SDS) for all chemicals used in the cleaning of these buildings. SDSs shall be given to the COR prior to use.

d. All necessary cleaning equipment, which must be properly guarded and meet all OSHA standards.

Such equipment shall be of the size and type customarily used by the janitorial profession. The vacuum cleaner shall be commercial type and capable of handling sand and gravel brought in by boots.

Equipment designed for home use will not meet this specification.

e. Personal protective equipment including but not limited to gloves, hearing protection and eye protection.

Bio-Preferred Products The Contractor must comply with the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C.

8102; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order 13514, “Federal Leadership in Environmental, Energy and Economic Performance,’ dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

Finding Bio-Preferred products is simple, using the program’s online catalog. To view the catalog, go to www.biopreferred.gov.

Schedule Offices will be closed on all Federal Holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - Last Monday in May

Juneteenth-19 June Independence Day - 4 July Labor Day - First Monday in September Columbus Day - Second Monday in October Veteran’s Day - 11

November Thanksgiving Day - Fourth Thursday in November Christmas Day - 25 December

Period of Performance

• Base Year – The period of performance for this contract is May 1, 2026-April 30, 2027.

• Option Year One – If the option for year one is exercised, the period of performance is from May 1, 2027- April 30, 2028.

• Option Year Two – If the option for year two is exercised, the period of performance is from May 1, 2028- April 30, 2029.

• Option Year Three – If the option for year three is exercised, the period of performance is from May 1, 2029-April 30, 2030.

• Option Year Four – If the option for year four is exercised, the period of performance is from May 1, 2030- April 30, 2031.

http://www.biopreferred.gov/

Service Delivery Summary The Contractor service requirements are summarized as performance objectives that relate directly to contract service requirements. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to performance success.

SERVICE

REQUIREMENT

MINIMUM ACCEPTABLE LEVELS OF SERVICE

BASIC CLEANING SERVICES

Main Floors All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

Trash Removal All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

Clean Interior Glass & Mirrors

Clean all interior glass, including glass in doors, partitions, walls, display cases, etc.

After glass cleaning, there shall be no traces of film, dirt, smudges, water or other foreign matter.

Clean Drinking Fountains Clean and disinfect all porcelain and 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 obvious soil.

Vacuum Carpets Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Area and throw rugs are included to receive this service.

Clean Carpets Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots shall be removed within one week of observance.

Vacuum & Clean Floor Mats

Vacuum and clean interior and exterior floor mats. 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 normal location.

General Spot Cleaning 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.

General Dusting All horizontal surfaces must be dusted or cleaned to eliminate dust collection. All countertops and tabletops will be free of all visible dust, debris, litter and other foreign matter.

BASIC RESTROOM & UTILITY ROOM CLEANING SERVICES

Clean & Disinfect Completely clean and disinfect all surfaces of sinks, toilet bowls, base of toilet, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, door handles, walls and other such surfaces using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks and odors. Disinfect all surfaces of partitions, stalls, stall doors and entry doors (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. All floor and sink drain traps should be free of debris, residue and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

Descale Toilet Bowls, Urinals and Showers

Descaling shall be performed weekly, as a minimum, and as often as needed to keep areas free of build-up, i.e., soap films, hard water deposits and other build-

up. After descaling, surfaces shall be free from streaks, stains, scum, urine deposits, marks made from equipment use and rust stains.

Sweep and Mop Floor After sweeping and mopping the entire floor surface, including grout, floor shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. 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 tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc.as necessary to maintain sanitary conditions and a clean, uniform appearance.

Stock Restroom Supplies

Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues, and paper towels, do not run out.

Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, Contractor shall refill within one (1) day of notification.

PERIODIC CLEANING SERVICES

Strip, Scrub, Seal and Wax Floors

Strip, scrub, seal and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up and other stains and discoloration.

Clean Interior Windows

After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills and glass.

Clean Exterior

Windows

After window has been cleaned, exterior frames, casings, sills and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.

Clean/Shampoo Carpets

All carpets shall be cleaned in accordance with standard commercial practices. A heavy- duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original locations. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.

Vacuum and Clean Floor Mats. Vacuum and clean interior

Replacement of Light Bulbs

Replacing all interior and exterior lights within and surrounding the building, as necessary. Blinking lights or burned-out bulbs shall be replaced within two days of observance. Light bulbs will be provided by the Forest Service. Replacement of exterior motion lights, when needed at the separate smoking building located at the rear of the office.

Contractor’s Key Personnel Contractor and his or her employees shall be capable of performing janitorial work. The Contracting Officer may require dismissal of Contractor employees whom they deem incompetent, insubordinate, or otherwise objectionable, or whose continued employment they deem contrary to the public interest.

The Contractor shall provide adequate supervision of crew to prevent employees from disturbing papers on desks, opening drawers or cabinets, or using telephones provided for official Government use. The Contractor or employees shall not bring children or pets to the premises while the work is being performed.

Security Requirements The Contractor shall provide a list of all employees authorized to work under this contract. The list shall be submitted prior to employees working in the facilities. A background check is required for all Contractor employee(s) having unescorted access in a Government facility.

The Contractor must provide security comparable to the type of protection given by commercial or business enterprises to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter. The use of Government property or services such as telephones, calculators, typewriters, office supplies, copiers, etc. for other than official Government business is strictly prohibited.

During completion of janitorial duties, Contractor is responsible for ensuring facility doors and other means of entrance remain locked to ensure that they are unavailable for entry by unauthorized personnel. Contractor should also verify that all exits are locked upon completion of duties.

All work, supplies, and equipment shall conform to the requirements set forth by the Department of Labor and Occupational Safety and Health Administration (OSHA). The Contractor shall take all necessary precautions for the protection of the work and safety of the public.

The Contractor shall comply with the regulations governing the operation of premises which are occupied and shall perform this contract in such a manner as not to interrupt or interfere with the conduct of Government business.

Unique Specifications Computer equipment will be cared for by District personnel only. The Contractor is cautioned not to clean or touch any computer equipment. Computer equipment shall not be exposed to any magnetic items on persons or in cleaning supplies. Use of Government typewriters, calculators, telephones, etc., and reading of Government mail and documents is prohibited. Violation of this clause may result in termination of contract.

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Contents Project Name

Solicitation / Contract Number

Section 1: Introduction

1.1 Purpose

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

1.2.2 Surveillance of Performance Progression

1.3 QASP Relation to the Quality Control Plan (QCP)

Section 2: Performance Description

2.1 Performance Standards and Acceptable Quality Levels (AQLs)

2.1.1 Allowable Deviation

2.1.2 Substantially Complete

2.2 Non-Performance

2.2.1 Documentation

2.2.2 Remedial Actions

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

3.2.2 Contracting Officer Representative (COR)

3.2.3 Customers

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

4.2 Analysis and Results

Appendix A: Example Discrepancy Report

Appendix B: Customer Feedback Record

Project Name Lost River Ranger District Janitorial

Solicitation Number

1240LS26Q0017

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Statement of Work (SOW) entitled Lost River Ranger District Janitorial. This plan sets forth the procedures and guidelines that the USDA, Salmon-Challis NF, Lost River Ranger District 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 SOW. 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 SOW, 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 the 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

SOW, the QASP represents the way in which the Government personnel 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 SOW requirements.

2.1 Performance Standards and Acceptable Quality Levels (AQLs) For selected activities in the SOW, 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 re-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 (e.g., where safety is involved).

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 A: Example Discrepancy Report. 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 SOW 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 clause 52.212-4 in Clauses

Incorporated by Reference.

3.2.3 Customers

Customers or organizations/offices that the Contractor provided support may be requested to assist the COR in conducting QA to provide information relating to the Contractor’s performance through Customer Feedback.

Information gained from the Customer Feedback may be used in conjunction with other methods of observation to rate the performance of the Contractor.

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.

Inspections will be completed using the SOW.

4.1.1.1 Performance Standards and AQLs

The performance standards and AQLs may be stated as either percentages or absolute numbers.

No more than 3 complaints per month.

4.1.1.2 Evaluation Procedures

Observed defects for a service monitored by 100 percent inspection is compared to the performance standard and AQL. Surveillance methods will be inspections and employee reporting.

4.2 Analysis and Results

When the inspections and any customer feedback validations 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:

4.2.1 Outstanding Performance

Outstanding performance is the result of the Contractor substantially exceeding the performance standards with significant achievements and no significant deficiencies. The Government may reduce its level of surveillance when the COR determines that the Contractor provides sustained performance that significantly exceeds the requirements with no significant deficiencies.

4.2.2 Satisfactory Performance

Satisfactory Performance is the result of the Contractor meeting the performance standards with no significant deficiencies. Routine surveillance with be completed by the COR to ensure satisfactory performance.

4.2.3 Inadequate Performance

Inadequate Performance is the result of the Contractor not meeting the performance standards, having significant deficiencies that have been communicated to the Contractor without rectification. This will result in increased inspections and discrepancy reports. In the event the Contractors inadequate performance is not brought back up to at least satisfactory performance, the Contractor will be subject to ramifications.

Appendix A: Example Discrepancy Report

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.

DISCREPANCY REPORT 1. DISCREPENCY REPORT NO.

2. TO: (Contractor / Project Manager Name) 3. FROM: (Name of COR)

CONTRACT NUMBER: D ATE:

PREPARED ORAL NOTIFICATION RETURNED BY CONTRACTOR ACTION COMPLETE

4. DISCREPENCY OR PROBLEM (Describe in Detail. Include PWS references. Attach Continuation Sheet if Necessary)

5. SIGNATURE OF COR

6. TO: (Name of COR) 7. FROM: (Contractor / Project Manager)

8. CONTRACTOR RESPONSE AS TO CAUSE, EFFECT, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE (Attach Continuation Sheet if necessary. Cite applicable Contractor QC program procedures or new QC procedures)

9. SIGNATURE OF CONTRACTOR REPRESENTIVE 10. DATE

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, or rejection. Attach Coordination Sheet if necessary)

12. GOVERNMENT ACTIONS (Cure notice, show cause, other)

CLOSE OUT

KTR NOTIFIED

NAME AND TITLE SIGNATURE DATE

COR

Appendix B: Customer Feedback Record

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.

CUSTOMER FEEDBACK RECORD

DATE AND TIME OF COMPLAINT CONTRACT NUMBER/ OR PROJECT:

SOURCE OF COMPLAINT

ORGANIZATION

INDIVIDUAL

NATURE OF COMPLAINT

PWS REFERENCE

VALIDATION

DATE AND TIME CONTRACTOR INFORMED OF COMPLAINT NAME OF CONTRACTOR REPRESENTATIVE INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR (Responsible officer):

RECEIVED AND VALIDATED BY

Determination: Complaint Valid Complaint Invalid