1240LS26Q0018 – Uinta-Wasatch-Cache National Forest, Logan Ranger District Janitorial Attachment 2 – Statement of Work

US Department of Agriculture (USDA)

Statement of Work

Contents

Project

General Information

1.0 Scope of Work

Contractor Requirements

2.0 Technical Requirements / Tasks

3.0 Government Furnished Property

4.0 Deliverables / Schedule

5.0 Contractor’s Key Personnel

6.0 Security Requirements

Project Uinta-Wasatch-Cache National Forest, Logan Ranger District Janitorial Services.

General Information

1.0 Scope of Work

To provide janitorial services in accordance with the specifications and best commercial practices in a manner that will maintain satisfactory facility condition and present a clean, neat, and professional appearance.

Contractor shall furnish labor, transportation, supervision, and some equipment necessary to perform required janitorial services at the designated Forest Service office. The Logan Ranger District Office (LRD) consists of 7,468 sq. ft. This includes 5,547 sq. ft. of carpet, and 1,921 sq. ft. of tile. 977 sq. ft. of restrooms and showers.

Facilities include: 6 restrooms, 12 toilets, 2 urinals, 14 sinks, 4 showers , a lunchroom, and a small janitorial closet. This requirement also includes daily (3 times per week) cleaning of outside public restrooms.

1.1.1 Place of Performance: 1550 East Highway 89, Logan, UT 84321

1.1.2 Government Regular Working Hours: The Government’s regular working hours are Monday through

Friday from 0800-1700 except federal observed holidays.

1.1.3 Contractor Hours of Performance: Janitorial services shall be provided Monday, Wednesday, and Friday, after working hours, between 1800-0600. Window washing and carpet cleaning must be scheduled on the weekend when directed by the COR.

1.1.4 Federal Observed Holidays:

New Year’s Day Martin Luther King Jr. Day President’s Day Memorial Day

Independence Day Juneteenth Day Labor Day Columbus Day

Veterans’ Day Thanksgiving Day Christmas Day

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the proceeding Friday will be observed as a legal holiday. If a holiday falls on a scheduled Contractor workday, the following or proceeding workday will be used to schedule the work to be accomplished. Office will be closed on all federal holidays.

1.1.5 Service Interruptions: If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the CO, and COR at least three working days in advance. If the service is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

Contractor Requirements

2.0 Technical Requirements / Tasks

2.1 Daily Services (3 times per week)

2.1.1 a. Refill toilet paper, hand towels, paper bags, and soap.

b. All toilet fixtures, seats, urinals, and sinks shall be cleaned and sanitized. Urinals must remain free of odor.

c. All wastebaskets, inside and outside, must be emptied and placed in proper container and deposited in outside trash dumpster.

d. Both sides of glass entry doors in front office, SW, and NE of building.

c. All drinking fountains must be clean and sanitized.

d. Vacuum all entry way rugs, under front desk, mailroom, and reception area.

e. Spot vacuum as necessary.

f. Clean and sanitize all railings, doorknobs, light switches, and handles.

2.2 Weekly Services (One time per week)

2.2.1 a. Tiled floors shall be swept and damp-mopped with a disinfectant cleaner in restrooms, entryway, and breakroom.

b. Doors, doorframes, baseboards, handrails, and wall switches must be cleaned. Be sure to clean the front door window and frame inside and out

c. Wash and sanitize sink and counter areas in restrooms and breakrooms.

d. Clean conference room and breakroom.

2.3 Monthly Services (One time per month)

2.3.1 a. Spot clean all carpeting.

b. Spot clean and remove marks on all wall surfaces.

c. Clean wall tiles in restrooms must be cleaned with sanitizer and free of any streaks or debris.

d. Clean janitorial closet.

2.4 Annual Services (One time per year)

2.4.1 a. Clean interior light fixtures to remove any insects and cobweb buildup.

b. Dust blinds and windows throughout the buildings.

c. Machine-clean carpet in heavily used areas.

d. Wash windows inside and outside

3.0 Government Furnished Property

3.1 The following supplies will be furnished by the Government and provided to the Contractor as needed.

3.1.1 a. Keys will be furnished to the Contractor and shall be returned upon termination of the contract. Keys shall not be duplicated.

b. Utilities necessary to perform the work.

c. Dumpster for refuse.

d. Toilet paper, paper towels, hand soap, plastic trash bags for wastebaskets and trash cans.

e. Vacuums, vacuum bags, brooms, mop, mop bucket,

f. The contractor shall be responsible for keeping an up-to-date list of stock and shall inform the COR no less than one month prior to supplies running out.

4.0 Deliverables / Schedule

Work under this contract shall be accomplished outside of regular office working hours. Regular office working hours are from 7:30 AM to 4:30 PM Monday through Friday. The Contractor will not be required to perform work on a federal holiday, or the day the holiday is observed. If a work schedule falls on a federal Holiday (or the day the Holiday is observed) the services normally scheduled for that day shall be performed either the day before or the day after the holiday.

5.0 Contractor’s Key Personnel

5.1 The contractor shall not employ persons for work on the contract if such employee is considered by the Contracting Officer’s Representative (COR) to be a potential threat to health, safety, security, general well-being, or operational mission of the Agency.

All contract personnel are required to identify themselves as contractors. In situations where their contractor status is not obvious to third parties, they must make their status known to avoid creating an impression that they are Government employees.

6.0 Security Requirements

6.1 The Contracting Officer’s Representative (COR) for this contract will assist with Contractor’s entry into secure areas and inform the Contractor of security procedures. The Contractor shall comply with all security procedures.

6.2 All doors shall remain locked while Contractor performs the work and the Contractor shall ensure that all exterior doors are shut and locked prior to departure.

6.3 All secured interior office doors shall remain locked while Contractor performs the work and the contractor shall ensure that those doors are locked and secured prior to departure.

6.4 The Contractor shall not adjust any mechanical equipment controls, shall report any fires and hazardous conditions, shall turn in lost and found articles, and shall notify the COR when an unauthorized or suspicious person(s) is seen on the premises. The Forest Service reserves the right to perform security checks on Contractor employees.

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

4.1.1.1 100 Percent Inspection………………………………………………………………………………………..10

4.1.1.2 Evaluation Procedures………………………………………………………………………………………..10

4.2 Analysis and Results

4.2.1 Outstanding Performance………………………………………………………………………………………11

Appendix A: Example Discrepancy Report

Appendix B: Customer Feedback Record

Project Name Logan Ranger District Office Janitorial Services

Solicitation Number

1240LS16Q0018

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Statement of Work (SOW) entitled Uinta-Wasatch-Cache NF Logan Ranger District Janitorial Services. This plan sets forth the procedures and guidelines that the USDA, Logan 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 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 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 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 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 Terms and Conditions – Commercial Products and Commercial Services in Section Clauses Incorporated by Reference of the contract.

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.

Surveillance will be done by the public (for public restrooms) and by the tenants of the building. They will report to the COR and the COR will check the report.

4.1.1 100 Percent Inspection The 100 percent inspection method requires complete inspection each month and will be used for critical contract requirements.

4.1.1.1 Performance Standards and AQLs

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

4.1.1.2 Evaluation Procedures

Observed defects for a service monitored by 100 percent inspection compared to the performance standard and AQL.

Surveillance will be completed by COR continually throughout the contract period.

4.2 Analysis and Results

When the inspections and 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.

Contractor will be given a 10-day period to address the performance issue. If it is not addressed and the performance continues to get worse. Termination action will take place.

Appendix A: 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: DATE:

PREPARED ORAL NOTIFICATION RETURNED BY CONTRACTOR ACTION COMPLETE

4. DISCREPENCY OR PROBLEM (Describe in Detail. Include SOW 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

SOW 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