1240LS26Q0019 Big Piney Ranger District Janitorial Attachment 2 - Statement-of-Work.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Security Requirements

Project

BIG PINEY RANGER DISTRICT JANITORIAL SERVICES

General Information

1.0 Scope of Work

The purpose of this contract is to secure janitorial and custodial services for approximately 6,200 square feet of one Forest Service building which includes office space, reception area, and hallway.

The services required will be performed at the Big Piney Ranger Station, Bridger-Teton National Forest at 10418 South Hwy 189, Big Piney, WY 83113. Located approximately 90 miles south of Jackson, Wyoming.

The period of performance will be as follows, with 4 Option Years:

-Base Year = June 1, 2026, through May 31, 2027 -Option Year 1 = June1, 2027, through May 31, 2028 -Option Year 2 = June1, 2028, through May 31, 2029 -Option Year 3 = June1, 2029, through May 31, 2030 -Option Year 4 = June1, 2030, through May 31, 2031

2.0 Background

The janitorial services consist of cleaning floors, carpets, furniture and fixtures, walls, window blinds, and lighting fixtures, trash removal, and replenishment of designated supplies.

Contractor Requirements

3.0 Technical Requirements / Tasks

Weekly Cleaning Services:

Trash: All wastebaskets shall be emptied and cleaned; plastic liners shall be used. Containers shall be placed in areas designated by the Government for regular trash pickup weekly. Trash shall not be stored in buildings or where it will create a fire hazard or another nuisance. Care shall be exercised to always keep storage room and janitor’s supply area tidy and clean. All trash and litter removed from the offices shall be placed in the dumpsters located on the compound.

Carpets: Vacuum all carpeted floors to the extent necessary to remove all visible litter and dust. Remove all stains on carpet and upholstered chairs with stain remover.

Dust Furniture and Fixtures: Dust off tables, desks, (uncovered working surfaces using a duster if necessary), file cabinets, console telephone base, window ledges and all other surfaces which may be reached while standing on the floor. This shall include surfaces seventy inches and less from the floor. The following furniture shall have objects removed to dust entire surface: front countertop area and display table area. The windows in the foyer and the glass on the doors in the foyer shall be cleaned to remove finger smudges and dust. (THIS

EXCLUDES ALL COMPUTER EQUIPMENT – NO COMPUTER EQUIPMENT SHALL BE DUSTED OR

CLEANED BY CONTRACTOR – ONLYDESK/TABLES THE EQUIPMENT SETS ON SHALL BE DUSTED.)

Restrooms: Sweep and damp mop with disinfectant all toilet floors. Wash and disinfect all toilet fixtures, urinals, water closets, sinks, inside and out with household disinfectant spray. Damp wipe all toilet dispensers, toilet paper, towel, etc. Clean all fixtures, including sink and countertops. Clean all mirrors of spots, marks or smudges;

streaks or smudges shall not be left. Clean toilet walls if they show marks, soil, smudges or any stains. Clean marks on or near the light switches. This pertains especially around toilets and sinks. Replenish all toilet supplies, including soap dispensers, leaving a spare roll of toilet paper with each toilet. Install air freshener and refill when empty. Empty trash and replace bags, replace paper products as needed, clean mirrors, refill hand soap dispensers, clean toilets (bowls, seats, base), wipe down stall walls, wipe window ledges and baseboards, sweep/mop floors, dust walls. 3

Common Areas: All walls shall be washed of all marks, handprints and spills, taking care not to remove paints.

Drinking Fountain: Clean and disinfected.

Sweeping and Mopping: Sweep and/or mop front foyer.

The Forest Service shall provide paper towels for hand towel dispensers, toilet paper, vacuum cleaner, and trash bags.

Office and Public Areas: empty individual garbage cans and replace liners, dust surfaces, wipe desk tops, counter tops, drinking fountains, when they are not covered, clean inside windows when necessary, vacuum carpeted floors, mop “fatigue” mats when necessary, restock paper products, dust blinds when necessary, break down boxes in mailroom, take all trash to compound dumpsters.

Monthly Cleaning Services:

Fixtures: Clean all enclosed lights and light fixtures (including fluorescent lighting) of dust, bugs, etc.

Tiled areas: All tiled surfaces must be cleaned and mopped. Scrub and mop bathroom floors and foyer floors.

Bathrooms: mop floors.

Office and Public Areas: clean flies from light covers and surface areas including windowsills. Dusting animal mounts.

Equipment Room: Dusting and disinfecting gym equipment, shower and bathroom.

Semi-Annual Cleanings:

Windows: All office windows need to be cleaned in the spring and in the fall inside and out, including the blinds.

Contractor’s Furnished Property All necessary supplies and materials including cleaning supplies, spot remover, soap, deodorant dispensers, and deodorant. All Material Safety Data Sheets (MSDS) for all chemicals used in the cleaning of these buildings.

MSDS’s shall be given to the COR. All necessary cleaning equipment other than what is noted in the Government Furnished Property section above, 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 be capable of handling sand and gravel brought in by boots.

4.0 Government Furnished

The Forest Service shall provide paper towels for hand towel dispensers, toilet paper, vacuum cleaner, and trash bags.

5.0 Deliverables / Schedule

Monthly Report as needed or if issues arise use Example 2 item No.1 from Key Deliverables Table below.

Cleaning schedule is to be two times per week after regular business hours.

Regular cleaning days to be established during the prework call.

Example 2 Key Deliverables Item No.

Deliverable / Item Title

Description Frequency Reference Delivery Format

Due By

1 Monthly Status Report

Monthly report documenting tasks and issues identified during the month

Once per month

Ref. SOO, Page 3, Section 4.2.1, Functional Tasks

Via email to

COR

The 5th day of each month after contract award

2 Monthly Cumulative BPA Call Order Report

Monthly cumulative of all BPA Calls issued since date of contract award

Once per month

Ref. SOO, Page 6, Section 5.1.3, Call Order Report Details

Via email to

COR

The 10th day of each month after contract award

6.0 Security Requirements

A key for access to the office 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. All government supplied equipment and supplies will be located at the Big Piney Ranger Station for pick-up and use by the Contractor on-site. The Contractor shall be liable for all loss and damage of such delivered Government furnished property until completion and final acceptance of contracted work.

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 Big Piney Ranger District Office Janitorial

Solicitation Number

1240LS26Q0019

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the statement of work (SOW) entitled Big Piney Ranger District Janitorial. This plan sets forth the procedures and guidelines that the USDA, Facilities Management 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 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: 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 PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract.

Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions.

Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to a 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 FAR 52.212-4 Contract Terms and Conditions - Commercial Items (NOV 2023) in Contract Terms and Conditions 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.

Explain how the PRS method of surveillance will be measured.

-Random visual inspection to insure all aspects of contracted work are completed in accordance with Contract Requirements as noted in Contract Requirements Section 3.0 of the SOW.

4.2 Analysis and Results

When the inspections and 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 Contractors compliance with the performance standards resulting in a performance rating meeting the contract requirements and no significant deficiencies. the Government may reduce its level of surveillance when the COR determines the Contractor has provided sustained Performance exceeding the requirements with no significant deficiencies.

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: 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

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