1240LS26Q0023 Red Canyon Visitor Center Janitorial Attachment 2_Performance Work Statement.pdf

1240LS26Q0023 – Red Canyon Visitor’s Center Janitorial Attachment 2 - Performance Work Statement

Description of Requirement

PERFORMANCE WORK STATEMENT

Introduction The United States Department of Agriculture (USDA), Forest Service (FS), Intermountain Region, Dixie National Forest has a requirement for janitorial services for the Red Canyon Visitor Center.

Scope of Contract A. Project Description The purpose of this requirement is to provide janitorial services at the Red Canyon Visitor Center located at 5375 UT-12, Panguitch, Utah, in strict compliance with the terms, specifications, conditions, and provisions contained herein.

The Contractor shall furnish all labor, supplies (except Government-furnished property listed below), equipment, transportation, and supervision necessary to meet the requirements of this contract. The Red Canyon Visitor’s Center consists of approximately 2,700 square feet, all on one floor. The floor plan is divided into; one large public reception/interpretive/exhibit area, staff/break area, staff restroom, mechanical room, and janitorial room. The flooring for the large reception/interpretative/exhibit is ceramic tile and all other rooms located in the back, are linoleum. Cleaning and sanitation for the Visitor Center will consist of (but not limited to); sweeping and mopping hardened surfaces, cleaning all rugs, cleaning all desktop/table top surfaces, wiping down all vertical surfaces, dusting all interpretive displays and interior window sills and blinds, emptying all trash cans and replacing the trash liner, drinking fountain, break room sink and fixtures, all windows, and the staff restroom.

The Red Canyon Visitor Center Outside Restroom consists of two (men/women) divided restrooms totaling nearly 500 square feet. Their total floor plan includes (but is not limited to); 2 urinals, 6 toilets, and 4 sinks with counter tops. There is a back “chase” entrance for plumbing and storage this is not included in the service request. All flooring in the restrooms are tile surfacing. All services will consist of (but not limited to); sweeping and mopping all hardened surfaces, wiping down all counter tops/sinks, wiping down all vertical surfaces, emptying all trash cans and replacing the liner, drinking fountains, toilets, urinals, bathroom partitions, and refilling all paper products and hand soap receptacles.

The regular season will run from May 1st through September 30th and the Visitor Center will be open 7 days a week during this time. Outside restroom service and cleaning of exterior entrance glass to the Visitor Center is required daily during this time.

Winter Season (March 26th to April 30th & October 1st to November 15th), service is required three days per week, Monday, Wednesday and Friday during this time.(Once weekly cleaning of the Visitor’s Center, and 3 days per week cleaning of the Restrooms).

Services will be required outside of regular business hours between 1800-0800 the following morning. Dates will vary during the performance period.

Cleaning Frequencies –

a. Work will be performed daily and will be documented on Contractor work check list.

*Outside Restroom Cleaning service is required seven days per week. Visitor Center Cleaning will be required once weekly (except for entrance exterior glass which will be cleaned daily during this time).

SERVICE AND FREQUENCY – May 1st through September 30th

Service Frequency

General Cleaning for the Red Canyon Visitor Center:

Glass Cleaning – exterior of entrance only Daily

Floors (Tile/Linoleum) – Sweep & Mop Weekly

Countertops/Desks – Wipe/Disinfect Weekly

Empty Trash Bins (4) and Receptacles (4) Weekly

Replace Trash Liner Weekly

Water Fountain – Wipe/Disinfect Weekly

Restroom – Clean/disinfect toilet, sink, and fixtures, mirror Weekly

Restroom – Maintain restroom supplies Weekly

Low Dusting – All surfaces below six feet Weekly

Window/Glass Cleaning - Internal Weekly

Rugs/Floor Mats – Sweep & Mop Weekly

Vertical Surfaces – Walls below six feet Weekly

High Dusting – Surfaces six feet and higher Monthly

Window/Glass Cleaning - External Monthly

General Cleaning for the Red Canyon Visitor Center Outside Restroom:

Floors (painted/sealed concrete) – Sweep & Mop Daily

Countertops/Desks – Wipe/Disinfect Daily

Empty Trash Bins (4) and Receptacles (4) Daily

Replace Trash Liner Daily

3x Water Fountains – Wipe/Disinfect Daily

Restroom – Clean/disinfect toilet, sink, and fixtures, mirror Daily

Restroom – Maintain restroom supplies Daily

Vertical Surfaces – Clean Walls below six feet Daily

b. Winter Schedule requires restroom cleaning three days per week-Monday, Wednesday, and Friday.

SERVICE AND FREQUENCY – March 26 through April 30 & October 1 through November 15

Service Frequency

General Cleaning for the Red Canyon Visitor Center:

Floors (Tile/Linoleum) – Sweep & Mop Weekly

Countertops/Desks – Wipe/Disinfect Weekly

Empty Trash Bins (4) and Receptacles (4) Weekly

Replace Trash Liner Weekly

Water Fountain – Wipe/Disinfect Weekly

Restroom – Clean/Disinfect toilet, sink, fixtures, and mirror Weekly

Restroom – Maintain restroom supplies Weekly

Low Dusting – All surfaces below six feet Weekly

Window/Glass Cleaning – Internal Weekly

Rugs/Floors/Mats – Sweep & Mop Weekly

Vertical Surfaces – Walls below six feet Weekly

High Dusting – Surfaces six feet and higher Monthly

Windows/Glass Cleaning – External Monthly

General Cleaning for the Red Canyon Visitor Center Outside Restroom:

Floors (painted/sealed concrete) – Sweep & Mop Daily

Countertops/Desks – Wipe/Disinfect Daily

Empty Trash Bins (4) and Receptacles (4) Daily

Replace Trash Liner Daily

3x Water Fountains – Wipe/Disinfect Daily

Restroom – Clean/disinfect toilet, sink, fixtures, mirror Daily

Restroom – Maintain restroom supplies Daily

Vertical Surfaces – Clean Walls below six feet Daily

B. Janitorial Services The following items are to be provided for this contract (but is not limited to);

• Restroom – Toilet, countertop, floor, sink, and fixtures are cleaned and free of debris. Dispensers should be checked and filled, to ensure adequate supply is available until next service visit.

• Floors – Hard surface floors will need to be swept and mopped daily. Each area should be clean and free of debris.

• Dusting – Areas include furniture, file cabinets, fixtures, windowsills, office partitions, and blinds. Ensure all items are free of obvious dust, dirt, and cobwebs. Areas below 6’ will be cleaned weekly. Areas above 6’ will be cleaned monthly.

• Glass – Clean internal windows within the work area of the office, weekly. All external windows monthly.

• Sinks – Cleaned and free of any debris or water marks, weekly.

• Waste Baskets – Emptied as per frequency schedule. Liners need to be replaced at the time waste baskets are emptied.

All work will be performed daily, unless otherwise documented differently by the Contracting Officer Representative. Please ensure all items listed are cleaned as indicated. Inform COR of any changes to the schedule or concerns.

Please contact the COR a minimum of 24 hours in advance for approval to any adjustments to an established day of all services. Monthly services should occur during the first week of each month. Quarterly services will need to be arranged with the COR.

WORK SCHEDULE

With the exception of emergency work which requires immediate attention, all work under this contract shall be accomplished outside of regular office working hours. Recommended hours of service are after 1800 and prior to 0800 the following morning. The Contractor will be required to perform work on a National Holiday, or the day the Holiday is observed as these facilities are busy during most Federal Holidays.

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

Juneteenth Day Independence Day Labor Day Columbus Day

Veteran’s Day Thanksgiving Day Christmas Day

Unforeseen Building Closures – When an unforeseen building closure occurs on a regularly scheduled day of work, the Government shall have the following options:

a. To require the Contractor to perform work necessary to sustain operations on the following normal duty day.

b. To forgo the work and reduce payment due the Contractor accordingly for work not performed.

GOVERNMENT FURNISHED PROPERTY

The following supplies will be furnished by the Government and provided to the Contractor as needed for use in the performance of this contract. This property shall be used and maintained by the contractor in accordance with the provisions to the “Government-Furnished Property” FAR clause contained in this contract:

a. Keys to access buildings. Keys furnished to the Contractor shall be returned upon termination of the contract, shall not be shared, and shall be kept confidential. Keys shall not be duplicated.

b. Dumpster for refuse on site.

CONTRACTOR-FURNISHED SUPPLIES, MATERIALS AND EQUIPMENT

The Contractor shall provide vacuum(s) and any other cleaning equipment, materials and supplies necessary to adequately meet the cleaning specifications and perform this contract according to all the terms. No flammable or explosive liquids such as gasoline will be stored.

The Contractor shall submit a list of cleaning products to be used to the Contracting Officer’s Representative (COR), for approval at the pre-work conference and at any time that the approved product is replaced with a different product.

The contractor shall provide toilet tissue, hand soap, paper hand towels, plastic trash bags, paper bags and all other supplies necessary to perform the required services as stated herein. Supplies shall meet the existing equipment manufacturer’s specifications.

The Contractor will be permitted to store small quantities of Contractor-furnished supplies and equipment in the Government building. Supplies furnished by the Contractor shall be maintained in a neat, orderly manner by the Contractor when stored at a Government Facility within the designated area. Contractor shall provide Material Safety Data Sheets for chemicals in cleaning compounds. Material Safety Data Sheets (MSDS) shall be posted in the storage area. Contractor shall meet all OSHA requirements for storing cleaning compounds/chemicals if stored on Government premises. If a piece of equipment needs repair or is determined unsafe by the COR or Safety Officer, the Contractor shall immediately stop using the equipment.

Defective equipment shall be repaired or replaced within 72 hours.

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide bio-based products.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, bio based hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer

Representative (COR). The following is an example list of products that may be used in this contract for

Janitorial Services for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of bio-based products listed meeting the health and environmental specifications.

• Adhesive and mastic removers

• Air fresheners and deodorizers including dispenser

• All-purpose cleaner

• Bathroom cleaner

• Brass polish/cleaner

• Carpet cleaners

• Chrome polish/cleaner

• Cream cleaner

• Degreaser/cleaner

• Deodorizer

• Disinfectant sanitizer

• Drain cleaners

• Extraction fluid

• Floor finish

• Floor finish restorer

• Floor sealer

• Floor stripper

• Furniture cleaners and protectors

• General purpose household cleaners

• Glass cleaner

• Grout sealer

• Gum remover

• Heavy duty cleaner

• Laundry detergent

• Lime and scale remover (tub and tile cleaner)

• Liquid hand soap including dispenser

• Metal cleaners and corrosion removers

• Microbial cleaners

• Multipurpose cleaners

• Neutral cleaner (liquid)

• Solvent

• Stain remover

• Stainless steel polish

• Toilet bowl cleaner

Biobased products that are designated for preferred procurement under USDA’s Bio Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their bio-based products such as bio-based content.

In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio Preferred Program, the Contractor is encouraged to use other bio-based products.

The Contractor shall submit with the initial proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the awarded Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with the provisions at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

Proposed biobased custodial products which must be selected in accordance with the criteria included above.

At a minimum, must identify products by brand name for each of the product types.

NOTE: A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

GOVERNMENT AND CONTRACTOR RESPONSIBILTIES

Government Responsibilities – The Government will not be responsible for damage occasioned by fire, theft, and accident or otherwise, to the Contractor’s supplies, materials, or equipment in storage. In addition, the Government will not be responsible for damage to the Contractor’s and his/her employee’s personal belongings brought into the building.

Contractor Responsibilities – 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 the health, safety, security, general well-being, or operation mission of the Agency.

a. The Contractor shall provide the project COR with a full list of employees by name and picture and all possible vehicles that will be used to perform services on both facilities.

b. The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facilities when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor of one of his/her employees, agents or subcontractors. Building finishes or appurtenances soiled or damaged due to the contractor’s operations shall be cleaned, repaired, replaced, or restored to a condition not less than existing immediately prior to the damage and without cost to the government.

Damaged items should be reported to the contracting officer for determination.

c. Anyone employed by the Contractor must be 18 (eighteen) years of age or older. No one under the age of 18 shall be permitted to work in the building or on the premises. The Contractor shall ensure that no one but the Contractor and/or his/her employees have access to the premises.

d. The Contractor is also responsible for ensuring that his/her employees do not disturb papers on desks, open desk drawers or cabinets, cash register, safe, supplies/merchandise, or use Government telephones or equipment except for emergency calls to the Contracting Officer, police, or fire departments. The government prohibits any internet/computer use.

e. The project site is located outside of cell phone service. Use of the government phone is authorized in case of an emergency.

f. The Contractor shall supply some type of identification that must be available while on the premises by Contractor and his/her employees. (FAR 52.204-9 -- Personal Identity Verification of Contractor Personnel)

g. The Contractor shall inform the Contracting Officer’s Representative (COR) of any items in need of repair/replacement.

h. Key Control – the Contractor will establish and implement methods of ensuring that all keys issued by the Government are kept secure in the Contractor’s possession and are not used by unauthorized persons.

1. Keys issued by the Government shall not be duplicated.

2. The Contractor will report the occurrence of a lost key to the contracting Officer no later than the 24 hours from the time it was discovered, missing.

3. The Contractor will be required to reimburse the Government for replacement of locks or rekeying as a result of the Contractor loss of keys. In the event a mate key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

4. It is the responsibility of the Contractor to prohibit the use of keys issued by the government to persons other than the Contractor’s employees. It is also the responsibility of the Contractor’s employees to prohibit the opening of locked areas by Contractor’s employees to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas. All prohibited areas shall be marked on the provided office layout drawing.

i. Energy Conservation – Contractor shall turn on lights in rooms only during the time needed to perform the required work and shall ensure that all lights, except those required to remain on, are turned off in each room as it is completed.

j. Safety – The Contractor shall be responsible for instructing company employees in appropriate safety measures. Caution should be used when placing or use of mops, brooms, or any equipment in traffic lanes or other locations. The Contractor shall provide, place, and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. Cloths, mops or brushes containing a residue to wax or other combustible material subject to spontaneous ignition shall be disposed of or stored outside the buildings.

REGULATIONS/POLICIES

All activities for this contract are governed by the applicable Federal Acquisition Regulations (FAR) as supplemented by the Department of Agriculture Acquisition Regulations (AGAR) and established local policy and procedures.

TRAVEL

Travel reimbursement is not authorized under this contract.

GOVERNMENT VEHICLES

For purposes of this contract, Government furnished resources shall not include Government Vehicles, nor shall contractor personnel be allowed to ride in Government vehicles without prior authorization by the

Contracting Officer.

SECURITY

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

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. The Contractor shall also ensure that all unnecessary lights and faucets are turned off, and all windows are closed.

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. Offices shall only remain open while Contractor is present.

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 Contracting Officer’s Representative (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.

TRAINING

The Contractor is responsible for all training for its employees except when training can only be provided by the Forest Service. Requests for training by exception must be provided to and approved by the CO prior to the Government conducting training.

CONTRACT PERFORMANCE PERIOD

Red Canyon Visitor Center and Restroom Cleaning Contract will award a Base Year to (tentatively) start June 1, 2026 through May 31, 2027. There is a possibility for 4 (four) option years and may be scheduled as follows:

Option Year 1 – June 1, 2027 to May 31, 2028 Option Year 2 – June 1, 2028 to May 31, 2029 Option Year 3 – June 1, 2029 to May 31, 2030 Option Year 4 – June 1, 2030 to May 31, 2031

Optional years are tentative and purely based on funding availability and contractor performance in the previous period of performance. There will be a period of non-performance from November 15 to the following March 26. Services should be priced according to the requirement. Awarded periods are listed in YEARS even though the work isn’t required year around.

DELIVERABLES

The tasks for each functional area are outlined in PROJECT DESCRIPTION and JANITORIAL SERVICES.

The performance of the tasks will be monitored periodically based on the requirements described in Scope of the Project and reported monthly via the Performance Assessment Form (located at the end of this documentation). The completed assessment will be retained in the Contracting Officer’s Representative (COR) file and a copy provided to the Contracting Officer.

QUALITY

The Contractor shall develop and maintain a quality program to ensure the required services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports.

The Contractor shall implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in the PWS.

The Contracting Officer’s Representative (COR) will perform weekly inspections to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies in accordance with FAR Clause 52.246-4 Inspection of Services Fixed Price, Section (e)(1). Acceptance of work will be determined by inspection of the entire job and will be based on adherences to the specification. The Contracting Officer’s Reprehensive (COR) will record the results of these inspections on the Performance Assessment Form. Inspection will be conducted more frequently as deemed necessary by the Contracting Officer’s Representative (COR).

GOVERNMENT REMEDIES.

The Contracting Officer shall follow FAR 52.249-8 Default (Fixed-Price Supply and Service), for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

PERFORMANCE-BASED CONTRACTING.

Quality will be measured based on the standards and objectives listed in Cleaning Frequency and Quality Assurance section of this document.

IDENTIFICATION OF CONTRACTOR EMPLOYEES:

All contract personnel are required to identify themselves as contractors. In any 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.

CLEANING FREQUENCY AND QUALITY ASSURANCE:

The cleaning services shall be performed at the frequencies on the attached schedule (Service and Frequency). Performance shall be based on the government’s evaluation of the results, not the frequency or method of performance. The evaluation of results will be based on tenant satisfaction, inspection observations, and accepted trade practices. The following standards will be applied in measuring the acceptability of the Contractor’s performance.

a. Restroom: Restroom areas will be visually inspected to ensure that all fixtures are maintained at a high level of shine, cleanliness, and sanitization. Partitions, doors, and walls will be visually inspected to ensure that they are free of obvious dirt, graffiti, and dust. Restroom supplies will be inspected to ensure that an adequate supply is always maintained.

b. Floors: Visually inspect all flooring to ensure that they are clean with no evidence of build-up or discoloration, and that all hard and resilient floors are maintained to an overall clean appearance.

c. Carpets: Visually inspect carpets and mats to ensure that they are clean and free of obvious dirt.

d. Dusting: Visually inspect all dust catching surface (horizontal and vertical) including furniture, file cabinets, fixtures, windowsills, office partitions, and venetian/roller blinds to ensure that they are free of obvious dust, dirt, and cobwebs.

e. Glass: Visually inspect all interior glass surfaces excluding all windows except entry-way windows) to ensure that they are clean and free of streaks and smudges.

f. Drinking Fountains and Sinks: Visually inspect drinking fountains and sinks to ensure that they are clean, sanitized, free of water marks, and any other debris or encrustation.

g. Waste Baskets: Visually inspect to ensure that all trash is removed.

INSPECTION AND ACCEPTANCE

Per Quality Assurance Plan (QASP).

MEASUREMENT AND PAYMENT

Payment will be made monthly for the janitorial services that have been satisfactorily provided during that month. Work which does not meet specifications, and which is not corrected will be handled in accordance with

Quality Assurance Plan.

Attachment A - Quality Assurance Surveillance Plan

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

FOR SUPPORT OF

Red Canyon Visitor Center and Visitor Center Restroom

Janitorial Services Dixie National Forest

Issued April 2021

TABLE OF CONTENTS

1.0 INTRODUCTION________________________________________________________________________________12

2.0 PURPOSE_____________________________________________________________________________________12

3.0 ROLES AND RESPONSIBILITIES_____________________________________________________________________12

3.1 The Contracting Officer__________________________________________________________________________12

3.2 The Contracting Officer’s Technical Representative____________________________________________________12

4.0 METHODS OF SURVEILLANCE_____________________________________________________________________13

4.1 Surveillance Techniques_________________________________________________________________________13

4.2 Customer Feedback_____________________________________________________________________________13

5.0 DOCUMENTATION______________________________________________________________________________13

5.1 Quality Assurance File___________________________________________________________________________13

6.0 RESOLVING PERFORMANCE ISSUES_________________________________________________________________13

6.1 Actions to Remedy Unacceptable Performance_______________________________________________________13

6.2 Problem Resolution_____________________________________________________________________________13

QUALITY ASSURANCE SURVEILLANCE PLAN – (QASP)

1.0 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Janitorial Services Dixie National Forest). The Contractor shall provide janitorial services. This QASP sets forth the procedures and guidelines the Forest Service will use in ensuring the required performance standards or services levels are achieved by the Contractor.

2.0 PURPOSE

2.1 The purpose of the QASP is to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the tasks specified in the contract. The QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS and the Contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received. The required performance standards and/or quality levels are included in the PWS and in Attachment F, “Performance Requirements Summary.” If the Contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract.

2.2 This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

2.3 The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The QASP is not intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor with an informational copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

3.0 ROLES AND RESPONSIBILITIES

3.1 The Contracting Officer

The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the Contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the Contractor’s performance, and must be identified and designated by the CO.

3.2 The Contracting Officer’s Representative

The contracting officer’s representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the

Contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The

COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

4.0 METHODS OF QA SURVEILLANCE

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate Contractor performance when appropriate. The primary methods of surveillance are:

• Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Quality Assurance Checklist.

• Random Checks/Inspections on Completion of Workload Taskings – Random checks will be conducted to ensure compliance with the intent of the Performance Work Statement and common commercial practices. The COR will conduct the random monitoring.

4.2 Customer Feedback

The Contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate using the Quality Assurance Checklist.

Customer feedback may also be obtained from the results of formal customer satisfaction surveys.

5.0 DOCUMENTATION

5.1 Quality Assurance File

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’ s performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer monthly, unless otherwise requested.

6.0 RESOLVING PERFORMANCE ISSUES

6.1 Actions to Remedy Unacceptable Performance

When performance is deemed unacceptable, the COR will so inform the Contractor’s on-site representative.

Disputes should be referred to the CO for resolution. If any services do not conform to contract requirements, the Government may require the Contractor to re-perform the services to conform with contract requirements at no additional cost to the government. When sub-par performance cannot be corrected by re-performance, the Government may:

• Seek monetary or any other negotiated form of consideration, as well as require the Contractor to take action to reasonably ensure future performance conforms to contract requirements.

• By separate contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service.

• Issue Cure Notice.

• Issue Show Cause.

• Terminate the contract for government convenience.

• Terminate the contract for cause.

6.2 Problem Resolution The COR, CO and Contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented.

Changes to service levels, procedures, and metrics will be incorporated as a bilateral contract modification.

Attachment B - Quality Assurance Checklist Quality Assurance Checklist – Daily, Weekly, and Monthly Cleaning Services

LOCATION:_________ MONTH:_______ YEAR:_______ CHECKED DATE

RED CANYON VISITOR’S CENTER

Floors swept or mopped

Rugs/floor mats swept or mopped

Countertops/desks – wipe/disinfect

Empty trash bins and receptacles (4 ea.)

Replace trash liners

Water fountain – wipe and disinfect

Restroom clean/disinfect toilet, sink, fixtures, and mirror

Maintain restroom supplies

Low dusting – all surfaces below six feet

Internal window/glass cleaning

Exterior of entrance glass cleaning

Vertical surfaces – walls below six feet

High dusting – surfaces six feet and higher

Window/glass cleaning - external

RED CANYON VISITOR’S CENTER RESTROOMS

Floors swept and mopped

Countertops wiped and disinfected

Empty trash bins and receptacles (4 ea.)

Replace trash liners

Water fountain wiped and disinfected (3 ea.)

Clean/disinfect toilet, sink, fixtures, and mirror

Maintain restroom supplies

Clean vertical surfaces below six feet

Attachment C – Quality Assurance Checklist Customer Complaint Form

Dixie National Forest Red Canyon Visitor’s Center Janitorial Contract

Daily-Visitor’s Center: Glass Cleaning – Exterior of entrance only Weekly-Visitor’s Center: Floors (Tile/Linoleum) Sweep & Mop, countertops/desks -wipe/disinfect, Empty Trash Bins and Receptacles (4 ea.), Replace Trash Liners, Water Fountain – Wipe/Disinfect, Restroom- Clean/disinfect toilet, sink, and fixtures, mirror, Maintain restroom supplies, Low Dusting-all surfaces below six feet, Window/Glass Cleaning – Internal, Vertical Surfaces – Walls below six feet.

Monthly-Visitor’s Center: High Dusting – surfaces six feet and higher, window/glass cleaning-external.

Daily-Restrooms: Floors (painted/sealed concrete) Sweep & Mop, Countertops – Wipe & Disinfect, Empty Trash Bins and Receptacles (4 ea.)

Replace Trash Liner, Water Fountains-Wipe/Disinfect (3ea.) Clean/disinfect toilet, sink, fixtures, mirror, and vertical surfaces/walls below six feet.

Date Name Location Description Cleaning Crew Initials Date Resolved

Attachment D – Performance Requirement Summary

Required Service Standard (Referencing

PWS)

Allowable Deviation Performance Threshold Method of Quality Assurance

Disincentive

Daily Visitor Center Clean and Service

Clean area of service to meet standards specified in the PWS Section B

5% from standard 100% adherence to performance requirements is required. No to exceed three reported occurrences with less than 100% compliance as reported by the COR on the quality assurance checklist – Attachment B

Bi-Monthly Inspections

Quality Assurance Checklist- Attachment C

Rework at no cost to the Government

Weekly Visitor Center Clean and Service

Clean area of service to meet standards specified in the PWS Section B

5% from standard 100% adherence to performance requirements is required. No to exceed three reported occurrences with less than 100% compliance as reported by the COR on the quality assurance checklist – Attachment B

Attachment C

Rework at no cost to the Government

Monthly Visitor Center Clean and Service

Clean area of service to meet standards specified in the PWS Section B

5% from standard 100% adherence to performance requirements is required. No to exceed three reported occurrences with less than 100% compliance as reported by the COR on the quality assurance checklist – Attachment B

Attachment C

Rework at no cost to the Government

Daily Restroom Clean and Service

Clean area of service to meet standards specified in the PWS Section B

5% from standard 100% adherence to performance requirements is required. No to exceed three reported occurrences with less than 100% compliance as reported by the COR on the quality assurance checklist – Attachment B

Attachment C

Rework at no cost to the Government

Attachment E. Project Location

The janitorial work to be performed is for the Red Canyon Visitor Center located at 5375 UT-12, Panguitch, Utah 84759. It can be reached from State Highway 12, which is located 3.5 miles east of State Highway 89.

Please see attached maps provided.

Figure 1: Map of the intersection from State Highway 12 and 89

Figure 2: Site Layout of the Red Canyon Visitor Center, located 3.5 miles west of SH 89, on SH 12

Red Canyon Visitor Center

Red Canyon Visitor

Center - Restroom

State Highway 12

Figure 3: Site overview from Panguitch, Utah to the Red Canyon Visitor Center

Attachment F. Building Layout

Figure 3: Map of the Red Canyon Visitor Center Floor Layout

Figure 4: Map of the Red Canyon Visitor Center Restroom Floor Layout