1240LS26Q0027 Ely Ranger District Janitorial Attachment 2 Statement of Work.pdf

1240LS26Q0027 – Ely Ranger District Office Janitorial Attachment 2 – Statement of Work

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 .............................................................................. Error! Bookmark not defined.

5.0 Deliverables / Schedule

6.0 Travel ........................................................................................................ Error! Bookmark not defined.

7.0 Contractor’s Key Personnel ....................................................................... Error! Bookmark not defined.

8.0 Security Requirements .............................................................................. Error! Bookmark not defined.

9.0 Data Rights ............................................................................................... Error! Bookmark not defined.

10.0 Section 508 – Electronic and Information Technology Standards ............ Error! Bookmark not defined.

Attachment ...................................................................................................... Error! Bookmark not defined.

Project Ely Janitorial Services

General Information

1.0 Scope of Work

The Ely Ranger District needs Janitorial services for the Ely District office. The Services needed would include the following: The contractor shall provide all management, tools, equipment, and labor necessary to ensure that janitorial services are performed at the Forest service office located in Ely, NV and they are done in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.

1.1.1 Base year: June 1, 2026 – May 31, 2027

1.1.2 Option year 1: June 1, 2027 – May 31, 2028

1.1.3 Option year 2: June 1, 2028 – May 31, 2029

1.1.4 Option year 3: June 1, 2029 – May 31, 2030

1.1.5 Option year 4: June 1, 2030 – May 31, 2031

2.0 Background

The building totals approximately 12,000 square feet of office. The entire building is on one level with a carpeted breezeway that connects to another building (all part of the “building office space”), with predominantly carpeted floor. There are two restrooms. The computer room is exempt from this contract unless specifically requested. Services are to be performed before 7:00 am or after 5:00 pm, unless otherwise directed.

Contractor Requirements

3.0 Technical Requirements / Tasks/Contractor Provided Equipment and Supplies Cleaning Services: The following services are to be performed upon each servicing, except those determined to be periodic services.

3.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

3.1.2 Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer Representative (COR).

Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

3.1.3 Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

3.1.4 Dusting. Surfaces must be free of dust, lint, cobwebs, and litter. Surfaces could include items such as credenzas, file cabinets, light fixtures, tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, upper and lower vents, etc., excluding computer terminals and keyboards.

3.1.5 Windows/Interior Glass. All windows and interior glass, including glass indoors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

3.1.6 Drinking Fountains. Contractor shall clean all drinking fountains. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, hard water deposits, and other obvious soil.

3.1.7 Cigarette Receptacles. Contractor shall remove all cigarette butts from receptacles located outside front and back doors to the building.

3.2 Restrooms and all sinks Cleaning Services: The following services are to be performed upon each service, except those determined to be periodic services.

3.2.1 Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, partitions, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all foam, spots, and detergent buildup.

3.2.2 Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 3.1.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath.

Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

3.2.3 Maintain Urinal. Contractor shall provide and maintain the required chemicals to clean urinals.

Contractor shall service urinals at the same time and each time they are cleaning the restrooms.

3.2.4 Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap does not run out. Supplies shall be stored in designated areas.

3.3 Periodic Cleaning Services: (Services performed on a weekly, monthly, bi-monthly, semi-annual, annual basis)

3.3.1 Periodic Oversight: (Every week) Wash glass doors in all entryways (inside and outside) with appropriate cleaner in accordance with paragraph 3.1.5. Clean ceiling corners of cobwebs in accordance with paragraph 3.1.4. Sweep outdoor sidewalks, stairs, and entryways to be free of debris.

3.3.2 Periodic Window Cleaning. (Every four months) Wash inside windows and remove dust, cobwebs and insects which have accumulated between window and screen. Wash windowsills and frames. In accordance with paragraph 3.1.4.

3.3.3 Periodic Cleaning: Wash and Dry Windows Inside and Outside. (April/September) Using the appropriate cleaner, wash and dry all windows on the inside and outside. Remove insect nests within three feet of windows on the outside. When completed there should be no traces of film, dirt, smudges, water, or other foreign matter.

3.3.4 Periodic Cleaning: Dust Venetian Blinds. (March/August) Dust venetian blinds in the window frames.

Clean window frames to become free from soil and other foreign matter.

3.3.5 Periodic Cleaning of Light Fixtures. (May/October) Remove and wash all light fixtures and panels, clean between fluorescent tubes. Dust and remove insects, cobwebs and other foreign materials.

3.3.6 Periodic Carpet Restorative Cleaning. (June/November) Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. 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 after the carpet has dried.

All tile floors shall be cleaned, scrubbed, stripped, sealed, polished, and waxed, as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

3.4 Contractor Provided Equipment and Supplies.

3.4.1 Contractor-Furnished Equipment. The contractor shall provide and maintain all equipment necessary to fulfil the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site.

3.4.1.1. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed shall not be used in performance of this contract. The contracting officer or designated representative may inspect the contractor’s equipment and direct the removal of any unsafe or unusable equipment from the installation.

3.4.1.2 The contractor shall provide adequate numbers of equipment items to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment is down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from fulfilling any requirement contained in this contract.

3.4.1.3 Contractor to provide the following equipment. Vacuum cleaner, equipped with attachments necessary for accomplishing the cleaning described in this Statement of Work.

3.4.2 Contractor Furnished Supplies.

1. Dusting supplies

2. Window cleaner and equipment

3. Carpet shampooer and supplies.

4. Other supplies as necessary to maintain office work area in a neat and clean manner.

5. Vacuum

6. Air Freshener

In compliance of the United States Department of Agriculture’s (USDA) Green Purchasing Affirmative Procurement Program (GPAPP), products supplied under this contract shall meet or exceed the following requirements:

Sanitary Tissue Products:

Postconsumer Fiber (%) Recovered Fiber (%) Bathroom Tissue 20-60 20-100 Paper Towels 40-60 40-100

(Note: The content levels should be read as X% recovered fiber, including Y% postconsumer fiber and NOT as X% recovered fiber plus Y% post-consumer fiber.)

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 biobased products.

It is desirable that contractors utilize the greatest number of biobased products possible while still meeting health specifications, environmental specifications and providing for overall quality of service.

Examples of appropriate biobased cleaning products include but are not limited to Seventh Generation Inc.

products, Simple Green cleaning products, Mrs. Meyers cleaning products, certain Lysol cleaning products etc.

Review the custodial services section of www.biopreferred.gov for a complete list of USDA approved biobased products that may be applicable to this contract.

For further information on biobased product requirements for this contract review the Statement of Work Section 3.4.2 Contractor Furnished Supplies.

The Contractor shall utilize products and material made from biobased materials (e.g.,biobased greases, biobased 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 custodial 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 biobased products listed meeting the health and environmental specifications.

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

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov.

The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased 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 winning Contractor on each anniversary date of the contract shall compile a complete list of biobased 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 provision at FAR 52.223-1, Biobased Product Certification.

http://www.biopreferred.gov/ http://www.biopreferred.gov/

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

Within thirty (30) days of contract award, the Contractor shall submit an Operations and Maintenance Plan.

This submittal shall be approved by the COR in writing. The Contractor shall not commence work until this submittal is approved by the COR in writing. The Plan must be reviewed and updated annually, and as required by the COR. The Plan must contain and define the following elements: The Contractor’s written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices.

Detail on how the Contractor intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

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

At a minimum, the Plan 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. The product guides which define standard operating procedures for instructing staff in the proper use, storage, and disposal of biobased products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

The Contractor shall provide data on the quantity and dollar values of biobased products used in this contract.

The data will be submitted to the COR quarterly. A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some biobased products that may function differently than a conventional product.

3.5 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 Security Forces or the Facility Manager

• Notify the COR and/or Contracting Officer when unauthorized or suspicious people 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 done. 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.

4.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

4.1 Janitorial Closet. Janitorial closet will be available for use by the Contractor, without cost, for the purpose of storing cleaning and paper products only. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies will be stored and organized in such a manner as to allow easy access and movement in closet. Closet provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor’s stored supplies kept in the building or janitor’s closets or for the Contractor’s employees’ personal belongings.

4.2 Government Furnished Supplies and Equipment:

1. Paper towels

2. Toilet Paper

3. Hand soap for bathrooms

4. Wastebasket liners

5. Disinfectant

6. Ladder

4.3 Government Furnished Utilities. The Government will furnish electricity, water and sewage services as necessary for accomplishment of work in accordance with this contract.

4.3.1 Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

4.4 Refuse Collection and Disposal. The Contractor shall use existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in this SOW. The contractor shall adhere to all organizational recycling programs.

4.4.1 Trash Collection and Disposal. All trash containers shall be emptied and returned to their initial location as indicated. 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.

5.0 Deliverables / Schedule

5.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

5.1.1 Normal Work Hours. The contractor shall clean all offices and restrooms Three times weekly:

Tuesday, Thursday, and Friday or any time on Saturday and/or Sunday with the exception of special events.

The Ely Ranger District shall be responsible for notifying the contractor at least five days in advance.

All services shall be performed before 7:00 a.m. or after 5:00 p.m. Services performed outside the building may be accomplished anytime during the week. The Contractor may find it necessary to deviate from the normal work hours of operation, to ensure timely completion of work under this SOW at no additional cost to the government.

5.2 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 - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

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: Discrepancy Report……………………………………………………………………………………….15 Appendix B: Customer Feedback Record

Appendix C: Example Quality Assurance Monitoring

Project Name Ely Ranger District Office Janitorial

Solicitation

1240LS26Q0027

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the statement of work (SOW) entitled Ely Ranger District Office Janitorial Statement of work. This plan sets forth the procedures and guidelines that the USDA, Ely 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 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 documentation reporting form is provided in Appendix A.

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 in Contract Terms and Conditions.

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.

PERFORMANCE REQUIREMENT SUMMARY

Required Services

(SOW Task)

Performance

Standard

Acceptable

Quality Level

(AQL)

Method of Surveillance

Submit a PM report of scheduled, completed, and outstanding tasks

Quarterly

100% of reports accurately depict current status

99% File reviews, periodic inspections, and random, observations, customer complaints

4.2 Analysis and Results

When the inspections 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:

Appendix A: Discrepancy Report

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 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

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

Appendix C: Example Quality Assurance Monitoring 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.

CONTRACT NUMBER: ______________________________________

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check the applicable item):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint

LEVEL OF SURVEILLANCE (Check the applicable item):

Monthly Quarterly As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check the applicable item):

Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period:

Prepared By: _______________________________ Date: ______________

Appendix D – Office Floor Plan