Paria River District Recreation Sites Janitorial Services

Quality Assurance Surveillance Plan (QASP) 2026

FOR:

The United States Department of the Interior

Bureau of Land Management Paria River District

Field Office 669 S. Highway 89A

Kanab, UT 84741

Solicitation #: 140L5726Q0015

Quality Assurance Surveillance Plan

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Paria River District Field Office Recreation Site Janitorial

TABLE OF CONTENTS

Section Title Page

1. Introduction 2

1.1. Purpose 2

1.2. Performance Management Approach 2

1.3. Performance Management Strategy 3

2. Roles and Responsibilities 3

2.1. The Contracting Officer 3

2.2. The Contracting Officer’s Representative 3

3. Identification of Required Performance Standards/Quality Level 3

4. Methodologies to Monitor Performance 4

4.1. Surveillance Techniques 4

5. Quality Assurance Documentation 4

5.1. The Performance Management Feedback Loop 4

5.2. Monitoring Forms 4

6. Analysis of Quality Assurance Assessment 4

6.1. Determining Performance 4

6.2. Reporting 4

6.3. Reviews and Resolution 5

Paria River Field Office Recreation Site Janitorial

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QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

1 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the Performance

Work Statement (PWS) entitled Paria River Field Office Recreation Site Janitorial. This plan sets forth the procedures and guidelines the United States Department of the Interior, Bureau of Land Management, will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. 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.

1.1.2 This QASP defines the roles and responsibilities of all members of the contract, 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.

1.2 Performance Management Approach

1.2.1 This QASP will define the performance management approach taken by BLM to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

1.2.2 Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

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1.3 Performance Management Strategy

1.3.1 The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s quality control program (QCP) will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated

Government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the Government to take advantage of the contractor’s QCP.

1.3.2 The Government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2 ROLES AND RESPONSIBILITIES

2.1 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, and the contractor. The CO will designate one COR as the Government authority for performance management. Additional representatives serving as project inspectors may be appointed as well as the contractor’s performance, and must be identified and designated by the CO.

2.2 The Contracting Officer’s Representative

The 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, along with the Project Inspector, 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. The COR will track and communicate with the CO findings, trends, and any other contract support to the CO.

3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/

QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS. If the contractor meets the required service or performance level, they will be paid the monthly amount agreed on in the contract.

Failure to meet the required service or performance level will result in a deduction from the monthly amount.

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4 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

To minimize the performance management burden, simplified surveillance methods shall be used by the

Government to evaluate contractor performance when appropriate. The primary method of surveillance is:

➢ Random monitoring, which shall be performed by the COR or designated BLM employee (outdoor recreation planners, park rangers, law enforcement rangers, or seasonal staff).

➢ Periodic Inspection – COR will typically perform a periodic inspection on a monthly basis. See

Attachment 1 - SAMPLE QUALITY ASSURANCE MONITORING FORM & Attachment 2 –

INSPECTION REPORT FORM

5 QUALITY ASSURANCE DOCUMENTATION

5.1 The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques detailed therein.

5.2 Monitoring Inspection Forms

Government QA surveillance will be reported using inspection report forms. The form, when completed, will document the Government’s assessment of the contractor’s satisfactory or unsatisfactory performance under the contract to ensure that the required results are being achieved.

5.2.1 The CO and COR will retain a copy of all completed QA surveillance forms.

6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

6.1.1 Government shall use the monitoring methods cited to determine whether the performance standards have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet performance standards may result in a deduction from the monthly payment.

6.2 Reporting

6.2.1 Inspection report forms may be shared with the Contractor. Forms with negative findings will be shared within one week, as practicable, with the Contractor to review and make remediations. The

Contractor is responsible to inform the CO or COR of when remediation has been completed for review by the COR. Completed Inspection report forms will become part of the QA documentation within the contract file. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

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6.3 Reviews and Resolution

6.3.1 The CO and COR may require the contractor’s project manager, or a designated alternate, to meet, in person or via other means, to discuss performance evaluation. The frequency will be as necessary, or per the contractor’s request, and could include in-depth reviews with the contractor, including appropriate self-assessments by the contractor. The agenda of the reviews may include:

➢ Inspection performance and trend analysis

➢ Issues and concerns of both parties

➢ Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

➢ Recommendations for improved efficiency and/or effectiveness

6.3.2 The CO and/or COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

6.3.3 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 contract modification at the convenience of the CO.

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ATTACHMENT 1:

SAMPLE QUALITY ASSURANCE

MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint

LEVEL OF SURVEILLANCE (Check):

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): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period:

PREPARED BY: DATE:

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ATTACHMENT 2:

SAMPLE INSPECTION REPORT FORM

TASK DATE

INSPECTED

SERVICES

ACCEPTABLE

SERVICES

UNACCEPTABLE

All floors clean and free of dirt streaks. No dirt left in corners, behind doors. Sidewalks and entrances shall be clean of all dirt and trash. No dirt shall be left where sweepings were picked up. no dirt, dust, or any foreign matter surrounding or in vault toilets.

Surfaces: All surfaces, including toilet seat ( this means top bottom hinges bolts covers and crevices), all riser surfaces inside, outside, and where joined to concrete; floors, walls inside and out , doors inside and out, door handles inside and out and ceiling shall be kept clean of any foreign matter, spills, stains, marks, or residue of any nature. And free from standing water or ice.

Stripping –no gum, stains, burns, scuff marks, etc., evident. no build up in corners or crevices. Walls, baseboards, and other surfaces free of sealer residue and marks from equipment.

Mopping and Scrubbing – The floors clean and free of dirt, water streaks, mop marks, strings, etc., having an overall appearance of cleanliness. All surfaces dry and corners and cracks clean. stains, burns, scuff marks, etc., evident. no build up in corners or crevices. Walls, baseboards, and other surfaces free of sealer residue and marks from equipment. Floors free of streaks, mop strand marks, and skipped areas. Bathrooms inside and out shall be free from standing water or ice.

Bathroom supplies: Toilet tissue and hand sanitizer refilled at the time of inspection.

Recreation site around vault toilets free of noticeable trash.

Pests/insects and vegetation population low with use of low Volatile Organic Compounds (VOC) products, within the restrooms, and around.

Trash in and around restrooms, correlating trailheads, and campgrounds removed and disposed of.