FI_Janitorial_-_QASP_(Attachment_D)_0001.pdf

JANITORIAL SERVICES,

EASTERN COLORADO AREA OFFICE AND FACILITIES

LOVELAND, COLORADO

QUALITY ASSURANCE SURVEILLANCE PLAN

Purpose

Reclamation has developed this Quality Assurance Surveillance Plan (QASP) to implement a quality surveillance strategy for janitorial services at the Eastern Colorado Area Office. The primary intent of this plan is to provide the Quality Assurance Evaluator (QAE) a basis and systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work.

Oversight of the contractor's performance will ensure contract quality. The plan will afford the QAE a proactive mechanism to preclude major deficiencies in the performance of services and provide for evaluation of the contractor's performance.

As it pertains to services, a concept of "fully compliant" shall be the basis used in reference to where there has been no willful departure from the terms of the contract and no omission of essential work.

The contractor has performed the required work honestly and faithfully and the only variance consists of infrequent minor omissions or deficiencies. In general, work is substantially complete when the contractor has successfully performed 90 percent or more of the required tasks.

Authority

Inspection and Acceptance, provides the authority for issuance of this QASP. This authority provides for the Contracting Officer's, or his duly authorized representative's, inspection and acceptance of the articles, services, and documentation called for in the contract.

Scope

In order to understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance

Plan. The contractor, and not Reclamation, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The contractor develops and submits his Quality Control Plan (QCP) for Reclamation acceptance. Once accepted, the contractor then uses the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

On the other hand, Reclamation puts the QASP into place to provide Reclamation surveillance oversight of the contractor's quality control efforts to assure that they are timely, effective, and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the contractor's QCP. Reclamation will periodically evaluate the contractor’s performance. Therefore, Reclamation has provided the contractor an informational copy of the QASP as an attachment to the solicitation to support the contractor's efforts in developing a QCP and for providing the contractor an opportunity to comment and propose innovative solutions for the

Reclamation's QASP.

Attachment DRFQ #: 140R6023Q0033 Flatiron (FI) Janitorial

LOVELAND, COLORADO

Government Resources & Responsibilities

The following definitions for Reclamation resources are applicable to this plan:

Contracting Officer (CO) - A duly appointed person with the authority to enter into, administer, or terminate contracts, and to make findings and determinations on behalf of the United States

Government. This is the only individual authorized to change the contract or any of the requirements stated herein.

Quality Assurance Evaluator (QAE) - A Reclamation person designated by the Contracting Officer, with authority to act within the scope of the delegated authority, including but not limited to, the surveillance and inspection of the contractor’s performance.

Reclamation resources shall have responsibilities for the implementation of this QASP as follows:

The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of the United States in the contractual relationship. The Contracting Officer ensures the contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor's performance.

The QAE is responsible for technical administration of the project and assures proper surveillance of the contractor's performance. The QAE is not empowered to make any contractual commitments or to authorize any contractual changes on Reclamation's behalf. The contractor shall refer any changes that may affect price, terms, or conditions to the Contracting Officer for action.

Performance Indicators/Measures

The QAE will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements. This Performance Work Statement identifies the performance standards for all services that the contractor shall perform.

Frequencies - The QAE will determine whether tasks and frequencies conform to the tasks and frequency requirements accepted as a part of the contractor's proposal.

Management Responsiveness - The QAE will determine whether the contractor provides satisfactory project management, adequate timely response to customer complaints, the quality of the management of customer complaints, quality accountability of complaints, the quality of the reporting of complaints, and conformity to the contractor's final Quality Control Plan.

Methods of Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions, the QAE will use the standardized Surveillance Activity Checklist, which is contained in this document, to document QA surveillance.

Customer Feedback - A method of surveillance Reclamation may use in the administration of the

Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, Reclamation reviews firsthand information from the actual users of the service. Reclamation will use feedback to supplement other forms of evaluation and assessment.

Random Sampling - A method of surveillance Reclamation may use in the administration of the

Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, Reclamation prepares documentation to assess the contractor's ongoing performance.

Documentation

In addition to providing documentation to the Contracting Officer, the QAE will maintain a complete

Quality Assurance file onsite. The file will contain copies of all reports, evaluations, recommendations, and any actions related to Reclamation’s performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. Reclamation will retain all such records for the life of this contract. The QAE shall forward these records to the Contracting

Officer at termination or completion of the contract.

Task 1: Area Office

Frequency Tasks Checked

Y/N Acceptable

Daily

Empty all trash and recycle receptacles and waste baskets into appropriate refuse containers and wash trash receptacles and waste baskets inside and out as needed.

Daily Clean all mirrors, frames, ledges, and partitions.

Daily

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal disinfectants, using an evaporative cleanser or similar, leaving no residue behind.

Clean and disinfect toilet bowl seats on both sides, using an evaporative cleanser or similar, leaving no residue behind.

Clean and refill all dispensers in restrooms with Government-furnished supplies.

Maintain an ample supply of Government-furnished towels, soap, and toilet tissue at all times in the restroom and inform the QAE at least 60 days prior to needing additional supplies.

Clean the lunchroom, kitchen area, including tabletops, microwaves (inside and out), chairs, floors, sinks, and counters with acceptable germicidal

Maintain an ample supply of Government-furnished towels and soap at all times in the kitchen and inform the QAE at least 60 days prior to needing additional supplies.

Daily Keep the outside dumpster surrounding areas neat and orderly.

Daily Inspect and maintain all glass.

3X’s Weekly Clean restroom walls, enclosures, lockers, benches, woodwork, and all floor surfaces. Maintain these areas free of soil marks, stains, and spills.

3X’s Weekly Vacuum all carpeted areas as identified.

3X’s Weekly Vacuum entrance rugs.

3X’s Weekly Clean and dust mop all floor spaces identified as vinyl or similar.

3X’s Weekly Clean and dust mop all floor spaces identified as epoxy flooring.

3X’s Weekly Wet mop all restroom floors using a disinfectant.

3X’s Weekly Clean and dust mop lobby floor. Wet mop if necessary.

Weekly

Clean and dust all rooms, offices, areas, and cubicles. This includes cleaning and dusting all desktops and tabletops (clear of paperwork), ledges, chairs (all non-cloth surfaces), floors, fixtures, copiers, printers, bookcases, file cabinets, windowsills, and blinds.

Weekly

Clean the lunchroom, kitchen area, including cabinets, stove (inside and out), small appliances, and refrigerators (exterior), with acceptable germicidal

Remove soil marks around light switches, doors, doorknobs/handles, door frames, and marks from the walls and floor.

Weekly Wipe down walls and doors of elevator.

Weekly Wet mop kitchen using a disinfectant.

Monthly Clean, wax, and buff all floor spaces identified as vinyl or similar.

Monthly Wet mop all epoxy flooring as identified.

Monthly Clean and disinfect the interior of the refrigerators.

Quarterly Shampoo all carpets and cloth surfaces of chairs.

Quarterly Clean chairs (all non-cloth surfaces).

Quarterly Clean all baseboards.

Semi-Annual Clean windows inside and out, including screens, ledges, and windowsills.

Semi-Annual Clean all interior light fixtures inside and out.

Semi-Annual Clean all interior air vents (not required to remove them from walls / ceiling).

Yearly

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and uniform, and leave no streaks, swirls, etc. No stripping solution or new wax shall remain on any non-floor surface.

ACKNOWLEDGEMENT

QAE DATE

CONTRACTOR DATE

METHOD OF SURVEILLANCE

Random Sampling Customer Feedback

Task 2: Building A

Y/N Acceptable

Daily

Empty all trash and recycle receptacles and waste baskets into appropriate

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal

Clean the lunchroom, kitchen area, including tabletops, microwaves (inside and out), chairs, floors, sinks, and counters with acceptable germicidal

3X’s Weekly

3X’s Weekly Vacuum all carpeted areas as identified.

3X’s Weekly Vacuum entrance rugs.

3X’s Weekly Clean and dust mop all floor spaces identified as vinyl or similar.

3X’s Weekly Clean and dust mop all floor spaces identified as cement.

3X’s Weekly Wet mop all restroom floors using a disinfectant.

Weekly

Clean the lunchroom, kitchen area, including cabinets, stove (inside and out), small appliances, and refrigerators (exterior), with acceptable germicidal

Clean and dust all rooms, offices, areas, and cubicles. This includes cleaning and dusting all desktops and tabletops (clear of paperwork), ledges, chairs (all

Monthly Clean, wax, and buff all floor spaces identified as vinyl or similar.

Quarterly Clean all baseboards.

Semi-Annual Clean windows inside and out, including screens, ledges, and windowsills.

Semi-Annual Clean all interior light fixtures inside and out.

Semi-Annual Clean all interior air vents (not required to remove them from walls / ceiling).

Yearly

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and

Task 3: Building F

Y/N Acceptable

2X’s

Weekly

Empty all trash and recycle receptacles and waste baskets into appropriate refuse containers and wash trash receptacles and waste baskets inside and out as needed.

2X’s

Clean all mirrors, frames, ledges, and partitions.

2X’s

Weekly

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal

Clean and refill all dispensers in restrooms with Government-furnished supplies.

2X’s

Weekly

Maintain an ample supply of Government-furnished towels, soap, and toilet tissue at all times in the restroom and inform the QAE at least 60 days prior to needing additional supplies.

Keep the outside dumpster surrounding areas neat and orderly.

2X’s

Weekly

Inspect and maintain all glass.

2X’s

Weekly

Vacuum all carpeted areas as identified.

2X’s

Weekly

Vacuum entrance rugs.

2X’s

Weekly

Clean and dust mop all floor spaces identified as vinyl or similar.

2X’s

Weekly

Wet mop all restroom floors using a disinfectant.

2X’s

Weekly

Clean and dust all rooms, offices, areas, and cubicles. This includes cleaning and dusting all desktops and tabletops (clear of paperwork), ledges, chairs (all

Quarterly Clean all baseboards.

Yearly

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and uniform, and leave no streaks, swirls, etc. No stripping solution or new wax shall remain on any non-floor surface.

Yearly Clean windows inside and out, including screens, ledges, and windowsills.

ACKNOWLEDGEMENT METHOD OF SURVEILLANCE

__________________________________________ Random Sampling Customer Feedback

QAE DATE

Task 4: Flatiron Modular Offices

Y/N Acceptable

Daily

Empty all trash and recycle receptacles and waste baskets into appropriate

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal

Clean the lunchroom, kitchen area, including cabinets, tabletops, microwaves, stove, small appliances, refrigerators, chairs, floors, sinks, and counters with acceptable germicidal disinfectants, using an evaporative cleanser or similar, leaving no residue behind

2X’s Weekly

2X’s Weekly Vacuum all carpeted areas as identified.

2X’s Weekly Vacuum entrance rugs.

2X’s Weekly Clean and dust mop all floor spaces identified as vinyl or similar.

2X’s Weekly Wet mop all restroom floors using a disinfectant.

Weekly

Clean and dust all rooms, offices, areas, and cubicles. This includes cleaning and dusting all desktops and tabletops (clear of paperwork), ledges, chairs (all

Monthly Clean, wax, and buff all floor spaces identified as tile and vinyl or similar.

Quarterly Clean chairs (all non-cloth surfaces).

Quarterly Clean all baseboards.

Semi-Annual Clean windows inside and out, including screens, ledges, and windowsills.

Semi-Annual Clean all interior light fixtures inside and out.

Semi-Annual Clean all interior air vents (not required to remove them from walls / ceiling).

Semi-Annual

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and

Task 5: Flatiron Machine Shop

Y/N Acceptable

Daily

Empty all trash and recycle receptacles and waste baskets into appropriate

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal

Daily Wipe down washer, dryer, benches, and outside of lockers.

2X’s Weekly

2X’s Weekly Vacuum all carpeted areas as identified.

2X’s Weekly Vacuum entrance rugs.

2X’s Weekly Clean and dust mop all floor spaces identified as vinyl or similar.

2X’s Weekly Wet mop all restroom floors using a disinfectant.

2X’s Weekly

Clean, remove stains, and disinfect all surfaces of shower with acceptable germicidal disinfectants, using an evaporative cleanser or similar, leaving no residue behind

Quarterly Clean chairs (all non-cloth surfaces).

Quarterly Clean all baseboards.

Semi-Annual

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and

ACKNOWLEDGEMENT METHOD OF SURVEILLANCE

__________________________________________ Random Sampling Customer Feedback

Task 6: Flatiron Powerplant

Y/N Acceptable

2X’s Weekly

Empty all trash and recycle receptacles and waste baskets into appropriate

2X’s Weekly Clean all mirrors, frames, ledges, and partitions.

2X’s Weekly

Clean, remove stains, and disinfect all surfaces of washbasins, dispensers, toilets, urinals, shower, and drinking fountains with acceptable germicidal tissue at all times in the restroom and inform the QAE at least 60 days prior to needing additional supplies.

2X’s Weekly Wet mop all restroom floors using a disinfectant.

2X’s Weekly Keep the outside dumpster surrounding areas neat and orderly.

Weekly

Clean and dust all rooms, offices, areas, and cubicles. This includes cleaning and dusting all desktops and tabletops (clear of paperwork), ledges, chairs (all

Semi-Annual

Completely strip all old wax buildup from all visible floor surfaces, mop boards, and from those floor surfaces that can be exposed by the removal of non-fixed furnishing once a year. Remove all residue, re-wax, and buff shine without damage to the floor surface. The stripping chemical(s) used shall meet the specifications for the type of finish being stripped and shall be used according to the manufacturer's directions. Floor area may require the use of manual scrubbing devices to completely remove the old wax. All floor surfaces shall be rinsed before new wax is applied. After the floor surfaces have been re-waxed and the wax has dried, the finish shall be buffed and