AG87BJS150009QualityAssuranceSurveillanceand_Bio-based.pdf

AG-87BJ-S-15-0009

Dakota Prarie Grasslands

Grand River Ranger District Janitorial Service

Quality Assurance /Biobased Plan

QUALITY ASSURANCE SURVEILLANCE AND BIOBASED PLAN

FOR JANITORIAL WORK

1. Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that will be used to monitor the Contractor’s performance. The QASP is not part of the Contract. It is provided to the

Contractor solely for informational purposes and is subject to change by the Government during the life of the contract. The Government reserves the right to perform assessments more or less often than outlined in this QASP.

2. Introduction: The QASP establishes methods to assess or evaluate performance of the Contractor under the contract. It is designed to provide an effective method of monitoring Contractor

Performance for each objective on the Performance Requirements Summary (PRS) in the contract.

The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide the services.

3. Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the Contract. The

Government performs quality assurance to assess the quality of services rendered, if the services meet the contract requirements, and if the contract standards are achieved.

4. Surveillance Methods: The Government will evaluate the Contractor’s performance under this contract. Examples of Government surveillance may include:

a. Government Inspections.

b. Customer complaints with verification by the CO.

c. Review of Contractor’s Quality Control documentation.

5. Deduction Methods: The Government will record performance noting any substandard performance.

For substandard performance, the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance.

b. Payment deductions in accordance with the PRS;

c. Payment deductions in accordance with the applicable FAR clause(s).

d. Require correction or re-performance of the service.

Performance Requirements Summary

PERFORMANCE BASED DEDUCTION FORMULA

Performance Objective Weight Maximum

Allowable Defect

Rate

Surveillance Method

Overall Cleaning 70% 3 defects per month

Random Sampling Inspection or Verified

Customer Complaint

Perform Work Within

Schedule Requirements

5% 3 defects per month

Random Sampling inspection or Verified

Customer Complaint

Maintain Security of

Building and Compound

Access

25% 3 defects per month

Random Sampling inspection or Verified

Customer Complaint

Grand River Ranger District Janitorial Service

Deduction Threshold. If the number of defects, or instances of unacceptable performance, observed during a month-long period is equal to or less than the maximum allowable defect rate (MADR), then there will be no deduction in payments to the Contractor for that task. However, if the number of defects observed during a month-long period is greater than the MADR, then there will be a deduction in payments to the Contractor for that task.

Example of Deduction Amount to Contractor Payments.

The MADR for janitorial work is three (3) defects per month based on the performance objective. A verified customer complaint regarding any maintenance work that falls below the standards set forth in the

PWS will be considered a defect as will any inspected work that falls below the same standards. If one or more complaint is received regarding the same item, this will only be considered one complaint. Upon notice of the defect(s), the contractor will be given 24 hours to correct prior to a deduction being taken.

Assume that there is four verified customer complaints regarding untimely refuse collection during the month:

Four defect exceeds the MADR of three, a deduction in the payment to the Contractor for this month will be made;

The deduction amount will be as follows:

(i) Assume the maximum possible contract payment for all items is $1,000.00 per month.

(ii) Timely refuse collection is weighted at 70% of the monthly total payment, which equals

$700.00.

(iii) A deduction of 1/30 of $700.00 will be taken for every day the defect remains uncorrected, starting from the date the defect was first reported to the contractor.

(iv) Therefore, if the defect was reported to the contractor on July 1 and it was not corrected until July 6 this would equal five defective days. Thus the deduction would be 5 X 1/30

X $700.00 = $105.00

(v) The Contractor will receive a monthly payment of $895.00 which is the maximum possible monthly payment of $1,000.00 minus the deduction amount of $105.00.

Surveillance Guide and Evaluation Procedure. The CO will use an inspection checklist to evaluate Contractor performance. At the end of each month, the CO will summarize their findings, calculate the deduction amount, and notify the Contractor of any deduction being made.

Notice to the Contractor will not be made if there is no deduction.

BIOBASED

Insert the Contractor’s policy stating its commitment to the use of biobased product, employee health and safety. Along with the Contractor’s deciation to staying current with biobased products. Include the 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.

Complete list of biobased products that will be used at site:

Product by Brand Name Volume to be used Cost

All purpose cleaner Degreaser/cleaner

XXX $XX.XX

Heavy duty cleaner Deodorizer

Carpet shampoo Floor finish XXX $XX.XX

Grand River Ranger District Janitorial Service

Product by Brand Name Volume to be used Cost

Gum remover Floor finish restorer

Disinfectant sanitizer Floor sealer

This Plan will be reviewed and updated annually, and as required by the COR.