Attachment 2 - SOW and QASP RecSiteVaultPumpingROC.docx

USDA Forest Service

Green Mountain National Forest

Rochester and Middlebury Ranger District

Recreation Site Vault Pumping Contract

January 10, 2023

Somerset Airfield Double Vault CXT Toilet Building – located on the Manchester Ranger District

TABLE OF CONTENTS

3.0 Special Instructions………………………………………………………………………………………5

Statement of Work (SOW) Rochester and Middlebury Ranger District Recreation Site Toilet Vault Pumping

1.0 General

1.1 Background

The mission of the USDA Forest Service to achieve quality land management under the sustainable multiple-use management concept to meet the diverse needs of people. The mission of the Green Mountain & Finger Lakes National Forests is to offer extensive multi-use advantages to the public. This acquisition is needed to ensure public recreation facilities are maintained and are sanitary for the safety and well-being of visitors at the developed recreation sites across the Rochester and Middlebury Ranger District on the Green Mountain National Forest.

1.2 Objective

Vault toilets and a holding tank located at recreation sites on the Rochester and Middlebury Ranger District generally require annual waste removal. The contractor shall provide all equipment and labor necessary to remove waste from vault toilets and a wastewater holding tank in accordance with contract specifications for the purpose of maintaining facilities.

1.3 Scope of Work

Contractor shall furnish, on a “call when needed” basis, toilet pumping services which includes all equipment, supervision, transportation, labor, operational supplies, and incidentals necessary to pump, wash down, cleanup, disinfect and dispose of all waste products removed from the toilets and underground vault tanks, in accordance with the following contract specifications and in accordance with State and Federal regulations. Not all vaults will be pumped each year.

1.4 Period of Performance

The period of performance of this contract begins on July 1, 2023 and goes through October 31, 2023.

The Contract Officer Representative (COR) will notify the Contractor when there is a need for servicing. This initial notification may be by phone or email. Contractor should work with COR to schedule dates within the period of performance. A delegated representative will typically meet the Contractor on site for each pump out. Generally, servicing shall be between the hours of 7am and 5pm during the work week (Monday – Friday).

1.5 Place of Performance

Vaults are located at the following recreation sites on the Rochester and Middlebury Ranger District:

· Robert Frost Interpretive Trail

· Texas Falls Observation Area

· Texas Falls Picnic Area (2 vault toilets)

· Chittenden Brook Campground (2 vault toilets)

· Moosalamoo Campground (3 vault toilets)

· Silver Lake Campground (2 vault toilets)

· Silver Lake Day Use Area

2.0 Specific Requirements and Tasks

2.1) PUMPING PROCEDURES WHEN AN OUTSIDE MANHOLE IS AVAILABLE

If a vault has an outside manhole, pumping must happen utilizing this access.

The clean out hatch is located outside of the building generally near the vent stack. The double units have two clean out hatches and the single units have one. A key or tool will be needed to unlock the hatch. The contractor will need to arrange with the COR to have units unlocked prior to service. The contractor will also need to have tools on hand to remove the hardware securing the hatches for those that are fastened in such a way.

Waste (sewage and debris) shall be removed down to within 2-4 inches of the very bottom of the unit.

If there is a heavy concentration of solids on the bottom of the vault, apply water to break up and dilute the solids and then pump this diluted waste down again.

There will be trash in these vaults and this will be removed and placed in a leak proof container so that no contamination to the surrounding area will result. This trash is to be disposed of in an appropriate trash receptacle off National Forest Land.

After vaults are pumped and trash is removed, thoroughly clean and disinfect all contaminated areas resulting from the pumping process. Either sweep or wash all waste that is deposited on the concrete surrounding the manhole cover back into the vault if possible.

Approximately 50- 100 gallons of clean water should be added back to the vault units. Water added back to the tank should not exceed 10% of the tank’s capacity. This clean water will help with odors and insect control.

After adding clean water, thoroughly clean around the manhole cover gasket area and replace the cover. When locking the lid on the CXT concrete units, it will be necessary to stand on the lid (compressing the seal) to line up the holes provided for the lock. The manhole cover MUST fit with an airtight seal so that the venting process of the vault is not interfered with. If there is not an airtight seal, the contractor shall notify the representative on site.

2.2) PUMPING THROUGH THE TOILET RISER WHEN THERE IS NO OUTSIDE CLEANOUT ACCESS

Remove the debris and pump as noted in above section. Extra care shall be taken to prevent waste spillage onto the interior floor and wall surface while removing debris and while pumping. The toilet paper dispenser and toilet riser shall be protected from damage and the toilet paper shall be covered with a waterproof material prior to removing debris or pumping in order to prevent contamination.

During the final cleanup, the interior floor surface and any wall surface that was contaminated by waste shall be thoroughly disinfected. Thoroughly wash, disinfect, and dry the toilet riser, the seat and cover before the contractor leaves the work site. Remove the waterproof covering that was protecting the toilet paper and make sure the paper did not get contaminated. If the paper did get contaminated, the contractor shall notify the representative on site. The door handles or knobs shall also be disinfected and dry before the contractor leaves the job site.

Each unit shall be available for immediate use after the pumping and final cleanup. The Contractor shall not leave any toilet location until final cleanup is accomplished.

2.3) ADDING WATER BACK INTO TANK

Clean water will be added back into the tanks after final pumping has been accomplished. Water should amount to not more than 10% of the tank size.

2.4) OFFSITE DISPOSAL OF SEWAGE AND DEBRIS

The Contractor shall be properly licensed and shall be responsible for making disposal arrangements, including disposal of all affluent, debris, and trash, and payments of all fees. Disposal shall conform to all Federal, State, and local laws and ordinances.

The Contractor shall be responsible to prevent spillage and to haul all waste material (sewage and debris) in watertight containers. Handling of all waste material shall be in accordance with all applicable health regulations.

3.0 Special Instructions

3.1) CONDUCT OF PERSONNEL

The Contractor and Contractors employees shall make every reasonable effort to prevent interference with the normal use and occupancy of recreational areas while engaged in the performance of the contract.

Due to the nature of the duties under this contract, the contractor and contractor’s employees shall keep themselves and equipment presentable at all times. The Contracting Officer may, in writing, require the contractor to remove from the work site any employee the Contracting Officer deems incompetent, careless, discourteous to the public, or is otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or any Government-owned property.

3.2) RESOURCE DAMAGE

Any damage or defacement that occurs to government property or land resource during contracting operations shall be repaired at the contractor’s expense to its original condition. Onsite inspection will be made by representative on site prior to acceptance of work.

Notice to contractors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.

QUALITY ASSURANCE SURVEILLANCE PLAN

For The Green Mountain and Finger Lakes National Forests

INTRODUCTION

This Performance-Based Quality Assurance Surveillance Plan (QASP) was developed pursuant to the requirements of the Task Order Performance-Based Statement of Work for the Green Mountain and Finger Lakes National Forest to improve the effectiveness of the workforce performance management system being used on the Forest. This plan sets forth procedures and guidelines that the Green Mountain and Finger Lakes National Forests will use in evaluating the technical performance of the Contractor. A copy of this plan will be furnished to the Contractor so that the Contractor will be aware of the methods that the Government will employ in evaluating performance on this Task Order and address any concerns that the Contractor may have prior to initiating work.

PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

1. Define the roles and responsibilities of participating Government officials;

1. Define the types of work to be performed with required end results;

1. Describe the evaluation methods that will be employed by the Government in assessing the Contractor’ s performance;

1. Provide copies of the performance assessment form that the Government will use in documenting and evaluating the Contractor’ s performance; and

1. Describe the process of performance assessment documentation.

ROLES AND RESPONSIBILITIES OF PARTICIPATING GOVERNMENT OFFICIALS

The Contracting Officer’s Representative will be responsible for monitoring, assessing, recording, and reporting on the technical performance of the Contractor. S/he will have the primary responsibility for completing “Performance Assessment Form” which s/he will use to document her/his evaluation of the Contractor’s performance. It is extremely important for the Contracting Officer’s Representative to establish and maintain a team-oriented line of communication with the Contractor’s Project Manager and their office staff in order to perform her/his monitoring functions. The Contracting Officer’s Representative, Contracting Officer, and PM must work together as a team to ensure that required work is accomplished in an efficient and proper manner. Telephonic meetings should be held on a regular basis in order to resolve concerns or problems. Less serious concerns should be discussed and resolved on an impromptu as-needed basis.

METHODOLOGIES TO BE USED TO ASSESS THE CONTRACTOR’S PERFORMANCE

The Government, through its Contracting Officer’s Representative, will be assessing the contractor’s performance on a periodic basis or upon completion of a report or major deliverable, so technical inspections of every task and step is impractical. Accordingly, the Green Mountain and Finger Lakes National Forests will use a performance assessment review process to monitor the contractor’s performance. The contractor’s performance will be assessed by the Contracting Officer’s Representative in terms of the required deliverable products and related services and assessed according to three categories: “superior,” “acceptable,” and “unacceptable.” The criteria for each of these performance levels are outlined below. All products produced, or related services performed, by the contractor shall meet the level of “acceptable”.

In general, the work will be evaluated in terms of how well the contractor’s performance meets the performance standard or acceptable quality level identified in the Performance Requirements Summary as well as the extent to which the work performed follows the approach found in the contractor’s technical proposal, clarity of documentation, and timeliness of schedule accomplishment. The Contracting Officer’s Representative or the Contracting Officer may request other government officials to assess particular deliverables or services using a customer service approach to performance assessment, or as a technical inspector assessing and assigning performance levels in accordance with this plan.

CONTRACTOR PERFORMANCE ASSESSMENT FORM

The Contracting Officer’s Representative will use a performance assessment form (attached) to document and assess the Contractor’s performance under this Task Order. The form, when completed, will document the Contracting Officer’s Representative’s understanding of Task Order requirements, what was actually completed, and the impact or consequences of what was not completed, and any recommendation for rework or re-performance.

The Contracting Officer’s Representative will assess each product or related service in accordance with the following definitions of contractor performance:

1. Superior — a level of performance that exceeds the acceptable quality level or minimum standards of performance;

1. Acceptable — an acceptable level of performance that meets the acceptable quality level or minimum standards of performance; or

1. Unacceptable — a level of performance which is not acceptable and which fails to meet the acceptable quality level or minimum standards of performance.

The Contracting Officer’s Representative must substantiate all tasks that s/he judges to be indicative of “superior” or “unacceptable” performance. Performance at the “acceptable” level is expected from the Contractor. Contractor performance will be assessed and identified as “superior,” “acceptable,” or “unacceptable”.

The Contracting Officer’s Representative will forward copies of all completed Performance Assessment forms to the Contracting Officer and the Contractor by the close of business on the days the forms are prepared electronically or by fax. The Contractor is required to respond in writing (electronically or by fax) to any negative Performance Assessment form(s) within 5 working days after receipt of the form(s).

ANALYSIS OF PERFORMANCE ASSESSMENT RESULTS

The Contracting Officer will review each Performance Assessment form prepared by the Contracting Officer’s Representative. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the Contracting Officer’s Representative opinions outlined on the forms. The Contracting Officer will immediately discuss every instance of receiving an “unacceptable” rating with the Contractor to assure that any necessary corrective action is promptly initiated.

At the end of the Task Order, or as requested, the Contracting Officer’s Representative will prepare a written report for the Contracting Officer summarizing the overall results of his/her assessment of the Contractor’s performance during the previous months. This report will become part of the formal Performance Assessment documentation.

The products or related services used to evaluate contractor performance, and the deductions tied to each, are listed in the Performance Requirements Summary attached hereto. Deductions for the products or related services will be taken only once, when the Task Order is completed.

PRODUCTS AND RELATED SERVICES GENERAL ASSESSMENT CRITERIA:

Unacceptable Performance:

1. The service is not completed or the product is not delivered within the specified time;

1. The service is poorly carried out such that the Contracting Officer’s Representative must intervene;

1. The product is of poor quality, lacks structure, fails to meet the Acceptable Quality Level, or requires substantial revisions;

Acceptable Performance:

1. The service is completed on time, or the product is delivered on time;

1. The service is in compliance, focused, and completed to the satisfaction of the Contracting Officer’s Representative pertaining to final technical and legal defensibility;

1. The product is of generally good quality, requiring no more than usual amounts of revision;

Superior Performance:

In addition to meeting the criteria for “acceptable” performance:

1. The service is completed or the product is delivered ahead of schedule; or

1. The product is of high quality, requiring very limited revision or no revision.

FINAL VERSION OF REPORTS AND AS APPROPRIATE FOR THE PERFORMANCE MANAGEMENT CONTRACT

REPORTS ASSESSMENT CRITERIA:

Unacceptable Performance:

1. The report is unstructured or is not concise;

1. The report is incomplete, inaccurate, or inappropriate for the objective of the Task Order;

1. The report does not meet standard and referenced law, regulation, or policy; or

1. The report does not include the suggested revisions of the Contracting Officer’s Representative.

Acceptable Performance:

1. The report is complete, accurate, and appropriate;

1. The report is well structured and comprehensible;

1. The report includes the suggested revisions of the Contracting Officer’s Representative

1. All analyses included in the report meet standard, and referenced law, regulation, or policy standards

1. The report clearly details all aspects, as specified or required by standard, referenced law, regulation, or policy.

Superior Performance:

In addition to meeting the criteria for acceptable performance:

1. The report is informative yet concise in length;

1. The report presents clear plans for improvement of the main study; or

1. The report presents feasible and insightful interpretations of the findings.

FORMATTED VERSIONS OF ALL PUBLICATIONS

Contract Requirement: Deliverable

Performance Indicator: The Contractor shall provide electronic versions of designated documents or data. The contractor shall ensure that these electronic versions of each publication for each study are free of programming/formatting errors. The Contractor shall deliver these products on time, according to established delivery dates. Method of Surveillance: The Contracting Officer’s Representative will access the electronic version to assess this requirement.

Standard of Performance: The Contractor shall prepare a correctly formatted electronic version of all documents or data for each required deliverable. The contractor shall revise them as necessary based on comments received on the hard-copy deliverable. The Contractor shall meet all established delivery dates.

Evaluation Criteria:

Unacceptable Performance :

1. The electronic version of documents, maps, or data are not user-friendly or contain numerous formatting or structural errors;

1. The electronic version of documents, maps, or data do not meet the document specifications;

1. The electronic version of documents, maps or data do not include the suggested revisions of the Contracting Officer’s Representative; or

1. The electronic versions of documents, maps or data are not delivered on time, according to established delivery dates.

Acceptable Performance :

1. The electronic version of documents, maps or data include the suggested revisions of the Contracting Officer’s Representative; and

1. The electronic version of documents, maps or data are user-friendly and accessible; and

1. The electronic version of documents, maps or data are delivered on time, according to established delivery dates.

Superior Performance:

In addition to meeting the criteria for acceptable performance:

1. The electronic version of documents, maps, or data implement state-of-the-art innovative, or creative web site features that will make each electronic publication more user-friendly and/or useful.

PERFORMANCE ASSESSMENT FORM

WORK TASK: _______________________________________

ASSESSMENT PERIOD: _______________________________________

METHOD OF ASSESSMENT: COR REVIEW

EVALUATION OF CONTRACTOR’ S PERFORMANCE:

(Unacceptable, Acceptable, Superior) _____________________________

NARRATIVE DISCUSSION OF CONTRACTOR’ S PERFORMANCE DURING SURVEY PERIOD:

PREPARED BY: _____________________________________

DATE: _______________________________

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