Attachment_D_QASP_-_Pilot_Butte_Areas_Office_Janitorial_Svc.pdf

Attachment D

QUALITY ASSURANCE SURVEILLANCE PLAN

Pilot Butte Areas Office Janitorial Service

Solicitation: 140R6023Q0073 Bureau of Reclamation

I. Purpose

Reclamation has developed this QASP to implement a quality surveillance strategy for janitorial services at the Pilot Butte and Anchor Recreation Areas. The primary intent of this plan is to provide the COR 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 purchase order quality. The plan will afford the

COR a proactive mechanism to preclude major deficiencies in the performance of services and provide 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 purchase order 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% or more of the required tasks.

II. Authority

Section E - Inspection and Acceptance, provides the authority for issuance of this QASP. This authority provides for the CO, or his/her duly authorized representatives, inspection and acceptance of the articles, services, and documentation called for in the purchase order.

III. Scope

In order to understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between the QCP and the QASP. The contractor, and not Reclamation, is responsible for management and quality control actions necessary to meet the quality standards set forth by the purchase order. The contractor develops and submits his/her 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.

Reclamation is responsible for the implementation of the QASP which will 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 purchase order. The QASP is not a part of the purchase order nor is it intended to duplicate the contractor's QCP. Reclamation will periodically evaluate the contractor’s performance. Therefore, Reclamation has provided the contractor with 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.

IV. Reclamation Roles & Responsibilities

Reclamation staff shall be responsible for the implementation of this QASP.

The CO will ensure the performance of all necessary actions for effective contracting and will ensure compliance with the terms of the contract, and safeguard the interests of Reclamation in the contractual relationship. The CO ensures the contractor receives impartial, fair, and equitable treatment under the contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance.

The COR is responsible for technical oversight and assures proper Reclamation surveillance of the contractor's performance. The COR 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 CO for action.

V. Performance Indicators/Measures

Quality Level

The COR will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements. Section 5 of the PWS identifies the performance standards for all services that the contractor shall perform.

Management Responsiveness

The COR will determine whether the contractor provides satisfactory project management, adequate and 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 QCP.

VI. Methods of Surveillance

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

100% Inspection - A method of surveillance Reclamation may use in the administration of the

Reclamation’s QASP. Under this level of monitoring, the COR will document all service outputs in a surveillance period by evaluating every task it is performed by the contractor.

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

Reclamation’s QASP. 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

Reclamation’s QASP. Under this level of monitoring Reclamation prepares documentation on a regular and continual basis to assess the contractor's ongoing performance.

VII. Documentation

In addition to providing documentation to the CO as needed, the COR will maintain a complete QA file at Reclamation’s Wyoming Area Office. The file will contain copies of all reports, evaluations, recommendations, and any actions related to Reclamation's performance of the QA function including the originals of all Surveillance Activity Checklists. Reclamation will retain all such records for the life of this contract.

Janitorial Service

Vault Toilets at Anchor and Pilot Butte Recreation Areas

Inspection of Toilet Building Services for Each Service Trip

Use litter collection bags to remove garbage, discarded camping materials, pieces of paper, empty toilet paper rolls, discarded fly strips, and other similar items from inside and within 10 feet of vault toilet buildings.

Dry sweep toilet floors and sweep accumulated dust, dirt, and debris from inside vault toilet buildings.

Disinfect toilet bowl seats on both sides, using an evaporative cleanser or similar.

Disinfect all grab bars, toilet paper dispensers, door handles, and partitions.

Clean and refill all toilet paper holders/dispensers in restrooms with contractor furnished toilet paper.

Clean toilet walls, floors, and partitions as needed with disinfectant to remove any cobwebs, dirt, and other undesirable substances.

Clean and scrub the inside of all toilet risers with a toilet brush and/or power washer to remove waste and stains stuck to the insides and outsides of the toilet riser.

Haul and dispose of trash to an approved waste collection site.

If snow is present at toilet entrances, clear snow from the doorway entrances to allow access to the toilets.

ACKNOWLEDGEMENT

COR DATE

CONTRACTOR DATE

METHOD OF SURVEILLANCE

Random Sampling Customer Feedback 100% Surveillance

NOTES:

Vault Toilets at Anchor and Pilot Butte Recreation Areas

Inspection of Toilet Building Monthly Services

Weeds, grass, and shrubs within 3 feet of the toilet buildings do not exceed six (6) inches in height. Mow or string trim vegetation immediately adjacent to all sidewalks and concrete pads

During the service trips of June, July, and August, the contractor will install/hang new fly catcher strips in each toilet and remove and properly dispose of old fly catcher strips

Month:

Random Sampling 100% Surveillance

Vault Toilets at Anchor and Pilot Butte Recreation Area

Inspection of Campground Services for Each Service Trip

Pick up observed litter within 10 feet of the restrooms throughout each Recreation Area.

Mow or string trim vegetation immediately adjacent to all sidewalks and concrete pads

Inspect campground fire rings/pits. Remove excess ash and all non-burnable trash (including but not limited to: aluminum cans, bottles, etc.).

Haul and dispose of litter and trash to an approved waste collection site.

Disperse makeshift rock fire rings from non-established campsites.

Observed deficiencies or repairs beyond the scope of required services were observed within the contract area:

o Missing or vandalized signs and sign posts.

o Damaged parking barriers, posts, cables, and other barrier devices.

o Damage to toilet buildings.

o Damage to picnic tables.

o Abandoned personal property (cars, trailers, ATVs, or other personal items).

o Damage to cattle guards, culverts, and fences within the recreation areas.

o Road damage requiring road maintenance.

o Obvious Federal or State law violations such as trespass by off-road vehicles and vandalism.

Contractor will submit a monthly report to the COR of the dates that service trips were made.

Random Sampling Customer Feedback 100% Surveillance