B08_Attachment_0006_QASP_140P5126R0005_FOSU_JS.pdf

QASP – PMIS 313856 – Janitorial Services at LISQVersion 1.0 – March 2025 Page 1

QUALITY ASSURANCE SURVEILLANCE

PLAN

(QASP)

PMIS 313856

Janitorial Services at Fort Sumter Visitor Education Center at Liberty Square Terminal

Reference: Performance Work Statement (PWS) – PMIS 313856

Reference PWS: Performance Work Statement (PWS) – PMIS 313856

Contract #: PMIS 313856

Version: Version 1.0

Date: March 2025

Prepared by: National Park Service – Fort Sumter and Fort Moultrie NHP

Approved by: _______________________________ Date: ____________ Contracting Officer

QASP – PMIS 313856 – Janitorial Services at LISQVersion 1.0 – March 2025 Page 2

1. Purpose

1.1 This Quality Assurance Surveillance Plan (QASP) describes how the Government will monitor, evaluate, and document the Contractor’s performance under the PWS for janitorial services at the Fort Sumter Visitor Education Center at Liberty Square Terminal (LISQ).

1.2 The QASP identifies what will be inspected, by whom, how often, how results will be documented, and how deficiencies will be addressed.

1.3 This QASP and the PWS are complementary documents. The PWS establishes the performance standards; this QASP establishes how the Government will verify that those standards are being met.

2. Roles and Responsibilities

Contracting Officer (CO)

2.1 The CO has overall responsibility for contract administration and is the only official authorized to modify the contract or change its terms.

Contracting Officer’s Representative (COR)

2.2 The COR is the primary Government official responsible for implementing this QASP.

2.3 The COR plans and oversees surveillance activities.

2.4 The COR maintains the official QA file, including inspection checklists, the complaint/deficiency log, and related correspondence.

2.5 The COR coordinates performance issues with the CO, including recommendations for remedies when necessary.

Project Inspector / Government Designees

2.6 Project Inspectors and other designated Government personnel may perform surveillance under this QASP.

2.7 They conduct random inspections and complaint-driven inspections using Attachment 1 (LISQ Janitorial Random Inspection Checklist).

2.8 They document results and provide completed checklists and related information to the

COR.

Contractor / On-Site Supervisor

2.9 The Contractor provides all janitorial services in accordance with the PWS.

2.10 The Contractor designates an on-site supervisor (and alternate) as the primary point of contact during performance hours for deficiency notifications.

2.11 The Contractor conducts daily self-inspections using Attachment 1 as a self-check tool.

2.12 The Contractor retains completed self-inspection checklists for the contract period and makes them available to the COR upon request.

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3. What Will Be Monitored

The Government will monitor performance against the standards and requirements in the PWS, with emphasis on:

3.1 Restroom cleanliness, stocking, and sanitation (PWS Section 5.2).

3.2 Trash and recycling – interior and exterior, including complaint response and transport to the compactor (PWS Section 5.1).

3.3 Interior floors – tile and carpet, including spills, gum, stains, and vacuuming/mopping frequencies (PWS Sections 5.6 and 5.7).

3.4 Exterior visitor areas, including shade shelters, ramps, stairs, under-building areas, and waste/bird droppings (PWS Section 5.10).

3.5 Elevator, exhibits, glass/doors/windows, interior walls, and other surfaces described in PWS Section 5.

Attachment 1 lists the main items inspected and references the applicable PWS sections.

4. Surveillance Approach

4.1 Random Inspections

4.1.1 The COR, Project Inspector, or designee will conduct unannounced random inspections approximately five (5) times per week on average.

4.1.2 Random inspections may focus on specific areas (such as restrooms or exterior areas) or cover multiple areas, depending on visitor use and identified risks.

4.2 Complaint-Driven Verification

4.2.1 When a deficiency is reported by park staff or by a visitor through staff, the Government may conduct an inspection to verify conditions and document findings.

4.2.2 These inspections will be recorded on Attachment 1 and cross-referenced to the complaint/deficiency log.

4.3 Flexibility

4.3.1 The Government may adjust the frequency and focus of surveillance as needed – for example, during peak visitation or when repeated deficiencies occur – to ensure effective oversight of contractor performance.

5. Performance Standards and PWS References

5.1 Performance standards, frequencies, and response times are established in the PWS.

The QASP does not restate all standards.

5.2 Attachment 1 checklist items reference the controlling PWS sections (for example, “Restrooms – Ref: PWS Section 5.2”).

5.3 Inspectors shall apply the PWS standards when determining whether an item “Meets” or “Does Not Meet.”

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6. Zero Tolerance for Deficiencies and Corrective Action

Zero Tolerance

6.1 Any checklist item rated “Does Not Meet (DNM)” on Attachment 1 is a deficiency.

6.2 The Contractor shall correct deficiencies within the applicable timeframe stated in the PWS (immediate, within 30 minutes, or by the end of the day).

Notification

6.3 The COR, Project Inspector, or designee may notify the Contractor’s on-site supervisor (or alternate) verbally or in writing.

6.4 The inspector shall record on Attachment 1: who was notified (name/role), how notification was made (verbal, text, email), the time of notification, and the required correction time consistent with the PWS.

Verification

6.5 The Government may re-inspect to verify correction. The result of re-inspection (corrected/not corrected) will be documented on Attachment 1 and, if applicable, in the complaint/deficiency log.

Escalation – Repeat Deficiencies

6.6 A repeat deficiency is defined as the same item rated DNM on two or more separate inspections within any 30-day period.

6.7 Upon a second DNM for the same item within 30 days, the COR will issue a written notice to the Contractor and document the pattern in the deficiency log.

6.8 Upon a third or subsequent DNM for the same item within 30 days, the COR will notify the CO in writing. The CO may pursue remedies available under the contract, including deductions, a cure notice, or other contractual action.

7. Photographic Documentation

7.1 For any DNM item, the inspector shall take photos when practicable and record the photo references on Attachment 1.

7.2 When practicable, the inspector will take a context (wide) photo showing the general area/location and a close-up photo showing the specific deficiency.

7.3 Inspectors should avoid capturing visitor faces or other sensitive information whenever practicable.

7.4 After-correction photos may be taken if useful to document successful correction.

7.5 Photographs will be retained with the applicable checklist in the COR’s QA file.

8. Documentation and QA Records

Inspection Checklists (Attachment 1)

8.1 Attachment 1 is the single standard form used for both Contractor daily self-checks (marked “Contractor” at the top) and Government random or complaint-driven inspections (marked “Government”).

QASP – PMIS 313856 – Janitorial Services at LISQVersion 1.0 – March 2025 Page 5

8.2 Government-completed checklists are retained in the COR’s QA file.

8.3 Contractor-completed checklists support contractor internal quality control and do not, by themselves, constitute Government acceptance of services.

8.4 The COR may request contractor self-inspection checklists as needed, for example when reviewing repeated deficiencies or investigating complaints.

Complaint/Deficiency Log The COR will maintain a complaint/deficiency log (for example, a spreadsheet) that includes at least the following fields:

8.5 Log number.

8.6 Date and time received.

8.7 Reporting park employee name.

8.8 Source type (visitor report, staff observation, other).

8.9 Location/area.

8.10 Issue summary.

8.11 Contractor on-site supervisor notified (name) and notification method/time.

8.12 Required correction timeframe (immediate / ≤ 30 minutes / same day).

8.13 Verified corrected by (name + role: COR / Project Inspector / Designee).

8.14 Verified corrected date/time.

8.15 Linked Attachment 1 checklist date (and/or checklist ID).

8.16 Photo reference(s), if applicable.

When an inspection arises from a complaint or staff observation, the corresponding complaint/deficiency log number shall be recorded on Attachment 1.

Example Log Entry The table below shows one example of a completed log entry to illustrate the expected format.

Log

Date/Time Reported

By Source Location Issue Notified Method/Time Corr. TF Verified

001 3/15/25 10:12

J. Smith (Ranger)

Staff obs.

Women's Restroom

Soap empty; floor wet near door

M. Lopez (Supv.)

Verbal / 10:14 ≤ 30 min COR / 10:47

Single Checklist Form Attachment 1 is the single standard checklist form referenced in this QASP and in the PWS. The person completing the form shall indicate at the top whether the checklist is a Contractor self-check or a Government inspection.

9. Attachments

9.1 Attachment 1 – LISQ Janitorial Random Inspection Checklist (Front/Back).

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9.2 Attachment 2 – Photo Standards / Examples (Optional) for restrooms, glass/doors/windows, and floors (tile and carpet).