C04c Statement of Work 12444526Q0032.docx

Statement of Work USDA Forest Service MIO Ranger District 107 McKinley Road Mio, MI 48647

Description:

The contractor will provide all labor, necessary equipment and supplies required to complete the janitorial services at the Mio Ranger District Office located at 107 McKinley Road, Mio, MI 48647 along with all consumables (see CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT). There is one additional buildings near this property that will require annual service. The period of performance will start on September 1, 2026. Daily, weekly, semiannual, and annual tasks are outlined below in the Performance Work Statements.

Building Descriptions:

Office building

This building is two levels with an average of 10,000 sq. feet per level. This building contains: six multi-stall bathrooms, two private offices, seven enclosed rooms that contain multiple workstations, conference rooms, gift shop, and a breakroom. There are tile, laminate, and carpet floors throughout this building. This building will require janitorial service three times per week as outlined below.

Additional Building 1 (West Barn)

This building is a warehouse that consists of one level and is 5000sq. ft. This building contains a gym, two multi-stall bathrooms with showers, and a lab. There are tile, laminate and carpet floors throughout the barn. This building will require once a week janitorial services as outlined below.

Contractor Responsibilities

The Contractor shall:

· Be responsible for the management and operational decisions to meet the quality standards required under this contract.

· Contractor shall submit a Custodial Work Schedule Plan within 15 days of contract award and must be approved by the COR. This schedule will show dates of all tasks and subtasks listed in Description, Performance Measurement & Schedule detailing, daily, weekly, monthly, semiannual and annual work that will be performed.

· Implement an effective Quality Control Plan (QCP).

· Inform the COR of schedule changes at least one week in advance. o Establish a Project Leader/Manager who is empowered to act with complete authority for the Contractor and who is responsible for overall management and coordination of work under this contract. The Contractor shall furnish to the COR the Project Leader/Manager’s phone and e-mail contact information with the Custodial Work Schedule Plan.

· The Contractor shall prohibit employees from opening desk drawers, cabinets or using telephones or office equipment provided for Official Government Use.

· The Contractor shall prohibit employees from having children, other unapproved individuals or pets in the building during the performance of duties.

· The Contractor or Contractor’s designated Project Leader/Manager shall be available at all times when the contract work is in progress to receive notices, reports, or requests from the COR.

Cleaning Schedule Daily & Weekly Services: Daily & Weekly Services to be completed three times per week, after 4:30 p.m. Monday, Wednesday, and Friday. The West Barn is to be cleaned once weekly on a day agreeable to the COR. Any deviation in schedule needs to be requested in writing at least 24 hours in advance of cleaning and authorized by the COR.

Semi-Annual, Annual and As Needed Services: All Semi-Annual, Annual and As Needed Services cleaning shall be performed in February, May, August, and November. Any deviation from these scheduled times can be discussed and agreed to by the Contractor and the Contracting Officer’s Representative (COR). These should be included in the Custodial Work Schedule Plan.

Holidays: Holidays observed by the Government employees are as follows: New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day. If a holiday falls on a Wednesday, the daily cleaning activity may be performed the day before or after if work is not completed on the holiday.

The janitorial services shall be performed in such a manner that there will be minimal interruptions to or interference with the normal operation of Government business on the premises.

Security Requirements and Building Access

Contractor’s employees will be provided with access keys or access codes after complying with the AGAR 452.204-71, Alternate I, PERSONAL IDENTITY VERICATION OF CONTRACTOR EMPLOYEES (Oct 2007) and FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

The contractor shall submit a list of names and background information of all employees who will have access to the buildings in performance of the contract and will submit this list prior to or with the Custodial Work Schedule Plan. This list needs to be kept current when employees are replaced or substituted in the performance of the work under the contract. If the COR finds an employee unsuitable or unfit for his assigned duties, the contractor shall be advised immediately that such an employee cannot continue to work or be assigned work under the contract.

All applicable contractor employees requiring routine physical access to Federally-controlled facilities and/or routine access to Federally-controlled information systems must go through the identity proofing and registration process, must have been successfully identity proofed, and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation to serve on the contract.

Key Control The contractor must establish and implement methods of ensuring that all keys that are issued by the Government are not lost, misplaced or used by unauthorized people. No keys issued to the contractor by the Government shall be duplicated. If a key is lost, stolen or duplicated, the contractor shall report the occurrence immediately and all locks and keys for that system shall be replaced by the Government and the total cost shall be deducted from the monthly payment due. The contractor shall develop procedures covering key and/or card control as well as enforcement of relock procedures. This shall be incorporated in the Quality Control Plan.

Statement of Work Janitorial Description, Performance Measurements and Schedule

REQUIREMENT: RESTROOM SERVICES TASKS AND CRITICAL SUBTASKS

Cleaning Restrooms DAILY (unless Quality Standards specify alternate schedule)

QUALITY STANDARDS

-Restroom fixtures, shall be washed inside and outside utilizing a disinfectant, and shall be free of stains and odors.

-A toilet bowl cleaner shall be used to remove stains from urinals and toilets.

-Cleaning utensils used to clean restroom toilets, urinals, walls, floors, and partitions shall not be used to clean any other part of the facility.

-Floor drains shall be cleaned and flushed with a disinfectant.

-Restroom stalls shall be cleaned with germicidal solution once a week.

-Restroom floor shall be kept clean of dirt, stains and cobwebs and shall be disinfected.

-Work that needs to be re-performed shall be at no additional cost to the Government.

Servicing Restrooms DAILY

-The Contractor shall stock restrooms with sufficient supplies to ensure that the supplies will last until the next scheduled service.

-Validated customer complaints

REQUIREMENT - SPACE CLEANING TASKS AND CRITICAL SUBTASKS:

Sweeping/Mopping DAILY

Vacuuming Carpets and Rugs

DAILY

-All tears, burns and raveling shall be reported to the Contracting Officer’s Representative.

-Work that needs to be re-performed shall be at no additional cost to the Government.

Cleaning Lunchroom Area DAILY

Sink and refrigerator exterior shall be clean and sanitized. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, stains, and encrustation or mineral deposits. Interior and exterior of microwave shall be wiped clean.

Low Dusting/Cleaning -to a height of seven feet above the floor) DAILY (unless Quality Standards specify alternate schedule)

This includes lobby/reception area.

-Drinking fountains shall be cleaned and disinfected. All surfaces of drinking fountains shall be free of stains, smudges, mineral deposits, and debris.

-Door knobs need to be cleaned with germicidal solution.

Emptying Waste Containers

DAILY

-Items placed adjacent to waste containers and marked "TRASH" shall also be removed and disposed of. -All waste collected shall be disposed of in the nearest outside trash collection point. Waste that falls on the floor and outside grounds during the waste removal shall be picked up and disposed of by the Contractor.

-If trash receptacles are soiled, the receptacles shall be cleaned and washed with a mild soap and water solution.

Cleaning Walk-off Mats DAILY

-The mats shall be returned to their original locations afterwards.

-The Contractor shall report, in writing to the Contracting Officer Representative, all walk-off mats that are worn out to the point of being ineffective.

Lobby Windows Glass Cleaning Weekly

-Window sashes, sills, woodwork, and other surroundings of interior glass shall be wiped clean.

-Both sides of all windows will be washed during the same inspection period.

-Schedule will be approved by the COR.

High Dusting/Cleaning (seven feet or more above the floor level)

MONTHLY

-Includes fluorescent and incandescent light fixture lenses.

REQUIREMENT - OTHER SERVICES TASKS AND CRITICAL SUBTASKS:

Windows and Glass Cleaning SEMIANNUALLY

-Window sashes, sills, woodwork, and other surroundings of interior glass shall be wiped clean.

-Both sides of all windows will be washed during the same inspection period.

-Schedule will be approved by the COR.

Stripping and Rewaxing Floors SEMIANNUALLY

Shampooing Carpets and Rugs SEMIANNUALLY

-All tears, burns and raveling shall be reported to the Contracting Officer’s Representative.

-Work that needs to be re-performed shall be at no additional cost to the Government.

TRASH AND RECYCLING

Trash: The Contractor shall notify the COR of any prohibited or unauthorized items observed in the trash receptacles, including the utility-provided dumpster(s) on site. Typical prohibited wastes include but are not limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, batteries (nickelcadmium and small, sealed lead acid batteries in electronic equipment, mobile phones, portable computers, and emergency lighting). In addition, electronic equipment such as computers and printers shall not be discarded in the trash containers.

Recycling: It is the intent of the Government that recycling programs shall be used to keep the maximum amount of material from the landfill through aggressive recycling. The Government participates in recycling paper, plastic, glass and metal products. All recycle collection containers will be clearly marked and not mixed with trash.

Dumpsters: All solid waste, trash, and debris shall be emptied into the appropriate containers with no overflow of these materials in the area around the container. Any overflow of materials from containers and dumpsters to ground shall be picked up by the Contractor.

GOVERNMENT FURNISHED PROPERTY

The Government will furnish space within the building for the Contractor’s operational requirements. This space must be kept neat and clean and at expiration of the contract it will be in the same condition as at the time of entering into the contract. The Contractor is responsible for any and all repairs or replacement of equipment that is used by the Contractor and furnished by the Government.

Space in the building will be assigned to the Contractor for use and storage of inventoried bulk supplies, equipment, and replacement equipment that will be used in the performance of work under this contract. The Contractor shall maintain this space in neat and orderly condition. The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, or replacement parts or equipment. No reactive, flammable, or explosives such as aerosol cans with flammable propellants or gasoline will be stored in the building. Government property shall remain the property of the Government in all respects. Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor of the Contractor’s employees. The Government will furnish all utilities.

CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT

The Contractor shall provide all necessary supplies needed for the performance of the work of this contract in a timely manner. Lack of Contractor furnished supplies or materials shall not` be considered an acceptable cause for non-performance of this contract. The Contractor shall be responsible for ordering, determining inventory levels, processing receipts, storing materials, etc.

The Contractor shall furnish all necessary cleaning equipment including: floor scrubbing machines or equipment; waxing and polishing machines or equipment; vacuum cleaners equipped with High Efficiency Particulate Air (HEPA) filters; and all other equipment that may be needed for the performance of work under this contract. Such equipment shall be of the size, type, and condition customarily used in this work, shall conform to all applicable safety codes, and shall meet the approval of the COR. All equipment must be properly guarded and meet all applicable OSHA standards. Floor machines should be equipped with active vacuum attachments to capture fine particles. Filters should be replaced as necessary and in accordance with manufacturer’s directions. The Contractor shall immediately stop using equipment that needs repair. Repair or replacement of damaged equipment must be made within 48 hours. Equipment will be used only for its intended purpose. Contractor shall never use any equipment that has not been approved by the COR, in need of repair, or unsafe.

Contractor shall furnish all labor, equipment, materials, supervision, transportation and incidentals necessary to perform janitorial services in accordance with the terms, conditions and specifications herein, including the following:

a. Plastic trash can liners.

b. Multi-fold paper towels for towel dispensers.

c. Liquid soap and wall mounted dispensers for all sink areas.

d. 2-ply toilet paper.

e. Toilet seat covers.

f. Disposable bags (for sanitary napkin containers).

g. Urinal screens with deodorizer.

A minimum two-week supply of restroom supplies shall be kept on site. No flammable liquids shall be stored in the buildings.

PRODUCTS WITH RECOVERED-MATERIAL CONTENT

The offered products must meet requirements as stated below:

· Disposable paper products: The disposable paper products must contain 100% recovered materials with at least 30% post-consumer material.

· Plastic trash liners: Plastic trash bags and other liners with a minimum of 30% post-consumer recycled content.

· General purpose industrial wipes: The general-purpose industrial wipes must contain 100% recovered materials with at least 40% post-consumer content.

BIOBASED PRODUCTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and materials made from biobased materials (e.g. biobased cleaners, biobased degreasers, floor wax, etc.) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

For the biobased content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL) whenever practicable. Contractors should provide data for their biobased solvents and cleaners to document biobased content, and source of biobased material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

Within 15 days of contract award, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor's expense.

The Contractor shall, as part of their Quality Control Plan, develop and maintain a low impact environmental cleaning fluid and housekeeping policy that addresses sustainable cleaning and hard flooring coating systems products and the utilization of concentrated cleaning products.

The following is an example list of products that may be used in this contract for custodial services for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

All-purpose cleaner

Degreaser/cleaner

Heavy duty cleaner

Deodorizer

Carpet shampoo

Floor finish

Gum remover

Floor finish restorer

Disinfectant sanitizer

Floor sealer

Extraction fluid

Furniture polish

Floor stripper

Glass cleaner

Neutral cleaner (liquid)

Grout sealer

Stain remover

Stainless steel polish

Air freshener including dispenser

Toilet bowl cleaner

Bathroom cleaner

White board cleaner

Brass polish/cleaner

Wood floor cleaner

Chrome polish/cleaner

Laundry detergent

Liquid hand soap including dispenser

Cream cleaner

Lime and scale remover (tub and tile cleaner) Solvent

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products. The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

SAFETY

The Contractor shall provide for the safety and protection of building personnel and property against injury, molestation, loss and/or damage from any preventable cause, including, but not limited to: fire, theft, espionage, and sabotage.

The Contractor shall protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

Safety Hazards inherent to Janitorial work includes but is not limited to slips and falls, exposure to cleaning chemicals and solvents, hand or eye injuries, and electrical hazards from use of electricalpowered equipment that could lead to minor and even serious injury or loss of life for the contractor and contractor employees. Contractor or contractor employees shall follow standard Safety and Security requirement such as notify law enforcement/Dial 911 when unauthorized or suspicious person(s) are seen on premises or break in suspected. If Fire Alarm goes off, exit building; call 911, and then call COR. For other alarms, call COR. Contractor is responsible for awareness of and compliance with all safety requirements of cleaning products proposed for use.

Contractor shall provide a written, job-specific Safety Plan identifying and addressing site specific hazards including mitigation measures for review and approval at the pre-work meeting.

Contractor must monitor observance of "Rules and Regulations Governing Public Buildings and Grounds," which are posted in the building. Problems in this regard should be reported to the COR.

Safe Working Environment: The Contractor must maintain a safe working environment for its employees and customers. The Contractor must establish a system for custodial force personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc. The Contractor must maintain a stock of safety equipment and hazard signs to meet all safety regulations such as, but not limited to, “wet floor”, “danger”, etc., and other items as applicable to the task/work being performed and as required by OSHA regulations. The Contractor shall provide adequate first-aid supplies and equipment for the number of personnel and the type of operations at the site.

Accident Reporting: The Contractor shall report all accidents/injuries to the COR as soon as possible and assist and cooperate fully with the COR and other officials, as required, in the investigation of the accident. The contractor must maintain and make available all records in connection with protection activities.

Emergency Instructions: The Contractor shall post telephone numbers and reporting instructions for ambulance, physician, hospital, fire department, police, and hazardous spill-response agencies in a designated location and in a manner easily understood by contract personnel. In the event of emergency or unusual occurrences adversely affecting the interest of the Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

Personnel Protective Equipment (PPE): The Contractor shall provide its personnel with PPE as required by the nature of the assigned activities. The Contractor shall inspect and maintain PPE before use and on a periodic basis to ensure safe operation. As appropriate, personal items must be cleaned, sanitized, and repaired, before being issued to another individual.

Prevention of Personal Injury/Property Damage: The Contractor shall implement all reasonable actions to prevent personal injury to its employees, occupants, or visitors and or damage to property. This includes, but is not limited to, the posting of sufficient and adequate signs to warn occupants of possible hazards (e.g., floor maintenance in progress) and or restricting or limiting the flow of pedestrian traffic within certain areas while work is in progress.

Environmental compliance and hazardous materials: After ten (15) days from contract effective date, the Contractor shall submit copies of Material Safety Data Sheets (MSDS) for all products used in the performance of this contract to the COR for approval.

The Contractor shall never store or use a product or material which the COR has not approved.

The Contractor will be responsible for ensuring that the products or materials are used for their intended purpose and cause no harm to humans, building materials, or landscape. The Contractor shall assume responsibility for compliance with all applicable Federal, state, and local laws, regulations and requirements regarding environmental protection and hazardous materials, including preparing all appropriate compliance documentation, submitting required reports, and obtaining all necessary permits. The Contractor shall be held liable for all fines and penalties imposed by environmental regulators for their non-compliance of applicable Federal, state, and local laws, regulations, requirements, and permits.

Personnel: Access to a Government facility shall be limited to only those individuals employed by the Contractor. While cleaning, no building shall be left unlocked. Contractor shall not admit others to the buildings. The Government reserves the right to remove any Contractor employee or awardee that is, in the Government’s estimation, a security risk for the Government. The personnel employed by the Contractor shall be trained and qualified in the services required under this contract.

STANDARDS OF CONDUCT

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary. The Contractor is responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones. Each employee is expected to adhere to standards of behavior that reflect favorably on his/her employer, and the Federal Government.

No smoking is allowed in the building. The Contractor is strictly prohibited from having any nonemployee persons on the premises (including the parking areas) to either work or accompany the contract-employees during the performance of this contract. The Contractor or employees shall not bring children to the premises while the work is being performed. The Contracting Officer or representative may request the Contractor to immediately remove any employee(s) from the work site. The Contractor must comply with any removal request. The Contractor is responsible for providing replacement employee(s) in cases where contract employee(s) are removed from working at the work site or on the contract.

For clarification, a determination to remove an employee will be made for, but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

· Failure to receive a suitability determination, temporary clearance, or clearance from Government or a tenant agency.

· Violation of Federal, State, or local law.

· Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 CFR 101-20.3. This includes the carrying or possession of explosives, or items intended to be used to fabricate an explosive or incendiary device.

· Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance, or cooperate in upholding the integrity of the security program at the work site.

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

· Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, fighting, or participation in disruptive activities, which interferes with the normal efficient operations of the Government.

· Theft, vandalism, immoral conduct, or any other criminal actions.

· Selling, consuming, or being under the influence of intoxicants, drugs, or substances which produce similar effects while in or on Federally controlled property.

· Improper use of Government identification.

· Unauthorized use of communication equipment on Government property.

· Violation of security procedures or regulations. o Violation of Title 18, U.S.C., Section 930, which prohibits the knowing possession or the causing to be present of firearms or other dangerous weapons in Federal facilities and Court facilities.

MISCELLANEOUS REQUIREMENTS FOR CONTRACTOR

Contractor shall not use telecommunications equipment except with written approval of the COR. Contractor or contractor employees shall not adjust mechanical equipment controls for heating, ventilation and air conditioning systems.

Contractor or contractor employees shall not turn off, or unplug, Government equipment without prior approval by COR. Contractor or contractor employees shall report any noted hazardous conditions or items in need of repair such as inoperative lights, broken windows or doors, torn carpets, leaking sinks, urinals or commodes, etc.

Any observed hazardous material, or Universal Waste materials, in trash or recycling receptacles shall be reported to COR. Contractor or contractor employees shall turn in lost and found articles to the COR. The contractor shall perform the following in conjunction with regular contract specifications on a daily basis:

· Lights shall be used only in areas where and at the time when work is actually being performed.

Ensure that all lights are turned off upon completion of cleaning the area.

· Verify all doors that were closed upon arrival are closed upon departure. o Check all windows and external doors to be sure they are secure before leaving. Report any unusual traffic in parking lots to the COR.

Water faucets or valves shall be turned off after the required usage has been accomplished.

Cleaning of all flooring and countertops will be performed according to manufacturer’s instructions or industry standards.

QUALITY CONTROL / QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal.

The Plan must demonstrate how the Contractor shall assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

· How quality will be monitored to ensure performance standards are met; o How the work will be supervised;

· Identify the personnel responsible for performing quality control; o How results of the monitoring will result in quality performance; Create a checklist or plan for inspection of the building that covers all services stated in the Performance Work Statements; o A system to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility;

· A plan to monitor and correct customer complaints; o A plan for immediately forwarding customer complaints that are not the responsibility of the Contractor to the COR; o A procedure for key control or building access code control; and o Biobased cleaning policy.

Contractor Quality Control Inspection

The Contractor shall assure that performance meets contract specifications, in accordance with FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, paragraph (a), prior to requesting the Government to inspect for payment or acceptance. The Contractor shall contact the Contracting Officer upon completion of a unit. The Contracting Officer may observe the Contractor’s inspection at any time and shall otherwise have unlimited access to the inspection data.

Failure by the Contractor to implement the approved plan and pursue it diligently from the commencement of the contract may be considered grounds for default.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Introduction: The purpose of this Quality Assurance Surveillance Plan or QASP for custodial services is to layout in advance what this agency will do to assure that the Contractor’s performance meets the baseline established by the contract in terms of technical requirements, schedule, quality and cost. The QASP provides the basis for the Contracting Officer's Representative (COR) to evaluate the Contractor's performance. The oversight provided for in the QASP and in the contract will help to ensure that the performance levels mandated by the Performance Work Statement are attained throughout the contract term and/or by its end. Further, QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required annual past performance evaluations. A copy of this QASP will be furnished to the Contractor so that any concerns the Contractor may have can be addressed prior to commencement of work.

Functions of the QASP: The QASP is composed to convey the following:

· The roles and responsibilities of Government officials

· The evaluation methods that will be employed by the Government in assessing the Contractor’s performance and

· The monitoring forms used to evaluate and document the Contractor’s performance.

Government Roles and Responsibilities: The “technical” Government personnel who will use the QASP is the Contracting Officer Representative (COR). The COR has main technical responsibility for overall performance management of the contract. The COR has the lead in monitoring, assessing, recording and reporting the technical performance of the Contractor. The COR will be the main interface with the Contractor about performance and work closely with the Contractor’s Project Leader/Manager. On the other hand, the Contracting Officer (CO) makes all the key contractual decisions in obligating the Government. Thus, the COR also will keep the CO informed about the emerging performance and seek the CO’s advice and input for non-technical issues that arise.

In carrying out performance monitoring, the following responsibilities are to be noted:

Inspection can be done at all times and places so long as not to disrupt the Contractor’s effort.

· If the COR discovers performance deficiencies, the Contractor is given the first right to make the corrections.

· If the Contractor is not able to make corrections, either:

· The Government or a third party can do so at the Contractor’s expense or

· The Government can accept the performance and seek an equitable adjustment.

· Acceptance acknowledges that the performance conforms to the requirements and that the Government will take title and ownership of the outputs.

· The ultimate determinant of performance is what is in the contract.

NOTE: The Contractor has a key responsibility here as well: namely, to have a Quality Control Plan in place and be using it to assure the proper performance by correcting deficiencies as performance emerges. The COR (through the CO) can request a copy of the Quality Control Plan at any time.

Performance Evaluation Methods: The primary functions that the COR will carry out are performing inspections, handling nonconformance and acceptance. These functions will be done to the tasking and deliverable facets of the effort. Specifically, such duties will entail the following:

· Carry out periodic inspections by establishing an Inspection Schedule using the Quality checklists from the Contractor’s Quality Control Plan (as appropriate) and/or the set of Government Performance Requirements Summaries.

· Random Inspections will be done on a monthly basis by the COR or evaluator not to exceed four

(4) times per month. Report findings obtained from the periodic inspections to the Contracting Officer. o Use the Contract Discrepancy Report Form (see below), which will be provided to the Contractor, to

(1) Communicate discrepancies discovered during the periodic inspections; (2) note the impacts of what was not completed, and any recommendation for rework or re-performance; and (3) follow up to ensure non-conformances are corrected.

· Hold weekly review meetings. Follow through to ensure agreed to actions are taken by the Contractor.

· Provide timely feedback on submitted deliverables. Get feedback to the Contractor in time to incorporate comments for resubmittal.

· Review changes to the Quality Control Plan before having the Contracting Officer sign off.

· Perform annual and final Performance Evaluations.

When an observation indicates defective performance, the COR will require the contract manager or representative to initial the observation made. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance.

The Contractor shall perform or re-perform any work, which was not performed in a satisfactory manner, at the Contractor’s expense. In the event the Contractor fails to provide the manpower necessary to accomplish the work requested, the Government reserves the right to assign and place enough federal employees on the job or hire personnel to accomplish the work. The cost of such federal employee so used shall be charged against the Contractor and the amount of all costs to the Government incurred because of such action shall be deducted from any payment due the Contractor. Also, if federal o o o employees are not available, the amount due the Contractor for the month in which the failure occurs will be adjusted.

Performance Requirement Summaries:

In general, the Tasking and Deliverables done by the Contractor will be evaluated in terms of how well the requirements of the contract are satisfied. The COR will periodically perform Inspection on the Tasking and Deliverables to ensure there is a match between actual and expected performance. If there are discrepancies, the Contract Discrepancy Report (see below) will be used to communicate these performance concerns to the Contractor and follow through to ensure performance gaps are closed. The Contracting Officer will be kept in the loop often in terms of the Inspection findings and means to resolve identified performance concerns. Note: the periodic performance feedback given to the Contractor by the COR doing Inspection can be “golden” in terms of providing timely and insightful feedback about any “mid-course corrections” the Contractor may need to make to ultimately achieve the contract requirements. In addition, the information obtained from such incremental surveillance activities will form the basis for the COR completing the Performance Criteria and their Ratings form (see below).

The actual Inspection that is done by the COR includes using Performance Requirement Summaries (PRSs).

A. Requirement Element: This is a Task or Deliverable or an aspect of Task or Deliverable that will be evaluated by the COR. The Performance Requirements Summaries’ table is developed to include Tasks and each set of Deliverables.

B. Acceptable Quality Level (AQL): The Performance Work Statement (PWS) delineates the levels of performance expected from the Contractor. During the actual Contractor performance, the COR will evaluate the current level of performance, by using one or more AQL’s given in the Performance Requirements Summaries. In many instances, these AQL’s come from internal or external standards. The basic reason for using AQL’s is to know whether the Contractor is or is not moving toward attaining the required level of performance. A major challenge is ensuring that there is a match between the discovered AQL’s and the feedback about actual performance.

Then, over time, use of these AQLs can, where needed, improve the expected versus actual performance “fit.”

C. Monitoring Method: This is how the COR will verify that the AQLs provide effective performance feedback information.

CONTRACT DISCREPANCY REPORT

1. Contract Number:

2. To: 3. From:

7. Action Complete

8. Discrepancy or Problem (describe in detail)

9. Signature of COR:

10. To:

From:

11. Contractor response as to cause(s), corrective action(s), and action(s) to prevent reoccurrence: Attach continuation sheet if necessary.

12. Signature of Contractor/Representative: Date:

13. Government Evaluation (Acceptable, partially acceptable, or rejected). If necessary, explain further contractor actions required.

14. Government Actions (see below or cure notice, show cause notice, etc.)

15. Verification of Remedy

Name & Title Signature Date________________ Contractor Representative COR Contracting Officer

PERFORMANCE CRITERIA AND THEIR RATINGS

Quality of Product/Service

· Compliance with contract requirements.

· Accuracy of reports.

· Appropriateness of personnel ➢ Technical Excellence.

· Current, accurate and complete billings. ➢ Relationship of negotiated costs to actuals.

· Cost containment initiatives.

· The number and cause of Change Orders issued.

· Met interim milestones.

· Responsive to technical direction.

· Responsiveness to contract change orders or administrative requirements. ➢ Completed on time including wrap-up, contract close-out, reporting responsibilities and contract administration. ➢ Whether liquidated damages were assessed.

· Creative strategies to serve the customer. ➢ Responsive to contract requirements.

· Prompt notification of problems.

· Effective solutions to resolve problems & prevent recurrence. ➢ Reasonable, flexible & cooperative.

· Pro-Active.

· Whether contractor effectively implemented socio-economic programs.

0. Unsatisfactory.

Nonconformances are compromising the achievement of contract requirements despite the use of Agency resources.

Cost issues are compromising performance of contract requirements.

Delays are compromising the achievement of contract requirements despite the use of Agency resources.

Response to…