QASP_Elk City R.S. & Red River Compound_21Q0007.pdf

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 1 of 7 Quality Assurance Monitoring Plan (QASP)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

JANITORIAL SERVICES

ELK CITY RANGER STATION & RED RIVER COMPOUND

NEZ PERCE-CLEARWATER NATIONAL FOREST

1. Purpose: This Quality Assurance Surveillance Plan (QASP) may be used by the Government to ensure service levels are received that meet the requirements listed in the contract performance work statement. The plan sets forth the procedures and guidelines the Contracting Officer’s Representative (COR) and/or Government Technical Monitor (GTM) may use to ensure performance standards are achieved and met by the contractor.

The Forest Service relies on the Contractor’s existing quality assurance system for commercial services as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial service being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. The Forest Service may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved under Contract Clause FAR 52.212-4(a), “Contract Terms and Conditions-Commercial Items (Oct 2018)” and any addendum.

2. Methodologies of Government QA Inspections: The quality assurance inspections methods below are simplified surveillance developed for the Government (COR/GTM) to monitor performance of the janitorial services to meet the terms and conditions of the cleaning requirements. The Government may use any of the methods below, but not limited to, to inspect and evaluate the contractor performance to maintain effective and systematic surveillance of all aspects of janitorial services. The methods below for monitoring contractor performance provides the Government monitoring of all contract requirements through any of a combination of methods or other means.

- Random Monitoring: Random monitoring and inspections are through observations performed by the COR or GTM to verify the contractor is meeting the cleaning requirements to satisfactory level of acceptance of the contract.

- Valid Complaint: The COR is the focal point for all valid complaints. Any valid complaint from customer residents in the facilities to the COR or GTM will be reviewed to determine the validity of any claims.

- Review of Deliverables: The deliverables listed in the PWS are used by the Government authorities to review for acceptance. Deliverables not meeting the requirement may be denied and request a response from the Contractor to correct deliverable.

- Janitorial Inspection Checklist Reports: The COR or GTM may review the contractor’s mandatory Janitorial Checklist to validate that tasks were accomplished to meet satisfactory level of acceptance.

The Contractor provides the Janitorial Inspection Checklist Reports upon completion of each service or service period. The COR or GTM will designate the location or method of delivering the Janitorial Inspection Checklist to the COR or GTM after each service/service period for review.

3. Government Roles and Responsibilities: The following definitions for the Government authorities below are applicable to this plan and are the ONLY authorities for the Government on the contract.

a) Contracting Officer Representative (COR). The COR is the Contracting Officer’s (CO) representative on-site who will ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, monitor, and recommend the necessary actions to the CO within the contractual work description. The COR is NOT authorized or empowered on behalf of the Government to make any contractual commitments or to authorize any contractual changes to the terms and conditions regarding money, time, and/or scope of the contract. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 2 of 7

b) Government Technical Monitor (GTM). The GTM is the designated representative to ensure technical objectives are met and asset the COR and Contracting Officer (CO) as an inspector to monitor contractor performance. The GTM is NOT authorized or empowered on behalf of the Government to make any contractual commitments or to authorize any contractual changes to the terms and conditions regarding money, time, and/or scope of the contract. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action.

c) Contracting Officer (CO). The CO is the contract authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Only the CO has the authority regarding time, money, or changes to the contract. The term includes certain authorized representatives of the contracting officer (i.e. COR and GTM) acting within the limits of their authority as delegated by the CO.

4. Acceptable Quality Levels (AQL): AQL’s are provided in the contract Performance Requirements Summary

Table below and on the PWS.

5. Documenting Performance: The COR or GTM may document surveillances/observations on the Quality Assurance Monitoring Form attached below or substitute the form below with documenting on a daily diary or any other means of documenting inspections.

6. Inspection and Acceptance: Inspection and Acceptance will be in accordance with the contract clause FAR

52.212-4(a) Inspection/Acceptance – Commercial Terms and Conditions – Commercial Items.

a. Deductions: The Government may apply deductions for services not conforming to the contact requirement. The deductions may apply to monthly invoice’s; the total deduction will be based on the number of deficiencies and severity of nonconforming service’s that do not meet AQL and requirements for this contract. The contractor may be given the opportunity to rework and correct the nonconforming items within a reasonable amount of time scheduled with the COR or GTM. All item’s that require rework shall not exceed one-week time from the original scheduled service (unless otherwise agreed upon by the COR or GTM and the Contractor).

1.12.1 – Janitorial Services Workload Task/Service/Frequency

Task / Service Frequency Spot Cleaning Daily / As Needed

Trash Removal and Change Liners (Wastepaper Baskets, etc.) Daily / As Needed Glass Surfaces including mirrors Daily / As Needed

Furniture and Surfaces areas (-70 inches or under) Daily / As Needed High Surface Area’s (+70 inches or higher)

Elk City Ranger Station

Upper Office Building - Twice a Year (January & June) Lower Office (Main Office) Building – Twice a Year (January & June)

Bunkhouses #2 – Twice a Year (Spring & Fall)

Red River Compound Multi-Purpose Room – Twice a Year (April & October)

Twice a Year

High Surface Area’s (+70 inches or higher)

Bunkhouses #1 & #3 - Once a Year

Once a Year (Fall)

Vacuum All Carpets (including mats/rugs (Spot Clean) Daily / As Needed Exterior doors/doorknobs (Clean entrance doors) Weekly / As Needed

Light switches and fixtures Daily / As Needed Sweep & Mop all Hard Surface Floors (Laminate/Resilient

Floors) Daily / As Needed

Drinking Fountain’s Daily / As Needed

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 3 of 7

1.12.1 – Janitorial Services Workload Task/Service/Frequency

Task / Service Frequency Restroom – Clean, Disinfect & Descale All Restroom to include

Fixtures & Floors (Includes Cleaning Shower Area’s) Daily / As Needed

Sinks and Counters (i.e. Breakroom, Office Counters, etc) Daily / As Needed Window Coverings

Upper Office Building - Once a Year Lower Office (Main Office) Building - Once a Year

Bunkhouses #1, #2, #3 - Once a Year

Multi-Purpose Room – Once a Year

Once a Year / As Needed

Option Items Windows (Inside/Outside)

Upper Office Building - Twice a Year Lower Office (Main Office) Building – Twice a Year

Bunkhouses #2 - Twice a Year

Multi-Purpose Room – Twice a Year

Twice a Year (Spring & Fall)

Windows (Inside/Outside)

Once a Year (Fall)

Carpets Steam Cleaned (including mats/rugs)

Upper Office Building - Twice a Year

Lower Office (Main Office) Building – Twice a Year Bunkhouses #2 - Twice a Year

Multi-Purpose Room – Twice a Year

Twice a Year (Spring & Fall)

Carpets Steam Cleaned (including mats/rugs)

Once a Year (Fall)

Post-Occupation Cleaning and Disinfecting of Housing Units

Elk City Ranger Station (Buildings A-H) Red River Compound (Buildings A-J)

Ordered As Needed by COR

7. Performance Requirement Summary: The below Table 1.13.1 describes the quality level of performance expected by the Government and the means by which the Government may use to validate acceptable services.

Acceptance by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the contract. The following inspection and acceptance criteria found on the Performance Requirement Summary Table 1.13.1 are to be used to determine acceptance of work under this contract.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 4 of 7

1.13.1 – Performance Requirements Summary Table Elk City Ranger Station & Red River Compound

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Schedule

Elk City Ranger Station:

- Upper Office Building,

- Lower Office (Main Office),

- Bunkhouse #1, #2, #3

Red River Compound:

- Multi-Purpose Room

Para. #: 1.11 – 1.13

Effectively manage and complete all tasks on the Schedule;

perform cleaning tasks in accordance with (IAW) the PWS and terms and conditions of the contract.

Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than two (2) valid deficiency or unsatisfactory tasks found per month.

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist Report

Option Items: Windows and Carpets-Steam Cleaning

Para. #: 1.11 – 1.13

Windows Washed (Inside and Outside) All buildings on the Schedule

1 times a year (Spring & Fall)

Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than one (1) valid deficiency or unsatisfactory tasks found upon inspection

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Carpets Steam Cleaning Clean All buildings on the Schedule

Post Occupations Cleaning & Disinfecting of Housing Units.

Elk City Ranger Station

- Buildings A-H (see map)

Red River Compound:

- Buildings A-J (see map)

Para. #: 1.11 – 1.13

Post-Occupation Cleaning of Housing Units

Ordered As Needed

When ordered by the COR, Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than 2 valid deficiency’s or unsatisfactory tasks found upon inspection

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO..

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 5 of 7

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Contractor Furnished Items & Supplies

Para. #: 1.7, 1.13

Contractor shall provide all Contractor Furnished Supply

Contractor shall furnish all supplies and maintain stock on-hand at a level to perform and meet janitorial service requirements to meet the satisfactory level of acceptance.

No Deviation Contractor shall provide immediate corrective action to COR/GTM. The Contractor may be given one opportunity to correct the contractor furnished supply items to meet satisfactory level within a time agreed upon by the COR. If the contractor is unable to provide items within a reasonable amount of time, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Government Furnished Property (GFP) and Supplies

Para. #: 1.6, 1.13

Government provides all GFP listed to meet cleaning requirements.

Government shall maintain GFP supplies stock levels listed in the contract at a level for the Contractor to be able to perform to meet cleaning requirements at a satisfactory level.

No Deviation If the Government fails to provide GFP in the agreed upon quantity and quality in a timely manner for its intended use, and upon written request from the Contractor to the CO, the CO may make an equitable adjustment of contract delivery, performance dates, or contract price, or both pursuant to the clause 52.212-4© Changes.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Security of Facilities

Para #: 1.19

Maintain secure facility upon completion of tasks.

Comply with Security Requirements for Facilities

No Deviation Contractor shall provide immediate corrective action to COR/GTM. If security issues continue to occur due to the Contractor not meeting the security requirements, the Contractor Rep may be removed from the contract and replaced with a qualified replacement. Contractor may be held liable for any damage/theft to the Government facility if the Contractor is found at fault.

- Random Monitoring

- Valid complaint

Continued . . .

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 6 of 7

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Deliverables Para #: 1.21

Biobased Products List Para #: 1.10

Contractor Representative Para #: 1.5

List of Contract Employees w/Background Checks Para #: 1.5 & 1.16

Quality Control Plan Para #: 1.14

Contractor Furnished Supplies - Safety Data Sheets (SDSs) Para #: 1.7

Deliver all Deliverables

Meet the contract requirement for each deliverable item stated in the PWS and terms and conditions of the contract.

Complete and submit all deliverables within the time stated in the PWS.

Meet each deliverable requirement.

No more than two (2) of the deliverables may be completed and submitted beyond the due date. No tasks may be completed beyond the deliverable date unless a written request and approved by the CO prior to the deliverable date.

None, all items shall be completed and submitted as stated in the PWS.

- Random Monitoring

- Valid complaint

- Deliverables

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 7 of 7

QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

Random Monitoring Valid Complaint Deliverable Other

Review of the Janitorial Inspection Checklist Report (Contractor Provided)

LEVEL OF SURVEILLANCE (Check):

Weekly Monthly As Required

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS (COR/GTM):

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check): Meets Cleaning Standards

Does Not Meet Cleaning Standards

Monthly Deduction Items (List deduction Items in Narrative below): Yes or No

Monthly Deduction Total (Only if yes): $____________________________________________

Narrative of Performance During Survey Period:

PREPARED BY (COR/GTM): _______________________________ DATE: _________________

CONTRACTOR (optional): _________________________________ DATE: _________________