QASP Full Food Attachment 2.pdf

Quality Assurance Surveillance Plan

(QASP)

Full Food Service Base Kodiak

Kodiak, Alaska

For informational purposes only

Introduction:

This Quality Assurance Surveillance Plan (QASP) sets forth the procedures that the government

Quality Assurance Evaluator (QAE) should follow to protect the government’s interest. The plan will define what you should survey, what the standards of performance are, and what actions you should recommend if the contractor fails to meet the performance standards.

Performance Standards. The Contractor and not the Government assumes responsibility for the quality of the product. The Government has specified the quality standard and delivery schedule for services in the performance work statement (PWS). A performance requirement summary (PRS) outlines the most important aspects of contract items to be performed by the

Contractor; assigns Acceptable Quality Levels (AQL) and assigns value to these required services. Sampling guides have been built from these required services to aid you in your systematic surveillance of the Contractor’s performance.

Evaluation Focus. You should focus on the quality of the product delivered and not the procedures that were employed to provide the service. However this does not mean that sanitary guidelines should or can be overlooked.

Performance Work Statement (PWS):

The performance work statement states the government’s needs. You should become very familiar with the PWS because it is this document that spells out what has been agreed to under this contract and not what your personal expectations might or might not be. You do not have the authority to waive requirements that are part of the PWS. If a disagreement between you and the Contractor arise out of your interpretation of specifications found in the PWS you should immediately notify the Contracting Officer of this dispute to avoid long-range problems.

Performance Requirement Summary (PRS):

The performance requirement summary is a detailed outline of the PWS. The PWS lists required major services, the standards that must be met for satisfactory performance, the Acceptable

Quality Level (AQL), the lot size from which inspection sampling is to be made, and the proportion (value) of the required service to the total contract price. The absence of a PWS specified requirement from the PRS does not excuse the Contractor from performing the task, the

PRS only addresses the major required services and not all of the services called for under the contract.

Sampling Guides (SG):

A sampling guide (SG) tells the QAE what to evaluate. An SG has been developed from the

PWS for each required service. The checklist should be used to determine satisfactory or unsatisfactory performance. The guide assigns a weighted value to items on the checklist to systematically determine performance.

Method of Inspections:

Random Sampling will be the primary means of inspection or surveying for this contract.

Random sampling is a method of sampling that gives each sample an equal chance of being selected. What this means is that any evaluation period has an equal chance of being chosen for evaluation.

Planned Sampling will be used for one or two of the required services. A planned sample is used when a service will be provided on a less than frequent occurrence (daily basis) and a schedule of when the service is to be provided is available; e.g., receiving and storage. The

Contractor shall provide the COTR/QAE with a schedule (date & approximate time) of expected deliveries.

Incidental Inspection. Formerly known as “unscheduled” or “in prompt to” inspection, this unplanned surveillance method is used to supplement planned inspection by documenting casually observed performance while en route to or on site as planned for other review of other contract requirements.

Customer Complaint Validation. Respond as soon as possible after a customer complaint to conduct a site visit to personally observe the reported defect. Document and discuss your observation with the Contract supervisor to prevent future occurrences.

Performance Tolerance.

Random Sampling. When the method of surveillance of a service is random sampling the sampling guide will be used to determine if the sample is acceptable. Tables in ANSI/ASQCZ1.4

(MIL-STD-105D) will be used to determine when the number of allowable defects has exceeded the AQL.

Planned Sampling. When the method of surveillance of a service listed is planned sampling; e.g.

Receiving & Storage use the sampling guide to determine when that service should be accepted or rejected. To determine the accept/reject numbers multiply the AQL by the lot size. If the resulting value has a decimal, it will be rounded to the next higher whole number if the decimal is 0.5 or greater; and to the lower number if the decimal is less than 0.5. One additional defect will be the point at which the service will be rendered defective.

Acceptable Performance. Contractor performance will be acceptable when all requirements have been met and the allowable defects (as determined above) have not been exceeded.

Substantially Complete. Substantial completeness is a key concept in the surveillance of custodial service function of this contract. If the Contractor has honestly and faithfully tried to perform the required work and the only omissions or defects are minor in nature, i.e.

approximately 5 %, then consider the performance of those work, requirements as SAT.

This is a judgement call on your part; however, you must be consistent in applying this concept.

Unacceptable Performance. Services listed on the PRS will be unacceptable and rated defective (unsatisfactory) when the number of recorded defects exceeds the allowable number of defects. Defects result when performance does not meet contract provisions, were not IAW contract requirements or standards, were not completed by the specified time, or were not complete in its entirety. Once a defect has been identified it remains a defect, regardless if it has been corrected.

Re-performance. In the case of an infrequent task and at the sole election of the Contracting

Officer re-performance can be required. You must qualify your findings for rejecting the service and immediately notify the Contracting Officer. A reasonable re-performance and re-inspection time must be given to the Contractor, usually 24 to 48hrs.

Use of sampling guides. The use of the attached sampling guides is required to systematically determine the Contractors performance for each of the required services. The QAE should follow the instructions on each guide and refer to the PWS as necessary. If a failure to provide a contract requirement other than those in the guides is revealed do not hesitate to bring this to the contractor’s attention. The fact that the requirement is not part of the guide does not excuse the contractor from performing the service if it is in the PWS.

Prior to departing you should discuss your findings with the Contractors representative so that immediate corrective action can be taken and future occurrence can be avoided. Corrective action does not negate your findings or change an unsatisfactory performance into a satisfactory performance, it simply corrects an unacceptable situation. You should request that the

Contractor’s representative sign or initial the sampling guide. Inform the Contractor that signing the form does not imply agreement with your findings but simply acknowledges notification.

If the Contractor refuses to acknowledge notification of your findings you should document the date and time of notification on the back of the form and notify the Contracting Officer immediately.

Use of Tally sheets. You are required to keep a tally sheet for each evaluation period (month).

The tally sheet must reflect the date/time and rating (sat or unsat) of your inspection for each required service. When a service is deemed to have exceeded its Acceptable Quality Level

(AQL) you must generate a contract discrepancy memo (CDR) and notify the Contacting Officer immediately of a need to take action and suggest an action to be taken; e.g., monetary deduction, cure notice, show cause letter.

Good Performance. If the contractor’s performance has been rated as acceptable for the proceeding (4) lots and the number of rejects in each of the proceeding lots was less than ½ the acceptable number, the QAE should generate a memo for file stating that the contractor’s performance is excellent and that a reduced level of evaluation is required. Once the Contracting

Officer gives you the okay you can develop the monthly inspection schedule using the reduced sample size block of your sample size table (Enclosure 2).

For Example if the lot size is 90 and the normal sample is 13 then a reduced sample would be 5

(see Enclosure 2). We can conclude that a reduced level of evaluation is justified if we have an

AQL of 6.5% were there is an Ac (accept) of 1 and a Re (reject) of 3. If the Contractor’s performance reflected 0 defects over the period specified above, we could reduce the level of inspection.

Returning to a normal sampling size. We will reject the overall performance if we find 3, 4, or

5 defective cases. If we find 2 defectives the Ac has been exceeded but the total service will be accepted and paid for in full. However, since the Ac has been exceeded we will return to normal sampling sizes for the future evaluation periods. The reduced inspection level can be recommended for a single required service when the contractor seems to have a good handle on it or for the entire group of services if performance justifies it as described above.

Determining the number of samples to be evaluated under planned sampling. The Lot size will be the total number of deliveries per month. Using the sampling procedures based on MIL-

STD-105D you will start with inspection level II, normal/single-sampling sizes. If the Contractor receives 27 deliveries over the course of the month and you were to use a normal sample size and the attached Sample Size Table (Enclosure 2) you will find that:

Lot size 27 (deliveries) would require you to evaluate 8 deliveries.

Determining the number of samples to be evaluated under random sampling. The most common example of a random sample that you will use is if there are 30 days in a month and 3 meals are served in a day you will have 90 periods to choose your samples from. Using the sampling procedures based on MIL-STD-105D you will start with inspection level II, normal/single- sampling sizes to determine the number of random sample inspections to be conducted. Using the above information:

30 Days 31 Days x 3 meal periods x 3 meal periods

90 inspection periods (Lot size) 93 (Lot size)

Using the Above information and the attached Sample Size Table you will find that:

If the lot size is 90 then the number of samples to be taken under normal conditions will be 13.

If the lot size is 93 then the number of samples to be taken under normal conditions will be 20.

How to schedule your samples (inspections): We know that there are 90 meal periods in a 30 day month and 93 meal periods in a 31 day month. If your facility has less meal periods you must use the total meals served during the month for the lot size. The sample size will vary according to your lot size. Using the 90/30 ratio above we know that 13 samples are required

(Sample size table).

To get a true representation of the services we must remove any prejudice from our random sample. We accomplish this through using a random number generator or a random digit table

(Enclosure 3). Choose a starting point on the list of numbers and move in any one direction circling the last 2 digits of each 5-digit set. When you are finished circling the last 2 numbers of

13 sets of numbers check to see if any of these last 2 numbers have been duplicated. If the numbers have been duplicated you must select substitutes for those duplicated by continuing on until you have 13 unique number sets.

You must now transfer these number sets to a schedule. The transfer can be accomplished through the use of a four-column table or Random Sampling Worksheet (Enclosure 4).

Example: below is an example of the beginning of a sampling chart where the numbers 07, 05, &

03 were generated as random samples. Your sampling chart would require you to conduct surveys during Supper on the first day of the month, at lunch on the second day of the month, and breakfast on the third day of the month. You would continue developing the sampling chart with the remaining 9 sets of digits.

The sampling chart is to be produced monthly before the first day of the month and should not be shared with the contractor. If a legitimate reason for missing a scheduled survey exist you must choose another random sample from the periods remaining in the month using the random generator or random digit table. The rescheduling of surveys should be done only for legitimate reasons.

Day Breakfast(0500-1000) Lunch(1000-1500)

1 01 02

2 04 05

3 07 08

Inspection slots (meal periods). The inspection slots have been divided as shown in the heading blocks of the table above to allow you to survey the required services from the PRS using the provided sampling guides. Some of the services take place: Between posted serving hours; e.g., floor cleaning, food preparation, during serving hours; e.g., food serving, short order, dish washing, food preparation, dining room service. With few exceptions most of the services are going to be provided both between and during meal periods. You should use your experience and the PWS to determine the time frames that will best reflect services being provided. The

QAE can use any amount of time within the inspection slot to determine the acceptability of the provided service. The QAE can come and go throughout the time frame as necessary. Always keep in mind that your evaluation should not impede the Contractor’s ability to perform. We want to note our findings with as little disruption to the operation as possible.

Invoice Verification. Verify and certify that the amount stated on the monthly invoice is correct should be approved for payment.

Payment Calculations. The Contractor will receive the maximum monthly contract payment when contract requirements have been met and each PRS service is performed within the established AQL; e.g. number of recorded defects does not exceed the number allowed.

When the Contractor fails to meet contract requirements of those services listed on the PRS; e.g.

the number of recorded defects exceeds the number of allowable defects (AQL); performance will be deemed defective. The Contractor will be subject to a deduction in contract price based on the value of the service established by the percentages in column 4 of the PRS. Payment for services not conforming to the specified AQL will be calculated as described below.

Determining PRS Deductions for Random Sampling. To determine a deduction in contract payment for unacceptable service, the maximum contract payment per month (value of column 4) is multiplied by the percentage of the sample found unacceptable. The total number of defectives

(unsatisfactory) found, not just those in excess of the reject level, are used to determine the percentage of the sample found unacceptable.

Example: Assume the maximum monthly contract payment is 120,000, an AQL of 6.5%, general inspection level II, normal degree of inspection and a lot size of 450 units. Using

ANSI/ASQCZ1.4 Inspection level II, normal degree of Inspection, the resulting sample size would be 50 units with a reject of 8 defects. If 10 defects were found during the evaluation period the payment would be as follows:

Example payment computation for PRS random inspection:

1. Maximum monthly contract payment $ 120,000

2. Maximum payment percentage is 5% x .05

3. Maximum payment for acceptable work $ 6,000

4. Percentage of sample found unacceptable

10 defects exceeds reject level of 8

Defects divided by sample size (10/50 = .20)

5. Unacceptable percentage 20% x .20

6. Deduction for unacceptable work (line 3 x line 5) $ 1,200

Determining PRS Deductions for Planned Sampling. To determine a deduction in contract payment for unacceptable service the maximum contract payment per month

(Value of column 4) is multiplied by the percentage of the sample found unacceptable. The Total of defectives found, not just those in excess of the reject level are used to determine the percentage of the sample found unacceptable. To determine and accept and reject level

(different from random sampling) the number of defects is divided by the lot size and rounded at .5 to the next whole number.

Example. Assume the maximum monthly contract payment is $ 120,000, an AQL of 4%, and a lot size of 50 units. Using ANSI/ASQCZ1.4 Inspection Level II, Normal Degree of Inspection, and the resulting sample size would be 8 units. Next, multiply 4% (AQL) times 50 (lot size) to obtain the number 2, the number of allowable defects. The established level would be 3 defects.

If 5 defects were found during the evaluation period the payment computation would be as follows:

Example of payment computation for PRS planned inspection:

1. Maximum contract payment per month $ 120,000

2. Maximum payment percentage is 4% x .04

3. Maximum payment for acceptable work $ 4,800

4. Percentage of sample found unacceptable:

5 defects exceeds reject level of 3 defects divide number of

Defects by the lot size (5/50 = .10)

5. Unacceptable percentage 10% x .10

6. Deduction for unacceptable work (line 3 x line 5) $ 480

Monthly Performance Summary. The end result of the monthly inspection process is the overall evaluation of the Contractor’s performance for each service inspected. It provides a summary of the Contractor’s performance to the Contracting Officer, QAE, customer representatives, and the Contractor. Overall performance is important in determining whether to increase, decrease, or maintain surveillance at the same level; whether to issue one or more contract discrepancy reports (CDR (see sample Enclosure 5) to the Contractor or take stronger administrative actions; and whether particular service areas may require greater QAE and

Contractor QC emphasis during the coming evaluation period, based on summary evaluations thus far. Therefore, at the end of each month, determine defect rates with recommended payment deductions, and complete and forward a monthly performance summary to the Contracting

Officer for approval.

1. Determine the defect rate by calculating observed defects using a tally sheet.

2. Compare defect rate to the accept/reject numbers.

3. Follow the procedures detailed above under use of tally sheets and good performance.

Performance Evaluation Meetings. An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest level possible. In addition to the pre-performance conference that you will be expected to attend, you should request that the

Contracting Officer schedule performance evaluation meetings weekly during the first month of the contract. Thereafter, meetings will be scheduled as often as necessary as determined by the

Contracting Officer (per paragraph 1.6 of the contract). Prepare a formal agenda covering review of performance, payments and deductions, invoicing procedures, needed corrective actions, any negative trends and any other matters of concern to either the Government or the Contractor.

Good to outstanding performance should also be recognized here. Record the minutes of the meetings and sign and date them along with the contractor’s representative doing the same.

Contract Documentation. Basic material for inclusion in your contract file is as follows:

1. Your letter designating you as a QAE

2. Copy of contract, with attachments (drawings, ect.)

3. All modifications and amendments

4. QA Plan, including all surveillance guides and evaluation worksheets

5. Contractor’s QC plan

6. List of Contractor’s key personnel and the designated contractor representative for this contract.

7. Receipt and acceptance documents (delivery orders)

8. Correspondence between the Contracting Officer and the Contractor

9. Memoranda of Record (e.g., phone conversations, meetings, ect.)

10. Copies of all your daily and monthly reports, summaries, contractor performance evaluations, notices to the QAE, inspection schedules, photographs, ect.

Sampling Guides for Full Food Services

Surveys/Inspections

PRS 1 - PRS 19

Enclosure 1

Sampling Guide

Menu Service- RS 1

1. Inspection Procedures: The designated QAE will visit the dining facility (Random

Sampling) and using this sampling guide evaluate this service.

1.1. The QAE will review the Posted menu and foods being served to ensure that it meets the requirements of the contract paragraph noted in this guide.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the guide prior to the departure of the QAE. This acknowledgment does not however, indicate agreement with the findings.

2. Performance criteria: Overall performance of this service for the day of the evaluation will be rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated unsatisfactory if any one of the following tasks is defective.

Task -Menu Planning Service (RS-1) SAT UNSAT N/A

Approved Menu being followed (II.1.b)

Weekly Menu posted no later than Friday of previous week (II.1.d)

Remarks: (fully explain all items rated unsatisfactory on reverse side)

Overall Rating of this evaluation: Satisfactory _____ Unsatisfactory______

Date:_________________ Time From:_______ Time to:_______

QAE’s signature_____________________

Contractor’s Representative’s signature_____________________________

Furnishing & Storage of food RS 2

1. Inspection Procedures: The designated QAE will visit the dining facility, using this sampling guide and the planned inspection method, evaluate this service.

1.1. This service will be evaluated on the dates and times that vendor deliveries are made to the dining facility.

1.2. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide prior to the departure of the QAE. This acknowledgment does not however, indicate agreement with the findings.

2. Performance criteria: Overall performance of this service for the day of the evaluation will be rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the following tasks is unsatisfactory.

Task - Receiving and Storage Service (RS-2) SAT UNSAT N/A

Thermometers are used to verify product temperature upon receipt of subsistence (II.4.).

Numerically scaled indicating thermometers are used to monitor ambient refrigerator & freezer temperatures (II.4.).

Perishable Subsistence is refrigerated within 30 minutes of receipt (II.4.).

Chilled Subsistence is received & stored at 34*F to 40* F

(II.4.)

Not more than 2 of the remaining tasks on the list below are found to be unsatisfactory during the evaluation period.

Frozen Subsistence is received & stored at 0* F (II.4.)

Perishable Subsistence is checked & free of pests, rot, mold, re-freezing, thawing, slime, off color & odor (II.4.).

Semi perishable subsistence checked for dents, swells, rust, leaks, moisture & discoloration on packaging (II.4.).

Stored subsistence is used on a FIFO basis (II.4).

Subsistence is stored in a manner to prevent

Cross-contamination (II.1).

Bulk food stored in Original container or within a labeled ingredient bin (II.1.).

Food items with expired date discarded (II.4).

Equipment failure or Power Outage reported immediately and measures taken to protect food (II.4.).

All Subsistence inspected for count, condition, & Identity (II.4.)

Task - Receiving and Storage Service (RS-2) SAT UNSAT N/A

All Subsistence is stored at least 6” off floor (II.4.)

Remarks: (fully explain all items rated unsatisfactory)

Date: _______________ Time From:_______ Time to:_______

Contractor’s Representative’s signature________________________

Food Preparation Service Regular Menu RS 3

1. Inspection Procedures: The designated QAE will visit the dining facility (Random sample method), using this sampling guide and evaluate this service.

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any Task which is not being performed due to menu requirements, e.g. no poultry prepared during the evaluation should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Food Preparation Regular Menu Svc(RS-3) SAT UNSAT N/A

All Food items prepared IAW standard recipes of the Armed

Forces Recipe Service (AFRS) or commercially approved recipes. (II.5.a.).

All Meat/Fish/Poultry items are being prepared are cooked to a Safe internal temperature (II.5.c.).

Cold food items chilled to a temperature of 40*F or below prior to being placed on the serving line (II.5.c.)

Not more than 3 of the remaining tasks on the list below are

All menu items listed for the period are being prepared (II.1.b)

Applicable food items being progressively prepared (II.5.b.).

Food prepared on clean & sanitized surface (II.5.c).

Foods protected from cross-contamination (II.5.c.)

Raw fruits & vegetables washed before being cooked or served

Raw frozen foods tempered properly

PHf’s prepared as close to serving time as possible and held at temperatures above 140*F

PHF’s held for 5 hrs at a holding temperature of 140*F or above shall be discarded

Soup, canned goods and leftovers heated to a minimum internal temperature of 165*F

Leftovers offered for service only one time and discarded beyond 36 hrs.

Thermometers used in all cooking, baking & roasting .

Task - Food Preparation Regular Menu Svc(RS-3) SAT UNSAT N/A

Food Preparation personnel practicing proper hygiene

Food Preparation personnel wearing adequate hair restraint.

Proper hand washing by food preparation personnel .

Food Preparation Service Short Order RS 4

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any Task which is not being performed due to menu requirements, e.g. no poultry prepared during the evaluation should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Food Preparation Svc Short Order (RS-4) SAT UNSAT N/A

All Food items prepared IAW standard recipes of the Armed

Forces Recipe Service (AFRS), commercially approved recipes or Contractor’s SOP. (II.5.a).

All Meat/Fish/Poultry items are being prepared are cooked to a minimum required internal temperature ( ).

Cold food items chilled to a temperature of 40*F or below prior to being placed on the serving line ( )

Not more than 3 of the remaining tasks on the list below are

The following standard items are served at every lunch meal Monday thru Friday :

Hamburgers, Cheeseburgers, Veggie Burgers, Salmon burgers, grilled chicken and two cold sandwiches will be served every weekday. (Exhibit 2).

Applicable food items being progressively prepared

(II.5.b).

Food prepared on clean & sanitized surface

Foods protected from cross-contamination

Raw fruits & vegetables washed before being cooked or served

Raw frozen foods tempered properly

Task - Food Preparation Svc Short Order (RS-4) SAT UNSAT N/A

PHf’s prepared as close to serving time as possible and held at temperatures above 140*F.

PHF’s held for 5 hrs at a holding temperature of

140*F or above shall be discarded

Soup, canned goods and leftovers heated to a minimum internal temperature of 165*F

Leftovers offered for service only one time and discarded beyond 36-hrs

Thermometers used in all food preparation and cooking

Grilled sandwiches prepared to order (II.3.b)

Pre-prepared sandwiches individually wrapped and labeled with production date & time, sandwich will be discarded upon 36hrs

No sandwich reworked, re-wrapped, or re-labeled.

Leftovers not used for pre-prepared sandwich

PHF sandwich ingredients chilled to 40*< before use

Hot Sandwiches prepared with Hot meats and held at

140*>

Hot leftovers held at 140* >for no longer than 5 hours

Food Preparation personnel practicing proper hygiene

Food Preparation personnel wearing adequate hair restraint

Proper hand washing by food preparation personnel.

QAE’s signature________________________

Contractor’s Representative’s signature______________________________

Food Preparation Service Breakfast & Salad Bar RS 5

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any Task, which is not being performed due to menu requirements, e.g. hot biscuits, rolls, muffins, sliced fresh fruit, or cold cut vegetables prepared during the evaluation, should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Food Preparation Services, Breakfast &

Salad Bar (RS-5)

SAT UNSAT N/A

All Breakfast/Salad bar items are available to all customers throughout the service period ( ).

served.

Cold food items chilled to a temperature of 40*F or below prior to being placed on the serving line.

Not more than 3 of the following tasks on the list below are found to be unsatisfactory during this evaluation period.

Applicable food items being progressively prepared.

Food prepared on clean & sanitized surface.

at temperatures above 140*F or below 40*F.

Leftovers heated to a minimum internal temperature of

165*F.

Raw frozen foods tempered properly.

Leftovers offered for service only one time and discarded beyond 36 hours.

above shall be discarded.

Thermometers used in all food preparation and cooking.

Food on serving line and salad bar covered until just before serving. Exception made for breaded product.

Separate serving utensils for all products.

Task - Food Preparation Services, Breakfast &

Salad Bar (RS-5)

SAT UNSAT N/A

Replacement foods not added to pan on serving line. Pan must be removed from serving line prior to replenishment.

Food Prepared IAW AFRS, commercial recipe or Contractor’s

SOP.

Food Preparation personnel practicing proper hygiene.

3-hour rule for temperature abused PHF’s observed.

DATE:_____________ Time From:_______ Time to:_______

Contractor’s Representative’s signature____________________

Food Preparation Service Desserts & Baked Goods RS6

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any Task which is not being performed due to menu requirements, e.g. no poultry prepared during the evaluation should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Food Preparation Svc Desserts (RS-6) SAT UNSAT N/A

All Food items prepared IAW standard recipes of the

Armed Forces Recipe Service (AFRS), commercially approved recipes or Contractor’s SOP.

A variety of 3 Desserts or baked goods provided during each lunch & supper meal (exhibit 2)

Quick breads and baked breads prepared within 4 hours of start of serving.

All other Baked goods prepared within 24 hours of service.

Not more than 2 task on the list below are found to be unsatisfactory.

Thermometers used in all food preparation and cooking

Food prepared on clean & sanitized surface.

Foods protected from cross-contamination.

served.

Raw frozen foods tempered properly.

at temperatures below 40*F.

Equipment Temperature being monitored to ensure proper product temperature.

Cold desserts (Leftovers) offered for service only one time and discarded beyond 36 hours.

Breads & Sweet dough products acceptable IAW AFRS D-G-4

Cakes acceptable IAW AFRS G-G-2 .

Task - Food Preparation Svc Desserts (RS-6) SAT UNSAT N/A

Dessert items portioned correctly.

Dessert items protected against drying out.

Food Preparation personnel practicing proper hygiene.

DATE:_______________ Time From:_______ Time to:_______

Food Serving Service RS 7

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any Task, which is not being performed due to menu requirements, e.g. hot biscuits, rolls, muffins, sliced fresh fruit, or cold cut vegetables prepared during the evaluation, should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Food Serving Service (RS-7) SAT UNSAT N/A

All Menu items are available for diner selection, including condiments and beverages.

Personnel serving food to maintain diner flow rate of

3 per min. breakfast & 5 per min. lunch & supper.

3-hour rule for temperature abused PHF’s being observed, cold foods held at 40*F< and Hot foods 140*F>.

Not more than 3 of the following tasks on the list below are found to be unsatisfactory during this evaluation period.

Serving lines set up not more than 15 minutes before start of service period.

Applicable food items being progressively prepared

Food items protected against customer contamination

Food items garnished

Spills on serving lines cleaned up immediately.

Food on serving line covered until serving line opens, except breaded product

Food Portions IAW TE 8 unless customer ask for smaller portion above shall be discarded.

Thermometers being used to check food temperatures during holding and serving.

Leftovers removed, rapidly chilled (70*F or below within 2 hours & 40*F or below within 3 hours.

Task - Food Serving Service (RS-7) SAT UNSAT N/A

Separate serving utensils for all products & stored properly between are properly stored in food between use.

Foods protected from cross-contamination.

Personnel serving food practicing proper hygiene

Personnel serving food properly attired

Personnel serving food are courteous and helpful

Serving line closed no sooner than 15 minutes after door closure and food removed from serving line within 60 minutes.

DATE:______________ Time From:_______ Time to:_______

Self Service RS 8

1.1. The QAE will evaluate each item on this sampling guide to determine if the Contractor’s performance is in accordance with the individually noted contract paragraphs.

1.2. Any task, which is not being performed due to menu requirements, e.g. hot biscuits, rolls, muffins, sliced fresh fruit, or cold cut vegetables prepared during the evaluation, should be rated as N/A.

1.3. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. Note: The COTR should immediately initiate a corrective course of action through the Contracting Officer anytime the Contractor fails to perform any of the sanitation Critical Control Points (CCP) tasks which are identified in Bold print.

1.4. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or unsatisfactory. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Self Serving Svc (RS-8) SAT UNSAT N/A

All self-service menu items are available for diner selection.

Hot Foods held above 140*F

Cold Foods held below 40*F

Self serve items replenished throughout service period within 5 minutes

Not more than 3 of the following tasks on the list below are

(Continued on page 2)

Spills Cleaned within 5 minutes of occurrence

Food items protected against customer contamination

Ice dispensing equipment being used ice protected against contamination

Thermometers being used to check food temperatures during holding and serving

Leftovers removed, rapidly chilled (70*F or below within 2 hours & 40*F or below within 3 hours

Separate serving utensils for all products.

Eating-ware available to all diners without waiting

All condiments available throughout meal period.

Task - Self Serving Svc (RS-8) SAT UNSAT N/A

Self serve PHF’s i.e. salad mixtures containing meat, fish, poultry, eggs; salad dressings, and mayonnaise shall be placed on the salad bar in small quantities and replenished as needed. All such items shall be discarded at the end of the service period.

Serving line closed no sooner than 15 minutes after door closure and food removed from serving line within 60 minutes.

Dining Room Service- RS 9

1. Inspection Procedures: The designated QAE will visit the dining facility weekly using Random sampling and this sampling guide evaluate this service.

1.1. The QAE will evaluate each item on this sampling guide to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the guide rated as either satisfactory or deficient. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the

Task - Dining Room Service (RS-9) SAT UNSAT N/A

Dining areas clean at the scheduled start of the meal serving period

Personnel are available to provide each diner a clean table & chair during the meal serving period

Sufficient tray cart or conveyor space available to allow diners to exit facility without delay

Eating-ware available to all diners without waiting

Not more than 2 remaining tasks on the list below are

Tables cleaned of accidental spills within 5 min. of occurrence

Floor cleaned of accidental spills within 5 min. of occurrence

Napkin holders clean & full at the scheduled start of the meal serving period.

Dinnerware dispensers cleaned after each meal

Doors, walls, pictures & decorations cleaned

Table tops cleaned & sanitized

Chairs & booth seats cleaned between use

Salt, pepper, & sugar shakers 2/3 full (min.) & exterior cleaned

Remarks: (fully explain all items rated unsatisfactory, attach separate sheet of paper.)

Date: _________________ Time From:_______ Time to:_______

Floor Cleaning Service- RS 10

1. Inspection Procedures: The designated QAE will visit the dining facility weekly using

Random sampling and this sampling guide evaluate this service.

1.1. The QAE will evaluate each item on this sampling guide to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the guide prior to the departure of the QAE. This acknowledgment does not however, indicate agreement with the findings.

2. Performance criteria: Overall performance of this service for the day of the evaluation will be rated as either satisfactory or deficient. Performance will be rated as satisfactory if all of the following tasks meet the terms of the contract. Performance will be rated defective if any one of the following tasks is unsatisfactory.

Task - Floor Cleaning Service (RS-10) SAT UNSAT N/A

Dining Room floors clean at the scheduled start of the meal serving period

Not more than 2 remaining tasks on the list below are found to be unsatisfactory during this evaluation period.

Sufficient quantities of janitorial supplies on hand

Floor areas cleaned (vacuumed, swept, wet mopped, buffed IAW

Contractor’s daily cleaning schedule

Floor mats and runners cleaned (AM)

Floor drains covers cleaned & throats (W)

Rest-rooms spot checked during meal, (AM) Damp mopped

Dining Area Spot cleaned during meal & (AM) vacuumed

Dining Area Spot cleaned during meal & (AM) vacuumed

Kitchen Area spot cleaned during day, (D) wet mopped

Storage Area Spot cleaned during day, (D) mopped

Pots/pans & dish-washing Area (AM) mopped

Loading Docks policed after deliveries, (D) swept & washed, (Weekly)

Access routes cleaned

Remarks: (fully explain all items rated unsatisfactory, attached separate sheet)

DATE:_______________ Time From:_______ Time to:_______

Dish-washing Service- RS 11

1. Inspection Procedures: The designated QAE will visit the dining facility using Random

1.1. The QAE will evaluate each item on this sampling guide to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the will be rated as either satisfactory or deficient. Performance will be rated as satisfactory if all

Task - Dish-washing Service (RS-11) SAT UNSAT N/A

Personnel are available to perform dishwashing services.

Dishwashing performed without cross-contamination

The previous dishwashing operation (previous meal) was completed NLT the scheduled start of the meal serving period

Not more than 2 remaining tasks on the list below are found to

Eating-ware replenished to ensure that no diner waits for eating-ware

Local Grease Trap skimmed prior to start of operation

Grease from traps discarded in un-useable grease barrel

Chemicals & detergents used IAW equipment manufacturer’s recommendation

Sufficient dishwashing detergent on hand

Automatic chemical dispensers maintained throughout the wash period

Final Rinse water is 180*F or higher

Eating-ware is cleaned and sanitized.

No sponges or towels used to dry eating-ware

COTR notified of final rinse water of < 180*F

COTR notified of power or mechanical failure

Eating-ware returned to the proper store area.

Dishwashing equipment drained and cleaned after each meal

Accumulation of lime deposits removed weekly IAW approved cleaning schedule

(For manual dish-washing)

Eating-ware washed & rinsed prior to immersion in chemical sanitizer

Proper chemical solution (50ppm chlorine)

Test kits on hand & being used

Dish-washing Service- RS 11

Pots & Pans Cleaning Service- PRS 12

1.1. The QAE will evaluate each item on this sampling guide to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the

Task - Pots & Pans cleaning Service (RS-12) SAT UNSAT N/A

Pots & pans cleaned & sanitized after each use

Pots & pans cleaning performed without cross-contamination

Items Air-dried, no sponges or towels used to dry pots & pans.

Not more than 1 remaining tasks on the list below are found to

Pots and Pans being cleaned progressively no accumulation of pots and pans

Local Grease Trap skimmed prior to start of operation.

Grease from traps discarded .in un-useable grease barrel

Grease from pans being collected for grease barrel prior to cleaning process

Chemicals & detergents used IAW equipment manufacturer’s recommendation

Sufficient Pots and pans detergent on hand

Automatic chemical dispensers maintained throughout the wash period

Personnel washing hands prior to handling sanitized items

Soiled items being pre-rinsed prior to cleaning.

Final Rinse water is 170*F or higher.

Item immersed for 30 seconds

Washing area cleaned after each meal.

Pots and pans returned to the proper storage area after each meal

(For manual Chemical pots/pans washing)

Proper chemical solution (50ppm chlorine) used.

Test kits on hand & being used).

Pots & Pans Cleaning Service- PRS 12

Equipment Cleaning Service- RS 13

1. Inspection Procedures: The designated QAE will visit the dining facility weekly using

Random sampling and this sampling guide evaluate this service.

1.1. The QAE will evaluate each item on this sampling guide to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the

Task - Equipment Cleaning Service (RS-13) SAT UNSAT N/A

Food contact surfaces cleaned & sanitized

Proper Chemical solution (100ppm chlorine) used

Not more than 3 remaining tasks on the list below are found to

Interior & exterior of ventilating hoods cleaned daily, including fire suppression, light covers and filters.

Ovens & ranges cleaned daily to remove particles, liquids, & foreign matter.

Grills & grill tops cleaned after each use

Toasters cleaned after each use.

Food holding boxes cleaned Daily

Interior & exterior of refrigeration spot cleaned daily

Vegetable peeling and chopping machines cleaned after each use.

Steam kettles & pressure cooker cleaned after each use

Slicing equipment cleaned & sanitized after each use

Mixing machines cleaned & sanitized after each use

Deep-fat fryers drained, strained & cleaned after each use

Tilt frying pans cleaned after each use

Icemaker exterior spot cleaned daily

Beverage & food dispensers cleaned & sanitized after each meal

Serving line and sneeze shield glass cleaned after each meal

Stainless steel polished weekly.

Steam tables drained & cleaned after each meal

Salad & dessert bars cleaned after each meal

Dinnerware dispensers cleaned daily

Food Carts cleaned daily and spot cleaned after each use

Equipment Cleaning Service- RS 13

Weekly Infrequent Equipment Cleaning Service- RS 14

1. Inspection Procedures: The designated QAE will visit the dining facility using Planned

1.1. The QAE will evaluate each item on this sampling guide weekly (over the course of) IAW the Contractor’s approved cleaning schedule to ensure that it meets the requirements of the noted contract paragraphs.

1.2. All unsatisfactory ratings must be fully documented and explained on this guide and to the contractor representative prior to leaving the facility. The unsatisfactory rating will be immediately reported to the Contracting Officer and at his/her direction will be reschedule for re-inspection.

1.3. The Contractors representative should acknowledge receipt of the evaluation by signing the

2. Performance criteria: Each task will be evaluated individually, all that are unsatisfactory will be documented and rescheduled…