Statement of Work - Janitorial.docx

STATEMENT OF WORK

Contract to provide janitorial services for the Forest Service, Huron-Manistee National Forests Supervisor’s Office located at 1755 S. Mitchell Street, Cadillac, MI 49601

CONTRACTOR RESPONSIBILITIES

The Contractor shall:

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

· Submit a Custodial Work Plan within 15 days of contract award, which must be approved by the Contracting Officer’s Representative (COR). The plan shall include a detailed schedule of all tasks and deliverables listed in the Performance Work Statement.

· Implement an effective Quality Control Plan (QCP).

· Establish a Project 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 provide the Project Manager’s contact information (phone and e-mail) in the Custodial Work Plan.

· Prohibit employees from opening desk drawers or cabinets or using telephones or office equipment provided for Official Government Use, including but not limited to computers and imaging equipment.

· Prohibit employees from cleaning or disturbing items on desks, tables, shelves, or file cabinets including but not limited to books, exposed documents, and equipment.

· Prohibit employees from cleaning food service items in break rooms and meeting rooms, including dishes, interior of appliances, coffee pots, and break room supplies.

· Prohibit employees from having pets or nonemployees of the Contractor in the building during the performance of duties.

· Ensure designated Project Manager is always available when the contract work is in progress to receive notices, reports, or requests from the COR.

CLEANING SCHEDULE

All janitorial services shall occur during non-business hours (between 4:30 p.m. and 6:00 a.m. on weekdays, or any time on Saturday/Sunday) to ensure minimal interruptions to the normal operation of Government business.

Daily, Weekly, & Monthly Services: Daily services are to be provided three days per week, typically Monday, Wednesday, and Friday, or as approved by the COR. Known deviations in schedule (for vacation, doctor’s appointments, etc) shall be requested in writing at least 24 hours in advance of the change and authorized by the COR. Emergency situations may be evaluated and approved by the COR on a case-by-case basis (for illness, weather, etc). Changes in schedule do not relieve the contractor of the responsibility of completing the required tasks listed in the Performance Work Statement and shall be accomplished on an alternate day.

Quarterly Services: Quarterly services will be performed the first weekend of February, May, August and November or as agreed upon with the COR. Quarterly services shall be included in the Custodial Work Plan. Any deviation in schedule needs to be requested in writing at least 24 hours in advance of cleaning and authorized by the COR.

Federal Holidays: Janitorial services will not be required on Federal holidays. The services shall be performed on an alternate day in lieu of the holiday, as agreed upon with the COR.

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 Plan. This list must be kept current if employees are replaced or substituted during 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 issued by the Government are not lost, misplaced, or used by unauthorized persons. 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. The total replacement cost shall be deducted from the Contractor’s 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 into the Quality Control Plan.

PERFORMANCE WORK STATEMENT

BASIC CLEANING REQUIREMENTS

Minimum cleaning standards shall be met as identified in this Statement of Work.

The Contractor shall conduct an initial cleaning of the facility within the first thirty (30) days of the start of the contract year. The initial cleaning(s) shall bring all areas into compliance according to the standards of the contract.

Remove Trash - All trash containers shall be emptied and returned to their initial location. Contractor shall use plastic liners in all trash receptacles. Trash shall be deposited in the outside dumpster with no spills of fluids or trash. Trash containers shall be left clean and free of odors.

Clean Interior Glass/Mirrors - Clean all interior glass, including glass in doors, to be free of streaks.

Clean Exterior Glass Doors - Clean all exterior glass doors, to be free of streaks.

Clean Windows - The interior of all windows, including door windows, shall be cleaned. Surfaces of screens and blinds shall be cleaned, removing all traces of film, dirt, smudges, water, and cobwebs.

Maintain Floors - Floors include those with carpet, vinyl tile, ceramic tile with grout, or slate. All floors shall have a clean, uniform appearance free from dirt, debris, dust, scuffmarks, heel marks, stains, and other foreign matter. Baseboards, corners, kick plates, and wall/floor edges shall also be cleaned and maintained. Chairs, trash receptacles, and moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

Carpeted Floors - All carpeted areas and floor mats shall be vacuumed and free of all visible dirt, debris, litter, and other foreign matter at each scheduled cleaning. Spots and stains shall be removed from carpet as soon as noticed. Spot cleaning is not required on floor mats.

Hard Floors - Floor tiles, grout on floor tiles, and baseboards shall be swept and mopped at each scheduled cleaning.

General Spot Cleaning - Perform spot cleaning on a continual basis, removing or cleaning smudges, fingerprints, marks, streaks, and spills from washable surfaces of all walls, partitions, vents, doors, door guards, door handles, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

Walls - Walls shall have a uniform appearance, free of streaks, detergent residue, or evidence of soil, stains, and film. Walls include surfaces, fixtures, pictures, plaques and all other displays, fire extinguishers and first aid cabinets, and vents.

Dusting - Dust all permissible surfaces, including but not limited to chairs, tables, desks, bookcases, file cabinets, lampshades, picture frames, doorframes, window blinds, windowsills, HVAC vents, lights and other fixtures. Contractor is prohibited from cleaning or disturbing items on desks, tables, shelves, or file cabinets.

RESTROOM CLEANING REQUIREMENTS

In addition to basic cleaning services described above, the following services apply to restroom cleaning services:

Clean and Disinfect - Thoroughly clean and disinfect all surfaces of sinks, counters and back splashes, toilet bowls, urinals, lavatories, shower stall, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. Receptacles shall be free of deposits, dirt, streaks, and odors.

Descale Shower, Toilet Bowls, Urinals, and Sinks - Descaling shall be performed monthly at a minimum to keep areas free of scale, soap films, and other deposits. Surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

Stock Restroom Supplies - Contractor shall provide all required consumables as noted on page 10 of the SOW. Contractor shall ensure all restrooms are stocked sufficiently such that supplies, including soap for dispensers and paper products do not run out. Supplies shall be stored in designated areas. Products to be disposed in the drainage system must be certified for use in septic tank and leach field systems. Products to be disposed on the surface shall be certified biodegradable or otherwise environmentally benign.

INSECT CONTROL - Contractor shall exterminate noticeable crawling and flying insects.

PERFORMANCE REQUIREMENTS SUMMARY

METHODS OF PERFORMANCE ASSESSMENT

Random Inspection and customer complaints (no more than 5 complaints received and substantiated by COR per calendar month).

INCENTIVES/ DISINCENTIVES

- Completion without defects during 90% of contract time will allow Contractor to be considered eligible for additional option periods.

- Performance Rating may be rated as "Exceptional" for future work with Government.

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

DAILY (3 times per week)

QUALITY LEVEL

WEEKLY

QUALITY LEVEL

Less than 10 occurrences of missed or deficient tasks throughout the annual period of performance.

MONTHLY

QUALITY LEVEL

QUARTERLY

QUALITY LEVEL

OTHER

QUALITY LEVEL

Less than 10 occurrences of missed or deficient tasks throughout the annual period of performance.

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 (nickel-cadmium 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, 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 onto the 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. At the expiration of the contract, the designated space will be left 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 a 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 or the Contractor’s employees.

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

PRODUCTS WITH RECOVERD-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, 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. Once approved for use, Contractor shall place a copy of the MSDS sheets where products are located prior to start of contract. 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. Any product change will require an accompanying MSDS.

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.

Biobased products that are designated for preferred procurement under USDA’s Bio Preferred 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 Bio Preferred 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, harassment, 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 include but are not limited to slips and falls, exposure to cleaning chemicals and solvents, hand or eye injuries, and electrical hazards from use of electrical-powered 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, contractor shall immediately call the 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:

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 non-employee 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.

· 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 work is actively being performed. Ensure that all lights are turned off upon completion of cleaning the area.

· Check all windows and doors to be sure they are secure before leaving. Report any unusual traffic in parking lots to the COR. Notify COR if exterior lobby door is found unlocked after business hours.

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

· All flooring and countertops shall be cleaned in accordance with current 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:

· A procedure for key or building access code control

· A biobased cleaning policy

· Identify the personnel responsible for supervision and quality control

· Determine a system for monitoring to ensure performance standards are met, receive notification of deficiencies, and set clear expectations for immediate correction of confirmed deficiencies

· Create and utilize a checklist for inspection of the building that covers all services stated in the Performance Work Statement

The contractor shall immediately forward customer complaints to the COR to determine if corrective action is needed. The contractor shall only accept notifications of deficiency from the COR.

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 (QASP) for custodial services is to identify 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 described in the QASP and in the contract will help to ensure that the performance levels required by the Performance Work Statement are attained throughout the contract term. 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 to be employed by the Government in assessing the Contractor’s performance

· 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 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 concerning performance and will work closely with the Contractor’s Project Manager. The Contracting Officer (CO) makes all the key contractual decisions in obligating the Government. The COR 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 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.

· 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-upon actions are undertaken by the Contractor.

· Provide timely feedback on submitted deliverables. Provide 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 a sufficient number of 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 as a result of such action shall be deducted from any payment due the Contractor. Also, if federal 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 discrepancies occur, 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 AQLs given in the Performance Requirements Summaries. In many instances, these AQLs originate from internal or external standards. The basic reason for using AQLs 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 the means by which the COR will verify that the AQLs are providing effective performance feedback information.

Statement of Work 2

CONTRACT DISCREPANCY REPORT

1. Contract Number:

2. To: 3. From:

8. Discrepancy or Problem (describe in detail)

9. Signature of COR:

10. To: From:

(Contracting Officer) (Contractor)

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.

1. Marginal.

Nonconformances require major Agency resources to ensure achievement of contract requirements.

2. Satisfactory.

Nonconformances do not impact achievement of contract requirements.

3. Excellent.

Note: In those rare cases where the Contractor’s performance clearly exceeds the performance level Excellent, a “plus” can be added to the Contractor’s rating.