Guidelines for Preparing DoD Pest Control Contracts Using ...

February 1997AFPMB TIM #39GPWS-QA Guide2. Random Sampling. Surveillance based on random sampling evaluates a portion of the work,accurately estimating Contractor performance through the use of statistical theory. Random sampling ismost useful on large homogeneous populations where 100% inspection is not required or feasible. Ifappropriate provisions are included in the specification and the random sampling is properly conducted,the percentage of defective work items found in the sample (less a small adjustment for inaccuracies) maybe extrapolated and deducted from the Contractor's payment invoice. In the case of pest controlservices, random sampling will not likely be practical in most contracts due to the relatively smallpopulation of homogeneous services. However, installations with a large number of scheduled nuisancepest control services may want to consider random sampling.3. Planned Sampling. Planned sampling is similar to random sampling in that it is based onevaluating a portion of the work as the basis for evaluating the Contractor's performance. Samples areselected based on a subjective rationale and the sample size is arbitrarily determined. Planned sampling isuseful when population sizes are not large enough or homogeneous enough to make random samplingpractical. Since their populations are generally small and non-homogeneous, planned sampling isrecommended for the inspection of most all scheduled pest control services, including nuisance pestcontrol, structural wood inspection, stored products pest control, adult mosquito surveillance, larvalsurveillance and control, fly control, ornamental and turf pest control, and scheduled weed controlservices.4. Unscheduled Inspections. An unscheduled inspection is what the name implies. Since it doesnot provide any measure of the Contractor's performance it should be used only to support other methodsand never as a primary method of surveillance.5. Validated Customer Complaints. Customer complaints, primarily through the use of buildingmonitors and housing occupants (if services are being provided in family housing units), is a key supportivesurveillance method since it is the building occupant who is closest to the service that is being provided.Building occupants can provide quick response to unsatisfactory and/or nonperformed work and canserve as the remote eyes of the QAE, provided they are made aware of the services to be provided and aclear means of reporting discrepancies is established. The method of receiving and documenting customercomplaints needs to be carefully planned by the COR and QAE.a. Customer complaint records should be maintained which document the nature of thecomplaint and, if valid, whether the problem was corrected or not. Only complaints validated by the QAEare subject to invoice deductions. A typical "Validated Customer Complaint Record" form is shown inAppendix H of NAVFAC MO-327.b. Customer complaints are recorded and passed to the Contractor in accordance with thestandard rework and call back procedures specified in the contract.QA-5