Guidelines for Preparing DoD Pest Control Contracts Using ...

February 1997AFPMB TIM #39GPWS-QA Guide7. Sampling Procedures. Prior to the beginning of the month, the Contractor's approved schedule will be used todetermine at what specific locations scheduled nuisance pest control services are scheduled to be accomplished,and the appropriate number of samples chosen based on the level of surveillance being used. Locations will bechosen on a rotating basis so that selection will be consistent from month to month and so that all service locationswill be periodically included in the sample.8. Evaluation Procedures. Each selected service must be inspected by the QAE, either while the work is inprogress, or at some point shortly after it is scheduled for completion. In any event, the Government is buying"control" and the control must be given sufficient time to work. Work quality will be considered unsatisfactory ifthe population of any nuisance pest exceeds the specified control level. In most all instances where the quality ofwork is considered unsatisfactory, timely service will also be considered unsatisfactory. Pest management recordswill be inspected for each sampled service at the end of the month when the invoice is received, and spot checkswill be made during the month as required to verify that these records are routinely being completed within 24hours of performance.a. Evaluation Work Sheets. Grades of either satisfactory (S) or unsatisfactory (U) will be recorded on theattached EVALUATION WORK SHEET for each work requirement. To avoid confusion a separate worksheet will be used for each scheduled service frequency. A brief but complete description of any noted defects,including the type of pest found, will be provided and retreatment information will be recorded, if appropriate.Also note and record in the remarks column any noted violations of regulations or contract standards, such aspesticides not being applied per label instructions, preparation instructions not being provided to building monitors,etc. Provide copies of all negative EVALUATION WORK SHEETs to the Contractor.b. Unscheduled Inspections. Unscheduled inspections may be conducted on any service location, butshould be limited to those where control problems would normally be expected (such as club and food storageareas) or have been noted previously. Unscheduled inspections should be documented on a separateEVALUATION WORK SHEET from that used for planned sampling.c. Validated Customer Complaints. The QAE will validate each customer complaint received on thestandard customer complaint form. Normally site visits will be required to validate complaints.d. Call Backs. Retreatments for control failures will almost always be required and must be completed bythe Contractor within 24 hours of notification unless delays were requested by building occupants.. Each siteretreated will be inspected by the QAE to ensure that the proper level of control has been achieved andappropriate notations completed on the EVALUATION WORK SHEET.9. Analysis of Results. At the end of the month the QAE will summarize the results of the month's inspections andcalculate ODRs and recommended payment deductions for each work requirement.QA-15