SOW_Laundry_Services_2018__5-25-18_(005-1).docx

Statement of Work Laundered Linen and Scrubs

Lawton Indian Hospital Lawton, Oklahoma

A. General:

The objective of this Statement of Work is to describe the requirements for laundry services for the Lawton Indian Hospital (LIH) of the Indian Health Service.

B. Background:

When the hospital was first established, no laundry facilities were included, so these services have always been contracted. This service is required to provide clean linen for patients during their treatment and recuperation and for surgical employees for the performance of their duties.

The Lawton Indian Hospital is currently in need of Rental Linen to include Laundry Service for the following:

a) Estimated 130,000 lbs. of annual laundry services

b) Estimated 40 staff wearing scrubs to include: staff working in the Operating Room (Nurses, Doctors and support staff).

c) 24 bed hospital consisting of General Medical Surgical Unit, two Operating Rooms, Emergency Room, Dental Department, Medical Clinic, Urgent Care and Dietary, Radiology and other Ambulatory Care Departments.

d) Linen needs consist of but not limited to wash cloths, patient gowns including Mammo gowns, bath towels, fitted sheets, blankets, curtains, microfiber mops, microfiber rags, lint free surgical towels, pillow cases, flat sheets, baby blankets, kitchen towels, mops, scrubs for surgery staff.

e) 35 Floor Mats, 4x6, every week.

C. Services to be Performed by the Contractor

1. The contractor shall provide laundered rental linen & scrubs to the Lawton Indian Hospital (LIH). The Contractor shall provide all labor, materials, supplies, tools and equipment, transportation, supervision and all other necessary items to provide the following services for the entire Lawton Indian Hospital. The Contractor shall provide all linen, facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, dry cleaning solutions, etc.) to perform this contract.

2. Contractor shall assess the current system for providing laundered linen and scrubs to the Lawton Indian Hospital.

3. Obtain information needed for recommended system for providing laundered linen and scrubs to the Lawton Indian Hospital.

4. Prepare a recommendation of type of system for providing laundered linen and scrubs to the Lawton Indian Hospital

5. Submit cost breakdown along with detailed description of service along with pricing and detailed terms. Recommendation and cost breakdown can include either laundered linen & scrubs rental service or a combination of both (rental/customer owned goods COG) services.

6. The recommendation must be equivalent or exceed the level of services provided below in the rental or combined rental/ COG Scope of work.

7. Cleaning of linen will consist of but not limited to the items listed below:

a. Flat sheets, fitted sheets, lifters, pillow cases, blankets, towels, wash cloths, small hand towels, surgical towels, baby blankets, children’s gowns, adult gowns, pajamas-tops and bottoms, OR scrubs, micro-fiber cloths, micro-fiber mop heads, regular mop heads, and curtains.

b. Floor Mats - 4’X6’ per week

D. Standard Precautions:

Protocol defined by the U. S. Public Health Service Centers for Disease Control and Prevention (CDC) in which all blood and body fluids are assumed to be potentially contaminated, therefore not to be contacted by other individuals. Appropriate precautions are required to prevent contact with blood, body fluids (except sweat), and contaminated objects. See “Recommendations for Isolation Precautions in Hospitals”, at the following website: www.cdc.gov/ncidod/hip/isolat/isopart2.htm.\

E. Quality Standards:

The contractor must meet the following guidance and standards:

1. The Joint Commission (TJC) Infection Control Standards

2. Centers for Disease Control and Prevention “Guidelines for Laundry in Healthcare Facilities

3. Occupational Health and Safety Administration Regulations

4. The Healthcare Laundry Accreditation Council (HLAC) “Accreditation Standards for Processing Reusable Textiles for Use in Healthcare Facilities.

5. The contractor must meet commercial practice to include washing, bleaching, cleaning, treating, rinsing, scouring, and sanitizing at appropriate temperatures with solutions or detergents and other additives to achieve hygienically clean linen. Also folding and ironing by hand or mechanical means at appropriate temperatures.

6. Contractor shall abide by all Safety and Infection Control Policies and Procedures of the Lawton Indian Hospital.

F. Packaging:

1. The contractor must provide packaging of linen in containers in which laundry is packed for storage or transportation to protect from contamination.

2. The Contractor shall ensure no two articles are folded together.

3. The Contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the specific medical facility. The Contractor shall ensure finished laundry is:

a. Grouped by type of article(s) e.g. sheets, pillowcases, blankets, patient gowns, surgery scrubs.

b. Packaged and labeled to identify contents type or articles, unless clear plastic wrap is used and the type of laundry is obvious.

c. Placed in linen carts that are lined with a disposable liner and sealed at the top to protect the finished laundry and packaging from contamination.

4. The Hospital Representative is authorized to contact the Contractor to report missing laundry items and request a non-scheduled delivery. The cost of a non-scheduled delivery and any shall be borne by the Contractor.

G. Laundering Process:

1. The Contractor shall maintain color and durability of laundered items in accordance with industry standards.

2. The Contractor shall select laundering processes products and procedures that comply with all applicable federal, state and local standards of health and safety regulations pertaining to healthcare laundry and facilities.

H. Standard Precaution:

1. The Contractor shall handle all soiled laundry as if potentially contaminated with blood or body fluids, as defined by the Centers for Disease Control and Prevention (CDC). See definition 2.33.

2. The Contractor shall ensure Lawton Indian Hospital’s laundry is completely separated from all other laundry during processing.

3. The contractor shall re-perform cleaning items identified as unsatisfactorily cleaned by the EVS staff at no additional cost to the Government. Item(s) shall be re-cleaned and returned to the same exchange point the next scheduled normal delivery day. If the return period falls on a holiday, item(s) shall be returned the next scheduled normal delivery day following the holiday. The contractor shall ensure item(s) re-cleaned are separated from other cleaned laundry and identified as “re-cleaned” by a label or tag marked “re-cleaned,” and include the date and load number with which the items were originally returned. The weight of the returned items shall be deducted from the total daily weight on the day the discrepancy was noted.

I. Finished Laundry:

1. The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed (as needed). The contractor shall repair, at his expense, all damages to the Lawton Indian Hospital’s linen which occur while in custody of the contractor, to include rips, tears, holes, open seams, replacement of buttons, and repair of replacement of broken zippers according to color and material. Items shall be repaired and returned to use within three (3) working days. The unserviceable condition of each individual garment shall be noted, by the contractor, on the delivery ticket. In the event the government provides the contractor with an unserviceable item, the contractor is not responsible for its repair and shall return all unserviceable items in separately marked bundles to the government. Designated bundles shall be marked “Unserviceable – Attention EVS Personnel”.

2. The Contractor shall prevent contamination of finished laundry.

3. The Contractor shall ensure that machine and hand finished articles are smooth, without wrinkles, and the original shape and dimension are retained.

4. The Lawton Indian Hospital’s linen, the Contractor shall replace and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal. Any linen that is identified as damaged due to negligence of the contractor shall be repaired or replaced by the contractor. The contracting officer will determine if items will be replaced or repaired when damaged due to contractor’s negligence. The contractor shall pay the Government the exact replacement cost of the item for lost or damaged articles. Any large discrepancy of missing items shall be delivered by the contractor no later than 1 business day after notification from EVS supervisor (i.e. no wash clothes returned). Any small amount of missing items will be returned on the next regularly scheduled delivery at no additional cost to the government. However, if any articles are missing for 15 days or longer, these items will be considered lost and the contractor shall reimburse the government the exact replacement cost of the item(s).

J. Pickup/Delivery:

1. The Contractor shall coordinate all laundry pick-up and delivery schedules with the hospital representative.

2. Pickup/delivery shall be completed while the hospital is occupied and operational. Pickup/delivery may be required to be performed during and before normal working hours. Normal working hours are Monday-Friday from 8:00 a.m. to 5:00 p.m.

3. The Lawton Indian Hospital is a tobacco free campus. No smoking is permitted in the hospital campus grounds.

4. The Contractor shall pick-up soiled laundry from a designated pick-up area and deliver clean laundry to a designated delivery area at Lawton Indian Hospital, Monday through Friday, including holidays if necessary (as directed by Housekeeping Supervisor), between the hours of 6:00 a.m. and 5:00 p.m. The Contractor shall ensure that all soiled laundry picked up is laundered and delivered the following delivery day. The contractor shall record the number of pounds of clean linen and the government representative will verify the amount. The contractor shall provide the tickets and furnish the government one copy.

K. Reporting Requirements:

1. The Contractor shall provide the hospital representative with a delivery ticket indicating the weight and article(s) of finished laundry returned for each delivery made. The Contractor shall weigh all finished laundry by laundry type article(s) for billing purposes. The Contractor’s scales shall be calibrated annually by a state certifying agency. The Contractor shall maintain records of the calibration and provide copies to the Project Officer.

2. The contractor’s invoice shall be adjusted by the Contractor to reflect re-performed work directed in accordance with FAR Part 52.214-2(a).

3. The Contractor shall provide the Project Officer with a copy of the laundry wash formulas (including time and temperature specifications), drying specifications, linen processing schedule, and the most current facility ventilation report prior to the start of the contract. The Contractor shall notify the Project Officer when a formula, specification, or schedule changes.

4. All contract vendor personnel are to sign in with the Environmental Service (EVS) staff at the beginning of each workday. At the end of each workday each vendor personnel are to sign out with the Environmental Service (EVS) staff.