4.0 PWS_Linen Services 3.02.2020.doc

Solicitation 75H71220R00014

PERFORMANCE BASED WORK STATEMENT

Linen and Laundry Services Whiteriver, AZ

1.0 General: This performance based work statement describes the requirements for linen and laundry services for the Whiteriver Service Unit (WRSU) in Whiteriver, AZ.

1.1 Background: The WRSU is the primary provider of comprehensive direct, inpatient, ambulatory care, preventive and community health, and environmental health services for members of the White Mountain Indian Tribe.

1.2 Objective: To obtain linen and laundry services for WRSU.

1.3 Scope: Provide linen and laundry services to include pick-up of soiled laundry and delivery of clean laundry for the WRSU.

1.3.1 Period of Performance:

1.3.1.1 July 1, 2020 – June 30, 2021

Option Year 1: July 1, 2021 – June 30, 2022

Option Year 2: July 1, 2022 – June 30, 2023

1.4 Applicable Documents

1.4.1 Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Surveillance, Prevention, and Control of Infection Standard.

1.4.2 Centers for Disease Control “Recommendations for Isolation Precautions in Hospitals” www.cdc.gov/ncidod/hip/isolat/isopart2.htm

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

1.4.4 American Institute of Architects “Guidelines for Design and Construction of Hospital and Health Care Facilities”.

2. 0 Definitions

2.1 Acceptance: Constitutes acknowledgement that the supplies or services conform to the applicable contract quality and quantity requirements, except as provided in FAR subpart 46.5 and subject to other terms and conditions of the contract.

2.2 Approval: Acknowledgment by the designated Government employee that submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) conform to the contractual requirements. Government approval does not relieve the Contractor from responsibility for compliance with contract requirements.

2.3 Area: A defined geographical region for Indian Health Service (IHS) administrative purposes. Each Area Office may administer several Service Units.

2.4 Clean: Free from dirt, soil, stain, impurities, objectionable or offensive odors; excessive lint, dampness, mildew, and processing chemical residuals or other materials that may cause irritation.

2.5 Contamination: To pollute, taint or otherwise make unfit for use by the introduction of unwholesome or undesirable elements.

2.6 Contracting Officer (CO): A Government employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.7 Contractor: The individual or firm awarded a legal binding contract to provide supplies and services.

2.8 Contracting Officer’s Representative (COR) or Project Officer (PO): A federal employee who assists the ordering/issuing activity contracting officer in the administration of this contract. The COR is primarily responsible for the technical assistance and day-to-day program management of the ordering activity’s task orders. Ordering activities may have different designators for this employee (e.g. GTR – Government Technical Representative, COTR–Contracting Officer’s Technical Representative, or PO - Project Officer).

2.9 Customer: Patients, staff and visitors of an IHS service unit and health center.

2.10 Customer Evaluation/Input: Written comments made to the Contracting Officer regarding the Contractor’s performance. This is one of the criteria used to evaluate the Contractor’s performance.

2.11 Dry Cleaning: To clean (clothing or fabrics) with chemical solvents that has little or no water.

2.12 Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

2.13 Finished Laundry: Laundry items that have been processed as defined in “Laundering” and is ready to be used by the customer.

2.14 Fold: To make compact by doubling or bending over parts, e.g., fold the laundry

2.15 Holiday: A day marked by a general suspension of work in commemoration of an event.

2.16 Hospital Representative: The primary Point of Contact (POC) at the IHS facility authorized to report missing laundry and request non-scheduled deliveries.

2.17 Laundering: Commercial practice to include washing, bleaching, cleaning, treating, rinsing, souring, 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.

2.18 Laundry: Clothes and linens (e.g., scrubs, patient gowns, protective garments, sheets, blankets, towels, dry cleaning items, etc).

2.19 Objectionable: A condition that is unacceptable, undesirable or offensive by commercial standards and serves as a reason for disapproval or rejection.

2.20 Odor: The property or quality of a thing that affects, stimulates, or is perceived by the sense of smell.

2.21 Ordering Activity Contracting Officer: A Government employee of IHS authorized and warranted to issue contracts and to make subsequent modification(s) under this contract. The Ordering Activity CO has the authority to make initial determinations on all matters of dispute regarding contracts.

2.22 Packaging: A container in which laundry is packed for storage or transportation to protect from contamination.

2.23 Past Performance Information: Relevant information regarding a Contractor’s actions under previously awarded contracts. This includes the contractor’s record of conformance to specifications and to standards of good workmanship; the contractor’s record of containing and forecasting costs on any previously performed cost reimbursable contracts; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customer.

2.24 Performance-based Contracting: Structuring all aspects of an acquisition around the purpose of the work to be performed with the contract requirements set forth in clear, specific, and objective terms with measurable outcome as opposed to either the manner by which the work is to be performed or a broad and imprecise statement of work.

2.25 Performance-based Matrix: Lists the services to be monitored and the standards to be applied.

2.26 Press: To make smooth by ironing (clothing, for example) by hand or machine.

2.27 Quality Control: Those actions taken by the contractor to control quality of services provided.

2.28 Scheduled Delivery: Scheduled deliveries are those made on specific days of the week. Scheduled deliveries shall:

(1) Meet the needs of the medical facility;

(2) Be coordinated and approved by the Hospital Representative.

2.29 Smooth: Having a surface free from irregularities, roughness, or wrinkles.

2.30 Sort: To segregate according to type, kind, or weight.

2.31 Standard Precautions – a 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.\

3.0 Government Furnished Property:

3.1 Property: Laundry from the WRSU will be clearly labeled so the Contractor can return laundered items to the proper location.

3.2 Protection of Government Buildings, Equipment, and Vegetation: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

4.0 Contractor Furnished Property:

4.1 Property: Except for the property specified in paragraph 3.1 as Government furnished, the Contractor shall provide all facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, cleaning solutions, etc.).

4.2 Facility Requirements: The Contractor’s facility shall meet the requirements of the most current edition of American Institute of Architects, “Guidelines for Design and Construction of Hospital and Health Care Facilities” that pertains to hospital laundry facilities and sanitizing carts throughout the term of this contract. The Contracting Officer shall approve any exceptions.

4.3 Facility Inspections: The Government reserves the right to conduct inspections of the contractor’s laundry facilities in accordance with JCAHO Infection Control Standards.

5.0 Specific Requirements. The Contractor shall provide all management, supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, cleaning solutions, etc.) necessary to perform laundry and linen cleaning services to include pick-up of soiled laundry and delivery of clean laundry for the WRSU. The Contractor’s performance will be evaluated in accordance with the standards set forth in the Performance-based Matrix, paragraph 6.0. Specific tasks include:

5.1 Pick-up and Delivery: The Contractor shall coordinate all laundry pick-up and delivery schedules with the hospital representative as designated in the contract.

5.1.1 Scheduled Pick-up and Delivery: The Contractor shall pick-up soiled laundry from a designated pick-up area and deliver clean laundry to a designated delivery area at the WRSU, Monday through Friday, excluding holidays, between the hours of 7:00 a.m. and 7:00 p.m. The Contractor shall ensure that all soiled laundry picked up is laundered and delivered the following delivery day. The Contractor shall not retain any laundry.

5.1.2 Non-Scheduled Delivery: 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 impact costs, shall be borne by the Contractor.

5.1.3 Holiday Delivery: The contractor shall coordinate holiday deliveries with the Hospital Representative.

5.2 Laundering Process:

5.2.1 The Contractor shall sort and wash laundry to maintain color and durability of laundered items in accordance with industry standards.

5.2.2 The Contractor shall consider manufacturer’s recommendations (if available) in selecting appropriate laundering processes, products and procedures based on fabric content and nature of soil to ensure cleanliness, soil and stain removal, color and durability.

5.2.3 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.

5.2.4 Standard Precautions: 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 2.32.

5.2.5 The Contractor shall ensure WRSU facilities’ laundry is completely separated from all other laundry during processing.

5.2.6 Re-performance: As allowed by FAR 52.212-4(a), Contract Terms and Conditions for Commercial Items, Inspection/Acceptance, the Government may require re-performance of nonconforming services at no increase in contract price.

5.3 Finished Laundry: The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed (as needed). The Contractor shall replace broken or missing buttons, zippers or snaps, and mend torn items according to color and material.

5.3.1 The Contractor shall prevent contamination of finished laundry.

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

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

5.3.4 The Contractor shall collect and return articles damaged beyond repair or otherwise no longer serviceable to the WRSU for disposal.

5.4 Packaging: The Contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the WRSU. The Contractor shall ensure finished laundry is:

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

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

5.4.3 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.

5.5 Reporting Requirements:

5.5.1 Delivery Ticket: 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 category 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.

5.5.2 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).

5.5.3 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.

6.0 Performance-Based Matrix

This Standard describes “What Success Looks Like”.

The Contractor shall provide laundry and dry cleaning services.

Pick-up and Delivery

Schedule (ref: Paragraph 5.1)

Finished Laundry (ref: paragraph 5.2)

Finished Laundry (ref: paragraph 5.3)

Packaging (ref: Paragraph 5.4)

Laundry weight

Delivery ticket

100% of soiled and finished laundry picked up and delivered within delivery schedule.

100% color (except mop heads), size and durability maintained.

100% of finished laundry is clean, dry, folded, and pressed in accordance with industry standards. Broken or missing buttons, zippers or snaps replaced and torn items mended.

100% of finished Laundry is grouped, packaged, labeled, and place in linen carts to prevent contamination during transportation and delivery.

100% accuracy of all laundry weight on correctly calibrated scales.

De Delivery ticket with all deliveries.

Surveillance systems will include periodic inspections and customer complaints.

Payment of contract price for satisfactory service.

SECTION VII

FEE /SCHEDULE PRICING

The following shall be the fee schedule for the contract period.

BASE YEAR

IHSWR

OPTION YEAR 1

IHSWR

OPTION YEAR 2

IHSWR