A04_Statement_of_Work_(SOW).pdf

STATEMENT OF WORK

LAUNDRY SERVICES

CROWNPOINT COMMUNITY SCHOOL

The Contractor shall provide laundry and dry cleaning services in accordance with the specifications herein.

I) Laundry services shall consist of four (4) general types, rough dry, flat work, finish work and dry cleaning.

The Government reserves the right to determine the type of services, which the contractor shall give each type of garment or article, however, each type of service will generally include items such as follows:

a) Rough dry: Bath towels, blankets, pillows, throw rugs, socks, pajamas, nightwear, T-shirts, undershirts, sweatshirts, coveralls, etc.

b) Flat work: sheets, pillow cases, towels (hand and tea), tablecloths, napkins, aprons, dollies, rags, wool blankets, roves, and items of a similar nature.

c) Finish work: curtains, dresses, shirts, and trousers shall be covered with a plastic cover and be on hangers.

d) Dry Cleaning: Dry cleaning shall be done in an approved manner and in accordance with standard commercial dry-cleaning practices: Dry cleaning of fire retardant materials shall be done in manner specified by the manufacture, for best results. The items should be dry cleaned, bagged with petroleum or solvents, tumble dried in a cool tumbler (not to exceed 140F). Avoid excessive heat in finishing.

Use minimal pressing and do not lock pressing head.

2). The Contractor shall allow annual sanitation inspections and all follow-up inspections of the laundry to ensure compliance with this contract. A copy of the laundry wash formula shall be provided during the annual inspection and whenever the formula is modified or changed.

3). The laundry services shall comply with linen and laundry accreditation standards. The BIA, with the consent of the Indian Health Services, will be utilizing the institutionalized health standards. The Contractor is required to comply with public health codes and regulations in furnishing laundry services to the Bureau of

Indian Affairs.

4). Facility Requirements:

a) There shall be physical separation between the soiled area (where soiled linen is stored, weighed, and loaded) and the clean area (where clean linen is conditioned, ironed, and packaged for shipment). All external laundry equipment surfaces that come in direct contact with soiled linen shall be thoroughly cleaned with a detergent germicide after linen is processed.

b) The receiving/sorting area shall be under negative pressure in relationship to the rest of the facility.

The air pressure differentials must be sufficiently established and maintained to prohibit the migration of airborne contaminants from soiled laundry sorting area to the clean laundry processing area. The ventilation rate for the receiving/sorting area shall not be less than the ten (10) room volumes of air exchanges per hour.

c) Any doors leading to the receiving/sorting area from the rest of the facility shall be designed to swing toward the negative air pressure (soiled laundry) side, unless prohibited by the local fire safety code.

Housekeeping supplies and equipment for the cleaning of receiving/sorting are the remaining portion of the facility shall be physically separate. Separate ventilation systems are required for the processing area and soiled linen receiving/sorting area.

d) The walls, floors, sorting bins and ceiling throughout the facility shall be in a good repair and capable of withstanding frequent washing and disinfecting. A written environmental cleaning policy and procedure shall be instituted. All rafters and overhead surfaces capable of gathering lint and dust shall be cleaned weekly.

e) Office areas shall be physically separated from linen processing area.

f) Soiled linen shall be weighed before loading into washer/extractors to ensure that the maximum capacity of the machine is not exceeded.

g) A separate clean processing room shall be provided. This area shall be a ventilation system capable of providing the ten (10) room air changes per hour. The system could create an equal or positive pressure relationship to adjacent areas.

h) A separate clean linen storage area shall be provided. Items shall be stored above the floor on closed or covered shelves or in enclosed carts. This area shall be a positive pressure ventilation system, capable of providing four (4) room air changes per hour with at least two (2) changes of fresh outdoor air.

i) If a pre-sorting method is used, the area where sorting takes place shall be separate from the washing area. If a post-sorting method, damage control program for line must be provided.

j) The laundry floors should slope to the drain into properly guarded grate water trenched or floor drains, which must be properly maintained, to prevent overflow on to the laundry floors.

k) The following minimum levels of illuminations shall be provided in the laundry.

i) Sorting and washing area - 30ft. candles

ii) Flatwork ironing - 50 ft. candles

iii) Machine processing - 70 ft. candles

iv) Fine ironing or sewing- 100 ft. candles

v) Clean linen loading area - 50 ft. candles

5). Laundry Cycle:

a) All linen shall be sorted according to the type of washing required prior to processing.

b) All soiled linen must be weighed prior to the loading into washers. No load shall exceed 80 percent of a specific machine's capacity.

c) Carts used to transport soiled linen to washers shall not be used to transport cleaned linen.

d) The following shall be washed in separate loads: white, color linen, mops and linen contaminated with blood.

e) The laundering process shall ensure that linen is anodized without staining or causing other damage.

The formula shall ensure adequate numbers of flushes to prevent setting of stains. The following shall be provided on alkali "break" with a pH of 11 to 12, suds cycle (for at least 10 minutes), and bleach cycle with total chlorine concentration of 50 -100 p.m. for 8 minutes. (The program shall ensure that no steam is injected during the bleach cycle). There shall be sufficient hot and cold-water flushes to remove residual detergent. The final rinse shall include softener to provide a final pH between 5.5 and

5.0. At a minimum, there should be separate formulas for normal linen, bloody linen, and mops.

f) After temperatures shall exceed l 60°F for 25 minutes during the washing cycle. It is required that all washers have thermometers and that the temperatures be recorded in a log daily.

g) Wash and rinse cycle temperatures shall be able to be monitored with instrumentation accurate to plus or minus 3°F. Such instrumentation should be easily readable and accessible.

h) The use of a bacteriostat is not required or recommended. The use of toxic products such as pentachlorophenol or trichorcarbilide as final rinse additive is prohibited.

i) Fire retardant cubicle drapes and curtains shall be washed in the above-approved manner specified by the manufacturer. The contractor shall establish written procedures for safe laundering of fire retardant material which should be less that ensuring that these articles are washed in lukewarm water (80°F to l00°F). Do not wring or spin dry but lift fabric and allow draining off the one (1) minute, then hanging freely at full length and width until completely dry.

6). All stains shall be removed in a manner that is acceptable for use. For the removal of stains extra time and supplies may have to be used for re-washing; however, this shall be considered in the price. The finished articles shall be thoroughly cleaned and must be free of objectionable odor and free of all processing materials that may cause skin irritation.

7). Fluff drying shall consist of a 20-minute minimum drying period in a tumbler heated to 165°F.

8). Equipment Requirement:

a) Flatwork ironers shall maintain temperature of at least 300°F at 100-PSI pressure. Flatwork ironers shall be equipped with properly functioning pressure gauge. During the finishing process, laundry employees shall check for stains and return the items to rewash if necessary.

b) The boiler should be sufficient capacity to provide a constant amount of water at temperature in excess of 160°F throughout the daily laundry-operated period.

c) An accurate thermometer will be provided for measuring water temperature of wash and rinse cycle operation. Thermometers shall be periodically calibrated for accuracy. Drier wheels shall also be provided an accurate thermometer.

d) All washing equipment shall be equipped with a timing device to provide for the positive timing control of each wash cycle.

9). Clean linen shall be tested for pH at least weekly by the contract laundry management. Loads of linen determined to be outside the accepted pH range shall be re-laundered.

10). Clean linen shall be handled and stored in such a way as to minimize contamination from surplus contact or airborne disposition prior to being completely wrapped with plastic to prevent recontamination during transports. Separate carts, trucks, and personnel shall be used to handle cleaned and soiled linen. Delivery trucks shall be cleaned after soiled linen has been transported.

11). All items can be packaged in separate bundles, not to exceed 20 pounds per bundle. Bundles should not be too large in order to facilitate handling and prevent the package from breaking open. All linen items shall be returned to the facility in enclosed clean linen carts or wrapped in clear plastic. Linen items are to be grouped by type, i.e., sheets, pillowcase, bath towels, wash clothes, etc. All baskets are to be lined with a plastic disposable liner sealed at the top to protect the clean linen from contamination.

12). Personnel Policies:

a) Employees who handle linen shall be required to wear clean clothing or uniforms when on duty. These articles of clothing shall be changed whenever soiled.

b) Personnel handling soiled linen shall not be permitted to handle, or transport cleaned linen transportation carts or cleaned linen unless they have changed their outer clothing after handling

(sorting), soiled linen prior to leaving the area. All personnel shall thoroughly wash their hands after eating, drinking, smoking, using the restroom or touching any other source of contamination before handling clean linen.

c) There shall be documentation of attendance at and content of orientation and relevant continuing education sessions that address new techniques, products, equipment, and infection control policies for all employees who handle linen. Continuing education sessions shall be offered at least once a quarter.

d) Laundry personnel, who work in the sorting and washing areas, shall be required to comply with health practices of Join Committee on Health Care Laundry Guidelines.

13). The Contractor agrees to launder and dry clean all articles by such acceptable method as will insure the absolute minimum of shrinkage and loss of tensile strength or fire redundancy.

14). Starch articles are to be processed in such a manner that the articles will be without undue stiffness.

15). Tumbler or rough dry finished articles are to be completely dry and neatly folded. Damp or wet linens received at destination will be returned for re-processing at no charge to the Government.

16). Flat work articles which are machine finished shall be smooth and without wrinkles, evenly and neatly folded. No two (02) articles shall be folded together.

17). Articles, which are finished by machine press or hand irons are to be smooth and free of wrinkles and to be pressed in such a manner that the original dimensions and shape are retained.

18). All broken and missing buttons, zippers, and snaps, and all rips and tears shall be reported to the COR and noted on invoice.

19). All laundry and uniforms that were picked up on the previous delivery shall be returned on the next scheduled delivery. No articles shall be held by the contractor.

20). Any shortage or damages will be noted by the Governments and given to the contractor. The contractor must assume responsibility for all damage or loss of articles in transit, from and to the place of business. The

Contractor will guarantee the return of such articles in as good condition as received. The contractor will reimburse the Government for any loss or damage due to fire, theft or otherwise, of articles while in the contractor's possessions.

21). Quality Control:

a) The Government reserves the right to conduct an inspection in the laundry facilities at any reasonable time.

b) All product and procedural changes must be reviewed and approved by the Contracting Officer.

c) Microbial sampling shall be done by and at the discretion of the Contracting Officer.

d) The contractor shall keep on file current copies of quality control tests. These tests shall be available to the surveyor and shall include at a minimum: Temporary checks, detergent titration, chlorine concentration, and pH levels. Where any quality control checks have identified non-compliance, corrections shall be made within twenty-four (24) hours.

e) The contractor shall have a prior successful history in providing acceptable laundry services.

t) All plumbing shall be installed and be in compliance with the National Standard Plumbing Code or the

Uniform Plumbing Code and maintained in good working order.

g) All complaints or potential problems involving laundry products due to contamination during processing shall be investigated by the Contractor. In cases where problem is not easily resolved an independent qualified consultant shall be retained at the Contractor expense to resolve the issue.

h) The contractor shall provide annually updated Infection Control Safety and Quality; Assurance Policy as required.

i) The laundry shall provide written certification concerning their procedures in insuring that flame retardant materials do not lose their flame retardant characteristics.

22). The following requirements shall be met:

a) The contractor shall furnish mesh bags for laundry (hard-to-separate).

b) Laundry weights as weighed in shall be considered as the official weight for payment purposes. This weight shall be noted on all copies of the laundry ticket, date and initial by a responsible official of the school.

c) Scales at the laundry shall be certified by either State or Federal Agencies or by necessary certifying agency for correct weight. Records of such certification shall be kept on file and available for review.

23). Loss or Damage in Government Laundry: the contractor shall be liable for any loss or damage in

Government laundry while in the Contractor possessions, except any deterioration due to normal laundering processes. Rejections due to unsatisfactory services as example: to cleanliness, folding, etc., shall again be serviced without additional charges to the Government. The contractor shall reimburse the

Government, and be held responsible for all loss of damage to Government property. Whether by theft, accident, or otherwise, while said property in under the contractor's care of custody.

a) The Government shall indemnify the Government for any property delivered to the contractor for servicing under this contract, which is lost, or which is damaged and, in the opinion of the Contracting Officer, cannot be repaired satisfactorily. In either of those events, the contractor shall pay to the Government. the value thereof in accordance with Federal Supply Class price lists. If the property is not on the price lists, the Contracting Officer shall determine a fair and just price. Credit shall be allowed for any depreciation to the value of the property at the time of loss and damage, and the parties hereto shall determine the amount of the allowable credit. If the parties fail to agree upon the value of the property, or fail to agree on the amount of credit due, the dispute shall be determined as provided in the clause thereof entitled

"Disputes".

b) In case of damage to any property, which the Contracting Officer and the Contractor agree, the contractor can satisfactorily repair the property at his expense in a manner satisfactory to the Government.

24). Laundry arrangements with Government Officials: The contractor shall contact and meet with responsible

Government Officials at the school/facility to make necessary arrangements with the respect to such factors of mutual benefit of type of containers to be supplied, if any, pick-up and delivery points and dates. Arrangements shall be documented by both parties and a copy shall be attached to the Purchase Order.

25). Itemized Laundry tickets:

a) The contractor shall be responsible to return all items in the quantities listed on itemized laundry tickets and accepted for processing. In cases, when the contractor has not performed an item check-in count, the school count shall govern, and payments made accordingly. The items in bulks lots identified by location on the itemized laundry tickets and shall be returned in the same lots as received to the same location shall receive all laundry and dry cleaning. The contractor on the basis of weights fully processed and ready for delivery shall prepare delivery tickets.

b) In order to ensure the accuracy of payment for services furnished, delivery tickets normally will not be receipted until necessary checks have been made by the receiving agency. Pending verification of the quantities, the contractor shall be provided with a signed and date copy of the delivery tickets marked, "weight and count not verified".

c) The contractor shall be responsible to prepare delivery tickets in sufficient copies (original and three

(3) copies). The original and two (2) copies shall accompany the deliveries. One (1) copy shall be retained by the receiving activity and the remaining copy shall be utilized for checking and receipts, as needed. The contractor shall submit with the invoice the original signed ticket.

BUREAU OF INDIAN EDUCATION SCHOOL FACILITIES

BIE Crownpoint Community School

1771 NM 371 Rte 9

Crownpoint, NM 87313

PACKING AND MARKING

The Contractor shall package items of finished work and dry cleaning including shirts, blouses, dresses, and dress aprons in such a manner that the garments shall not be unnecessary unwrinkled, crushed, or otherwise rendered unsuitable for wear without refinishing. All bundles shall be securely wrapped and tied, or taped, using materials of adequate quality to ensure delivery of the laundry in a clean and undamaged condition. Bundles shall be individually marked on the wrapped or attached labels at the contractor's option with the following:

1) Type of Laundry-R (rough dry), FL (flat work) and F (final)

2) Weight of bundle

3) Name of school/dormitory/facility

All items can be packed in separate bundles, not to exceed 20 pounds per bundle. Bundles should not be too large in order to facilitate handling and prevent the package from breaking open.