A05 - SOW laundryServices 2025.pdf

STATEMENT OF WORK

Title of Service: Laundry & Dry Cleaning Services

A. BACKGROUND:

Laundry & Dry-Cleaning Services are required for the Blackfeet Service Unit (BFSU), located in Browning, Montana. BFSU, and its satellite clinic, Heart Butte Clinic, Heart Butte, Montana are PHS Indian Health Centers that provide healthcare to the service population on Blackfeet Indian Reservation, located in northwestern Montana.

B. OBJECTIVE / DELIVERABLES:

This is a non-personal services contract to provide the Blackfeet Service Unit with clean linen twice (2x) week by performing Laundry & Dry-Cleaning Services, to include pick-up and delivery at BFSU. The Government may also request an additional pick-up and delivery, depending on patient count. In addition, upon delivery of the clean linen, all soiled linens will be picked up from a central linen exchange point to be brought back to the laundry facility for cleaning. The contractor shall provide soiled linen bags, transporting linen carts, and transportation to and from the facility. Linen shall be returned in the manner it was taken.

Deliverable is a delivery ticket of items picked up and items being returned to the BFSU.

C. SCOPE OF WORK:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items and non-personal services necessary to perform Laundry & Dry-Cleaning Service as defined in this Statement of Work except for those items specified as government furnished property and services. Contractor furnished items will always remain the property of the contractor and the bags will not be used for any other purpose other than laundry and linen services. Contractor will provide rugs to the Blackfeet Service Unit, Browning, Montana, and the Heart Butte Clinic, Heart Butte, Montana. The contractor shall perform to the standards in this contract. The Government will not exercise any supervision or control over the contract service providers performing the services. Such contract service providers shall be accountable solely to the contractor, who, in turn is responsible to the Government. The contractor shall provide one (1) person to operate a centralized linen exchange for all linen. This person will collect, sort, bag and tag all linen items dropped off at linen exchange. The contractor shall verify and provide the Contracting Officer’s Representative (COR) or their designee a count of all laundry and dry-cleaning items picked up from the facilities and dropped off at BFSU central linen exchange. The COR or their designee and contractor must count the items together. Both the COR or their designee and contractor must agree to the count before the items leave BFSU. The COR or their designee and contractor representative shall count and verify all items returned to the facility prior to acceptance. Acceptance shall be made by the government and contractor representative. The government and contractor representative shall sign the delivery ticket prior to acceptance. Empty carts shall be left at the location during pickup of dirty linens for the next scheduled pickup. All laundry and dry cleaning delivered under this contract shall be transported in clean closed vehicles provided by the contractor. The vehicle must remain clean in order to avoid cross contamination. Containers that are used to transport linen must be clean and are to have a clean plastic liner, and the liner is to be enclosed.

1. Pickup: the contractor will pick up the soiled articles in the designated area, Room #1286 in the housekeeping storage area, and the dental department at the BFSU. next to the service corridor in Housekeeping, and the Dental department at the BFSU. Soiled articles include Blood-Soaked Linen, linen from any of the NOG Flat listed in B.6, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents. Rugs will be provided to the same location within the BFSU and Heart Butte Clinic. The facility shall provide personnel to assist in checking laundry in and out of the hospital.

2. Rugs provided by the contractor will be picked up and delivered to the same location within the BFSU and Heart Butte Clinic. The Government shall provide personnel to assist in checking laundry in and out of the hospital.

3. Delivery: the contractor shall weigh bulk linen prior to delivery. For line items the contractor shall record the weighed amount delivered on the delivery ticket and the Government representative shall verify this amount. The contractor shall deliver the cleaned linen to the housekeeping and dental departments. Rugs provided by the contractor will be picked up and returned to same area.

4. Cleaned laundry items will be retuned in the same quantity and type to the same location where they were picked up.

5. Articles will be returned to the central pickup point clean, and dry, free of lint, odor, spots and stains in accordance with standard commercial practices.

Linen items will be pressed and free of lint and wrinkles.

6. Returns: the contractor may be required to re-perform laundry services that are determined to be unacceptable at no additional cost to the government.

7. The IHS hospital will be responsible for the in-house collection of soiled linen and distribution of clean linen. The contractor will distribute articles to the location where they were received.

8. Unserviceable items: Unserviceable items shall be returned to the pickup/delivery point from which the contractor received them. Determination of unserviceable items will be made by the IHS hospital. The definition of unserviceable items is items that are badly torn, heavily stained, or worn and cannot be washed without damage to the garment. All unserviceable articles shall be returned in a separate bundle, clearly identified as unserviceable by the contractor to the pickup location after laundering.

9. State or local department of Health requirements: Compliance with any certification or labeling requirements from state or local department of health regulated is the responsibility of the contractor. Reference: “Guidelines for healthcare linen services-1994” by JCAHO and ‘Guidelines for Laundry’ in health care facility” by OSHA.

10. The contractor will process all linen in such a way to maximize the cleaning effect while maximizing the loss of tensile strength and whiteness of the linen items. The contractor shall do routine testing to ensure property chemistry of maximum cleaning strength and minimal loss of whiteness. The contractor will sort all laundry prior to washing to ensure that the specific and appropriate washing formula for the soil encountered is used.

11. The contractor shall return to the IHS hospital clean linen sorted by type

(sheets, towels, blankets, etc.) ironed and folded as appropriated.

12. Dry-Cleaning: cleaning of articles by immersion in dry cleaning solvents an use of mechanical action. Dry-cleaning may include pre-spotting and use of soaps and synthetic detergents as required removing soil and stain.

D. PERIOD OF PERFORMANCE:

Period of performance is intended to start from date of award for 365 days after award with four (4) 12-month option years. The Government reserves the right to exercise options.

E. STANDARD REQUIREMENTS:

1. Clean and soiled linens are to remain separated at all times.

2. Contractor to provide rugs at the Blackfeet Service Unit, Browning, MT and the Heart Butte Clinic, Heart Butte, Montana.

3. All dropped linen must be reprocessed at no additional cost of the

Government.

4. Written washing formulas must be made available at the request of the Government, which includes times, temperatures, water levels, and chemicals.

Monthly in-process quality control checks must be accomplished and documented.

5. An air exchange system generating a positive pressure in clean areas must be utilized to minimize cross-contamination.

6. Dryers shall be free of material that inhibit proper airflow and filters and ducts are to be cleaned and maintained to ensure adequate dry cycles.

7. Flatwork ironers shall be set at a temperature established by standard commercial practices.

8. The contactor shall inspect all linen and shall identify and segregate all unserviceable line before being laundered. For inventory purposes the contractor shall be responsible for documenting and providing a listing (or log) of serviceable linen to the housekeeping supervisor on a monthly basis.

Damaged linen shall be returned to the IHS hospital. The housekeeping supervisor will inspect the unserviceable items and arrange for repairs locally.

F. WORKFORCE REQUIREMENTS:

The Contractor shall have experience in handling and delivery the linens for the Blackfeet Community Hospital. Experience includes making sure all linens are handled properly, soiled linen is kept separated from the clean linens and all surgical/OR linens are kept free of lint and any other debris, and immediately sealed after launder.

G. ASSUMPTIONS:

1. Access to Buildings: The vendor/driver shall call the housekeeping office or use the outside doorbell for admittance into the building. Proof of identity is required.

During federal holiday schedules, the vendor/driver will call the housekeeping number (406)338-6118. If delivery day falls on a federal holiday, contractor shall delivery either the day before or the day after, depending on the day of the week.

2. The contractor shall provide the equipment, tools, and any necessary resources to perform the requirements of this contract, such as laundry carts for transportation and all proper equipment to meet our laundry needs.

3. Licenses: The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the Contracting Officer or the COR before work commences.

H. GENERAL QUALITY ASSURANCE:

The COR or their designee(s) shall do annual walk-through inspections of the laundry facility to make sure the contractor is staying in compliance with the requirements of the contract. The COR shall notify the Contractor of any issues that may arise for immediate corrections. The criteria for the walk-through inspection is established in accordance with the CMS Standard for Environmental Services and the CDC Guidelines for Environmental Infection Control in Health Care Facilities.

1. Contractor staff handles soiled textiles/linens with maximum agitation to avoid contamination of air/surfaces and person.

2. Soiled textiles/linen are bagged or otherwise contained at the point of collection in leak-proof containers or bags and are not sorted or rinsed in the location of use.

3. The receiving area for contaminated textiles is clearly separated from clean laundry areas and is maintained at negative pressure compared with the clean areas of the laundry and in accordance with FGI (formerly AIA) construction standards in effect during the time of facility construction.

4. If hospital laundry services are contracted out and performed off site, the contract must show evidence that the contractor’s laundry service meets these design standards.

5. Clean textiles are packaged, transported, and stored in a manner that ensures cleanliness and protection from dust and soil.

6. If hot-water laundry cycles are used, wash with detergent in water > 160 F (>70 C) for >25 minutes.

I. GOVERNMENT FURNISHED ITEMS:

All Government-owned articles and linen shall be returned to the Government upon cleaning, no substitutions accepted.

The following articles and linen to be laundered and dry cleaned are Government-owned property:

A. NOG Flat: Which includes the following:

• Rough Dry -To include wool and cotton blankets, stockings, surgical hose, bath towels, washcloths, bathrobes, hot water and heating pad covers, bed spreads, patient gowns, and the like. This includes Blood-Soaked Linen, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents.

• Flatwork -To include sheets, pillowcases, hand and tea towels, tablecloths, napkins, aprons, surgeon's gowns, pajamas, scrub suits and dresses, wrappers, doctor's caps, and the like. This includes Blood-Soaked Linen, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents.

• Mops and Rags -Mop heads, dust mops, and rags. Dust mops, microfiber pads.

• Finish Work – Includes all curtains, uniforms, dresses, shirts, trousers, coveralls, doctor's coats, laboratory coats, nurse's aprons, and the like.

• Pillows.

• Ward drapes.

J. CONTRACTOR FURNISHED ITEMS AND SERVICES

Except for items listed above, the Contractor shall furnish everything required to perform this contract. The Contractor shall provide all empty carts and bags requested by the Housekeeping Department. Empty carts shall be left at locations during pickup of dirty linens for the next scheduled pickup. Contractor furnished items shall always remain the property of the Contractor. The carts and bags shall not be used for any other purpose other than laundry and linen services.

K. FACILITY CONSIDERATIONS:

1) Clean and soiled linens are to remain separated at all times. Soiled linen must be stored and sorted separately from clean linen.

2) All dropped linen must be reprocessed at no additional cost to the

Government.

3) Written washing formulas must be made available at the request of the Government for linen being cleaned which include time, temperature, water levels, and chemicals. Monthly in-process quality control checks must be accomplished and documented.

4) An air exchange system generating a positive pressure in clean areas must be utilized to minimize cross-contamination potential. The minimum total air changes per hour supplied shall be in accordance with State and Federal requirements.

5) Dryers shall be free of materials that inhibit proper airflow, and filters and ducts are to be cleaned and maintained to ensure adequate dry cycles.

6) Flatwork ironers shall be set at a temperature established by standard commercial practices.

7) The Contractor shall inspect all linen, identify and segregate all unserviceable linen before being laundered. For inventory purposes, the Contractor shall be responsible for documenting and providing a list (or log) of unserviceable linen to the Housekeeping Supervisor on a monthly basis. Damaged linen shall be returned to the IHS hospital. The Housekeeping Supervisor will inspect the unserviceable items and arrange for repairs locally.

8) The Government shall perform an annual walk through of the Contractor’s facility.

L. DELIVERY VEHICLE

All laundry and dry cleaning delivered under this contract shall be transported in clean, closed vehicles provided by the Contractor. Clean and soiled laundry shall be transported separately. The vehicle shall be maintained in a sanitary condition to prevent cross contamination. Containers used to transport clean linen are to have a clean plastic liner and clean linen is to be enclosed in a clean plastic liner.

M. CONTRACTING OFFICER AUTHORITY

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

N. CONTRACTING OFFICER’S REPRESENTATIVE

The COR shall be responsible for: (1) Monitoring the Contractor’s technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

O. INVOICE SUBMISSION AND PAYMENT

Invoices shall be submitted through the Invoicing Processing Platform (IPP), a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests”. The IPP website address is: https://www.ipp.gov If you require assistance registering or require IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

Payment willl be made by the Billings Area Financial Management Branch, P.O. Box

36600, Billings, Montana 59107. Payments are made in arrears.

https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov