Atch 1 PWS_LRS Laundry_1May2020.docx

PERFORMANCE WORK STATEMENT (PWS)

LAUNDRY SERVICES

for

LOGISTICS READINESS SQUADRON (LRS)

HOLLOMAN AFB, NM

1 May 2020

REVIEWED BY:

DERRICK JONES, Civ, DAF Date Contracting Officer Representative (COR) 49 LRS

BENJAMIN MUSE, MAJ, USAF Date Commander, 49th Logistics Readiness Squadron

PATTI J. REN, Civ, USAF Date Quality Assurance Program Coordinator (QAPC), 49 CONS/PKP

APPROVED:

SALLY D. ROBERTS, GS-13, USAF Date Contracting Officer, 49 CONS/PKA

Solicitation Number: FA480120Q0008

Attachment 1 Page 2 of 14

TABLE OF CONTENTS

1.0. DESCRIPTION OF SERVICES:

1.1. Scope of Work:

The Contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform laundry service at Holloman AFB (HAFB), NM. Contract shall be performed in a manner that will provide clean laundry in accordance with local, county, state, federal and professional industry standards and as required in this PWS. Payment shall be calculated based on dry bulk weight or per item as specified in bid sheet.

1.2. Service Schedule:

Service shall be in accordance with the estimated schedule in the table below. Future pickup and/or delivery scheduling changes are authorized to be coordinated and approved through the COR, or customer POC, as designated by the Contracting Officer. Below is a Sample Schedule.:

Pickup / Delivery Points and Days

Logistics Readiness Squadron LRS) / Individual Protection Equipment (IPE) 280 Delaware Avenue, Bldg. 310, loading dock P,D

P,D

P,D

P-for pickup, D-for delivery

1.2.1. Hours of Operation: The Contractor shall perform the on-site services required under this contract during the following hours: 7:30 am - 4:30 pm, Monday through Friday, except on U.S. holidays specified in section 1.2.2 of this PWS. No on-site work shall be scheduled or performed on holidays unless previously approved or directed by the COR. If the contractor desires to work on non-scheduled workdays, he/she must submit a written request to the COR for approval.

1.2.2. Service will not be required on the following Federal holidays. When one of these Holidays occurs on a scheduled pickup/delivery day the scheduled pick-up and delivery will be performed on the first work day following the holiday.

*If holiday falls on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

Pickup and delivery service is required on all other Federal holidays in accordance with this PWS unless otherwise coordinated through the Contracting Officer (CO).

1.2.3. AETC Family Day: Several dates per year are designated by AETC/CC as “AETC Family Day”. The base is minimally manned on these days. Laundry service shall be continued according to this PWS unless otherwise coordinated through the CO.

1.2.4. Performance of Services during Crisis Declared by the National Command Authority: All services performed under this contract have been determined to be non-essential for performance during crisis and, according to Department of Defense Instruction (DODI) 3020.37, it is determined that the Contractor will not be required to perform during crisis.

1.3. Piece Laundry:

All piece laundry will be returned to the originating pick up location. Contractor is responsible for providing suitable containers for laundry pick up and return. The Contractor will be accountable for all items while in their care. All cleaned items will be finished and packaged/bundled according to the table at Appendix A.

1.4. Bulk Laundry:

All bulk laundry will be returned to the originating pick up location. Contractor is responsible for providing suitable containers for laundry pick up and return. The Contractor will be accountable for all items while in their care. All cleaned items will be finished and packaged according to Appendix A.

1.5. Re-performance of Laundry:

Any delivered article found to be dirty shall be re-cleaned at no additional cost to the Government. The Government will segregate and itemize these items and present them at the next scheduled pickup. The Contractor will re-launder them and return them segregated and itemized from the rest of the contents of the next delivery.

1.6. Unserviceable Articles:

During the laundering process the Contractor may notice items he believes to be unserviceable. All such items shall be returned to the Government after laundering in a separate bundle, clearly marked as "unserviceable."

1.7. Losses:

The Contractor will pay an equitable replacement cost for items reasonably determined to have been lost, damaged or destroyed while in the Contractor's possession. The Government will notify the Contractor within 24 hours of delivery of missing or damaged articles in that delivery. If the Contractor disputes the notification, the CO will determine the circumstances and validity of the claim against the Contractor. If the CO determines the article(s) to have been lost or destroyed while in the Contractor's possession a determination will be made of fair replacement value and given to the Contractor. The Contractor will reduce his next invoice by the amount of the determination and annotate in the invoice description.

1.7.1. Fair Wear and Tear:

The Contractor may claim that destruction or damage to articles is due to fair wear and tear. If the COR agrees, the Contractor is relieved of responsibility to replace that individual item. If no agreement can be reached, the CO will make a final decision.

1.8. Accountability:

The Contractor shall use an electronic accountability system (such as Linen Master), listing all articles picked up at each site by use of a light-bar counting mechanism at the Contractor’s site and web-based reporting software. At its sole discretion, the Government may utilize the electronic accountability system to record a listing of all articles picked up at each site through use of an application or may utilize a physical paper manifest/inventory form (Appendix B). If the Government elects to perform outbound counts electronically through an application, these counts may either:

The Contractor will confirm the numbers/weights on the Government’s chosen reporting method either at the pickup site or at his facility. If the Contractor's count or weight is 5% greater or less than the Government's, the Contractor shall immediately notify the designated Government contract representative. The appropriate COR may then authorize adjustment of the piece count. The Contractor is responsible for laundering only the numbers of items or weights of material in the piece count, and this will be the basis for the Contractor's invoicing for any particular shipment or invoicing period. The Contractor will provide the Government an inventory of the items in each delivery using the electronic accountability system. Upon receiving a delivery, the Government will inventory the shipment. If the Government's count or weight is 5% greater or less than the amount shown as being delivered the Government contract representative will notify the Contractor within 24 hours to reconcile the difference. If the difference is determined to be due to loss while in the Contractor's possession, para 1.7.1 above will apply.

1.8.1. Laundered items included in any delivery which are not Government property will be identified by the Government and returned to the Contractor at the next scheduled pickup. The Contractor may not include them on any invoicing.

1.9. Workmanship and Sanitation:

1.9.1. Vehicle Interior Requirements: Soiled items and clean items shall be transported in accordance with all state and local health regulations or laws. Articles are to be protected from contamination and soiling during transit to designated delivery points.

1.10. Contractor Manpower Reporting (November 2019)

The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Holloman Air Force Base, NM via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil.

1.10.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractor may direct questions to the Enterprise Contractor Manpower Reporting Application (ECMRA) help desk.

1.10.1.1. *Reporting Period: Contractors are required to input data by 31 October of each year.

1.10.2. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

1.10.3. User Manuals: Data for Air Force service requirements must be input at the Air Force ECMRA link. However, user manuals for government personnel and contractors are available at the Army ECMRA link at http://www.ecmra.mil.

1.11. Contractor Level I Antiterrorism Awareness Training (November 2019) Each contract employee must accomplish Antiterrorism Awareness (AT) Training as stated in the provision/clause DFARS 252.204-7004, LEVEL 1 ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS. This training provides contractor employees with the requisite knowledge necessary to remain vigilant for possible terrorist threats. Coordination for training should be done by the requiring Antiterrorism Representative (ATR) after contract award. Tracking for each contractor or subcontractor employee is the responsibility of the COR or unit ATR. Contractor employees are required to complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. AT certificates for each contract employee must be submitted to the COR or unit ATR. Level I AT awareness training can be taken at JKO https://jkodirect.jten.mil/Atlas2/faces/page/login/Login.seam for non-common access card (CAC) holders. CAC holders must take AT Level 1 training, course name "Force Protection," via Advanced Distribution Learning Center (ADLS) at https://golearn.adls.af.mil/login.aspx.

2.0. SERVICE SUMMARY (SS):

Performance Objective

PWS

Para.

Performance Threshold

SS-1 Adherence to Pick up / Delivery Schedule Items must be delivered in accordance with the dates and times specified in the PWS.

SS-2 Processing and Packaging Laundered items must be returned clean and finished/bundled/packaged per table in Appendix A.

1.3.

through 1.7.

No more than 3% of items in any particular delivery/shipment require re-laundering. No more than 10% of all laundry processed in a contract year requires re-laundering.

SS-3 Accountability Quantities of items delivered and invoiced must match quantities on pickup tickets/manifests.

3.0. GOVERNMENT FURNISHED PROPERTY, SERVICES AND MATERIALS

None

4.0. GENERAL INFORMATION:

4.1. Contractor Personnel:

4.1.1. Contract Manager: The Contractor shall provide a representative who shall be responsible for the performance of the work. The name of this person and an alternate(s) who shall act for the Contractor when the representative is absent shall be designated in writing to the CO no later than the pre-performance conference. Contract Manager/Alternate should be available to the Government during normal duty hours (7:30 am to 4:30 pm). The Contract manager or alternate shall be available to meet at Holloman AFB with Government personnel designated by the CO to discuss contract issues.

4.1.2. English Comprehension: All Contractor personnel working on the contract shall read and understand the English language to the extent necessary to read and understand operation, safety, and health regulations.

4.1.3. Restriction on Hiring Government Personnel: The Contractor shall not employ any person who is an employee of the United States Government, either military or civilian if the employment of that person would create a conflict of interest, unless such person seeks and receives approval in accordance with the Department of Defense Joint Ethics publications.

4.2. Quality Control Plan:

The Contractor shall develop and maintain a Quality Control Plan (QCP) that has been accepted by the Government to ensure that laundry services are performed in accordance with commonly accepted commercial practices and the contract requirements. The Contractor shall submit the final written QCP plan 30 days after the award for acceptance.

4.3. Quality Assurance:

The Government will monitor the Contractor's performance using periodic surveillance of pick up/delivery operations, inspections of the contractor's facilities for adherence to laundry standards, and validated customer complaints. The CORs will maintain a file of all surveillance observations. Government surveillance of tasks may occur at any time during contractor's performance. When a performance threshold has not been met/unsatisfactory (defect) or contractor performance has not been accomplished, the COR shall record defect and initiate and provide the CO a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the contractor. The contractor shall respond to the CDR in accordance with (IAW) instructions provided and return it to the CO within ten (10) calendar days of receipt.

4.3.1. Progress Meetings: Periodic progress meetings will be held between the Contractor and Government. At these meetings the parties will discuss any problems, items of concern, generate solutions and possible ways to make performance more efficient. These meetings are preferred to be held quarterly or more frequently if circumstances require, but no less than once a year.

4.4. Methods of Surveillance:

4.4.1. Periodic Surveillance: COR(s) qualified and assigned by the Government will inspect contractor pickup and delivery activities on an intermittent basis for adherence to cleanliness, finish, packaging/bundling, agreement of pickup and delivery counts or weights, and adherence to delivery schedules.

4.4.2. Validated Customer Complaints: This method is initiated when the COR receives a customer complaint. If the complaint is validated, it results in a required service being re-performed to the performance standards as stated in the PWS and Services Summary without additional expense to the Government. The CO shall make final determination of the validity of customer complaints.

4.5. Security Requirements. Unclassified – access to classified information not required.

4.5.1. Illegal Aliens: The Contractor shall not hire an illegal alien to work or perform any service on Holloman AFB (HAFB). Employees who are not U.S. citizens can only be persons possessing a current resident alien immigrant status (Green Card) or if a non-resident immigrant must possess a current Employment Authorization Document. While on HAFB, non-U.S. citizen employees must be able to produce for inspection the appropriate credential: Green Card or Employment Authorization Document. Any illegal alien found on the installation shall be immediately detained by the base security forces and barred from the installation.

4.5.2. Listing of Employees: The Contractor shall maintain a current listing of employees that require access to HAFB. The list shall include the employee's name and social security number and type of investigation if contract work involves unescorted entry to Air Force (AF) restricted areas or other sensitive areas designated by the installation commander. The list shall be provided to the Program Manager and sponsoring agency security manager. An updated listing shall be provided when an employee's status or information changes (i.e. termination, reassignment, etc.) or when a new employee is added.

4.5.3. Security Training: The Contractor ensures all employees receive initial and recurring (annual) security education training from the sponsoring agency security manager. Training must be conducted IAW DoDM 5200.01, Volume 1, DoD Information Security Program, and AFI 16-1404, Air Force Information Security Program. Contractor personnel who work in AF controlled/restricted areas must be trained IAW AFI 31-101, Integrated Defense. The sponsoring agency controlled area monitor will provide this training when required.

4.5.4. Pass and Identification Items: The Contractor shall ensure the pass and identification items required for contract performance are obtained for their employees. Employees shall only be granted access to the installation to perform functions directly related to their respective contract. All Contractor employees requiring unescorted access to HAFB shall be identified on a Visit Access Request (VAR) form. The Contractor shall submit a complete VAR through the Contracting Office to 49 SFS/S5AV no later than 7 duty/business days, and for foreign nationals, 14 duty/business days prior to requiring access to the installation.

4.5.5. Retrieving Identification Media: The Contractor shall return all identification media from employees who depart for any reason before the contract expires; i.e., terminated for cause, retirement, etc. The Contractor will notify the Government within 24 hours when unable to retrieve identification media from contract employees.

4.5.6. Travel Restrictions: Contractors are prohibited in areas of the installation other than their appropriate place of work and the routes to and from installation entry/exit points.

4.5.7. Traffic Laws: The Contractor and its employees shall comply with base traffic regulations. Violations may result in the loss of base driving privileges and/or debarment from the installation.

4.5.7.1. Employees shall wear a seatbelt when operating or riding in any military, contractor-owned, or privately-owned vehicle while on the installation.

4.5.7.2. Speed limits on HAFB are 30 MPH unless otherwise posted. Be aware of reduced speed limits and exercise caution when driving in base housing and school zones.

4.5.7.3. All vehicle operators on the installation shall not use cell phones unless the vehicle is safely parked or unless they are using a hands-free device. The wearing of any other portable headphones, earphones or other listening devices (except for hand-free cellular phones) while operating a motor vehicle is PROHIBITED.

4.5.8. Weapons, Firearms, and Ammunition: Employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within military, contractor, or privately-owned vehicle while on HAFB.

4.5.9. For Official Use Only (FOUO): The Contractor shall comply with DoDM 5200.01-V4, Enclosure 3, DoD Information Security Program: Controlled Unclassified Information (CUI), requirements. This manual sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.5.10. Reporting Requirements: Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.5.11. Physical Security: The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.5.12. Controlled/Restricted Areas: The Contractor shall implement local base procedures for entry to AF controlled/restricted areas where Contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency security manager before a restricted area badge will be issued. Contractor employees must have a completed and favorable Tier 1 or higher investigation (or DoD-determined equivalent investigation) before receiving a restricted area badge. Interim access can be granted in accordance with AFMAN 16-1405, Air Force Personnel Security Program Management. The sponsoring agency security manager will process personnel security investigation for trustworthiness determination through the 49 WG/IP Personnel Security Office.

4.5.12.1. Escorted Entry Procedures: Unless granted unescorted entry (see procedures below), all contractor employees will be escorted while in AF controlled/restricted areas on HAFB. When escorted, employees shall remain with their assigned escort at all times while in controlled/restricted areas. Escort responsibility rests with the sponsoring agency. An escort briefing will be provided to all escorted employees prior to entering a controlled/restricted area. Persons providing escort are responsible for providing this briefing. Escort officials assume responsibility for the safe and secure conduct of escorted employees and are required to maintain constant surveillance and control of employees at all times while in a controlled/restricted area.

4.5.12.2. Unescorted Entry Procedures: An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency security manager before a restricted area badge will be issued. Employees must have a completed and favorable Tier 1 security investigation before receiving a restricted area badge. Interim access can be granted in accordance with AFMAN 16-1405, Air Force Personnel Security Program Management. Unescorted entry will never be granted solely to avoid the inconvenience of escorted entry.

4.5.13. Photography: Photography in or within the close proximity of an AF controlled/ restricted area, flight line, or taxiway is strictly prohibited. Contractors that wish to take photos shall coordinate with the COR or Government Program Manager who will coordinate with the appropriate owning unit security manager for a photography clearance memorandum prior to taking photos.

4.5.14. Video/Still Imagery Devices: The use or possession of any device capable of capturing video and still images is strictly prohibited within any controlled/restricted area without written authorization from the installation commander or his/her designated representative. Individuals will be denied access to restricted/controlled areas if in possession of these devices.

4.5.15. Portable/Personal Electronic Devices (PED): The use of possession of all PEDs used for storing, processing, and/or transmitting information is strictly prohibited within all areas where classified material is discussed, briefed, stored, or processed without written authorization from the Designated Approval Authority.

4.5.16. Key Control: The Contractor shall establish and implement methods of making sure all keys and/or combinations issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government. The Government requires keys/combinations to the contractor's area of responsibilities. The Contractor shall supply a key or combination to the Fire Department in the event of an emergency.

4.5.16.1. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys, compromised lock combinations, or use by unauthorized persons.

4.5.16.2. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

4.5.16.3. The Contractor shall prohibit the use of keys or combinations, issued by the Government, by any other persons other than the contractor's employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

4.6. Records Management and Freedom of Information Action (FOIA) Requirements. (March 2020)

4.6.1. Records Management (RM). IAW AFI 33-322, Records Management and Information Governance Program – Records (section 1.3.6) the Contractor shall provide accountability and ensure all records and documents generated during the period of this contract are made available to the Government at all times. Records relating to work that contractors perform are maintained according to AFI 33-322- Records Management and Information Governance Program, Air Force Records Information Management System (AFRIMS RDS), Federal Records Management (https://www.archives.gov/records-mgmt/policy/records-mgmt-language), the Federal Acquisition Regulation, and the Defense Federal Acquisition Regulation Supplement, as applicable. When contractors create data for the government’s use, the contract must identify the background data that contractors must deliver to the government for possible reuse. Before identifying background data that contractors must deliver to the government, program and contracting officers must coordinate with stakeholders. These include records and information managers, historians and other United States Government agencies as appropriate. This is to ensure that all government needs are met, particularly when the data supports new missions or programs. When the background data includes records, the contractor must deliver enough technical documentation to allow the Air Force or other agencies to use the data. Manage all data created for government use or legally controlled by the government according to the records management procedures in this instruction.

4.6.2. Freedom of Information Act (FOIA) and Privacy Act (PA). The Contractor shall comply with DoDM 5400.7_R, DoD Freedom of Information Act (FOIA) Program, DoD5400_7-R_AFMAN33-302, Freedom of Information Act Program, and AFI 33-332, Air Force Privacy and Civil Liberties Program. These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding Personally Identifiable Information (PII) material.

4.6.3. Contractor Records. The Contractor shall maintain all government records IAW AFI 33-322, Records Management and Information Governance Program – Managing Records (Chapter 3), in order to support the COR who is responsible for all lifecycle record management and all duties assigned to the organization's Record Professional (RP) (Tier-1 (T-1)). [AFI 33-360, Publications and Forms Management, Table 1.1 outlines description of the authorities for T-1.]

4.7. Contractor Furnished Items: Comment by ROBERTS, SALLY D GS-12 USAF ACC 49 CONS/PKA: Why wasn't this updated like other ones we just did under P00001? Am I missing something?

4.7.1. Pick up/Delivery Vehicles (must be an enclosed vehicle)

4.7.2. All packaging and marking materials

4.7.3. Laundry Carts and Liners (plastic)

4.7.4. Clothing hangers

4.7.5. iOS compatible device for customer (LRS)* for use with electronic accountability system

4.7.6. Any other supplies, material, and equipment necessary to perform the services required by the contract *only if the customer (LRS) cannot get a Government iOS compatible device.

5.0. APPENDICES

A. Method of Finish and Packaging B. Inventory/Manifest Form C. References and/or Publications

APPENDIX A – METHOD OF FINISH AND PACKAGING

49 LRS/IPE

Attachment 1, Appendix A Page 12 of 14

Attachment 1, Appendix B Page 13 of 14

APPENDIX B – INVENTORY/MANIFEST FORM

49 LRS/IPE (Bldg 310) Comment by ROBERTS, SALLY D GS-12 USAF ACC 49 CONS/PKA: ALL items below MUST match bid sheet (IGCE)

Bid sheet matches please double check

Chemical Suit Top

Chemical Suit Pant

Duffle Bag

Modular Sleeping Bag

Bivy Cover

Stuff Sack

Contractor Pick Up

Date_________________ Signature_________________________________________

Printed Name______________________________________

Delivered To Holloman

Date_________________ Signature_________________________________________

Printed Name______________________________________

1 October 2019 Attachment 1, Appendix C Page 13 of 14

APPENDIX C – REFERENCES AND/OR PUBLICATIONS

All publications can be located at http://www.e-publishing.af.mil/

Attachment 1, Appendix C Page 14 of 14