Att A - DRAFT SOW for Uniform Rental.docx

Date: 03/20/2024 Statement of Work for Uniform Rental and Cleaning Services

1.0 Scope of Work:

The contractor shall furnish the goods and services necessary to provide weekly rental, weekly laundering and maintenance of garments as required. The contractor shall provide at least 2 designated service professionals to work on this account at all times and guarantee 24-hour response to any problems, questions or requests. The Uniform Rental Services shall provide rental of Flame Resistant and Non Flame-Resistant Uniforms.

1.1 Shirt:

Each shirt shall be identified with embroidery that reads: “Brookhaven National Laboratory” and “Department/Division name” and the department/route [i.e., “Refrigeration”, the custodial group reads “BNL OS1 Team”] over the left chest front pocket. For Supervisors’ shirts, embroidery is not required and buttoned collars are required. On flame resistant shirts, the form of identification shall be flame-resistant embroidery (i.e. Nomex thread) on garment.

1.2 Trousers:

A choice of any one (1) style of trousers, per person, shall be offered upon initial ordering of trousers to include regular denim jeans, carpenter style denim jeans, or pants style (regular or cargo).

1.3 Coveralls:

Each coverall shall be identified with embroidery that reads: "Brookhaven National Laboratory" and the department/route i.e., "Refrigeration" over the left chest front pocket. On flame resistant coveralls, the form of identification shall be flame-resistant embroidery (i.e. Nomex thread) on garment.

1.4 Required Items:

The following shall be available in all sizes for men and women. Quantity of items needed is an estimate and not guaranteed.

Acceptable brands: Workrite®, Dickies, Wrangler, Big Ben, and Carhartt for non-flame-resistant clothing. See Section 1.4.1 for flame resistant clothing and special instructions and Section 1.4.2 for Emergency Services clothing and special instructions.

Item Description & Estimated Quantity Needed for Non-Flame Resistant and Flame Resistant:

· POLO SHIRT SHORT SLEEVE – NON-FLAME RESISTANT - 450

· CARGO PANT - NON-FLAME RESISTANT – 300

· CARHARTT OR EQUIVALENT BRAND RELAXED JEAN PANT - FLAME RESISTANT – 2200

· CARHARTT OR EQUIVALENT BRAND RELAXED JEAN PANT – NON-FLAME RESISTANT – 100

· COTTON SHIRT LONG SLEEVE - NON-FLAME RESISTANT - 220

· COTTON PANT - NON-FLAME RESISTANT - 40

· CARHARTT OR EQUIVALENT BRAND CARPENTER JEAN - NON-FLAME RESISTANT - 250

· NOMEX OR EQUIVALENT BRAND COTTON SHIRT LONG SLEEVE - FLAME RESISTANT - 160

· NOMEX OR EQUIVALENT BRAND TRADITIONAL PANT - FLAME RESISTANT - 200

· COVERALL UNLINED (FULL) - NON-FLAME RESISTANT - 70

· STANDARD WORK JACKET - NON-FLAME RESISTANT - 40

· STANDARD WORK JACKET - FLAME RESISTANT – 10

· BASIC (NON DEMIN) SHIRT LONG SLEEVE - FLAME RESISTANT - 1750

· BASIC (NON DEMIN) SHIRT SHORT SLEEVE - FLAME RESISTANT – 820

· COTTON PANT - FLAME RESISTANT - 320

· COVERALL - FLAME RESISTANT - 120

1.4.1 Requirement for Flame Resistant:

All Flame Resistant (FR) clothing must meet the requirements of ASTM F1959/F1959M, Standard Test Method for Determining the Arc Rating of Materials for Clothing and ASTM F1506, Standard Performance Specification for Flame Resistant and Arc Rated Textile Materials for Wearing Apparel for Use by Electrical Workers Exposed to Momentary Electric Arc and Related Thermal Hazards. The clothing shall be rated for Arc Thermal Performance Value (ATPV) 10 Cal/cm2 minimum and NFPA 70E Arc Flash PPE category 2.

Clothing consisting of fabrics, zipper tapes, and findings made from flammable synthetic materials that melt at temperatures below 315°C (600°F), such as acetate, acrylic, nylon, polyester, polyethylene, polypropylene, and spandex, either alone or in blends, shall not be used because they can cause burns during an arc flash event.

All repairs for FR clothing must meet the requirements of ASTM F1506 and ASTM F1959/F1959M. Fire Resistant clothing shall be laundered in accordance with the manufacturer’s instructions and ASTM F1449 Standard Guide for Industrial Laundering of Flame, Thermal and Arc Resistant Clothing.

The preferred manufacturer of FR clothing and material is Westex® INDURA Soft Style. Equivalent substitutes for Westex® INDURA Ultra Soft Style may be permitted subject to prior review and written approval from BSA.

All repairs shall be made using fabrics and components that are equivalent to those used in the original manufacturing and in accordance with ASTM F1449 Standard Guide for Industrial Laundering of Flame, Thermal and Arc Resistant Clothing.

1.4.2 Emergency Services Clothing:

All Emergency Services clothing must meet the requirements of NFPA 1975 “Standard on Emergency Services Work Clothing Elements”.

The preferred manufacture shall be Workrite® using DuPont Nomex IIA brand fiber. Equivalent substitutes may be permitted subject to prior review and written approval from BSA.

Shirts shall be Workrite® Fire Officers Shirt, model number 720NX-45, color Midnight Navy.

Pants shall be Workrite® Firefighter pants, model 400NX-75, color Midnight Navy.

All repairs for Emergency Services Clothing must meet the original requirements of NFPA 1975.

Emergency Services’ clothing shall be laundered in accordance with the manufacturer’s instructions.

1. Each member of Fire Rescue will be issued 6 pairs of pants that must meet the NFPA 1975 – 2019 edition and have a label attached to the garment stating such.

2. Each member of Fire Rescue will be issued 6 shirts that must meet the NFPA 1975 – 2019 edition and have a label attached to the garment stating such.

3. The vendor must be able to supply short sleeve shirts.

4. The vendor will sew on the Brookhaven National Lab (BNL) Fire Department (FD) patch on the left sleeve.

5. The vendor will provide and sew on a reversed American flag that has a gold border on the right shoulder.

6. BNL FD will provide the Fire Department patches to the vendor.

7. The shirt will have a badge holder on the left breast of the shirt with metal eyelets.

8. Shirts to have lined, banded collars to support collar brass.

9. Shirts to have decorative epaulets.

10. Shirts to have spade chest pockets with VELCRO® pocket closures for secure storage.

11. Shirts to have a pencil stall on left chest pocket.

12. Shirts to have five sewn-in military creases (two in front/three on back).

13. Shirts to have a false button-front with hidden snap closure for easy on/off.

14. Preferred clothing is Workrite®.

15. The color for pants and shirts must be “Midnight Navy”.

1.5 Lockers, Racks, and Laundry Lock Ups:

To be provided by Supplier. There are multiple (22) locations on the BNL property site where the lockers, racks and laundry lock ups are located. Available space at each location will vary. Supplier and BSA management shall agree upon which type of storage for drop-off and collection of clothing items is suitable, per location. For example,

· Drop-off of laundered items:

· Large clothing racks

· Lockers (must be full-size in length and standard width of 12”)

· Laundry lock ups (keys must be provided to each employee, and a master key for supervisor)

· Collection of soiled items:

· Large laundry bin/hamper with swing-top lid (if locked bin – a master key must be provided to supervisor)

· Large laundry bags (preferably – that have a support rack/base in which the bags may stand as to not lie upon the floor)

1.6 Uniform (per item descriptions listed in 1.4):

· There shall be availability of flame-resistant uniforms and non-flame resistant uniforms for both men and women in all sizes.

· Minimum of five (5) clean uniforms changes weekly.

· Uniform to have emblems & embroidery; iron on patches are not acceptable. All emblems to be provided at a one-time charge per uniform (logo/name/dept). BSA Emergency Services Group to provide emblem patches; vendor supplies other applicable patches and flag patches.

· Multiple color choices shall be offered to allow distinction between employees and supervisors. Supplier to advise what color choices are available.

· Uniforms shall be permanently tagged with a bar code to be utilized with an established and proven tracking system.

1.7 Fitting:

· Each individual BSA employee supplied with a uniform, shall be personally measured, and fitted by the Contractor, within three (3) weeks after the award of the contract.

· The uniform shall be fitted properly to employee satisfaction.

· The fitting is to be conducted at BNL.

· Contractor shall provide clothing size exchanges whenever necessary at no additional cost and no additional cost for premium sizes.

· New employee to be outfitted for uniforms within one (1) week of Contractor being notified.

1.8 Pick-Up & Delivery:

· Pick-up and delivery shall be conducted on the same day every week, enabling each employee to have a minimum of five (5) clean uniforms available to them each week.

· Pick-up and delivery will be specified on-site drop off points. Supplier will provide lockers so that the clean uniforms can be placed in the lockers. Uniforms to be picked up for cleaning will be bagged and marked accordingly. Uniforms to be repaired or replaced will be bagged in a separate bag from soiled uniforms. The uniform will be tagged repair or replace.

· A bin/hamper with a swing-top lid (in areas where space permits) or color-coded bags will be used.

For example,

· “Brown” for soiled

· “Green” for repairs

· “Blue” for replacements

· The dedicated Contractor Representative will check in with dedicated BSA personnel from each pickup and delivery location each week so as to discuss any issues with Contractors Representative.

The Contractors Representative shall verify with the personnel at each pick-up/drop-off location, the number of uniforms (per individual) being picked up for cleaning and the number of cleaned uniforms (per individual) being dropped off. Verification shall be done by an electronic tracking system which has the capability of showing pick-ups/drop offs/outstanding items. Electronic tracking system shall have the capability of providing a printed copy showing the pick-ups/drop-offs/outstanding items. At all times, BSA Employee should have a minimum of five (5) clean uniforms available to them for each work week. The dedicated BSA personnel will sign the Contractor’s pickup and delivery ticket as verification that the weekly pick-up/drop-off took place.

1.9 Laundering:

· Contractor to use laundry detergents that are environmentally friendly.

· Uniforms to be picked up for cleaning will be placed in a collection bin/hamper or “Brown” bag and marked accordingly.

· Uniforms to be cleaned in accordance with manufacturer’s specifications (flame resistant and non-flame resistant).

· Uniforms to be pressed and placed on hangers.

2.0 Inspection, Mending, & Replacement:

· Uniforms to be repaired will be placed in a “Green” bag by the BSA employee and they will notify the Contractor in writing on what needs to be done.

· Uniforms needing to be replaced will be placed in a “Blue” bag by the BSA employee and they will notify the Contractor in writing on what needs to be done.

· Contractor shall inspect every garment that passes through their plant and render repairs prior to return to BNL. If repairs are not possible replacement is required at no cost to BSA.

· Uniforms that appear worn or damaged shall be removed and shall be replaced at no charge to BSA.

· Contractor shall facilitate any needed repairs, replacements, and or changes to the account at the time of delivery and pick up.

· Uniforms requiring repairs/replacement will be returned to BNL within two (2) weeks after pick up by the Contractor, otherwise a temporary uniform shall be provided to maintain the minimum five (5) clean uniform availability.

· Repairs made shall maintain the integrity of the fire rating otherwise the uniform shall be replaced.

· If uniforms become compromised with flammable contaminates and cannot be removed after laundering or dry cleaning, the contaminated garment shall be replaced at no cost to BSA.

· Any item lost and needing to be replaced will be replaced at no cost to BSA.

2.1 BNL Lab Coat Cleaning (Owned and Rentals):

· Contractor to provide cleaning only services on an as needed basis for BNL owned lab coats (no minimum). All requests for lab coat laundering of BNL owned lab coats shall be done in writing and only from the designated BSA representative at each location.

· All requests for lab coat rental shall be done in writing and only from the dedicated BSA representative at each location.

· Rented lab coats to be picked up for cleaning and returned for use by the following week. Lab coats to be pressed and placed on hangers.

2.2 Changes:

BSA reserves the right to make changes to the number of uniforms and delivery locations. Said changes shall be accomplished by the Contractor within two (2) weeks after notification by BSA in writing.

All requests for uniforms shall be done in writing and only from the dedicated BSA representative at each location.

When a BSA Employee is no longer employed at BNL and his or her uniforms are no longer needed, BSA will notify the Contractor in writing that the employee’s uniforms will be returned to the Contractor and the Contractor will remove the BSA Employee from future billing. BSA shall not incur a buy back fee for any uniforms not accounted for.

2.3 Required Badging and Training:

· All contractor personnel who will access the site shall obtain a BNL non-construction contractor badge which has an annual renewal period.

· All contractor personnel who will access the site shall attend BNL Contractor Vendor Orientation (CVO) training which has an annual renewal period.

· The CVO training is given onsite every Monday, Wednesday, and virtually on Friday at 8:30am

2.4 Completion of Contract:

When the period of performance for the Contract is completed, all of the uniforms shall be returned to the Contractor.

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