Attach 1 - MDG LINEN PWS - 9 May.pdf

PERFORMANCE WORK STATEMENT FOR

6th Medical Group Linen Services

MacDill AFB

9 May 2022

1.0 DESCRIPTION OFSERVICES

1.1 The contractor shall provide all personnel, equipment, facilities, tools, materials, supervision and other items and services necessary to provide laundry/linen services for 6th Medical Group (6MDG), MacDill Air Force Base in accordance with all applicable local, state, federal laws, regulations, standards, instructions, commercial practices, and standards of health and safety regulations as applicable to laundry and linens as described in this Performance of Work Statement (PWS).

1.2 NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL SERVICES.

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions).

All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

1.3 The contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish PWS requirements in a timely manner and in a way that fosters pride and ownership in the work performed. Contractor will pick-up soiled linen, clean and return linen to 6 MDG on MacDill AFB.

1.4 The linen service will be utilized by 6 MDG, MacDill AFB.

1.5 All linen must be provided by the contractor.

1.6 Hot Water Washing: Linen should be washed with a detergent in water hotter than 160 degrees Fahrenheit for more than twenty-five minutes, since this is an effective method for cleaning and for killing vegetative bacteria.

1.7 Inventory Reconciliation: The contractor will conduct a reconciliation of their inventory

(what was delivered compared to what was picked-up) on a weekly basis. The Government representative shall track all pickup & order requests and actual deliveries for comparison. The Government representative will track all linen items delivered and annotate information on contractor delivery invoice and government provided pickup/order form.

1.8 Vehicle Interior Requirements: Clean items are to be protected from contamination and soiling at all times. After transporting dirty/soiled and contaminated laundry, the vehicle shall be cleaned and sanitized before the next delivery.

1.9 State and Local Department of Health Requirements: Compliance with any certification of cleaning, sanitation, and labeling requirement arising from State or local Department of

Health Regulations is the responsibility of the contractor.

1.10 Sanitation: Contractor delivered finished articles shall conform to the standards of quality of cleanliness, finish and appearance as defined in Appendix B. All work performed shall be done under sanitary conditions. The items shall not only be clean, in the sense of being free from soil and stains, but also free from bacteria, fungi and other microorganisms, including pathogens, or disease producing organisms that can be removed or neutralized via industry standards and practices allowed by local and state DERM and federal EPA.

1.11 Workmanship: Re-performance of laundering. Notwithstanding the provision of this contract covering inspections, acceptance and deduction from payment; any items found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the government.

1.12 Hangers: Hangers shall be of a type that will not stain the garments.

1.13 Bundling: Items will be folded and bundled according to type and size. All items in a single bundle will be the same size and type of linen article and stretch wrapped.

1.14 Missing Articles: Any articles missing from a delivery shall be delivered by the contractor in the next regularly scheduled delivery (if necessary) at no additional cost to the government.

1.15 Cart Exchange Service: Contractor must insure that there are a sufficient number of clean and serviceable laundry carts or the equivalent available for use at all times to hold laundry.

1.16 Personnel:

1.16.1 The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer.

1.16.2 The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.16.3 The contract manager or alternate shall be available during normal duty hours 0730- 1630 to discuss problem areas with government personnel within two (2) hours. After normal duty hours the manager or designated alternate shall be available within 24 hours.

1.16.4 The contract manager and alternate(s) must be able to read, write and understand English.

1.16.5 Contractor delivery personnel shall present a neat appearance and be easily recognized.

Wearing distinctive clothing bearing the name of the company or wearing appropriate badges that contain the company name and employee name me may accomplish this.

1.17 Quality: The Contractor shall establish, plan, develop, document, implement and maintain a quality system that ensures that the product or service conforms to the specified contract technical requirements. The contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in the Services Summary.

The contractor shall prepare a Quality Control Plan that will describe the approach to developing and implementing a quality system that will encompass all aspects of the contract. The contractor will complete, implement and make the Quality Control Plan available to the government for review within thirty days after contract award and/or prior to contract performance, whichever is sooner. All revisions to that plan will be made available to government Quality Assurance Personnel.

1.18 Quality Assurance: The government will evaluate the contractor’s performance under this contract using the method of surveillance specified in the Performance Plan. The government will record all surveillance observations. When an observation indicates defective performance, COR will request the contractor’s representative to initial the observation.

1.19 Performance Evaluation Meetings: The contract manager may be required to hold a weekly telephone conference call with the Contracting Officer’s Representative (COR) and the contracting officer during the first month of the contract. Telephone conference calls will be as often as necessary, thereafter, as determined by the contracting officer. The contractor may request a meeting. The government’s written minutes of these meetings shall be signed by the contractor’s manager; he/she shall submit a letter of non-concurrence within five days of receipt of the minutes. .

Contractor may be required to hold a monthly, meeting at 6 MDG with the Contracting Officer’s Representative (COR) and the contracting officer, as required by the government.

1.20 Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the U.S. Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

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. The contractor may direct questions to the CMRA help desk.

1.21 Recognized Holidays: The contractor is not required to provide service on the following days:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day

1 January Third Monday in January Third Monday in February Last Monday in May June 4 July First Monday in September Second Monday in October 11 November Fourth Thursday in November http://www.ecmra.mil/

Christmas Day 25 December

1.22 Transition-In. The incumbent contractor will continue to perform at full capacity until the end of the transition period. To ensure a smooth transition in the change of work effort from the current contract, the new contractor shall begin a 30-day Transition Period prior to the end of the existing contractor’s performance period. The purpose of this Transition Period is to:

• Observe work accomplished by current employees

• Become thoroughly familiar with work requirements and work procedures Complete personnel requirements for hiring of personnel to assure satisfactory performance at the start of the first performance period

• Obtain security clearances

• Process vehicle fleet registrations Complete training requirements and accomplish necessary training of employees

• Complete the development of necessary work plans and procedures

1.22.1 The successor contractor will be allowed access to the facilities to familiarize supervisors, key personnel and staff with equipment, reporting, work scheduling and procedures. However, such access shall not interfere with the production efforts of current personnel. To preclude such interference, arrangements for access to the Government facilities shall be made with the COR and CO.

1.22.2 At the completion of the Transition Period the successor contractor shall be fully capable of providing all services outlined in the PWS.

1.23 Variation in Estimated Quantity: The Contractor is required to provide laundry/linen up to a variation in quantity of 10%. If the quantity variation is such as to cause an increase in workload greater than 10%, the contractor may request, in writing, an equitable adjustment. Upon the receipt of a written request for an equitable adjustment, the Contracting Officer shall ascertain the facts and may negotiate adjustment.

2.0 6TH MEDICAL GROUP - SERVICES SUMMARY

The Services Summary identifies the performance objectives and performance thresholds for all critical tasks associated with providing the services outlined in this PWS for the 6th Medical Group. This section contains only those items considered most important for mission accomplishment. The performance objectives are those services/tasks required in the PWS. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The thresholds are critical to mission success. The Government expects the Contractor to perform at the acceptable levels throughout the life of the contract. Contractor will provide and service items specified in Sec. 3.6.

2.1 PERFORMANCE OBJECTIVES

SS Number Performance Objective PWS Para Performance Threshold MDG SS-1 Clean and dirty linen segregated during transit

2.4.1

95% of the time

MDG SS-2 Delivery & pick-up linen during the time frames in the contract

2.2

95% of the time

MDG SS-3 Rips & tears of more than “2” repaired; missing buttons replaced; missing ties repaired;

any/all linen that is worn out or unserviceable for its intended use is removed from service

1.10

95% of the time

MDG SS-4 Compliance with Federal, State and Local certification requirements

3.3 98 % of the time

MDG SS-5 All stains, dirt, molds, pathogens, etc., removed

1.10 98% of the time

MDG SS-6 Linen folded in traditional shapes and pressed as necessary. Linen shrink wrapped in individual bundles & housed in clean carts

3.7 95% of the time

2.2 PICK UP AND DELIVERY

The Contractor shall pickup soiled laundry and deliver clean laundry to the Medical Treatment Facility at Bldg. 1078, Clinic Loading Dock, Monday through Friday, except Holidays & Base down days. When a holiday or base down day occurs on a scheduled pick up or delivery day, the scheduled pickup and delivery will be performed on the first workday following the holiday (Monday through Friday). All pick up and deliveries shall be accomplished between the hours of 11:00 A.M. and 11:30 A.M.

2.3 SPECIFIC REQUIREMENTS

The contractor shall process the linen in accordance with all applicable federal, state and local standards of health and safety regulations as applicable to laundry and linens used in healthcare facilities to include the following:

2.3.1 The Joint Commission on Accreditation of Healthcare Organizations.

2.3.2 Center for Disease Control Guidelines for Laundry in Healthcare Facilities.

2.3.3 OSHA Regulation (Standards-29CFR) Blood borne Pathogens 1910.1030.

CONTAMINATED LAUNDRY: Contaminated laundry will be given to the Contractor in easily identifiable bags. In accordance with the “Infection Control” section 5.2.

(Linen and Laundry subsection) of The Joint Commission Manual (TJC), or any other TJC accrediting guidelines, the Contractor is responsible for properly handling contaminated laundry.

2.4 CONTRACTOR-FURNISHED PROPERTY, SERVICES AND EQUIPMENT

2.4.1 The contractor shall provide all laundry carts required to facilitate the pick-up of soiled laundry and delivery of the clean linen. The delivery vehicle shall keep the soiled laundry separated from the clean during transport and interim stops.

2.4.2 The contractor shall furnish:

2.4.2.1 Delivery vehicle

2.4.2.2 All packaging and marking materials.

2.4.2.3 All linens, gowns, scrubs, lab coats, etc., to meet the need of the MTF. (See Section 3.6) Scrubs must be Brand Name or Equal to ADI style#ALS1001PC for tops and style# ALS1002WPC for bottoms (Ceil Blue). Lab Coats must be Brand Name or equal to Medline style# MDT12WH. Bath towels must be Brand name or equal to ADI style#115516S (20”x40”).

2.4.2.4 Delivery tickets

2.4.2.5 Any other supplies, materials, and equipment necessary to perform the services required by this contract.

2.4.2.6 A facility equipped and ventilated so as to prevent dissemination of contaminants. The ventilation systems include adequate intake filtration, exchange rate, and exhaust in accordance with local, states and federal requirements (Reference: TJC Manual for hospitals). The contractor’s facility shall be subject to inspection of sanitary conditions at any time by an authorized representative of the government.

2.4.2.7 Clothing hangers for lab coats.

2.4.2.8 Two Laundry carts

2.5 GOVERNMENT SUPPLIED ITEMS

2.5.1 The Government shall provide the following supplies, and services listed below:

- Plastic bags for contaminated items

2.6 MONTHLY WORK LOAD ESTIMATES

ITEMS Frequency/Volume Daily Minimum Inventory Level

Bedspreads 100 Monthly 50 Coat, Lab 200 Monthly 50

Scrubs, Small 300 Monthly 100 Scrubs, Medium 300 Monthly 100

Scrubs, Large 300 Monthly 100 Scrubs, X-Large 300 Monthly 100 Scrubs, 2X-Large 250 Monthly 50

Gown, Patient (Green) 600 Monthly 250 Pillowcase, (White) 1000 Monthly 400 3 arm gowns (gray) 600 Monthly 150 Sheet, Flat, (White) 1500 Monthly 500

Towel, Bath 1500 Monthly 500 Towel, Hand, (Green) 2500 Monthly 500

2.6.1 The minimum daily inventory needed to support the Medical Treatment Facility (MTF) is described in the Table above (i.e. there will need to be 50 clean bedspreads in the MTF’s inventory every day).

2.7 METHOD OF FINISH

Linen shall be folded in traditional shapes and pressed as necessary. Packaging of sized items will be bundled with same sizes only. Linen shall be shrink-wrapped in individual bundles and housed in clean carts. Return finished lab coats on hangers covered in plastic bag.

2.8 SPECIFIC REQUIREMENTS

The contractor will invoice using Wide Area Workflow.

3.0 APPENDICES

Appendix A - Applicable Publications and Forms Appendix B – Definitions Appendix C – Entry Control Procedures

APPENDIX A

APPLICABLE PUBLICATIONS AND FORMS

Publications and forms applicable to the Performance Work Statement are listed below. The publications have been coded as mandatory or advisory. The contractor is obligated to follow those publications coded as mandatory and shall be guided by those coded advisory to the extent necessary to accomplish the requirements of this PWS. The publications are mandatory to the extent (that is a specific procedure, in a paragraph, section chapter or volume) specified in the PWS. All publications and forms listed will be made available by the government at the start of the contract. The government will maintain the publications. Supplements and amendments to the publications from any organizational level may be issued during the life of the contract. Changes in the contract price due to supplements and amendments shall be considered under the “changes” clause. The contractor shall immediately implement those changes in publications, which result in a decrease, or no change in contract price. Prior to implementation any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the Contracting Officer a price proposal. Said proposal shall be submitted within 30 days from the date the contractor receives notice of the revision, supplement or amendment giving rise to the increase in cost of the performance. Failure to submit the proposal as provided above, shall entitle the government to perform in accordance with such change at no increase in price.

DATE OF

REGULATION MANDATORY ADVISORY PUBLICATION

International Fabricare X Latest Edition

American Institute of Laundering X Latest Edition

Institute of Industrial Laundering X Latest Edition

TJC – The Joint Commission Manual

X Latest Edition

CDC-Center for Disease Control Guidelines for Laundry in Healthcare Facilities

X Latest Edition

OSHA Regulation (Standards-29CFR) Blood borne Pathogens 1910.1030

X Latest Edition

APPENDIX B

DEFINITIONS

1.0. STANDARD DEFINITIONS

1.1 Defective service: A service output that does not meet the standard of performance specified in the contract for that service.

1.2 Lot: The total number of service outputs in a surveillance period, as defined in the

Performance Objective column of the SS.

1.3 Performance Threshold: The point that divides acceptable and unacceptable performance of an outcome-based requirement.

1.4 Services Summary: Identifies the key service outputs of the contract that will be evaluated by the government to assure contract performance standards are met by the contractor.

1.5 Quality Assurance. Those actions by the government to assure services meet the requirements of the Performance Work Statement (PWS).

1.6 Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance. The document contains specific methods to perform surveillance of the contractor.

1.7 Quality Control: Those actions taken by the contractor to control the performance of services so that they meet the requirements of the PWS.

1.8 Random Sampling: A sampling method in which each service output in a lot has an equal chance of being selected.

1.9 Sample: A sample consists of one or more service outputs drawn from a lot. The number of outputs in the sample is the sample size.

2.0 TECHNICAL DEFINITIONS PERCULIAR TO THE PWS

2.1. Laundering. The process by which soiled fabric items are treated and cleaned include: cleaning by mechanical action or by hand in water solutions of detergents and other additives. For the purpose of the contract, the term includes replant treating, peroxide, bluing, chemical rinse (scouring, starching, ironing and pressing operations as appropriate to the type and nature of soil and other agent for controlling the growth of microorganisms such as molds and bacteria.)

2.2 Unserviceable Items: No longer usable or repairable for purpose intended.

2.3. Clean: Finished articles are dry, free of visible soil, lint and objectionable odors.

2.4. Exchange Cart System: A system by which clean and serviceable laundry carts are available for use within the activity at all times to hold laundry.

APPENDIX C

MacDill AFB CONTRACTOR SECURITY APPENDIX

INSTALLATION ENTRY CONTROL PROCEDURES FOR ALL CONTRACTORS

The following appendix provides information from Air Force Instruction 31-101 and local supplements on requirements for entering and conducting business while on MacDill Air Force Base (MAFB), Florida.

1. Contract Award.

1.1. Upon award of a contract, all contractors (including Small Purchase contractors), will have background checks conducted on all employees (including subcontractors or temporary employees) requiring access to MAFB.

1.2. The base Point of Contact (POC) is the unit or the base contracting office administratively who services the contract. The authorized format used for submitting employee personal information for background checks is located at Attachment 1, Request for Background Check.

1.3. The contractor is responsible for providing their employees’ personal information to their base POC. Failure to provide all personal information required or providing fraudulent information will result in the employee’s base access being denied.

1.3.1. Full name to include middle names or any known alias.

1.3.2. Date of Birth.

1.3.3. Social Security number.

1.3.4. Driver’s license number and state of issue.

1.3.5. Project name and contract number.

1.3.6. Requestor’s name.

1.4. Each base POC is appointed by their commander or management director on DD Form 577, Appointment/Termination Record – Authorized signature, and forwards a signed copy to the Visitor’s Reception Facility (VRF) annually.

1.5. The base POC sends a request, via email, to the 6 SFS/Background Check email address, which can be located on the Global Listing (MacDill). Personal employee information will be included on Attachment 1, Request for Background Check/Entry Access List (EAL).

1.6. The 6th Security Forces Squadron (6 SFS) will, upon receiving the EAL from the base POC, conduct a background check of contractor personnel using the approved local, state, and federal government web sites.

1.7. Any contractor employee found to have a criminal conviction listed below or have an outstanding warrant(s) will not be allowed entry to the base.

1.7.1. US Citizenship, immigration status, or Social Security Account Number that cannot be verified.

1.7.2. Barred from entry/access to any military installation or facility.

1.7.3. Wanted by federal or civil law enforcement authorities, regardless of offense/violation.

1.7.4. Name appears on any federal agency’s "watch list or “hit list” for criminal behavior or terrorist activity.

1.7.5. Any conviction for firearms or explosive violations within the last three years.

1.7.6. Incarcerated for 12 months or longer within the past three years, regardless of the offense.

1.7.7. Any conviction of espionage, sabotage, treason, terrorism, murder.

1.7.8. Conviction of a sexual assault, armed assault/robbery, rape, child molestation or kidnapping.

1.7.9. Drug possession with intent to sell or drug distribution.

1.8. Upon completion of the background check, the results will be electronically mailed to the requesting base POC. The email response will state whether the applicant is approved, denied, or pending further review by 6 SFS/S5 and base legal. Contract employee(s) approved for base access will report to the VRF, Building 1089 to retrieve the AF Form 75, Visitor Pass.

1.9. Background checks are valid for two years unless the person is terminated from the job, or is involved in a serious offense as listed paragraph 1.7. Requests for base access exceeding the two year period will require another background check.

1.10. The base POC identifies and appoints responsible contractor supervisors to sponsor sub-contractors and contract workers on base to perform services for no more than five business days (short-term) without a completed background check. Subsequent sponsorship (long-term) will require the proper completed background check by the VRF.

1.11. The base POC is responsible for identifying and retrieving all AF Form 75’s from the contract employees once the contract has expired or the contract employee’s employment is terminated and returns the passes to the VRF.

2. Contractor Visitor Passes for Entry to MAFB

2.1. The base POC completes Attachment 2, Request for Issuance of AF Form 75, and the contract employee hand carries the request to the VRF for issuance of the AF Form 75 for the duration of the contract, not to exceed one year.

2.2. Contractors must possess the proper photo identification media (driver’s license/state identification card, military identification card, or other authorized U.S.

governmental photo media) to be issued a base pass. Non-U.S. citizens must provide original Immigrations & Naturalization Service photo media and Social Security card.

3. Contractor Vehicle Passes for Entry to MAFB

3.1. Operators of vehicles must provide the following documentation to register vehicles.

3.1.1. Valid driver’s license.

3.1.2. Valid vehicle registration agreement.

3.1.3. Valid insurance.

3.2. Operators are required to sign a consent to search and impoundment disclaimer upon receiving their vehicle pass.

4. Contract, Commercial, and/or Oversized Vehicles

4.1. All contractor, commercial, and oversized vehicles must enter MAFB through the Tanker Way Gate located off Interbay Boulevard.

4.2. The following are considered “commercial or oversized” vehicles.

4.2.1. All vehicles registered and licensed with “commercial” license plates, regardless of state of issue.

4.2.2. All vehicles, regardless of type, license plate, or size having more than two axles.

4.2.3. All vehicles displaying a commercial plaque, logo, or emblem.

5. Contractor Vehicle and Personnel Processing Requirements

The Tanker Way Gate is open for personnel and vehicle processing from 0530 – 1700 hours Monday through Friday and 0530-1000 on Saturday. Holiday hours are 0530-1000;

Thanksgiving, Christmas Eve, Christmas and New Year’s Day the gate will be closed.