Attachment 1 PWS 377MDG Laundry Service (2-14-2024).pdf

Department of Defense Defense Health Agency

Performance Work Statement

Laundry Service - 377th Medical Group

14 February 2024

HT940724Q0002 Attachment (1) – Performance Work Statement (2-14-2024)

1. GENERAL INFORMATION

1.1 This is a non-personal services contract to provide laundry service in support of the 377th Medical Groups (377MDG), Kirtland Air Force Base, in Albuquerque, NM.

1.2 Description of services. The Contractor shall meet all requirements of this PWS. Laundry service requirements include pick-up and delivery. Laundry shall be delivered free of all visible dirt, debris, dampness, offensive odors, mildew, and cleansing chemical residue. The delivered laundry shall have a uniform appearance, show no signs of damage incurred during cleaning or transportation, and shall be properly finished and packaged in accordance with this PWS.

1.3 Administrative Specifications

1.3.1 Normal Hours. The 377MDG operates from 0730 to 1630, Monday through Friday excluding federal holidays and planned closures.

1.3.2 Federal Holidays. The contractor is not required to provide service on the following holidays:

New Year’s Day, Martin Luther King Jr.’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

1.3.3 Planned Closures. The Contracting Officer’s Representative (COR) will email the Contract Manager with planned closures that impact the pickup and delivery schedule. The contractor is not required to provide service on planned closures.

1.3.4 Access to Kirtland Air Force Base is not required for performance.

1.4 Quality

1.4.1 Quality Control. The contractor’s Quality Management System must provide for the appropriate controls of service characteristics and attributes during performance and include inspection and test criteria/methodology/data that is used to verify/validate conformance to acceptance criteria established for the contract. It should describe specific policies, procedures, and practices and identify quality responsibilities for all operational interfaces. The Contractor is responsible for management and quality control actions to meet the terms of the contract.

1.4.2 Quality assurance (QA). The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The Government, primarily the COR, will monitor the contractor’s performance and record all surveillance performed.

When surveillance indicates nonconforming performance, the COR will notify the Contract Manager.

Exhibit A0011, Performance Requirements Summary (PRS), provides the performance objectives, method and frequency of surveillance, and Acceptable Quality Levels (AQLs)

1.5 Contractor Personnel

1.5.1 The Contractor shall provide a Contract Manager, and an alternate, who is responsible for contract performance. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing per Exhibit A002, Deliverables Schedule. 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. The contract manager or alternate shall be available during normal hours as defined in paragraph 1.3.1.

1.5.2 Contractor personnel shall present a neat, clean, and professional appearance and be easily recognized as a contractor employee.

1.5.3 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. Nor shall the Contractor employ any person who is an employee of the Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with DoDD 5500.07, Standards of Conduct, (for military and civilians). The Contractor is cautioned that off-duty active military personnel who are employed under this contract may be subject to permanent change of station, change in duty hours or deployment. Military reservists and National Guard members may be subject to recall to active duty.

The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform and shall not constitute an excuse for non-performance under this contract.

1.6 Contractor Identification

1.6.1. Contractor personnel performing services in a contractor capacity in a government facility are required to possess and wear an identification badge that displays his or her name and the name of the company. All contractor personnel shall identify themselves as contractor personnel in all forms of communication that occur under this contract. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the 377MDG understand that the person is contractor personnel.

Include a title block in all emails that states the fact that the person is contractor personnel.

1.6.2. Contractor personnel may be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this contract. Contractor personnel shall make their contractor status known during introductions.

1.6.3. Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with this contract.

1.7 Reporting

1.7.1. Government’s COR. The COR monitors all technical aspects of the contract and assists in contract administration. A Letter of Designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.7.2. Post award conference/periodic progress meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer (CO), COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO or COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

2. ACRONYMS & APPLICABLE PUBLICATIONS / INSTRUCTIONS

2.1 Acronyms

377MDG 377th Medical Group AQL Acceptable Quality Level CO Contracting Officer COR Contracting Officer’s Representative CS Contract Specialist DoDD Department of Defense Directive NLT No later than OSHA Occupational Safety and Health Administration PRS Performance Requirements Summary QA Quality Assurance QASP Quality Assurance Surveillance Plan

2.2 Applicable Publications / Instructions

Number Title DoDD 5500.07 Standards of Conduct

3. CONTRACTOR FURNISHED ITEMS

3.1 Materials such as tags, tabs, washable receipts, laundry pins, etc. to distinctively identify separate organizational items.

3.2 Pickup and Delivery Vehicle. All laundry and dry cleaning delivered under this contract shall be transported in a clean, enclosed vehicle. The vehicle shall be maintained in a sanitary condition to prevent cross contamination. Vehicle breakdowns do not relieve the contractor of responsibility to make scheduled deliveries. Contractor’s vehicles shall meet all licensing requirements and be properly insured.

3.3 All necessary laundry carts for storage and transportation of laundry to and from contractor’s place of business to the 377MDG. The contractor shall provide separate carts to segregate and transport clean and soiled laundry. All laundry must be contained inside laundry carts when being transported to and from the contractor’s facility. The carts must be cleaned daily with a germicide. All laundry carts must be lined with an unused plastic liner or a clean reusable liner. Laundry in carts shall be stacked no higher than one foot above the height of the cart.

3.4 Laundry facility that meets all Occupational Safety and Health Administration (OSHA) standards. The Contractor’s facility shall be subject to inspection of compliant conditions at any time by a government representative.

4. SPECIFIC TASKS

4.1 The contractor shall treat all laundry with residual self-sanitizing germicide. All 377MDG laundry shall be processed and washed separately from all other customers’ laundry.

4.2 The contractor shall ensure items received in a wet or moist condition are processed in a timely manner to prevent development of mildew, rust, or other stains/marks.

4.3 The contractor shall ensure each clinic receives the same items and quantity that were picked up.

The Contractor shall load and unload laundry. The contractor shall ensure soiled laundry does not come into contact with the clean laundry being picked up or delivered.

4.4 Account of Articles. The Contractor shall provide laundry ticket(s) containing the count of articles or weight of laundry, as applicable per paragraph 4.13.2, to the Government Representative on the 377MDG Loading Dock when the items are picked up and delivered. These tickets will be used by the COR to process the monthly invoices. The Contractor is responsible for return of the number and kind of articles turned in for service under this contract. Defense Federal Acquisition Regulations Supplement (DFARS) clauses 252.237-7014, Loss or Damage (Count-of-Articles), 252.237-7015, Loss or Damage (Weight of Articles), and 252.237-7016 Alt I, Delivery Tickets, apply.

4.5 State or Local Department of Health Requirements. The contractor shall ensure that its operations comply with all certification or labeling requirements imposed by state or local Department of Health regulations. The Contractor must comply with all local health regulations, state laws, and OSHA requirements pertaining to the transporting and handling of all laundry.

4.6 Repairs. The Contractor shall repair, at its expense, or reimburse the government, as appropriate, all damages to individual items that occur while in the custody of the contractor, to include rips, tears, holes, open seams, burns, and replacement of buttons and repair or replacement of broken zippers. Thread, material, zippers, and buttons of the same type, texture, manufacturer quality, and color and color fastness as that used in the manufacturing of the garment or laundry shall be used for repair and replacement.

4.6.1. Any items with a rip or tear in excess of four inches long are considered damaged beyond repair.

The unserviceable condition of each individual garment or laundry item shall be identified on the laundry delivery ticket. The contractor shall ensure that unserviceable items are segregated from other laundry items and are readily identifiable upon return to the government as unserviceable. For example, items may be bundled and labeled with a tag stating, “unserviceable.”

4.7 Special Wash. Special wash items are defined as items that have been stained while in the Government’s possession and will need special attention. This includes blood stains or other bodily fluids. Government personnel will separate special wash items. The Government will ensure items contaminated with bodily fluids are provided to the contractor in a biohazard bag and will tag the bag to identify the number and kind of items and the type of fluid on each. The contractor shall ensure special wash items are segregated from other laundry items during wash and are readily identifiable upon return to the Government as special wash items. For example, items may be bundled and labeled with a tag stating, “special wash.”

4.8 The contractor shall ensure that clean laundry and contaminated laundry are not co-mingled and are not transported together. The contractor shall not allow clean laundry items to touch or to be stored with soiled, bloodstained, or contaminated laundry. Should this occur, the clean laundry shall be returned to the contractor for complete reprocessing at the Contractor’s expense. OSHA standards must be adhered to in the contractor’s workplace to prevent any negative impact on infection control. The contractor shall ensure its employees wear the proper personal protective equipment to prevent exposure to blood borne pathogens. The contractor shall ensure a sharps container is accessible for employees to properly dispose of any foreign objects they may encounter. Objects that could be found in the laundry include, but are not necessarily limited to, surgical instruments, syringes, needles, eyeglasses, dentures, or hearing aids. The Contractor shall ensure that all employees follow frequent hand washing procedures.

4.9 Reperformance of Laundering – Rewash. Any items found to have been unsatisfactorily laundered as determined by the COR shall be re-laundered at no additional cost to the Government. The COR will identify such items to the Contract Manager after an unsatisfactory condition is discovered.

The item(s) shall be re-laundered and returned to the same exchange point on the next scheduled delivery day. The contractor shall ensure rewashed items are segregated from other laundry items during wash and are readily identifiable upon return to the government as rewash items. For example, items may be bundled and labeled with a tag stating “rewash.” The delivery ticket shall include the date and load number with which the items were originally returned.

4.10 Workmanship and Sanitation. Delivered laundry shall conform to OSHA standards of quality of cleanliness, finish, and appearance. All laundry shall be delivered in a sanitary condition after being thoroughly laundered and properly dried. All work performed at the contractor’s plant shall be done in accordance with generally accepted industry standards and Department of Health regulations. The Contractor’s facility shall be open to inspection at any time by a government representative; and the government reserves the right to perform any test necessary to determine the sanitary condition of articles delivered by the contractor. The contractor shall ensure that 377MDG items do not come into contact with laundry items of other customers.

4.11 Missing/Damaged Laundry. All items not delivered within two (2) business days of the original scheduled delivery date will be considered lost. Lost and damaged items shall be handled in accordance with DFARS clauses 252.237-7014, Loss or Damage (Count-of-Articles), or 252.237-1015, Loss or Damage (Weight of Articles), as applicable.

4.12 Flatwork Ironing. The contractor shall ensure flatwork is processed so that surfaces are smooth, without rough dried spots, or wrinkling that is noticeable and significant in the affected area, such as that achieved by machine finishing. Flatwork shall be folded to ensure a neat and uniform appearance that is not marred by excessive loose ends.

4.13 Packing and Bundling for Delivered Laundry

4.13.1 Method of Finish Codes. Laundry shall be delivered to the 377MDG in accordance with the method of finish codes noted below:

W – Wash H – Place on Hanger D – Dry (Tumble) P – Press F – Fold WP – Wrapped in Clear Plastic L – Label Bundles with Item Description & Quantity as listed below B - Bundled

4.13.2 377MDG Clinics of Origin

4.13.2.1 Physical Therapy & Chiropractor - White Color

Approximate Weight per Week: 125 pounds

Item Description Quantity (Max/Bundle) Method of Finish

Pillowcase, white 25 W,D,F,B,WP,L Towel, bath, white 25 W,D,F,B,WP,L Towel, hand, white 25 W,D,F,B,WP,L

4.13.2.2 Dental Clinic

Approximate Number per Week, Jacket, Dental, Blue: 16 pieces Approximate Number per Week, White Lab Coats: 5 pieces Approximate Number per Week, Scrubs: 75 pieces

Item Description Quantity (Max/Bundle) Method of Finish

Jacket, dental, blue 10 W,D,F,B,WP,L Lab Coats, White 20 W,D,F,B,WP,L Scrub Tops, Blue 75 W,D,F,B,WP,L Scrub Bottoms, Blue 75 W,D,F,B,WP,L

4.13.3 All laundry that is marked with a certain size must be folded and bundled in such a manner that the size is easily visible on each garment while in the bundle without unwrapping the bundle.

4.13.4 For pickup, the government will provide items in bags segregated and marked by clinic. For delivery, each clinic’s items shall be separately bundled to ensure there is no mix-up of laundry between the different clinics. Delivery may not be accepted until it is established that each clinic’s items are separate and packaged in accordance with the specifications in section 2 of this PWS.

4.14 Pickup and Delivery Location

4.14.1 The pickup and delivery location for all laundry is 1501 San Pedro Dr. SE, Building 47, 377MDG Loading Dock, Albuquerque, New Mexico 87108.

4.14.2 The 377MDG Loading Dock is manned during business hours. If the loading dock door is closed, the contractor must ring the doorbell to reach the government representative.

4.15 Pickup and Delivery Schedule

4.15.1. The contractor shall pickup soiled laundry every Tuesday and Thursday between 1130 and 1530.

4.15.2. The contractor shall deliver clean laundry within seven (7) calendar days after pickup between 1130 and 1530.

4.15.3. When a pickup or delivery day falls on a federal holiday or planned closure, the service will occur on the next business day.

5. EXHIBITS

EXHIBIT A001: Performance Requirements Summary (PRS)

Performance Objective PWS Reference Acceptable Quality Level (AQL) Surveillance Method

All Items are cleaned per PWS.

1.1, 1.3, 1.10, 1.12, and 3

Performance is acceptable when zero

(0) discrepancies are assessed.

100% Surveillance, Monthly.

Performance Objective PWS Reference Acceptable Quality Level (AQL) Surveillance Method

Pickup of laundry on the designated days and times.

1.3 and 3 Performance is acceptable when no more than one (1) discrepancy is assessed.

Random Sampling - Quarterly.

Delivery of laundry within the required number of days and on the designated days and times.

Paragraphs 1.3, 2 and 3

Performance is acceptable when no more than one (1) discrepancy is assessed.

Performance is unacceptable if two (2) or more discrepancies are assessed.

100% surveillance, Monthly.

EXHIBIT A002: Deliverables Schedule

Deliverable (PWS Reference) Frequency Medium /

Format Submit To

Contract Manager (4.2) Initial: No later than (NLT) 10 business days after contract award date.

Updates: NLT 2 business days of any change.

Electronic, via email

Contract Specialist

(CS), COR