Attachment 1 - Statement of Work (SOW).pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

Laundry Services and Rental of Protective Apparel for NIAAA Animal Facility

2.0 BACKGROUND

The mission of the National Institute on Alcohol Abuse and Alcoholism (NIAAA) is to generate and disseminate fundamental knowledge about the adverse effects of alcohol on health and well-being, and apply that knowledge to improve diagnosis, prevention, and treatment of alcohol-related problems, including alcohol use disorder, across the lifespan.

The NIAAA Office of Laboratory Animal Science manages the animal care and use program of the Institute. (1) Supervises the overall program of laboratory animal housing, care, and management to ensure compliance with the NIH Guide; (2) manages a preventive medicine program for disease control; (3) advises the research staff on all aspects of the use of animals in experiments, including experiment design, surgical and pre- and post-operative care, and experimental techniques; (4) supports the IACUC by reviewing protocols, conducting semi-annual inspections of facilities, compiling required reports, and maintaining files of animal usage; (5) orders animals for approved protocols; (6) participates on NIH animal care and use committees; and (7) manages the Institute animal exposure surveillance program.

The purpose of this requirement is to acquire laundry services and rental of protective apparel, necessary for Animal Healthcare, to support the continued operation of the NIAAA Division of Intramural Clinical and Biological Research (DICBR) Program of Animal Care and Use, and for the biosecurity of the laboratory research animals maintained within NIAAA operated animal facilities.

These services will protect the resident animal colony in NIAAA operated animal facilities from inadvertent introduction of murine adventitious infectious agents and to ensure animal healthcare is provided to the research animals in compliance with the NIH Policy Manual 3040-2 Animal Care and Use in the Intramural Program, DHHS policies, and all Federal Animal Welfare Laws, regulations and standards, such as USDA Animal Welfare Act and Animal Welfare Regulations, Public Health Service Policy on Humane Care and Use of Laboratory Animals, and the NRC Guide for the Care and Use of Laboratory Animals, as well as the Association for Assessment and Accreditation of Laboratory Animal Care, International (AAALACi) policies and procedures.

3.0 TYPE OF ORDER

We expect this to be a Severable, Firm Fixed-Price Purchase Order with option years.

4.0 PERIOD OF PERFORMANCE

The planned period of performance is a Base Year plus four (4) 12-month Option Years:

Base Year: 5/1/2025 to 4/30/2026 Option Year 1: 5/1/2026 to 4/30/2027 Option Year 2: 5/1/2027 to 4/30/2028 Option Year 3: 5/1/2028 to 4/30/2029 Option Year 4: 5/1/2029 to 4/30/2030

5.0 SCOPE OF WORK

Independently and not as an agent of the Government, the Contractor shall have the experience and capability to furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work.

The Contractor shall provide garment rental, soiled linen pick-up, bulk laundry services at Contractor owned/Contractor operated off-site facilities, and clean linen drop-off in sufficient quantities to ensure the availability of clean lab coats for personnel entering and working in the animal facility as detailed below:

RENTAL OF PROTECTIVE APPAREL

The contractor shall provide the following items:

• Rental of Unisex lab coats, approximate mid-thigh length, front opening, with cuffed sleeves and snap closures, Polyester-Cotton blend, white.

• Substitution or deviation allowed for equivalent or comparable item only with advanced approval of Contracting Officer and Project Officer.

• Lab coats are for use only in the NIAAA Office of Laboratory Animal Sciences Fishers Lane Animal Center. Therefore, lab coats must be identified with text not to exceed 30 characters (for example: labeled/embroidered with “OLAS”).

• The facility requires an available quantity of 200 lab coats on-site at all times. The Government suggests a total quantity of 400 lab coats circulating in use to ensure a minimum of 200 lab coats are available on hand for use on-site within the animal facility, while remaining lab coats are in the state of being collected, transported, and in process of being laundered at the contractors processing/laundering facility.

• Lab coats sizes will be XL (48-50 chest) and 4XL (60-62 chest) (or comparable size equivalent). Amounts needed for each size are to be determined and adjusted as necessary throughout performance to accommodate personnel needs. Initial numbers for each size will be agreed upon after the award date. Changes to any amount needed per size, during performance, will be coordinated between the Contractor and Government Project Officer in advance of any changes. Currant usage is 300 XL and 100 4XL.

• Loss/Damage Protection to cover customer loss due to damage including stains, tears, inadvertent disposal, theft, or missing product. Loss/Damage Protection shall include the cost of replacement rental lab coats including embroidery of company name (OLAS).

• Environmental and energy charges necessary and required by state or local regulation.

• Laundry bags or other material handling equipment required to transport items and perform the needed services

LAUNDRY SERVICES

The following tasks are included in this requirement:

• The contractor shall make weekly pick-up of soiled lab coats from the NIAAA facility, transport the lab coats to the contractor’s laundering facility, process and launder the lab coats, and return clean lab coats to the NIAAA facility.

• The contractor shall make initial delivery of all required items to the NIAAA facility within the first week of the performance period.

• Pick-up of soiled items and delivery of clean items shall be provided at least once per week, during normal business hours and in accordance with the agreed upon schedule (see Deliveries and Pick-Up section of SOW).

• It is anticipated that pick-up/delivery will follow the established schedule, however in the rare event of an emergency, the contractor shall be expected to provide ad-hoc pick-up/delivery, with a lead time of 24 to 48 hours.

• When transporting both clean and soiled laundry and throughout the laundering process, items should be transported/handled in a manner that allows for separation to prevent cross-contamination.

• The contractor shall ensure all necessary tracking to ensure the delivery/return of the same number and kind of articles picked up for laundering so that the NIAAA facility has 200 clean lab coats for use by staff at all times during the performance period.

• Unusual losses, including suspected pilferage, shall be reported at once to the government Project Officer, who will take immediate action to investigate the loss.

• After processing, laundered articles shall be inspected to ensure that they are clean and in serviceable and sanitary condition with no holes, rips, or tears. Items shall be rewashed, repaired, or replaced as necessary to maintain quality standards.

• In the event an item becomes unable to meet the standard required as a result of being damaged or heavily soiled or lost, the contractor shall replace these items with new, clean/undamaged items as covered by Loss/Damage Protection. Replacement shall be made within two weeks or at the next regular scheduled weekly drop-off.

• The Contractor shall report any circumstances which may affect the performance of the work or any delays or interference with work. Such reports shall be made immediately upon discovery to the Government Project Officer.

DELIVERIES AND PICK-UP

Items shall be picked up and delivered at the following location:

NIAAA Fishers Lane Animal Center

LOADING DOCK B

5625 FISHERS LANE,

ROCKVILLE MD 20852

Drop-off and pick-up services must be provided during normal hours of operation for the animal facility, between the hours of 7 AM to 3 PM Monday through Friday, excluding federal holidays.

Deliveries that fall on a federal holiday should be performed on the following workday.

Weekly schedule for pick-up of soiled items and delivery of cleaned items shall be coordinated with the Government Project Officer after award and in advance of the contract start. Modifications to the weekly schedule that improve operations and turn-around time, without major interruption to either the Contractor or the Government, shall be negotiated between the Contractor and Government Project Officer and shall not be implemented until all parties concur.

The Government facility is a secure building with limited access, all visitors must check in and be escorted for the duration of the visit. Upon arrival to the animal facility dock area (dock B), contractors shall call animal facility personnel for access and escort. A list of contacts and phone numbers is posted on the loading dock B door and in the wall mounted phone box, the analog phone in the phone box may be used to call if needed.

5.1 REQUIREMENTS

The contractor shall provide all commercial laundering services in accordance with the highest industry standards for infection prevention and contamination control. The Government prefers a contractor with a Healthcare Laundry Accreditation Council (HLAC) accreditation or equal certification. Requirements include:

• The provider must sort and process items under this contract separately and in separate wash loads from textiles processed for other contracts/facilities.

• Commercial washing equipment shall allow for laundering according to type of garment and fabric being laundered.

• The provider shall verify with the manufacturer and chemical supplier that laundry chemicals are appropriate for the equipment in accordance with the equipment manufacturer, textile classifications, and water temperatures being used.

• Proper and effective functional separation of clean and soiled items must be maintained at all times during workflow, handling, laundering, storage, and transportation and delivery. In no case shall clean and soiled items share the same physical space. Separation must be accomplished by the use of physical barriers and/or space separation sufficient to protect clean items from contact with soiled items.

• Maintenance of equipment and spaces in the laundering facility processing linens shall ensure effective cleaning, decontamination, and disinfection appropriate for the operations performed in the areas. to minimize environmental contamination, and to protect the material and hygienic integrity of the processed items.

• The provider must have a current robust integrated pest management (IPM) program to ensure items are not exposed to vermin or contaminated by their droppings.

• Staging, transport, and storage areas for cleaned, processed items must be free of vermin, without obvious moisture contamination, and be maintained in a manner to ensure the hygienically clean quality of the items.

• Storage and handling methods must preserve the items in a hygienically clean state for delivery to the customer.

• Clean items must be transported, delivered, and stored by methods designed to minimize microbial contamination from surface contact or airborne deposition.

6.0 OTHER CONSIDERATIONS

6.1 DELIVERABLES

The contractor shall provide documentation to the Government Project Officer, each month, showing a record of all items laundered and the quantities of each item to assist with the tracking of performance. It is expected that the contractor will have a process/system in place for identifying/labeling/tracking items to performance issues.

The information provided shall include the date of each week’s pick-up, the number and size of each item picked up, and the number and size of each item returned the following week, along with a notation and record of all the items picked up that were not returned and subject to being counted as lost or damaged items.

6.2 INSPECTION AND ACCEPTANCE

The Government Project Officer, Heidi Graninger, will serve as the main point of contract for this purchase order. The Project Officer is responsible for service scheduling, for inspection and acceptance of services provided by the contractor and notify the Purchasing/Administration Office and Contracting Office of any discrepancies, issues, or delays with performance. The Project Officer is not authorized to make changes to the contract terms and conditions.

The contractor is responsible for ensuring on-time pick-up and delivery at the Government facility, and for the oversight of quality control during performance of services by their staff and in their facilities. The contractor shall alert the Government Project Officer of discrepancies, issues, or delays with performance.

Upon request, the Contractor shall make their laundering facilities and transportation vehicles where the linens are used, collected, transported or stored, available to the Government for the purpose of inspection of sanitary conditions in accordance with HLAC Accreditation Standards.

6.3 TRAINING

Government staff are not expected to require any training under this purchase order. The contractor shall maintain the trained/qualified personnel needed to perform the required services.