Attachment 2 - PERFORMANCE WORK STATEMENT - 7DEC21.pdf

PERFORMANCE WORK STATEMENT

MUNSON ARMY HEALTH CENTER, FORT LEAVENWORTH, KS

7 DEC 21

SECTION 1 GENERAL

1. GENERAL REQUIREMENTS

1.1. Scope of Work. Services non-personal the contractor shall furnish all labor, personnel, supervision, management, equipment, transportation, materials, supplies, certification, and training, except as specified herein as government-furnished, to provide laundry services to Munson Army Health Center (MAHC) 550 Pope Ave, Fort Leavenworth, Kansas 66027. The contractor shall collect soiled laundry, provide laundry services, and deliver clean laundry in accordance with the scope of this Performance Work Statement (PWS) and its Technical Exhibits.

1.2. Contractor Experience and Personnel.

1.2.1. Point of Contact. The contractor shall provide a point of contact responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the primary is absent shall be designated in writing to the contracting officer no later than the start of the contract.

1.2.1.1. The point of contact and the alternate shall have full authority to act on behalf of the contractor on all contract matters relating to the daily operation of this contract.

1.2.1.2. The point of contact and alternate must be able to read, write, speak, and understand English well enough to satisfy all contract administration requirements.

1.3. Security Requirements. Unaccompanied access to MAHC is not authorized without written consent from Government personnel. Contractor's personnel shall wear picture identification. Upon award of contract, the contractor can apply for a Local Approved Credentials (LAC) or use the RapidGate Program to gain access to the installation. For questions about the RapidGate Program at Fort Leavenworth, please contact the RapidGate Customer Support at 1-877-727-4342. (Rapidgate requires the vendor to pay a fee.)

If you have any questions regarding Fort Leavenworth access control changes, please contact the Fort Leavenworth Visitor Control Center at 913-684-3600.

1.4. Quality Control. The contractor shall properly clean all items so that each item is free of visible stains, visible lint, and objectionable odors. The contractor shall establish and maintain a complete quality control program to assure requirements of the contract are met as specified.

1.5. Quality Assurance. The Government will evaluate the contractor's completed work to ensure it is accomplished in accordance with the standards required by this contract.

1.6. Performance Evaluation Meetings. The Contractor or designated alternate, Contracting Officer, Contracting Administrator, and COR shall meet during the performance of this contract as required by any party.

1.7. Physical Security. The contractor shall be responsible for safeguarding any and all government property either provided for use or being serviced under the provisions of this contract. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.8. Hours of Operation. Normal duty hours for the purpose of this contract are 7:00 A.M. to 4:00 P.M.

Monday through Friday. Pickup and delivery schedules will be in accordance with Technical Exhibit 2.

1.9. Gate Control. The award of this contract does not bestow a right to have access to any military installation. Unscheduled gate closures by the Security Police may occur at any time and personnel entering or leaving the installation may experience delays. Privately owned vehicles of the contractors' personnel as well as contractor owned vehicles are subject to search while on federal installations pursuant to current directives. Any violation of installation regulation or of state or federal statute may result in the termination of the privilege to enter one or more military installations.

1.10. The use of non-compete conditions in employment agreements or in subcontracts (to prevent loss of personnel by the contractor) effective only during the period of the contract performance is acceptable.

However, the use of non-compete conditions in employment agreements and/or in subcontracts that prevent employees and/or subcontractors of the incumbent from being interviewed by, employed, or accepting offers of employment and/or subcontracts by the new contractor on the follow-on contracts is unacceptable. It hinders the government’s ability to accomplish the mission of providing medical care to beneficiaries. Inclusion of such conditions in an employer’s employment agreement and/or subcontracts will result in an offeror’s proposal being unacceptable. Awardee, and their subcontractors, may not include such conditions in employment agreements and/or subcontracts while performing under this contract.

1.11. The contracting officer has identified all or a portion of the contractor services performed under this contract as essential contractor services in support of mission essential functions. The contractor provided services that have been determined to be essential contractor services in support of mission essential functions are listed in attachment 1, Mission Essential Contractor Services dated 28 September 2015.

SECTION 2 DEFINITIONS

2. DEFINITIONS

2.1 Definitions of special terms and phrases used in this PWS are as follows:

2.1.1 Clean. Finished articles are dry and free of visible soil, lint, and objectionable spots and stains are removed without damaging the fabric and have been treated as defined in paragraph 2.1.6. Tape and other adhesives shall be removed prior to or during the laundering process.

2.1.2 Contaminated Laundry. All soiled laundry originating from the MTF is categorized as contaminated.

In accordance with the "Infection Control" section (Linen and Laundry subsection) of the Joint Commission Manual, the Contractor is responsible for properly handling the contaminated laundry.

2.1.3 Contracting Officer's Representative and Assistant Contracting Officer's Representative (COR/ACOR). The COR/ACOR are the medical facility personnel responsible for assisting in administration of the Government's quality assurance portion of the contract. These personnel are designated in writing by the Contracting Officer to be responsible for quality assurance, inspection, surveillance documentation and acceptance of Contractor's performance. A copy of the letter of designation will be provided to the Contractor.

2.1.4 Contractor Quality Control. Actions taken by a contractor to control the production of services to meet the requirements of the PWS.

2.1.5 Government Quality Assurance. Those actions taken by the Government to assure services meet the requirements of the PWS.

2.1.6 Laundering. The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action in appropriate temperature water with solutions of detergents and other additives, ironing, and/or pressing. These additives include repellent treating, bleaching, bluing, rinsing, chemical rinse (sour, fabric softener, and any other agent for controlling the growth of microorganisms, such as molds and bacteria), starching, ironing, and pressing. The appropriate products and procedures are to be determined by the contractor for the various types of fabric and nature of soil.

2.1.7 Medical Treatment Facility (MTF). Those activities providing outpatient and/or inpatient health care services for authorized personnel.

2.1.8. Quality Control. Those actions taken by the contractor to control the production of goods or services so that they meet the requirements of this contract.

SECTION 3 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. The Government shall provide, without cost, the items listed below:

3.1. Telephone. Contractor personnel shall be allowed the use of a government telephone for local calls upon request.

3.2. The government shall provide the laundry tickets, carts, and weight scale at the health center and laundry bags.

SECTION 4 CONTRACTOR-FURNISHED ITEMS

4. CONTRACTOR-FURNISHED ITEMS:

4.1. The contractor shall provide any and all property or services necessary for the performance of this contract, which is not specifically identified in this contract as furnished by the Government. Such property or services shall include, but is in no way limited to facilities, tools, materials, equipment, clothing racks, vehicles, soaps, detergents, bleaches, starches, sizing, spotting agents, rust-proof hangers, marking tapes, pad covers, packaging, and marking materials.

4.2. In addition, the contractor shall provide all appropriate protective clothing as required by OSHA.

SECTION 5 SPECIFIC TASKS AND STANDARDS

5.1 GENERAL. The contractor shall furnish all personnel, supervision, tools, materials, equipment, transportation and other replenishment supplies and services necessary to provide laundry services for Munson Army Health Center, 550 Pope Ave, Fort Leavenworth, Kansas in accordance with all local, state and federal laws and the requirements of this Statement of Work (PWS). All services performed must meet the prescribed standards to be regarded as acceptable. Services considered unacceptable shall be re-performed at no additional charge to the Government.

5.2 SPECIFIC TASKS. The following specific tasks are to be performed by the contractor.

5.2.1 Task. Pickup and delivery of laundry from and to Munson Army Health Center.

5.2.1.1 Standard. The contractor shall pick up soiled laundry and items for laundering and deliver clean laundry items in accordance with Technical Exhibit 2. The Turnaround time for all items shall be no longer than 7 calendar days.

5.2.1.2 Standard. Upon pickup, soiled laundry will be accounted for by Government-designated personnel and the contractor personnel who will record the counts and or weight on a Government laundry ticket supplied by the contractor. Documentation will be accomplished prior to pick up and removal of soiled laundry by the contractor. The Contractor shall verify the counts and countersign the ticket to indicate agreement. Contractor personnel shall be responsible for physically transferring soiled linen into the Contractor's vehicle. A copy of each completed soiled laundry ticket will be furnished to the Government.

5.2.1.3 Standard. Upon delivery, laundered items will be counted and or weighed by Government-designated personnel and contractor personnel at the time of delivery to Munson Army Health Center and recorded on a Government laundry ticket supplied by the contractor. The contractor and Government shall verify counts and jointly sign the ticket to indicate agreement with those weights. A copy of each completed clean laundry ticket shall be furnished to the Government and the contractor.

5.2.2 Task. The Contractor shall transport linen in a Contractor provided vehicle.

5.2.2.1 Standard. The vehicle interior shall be cleaned and sanitized before loading the clean articles.

Interior of vehicle shall be free of any holes to prevent dust and dirt during transportation.

5.2.3 Task. The contractor shall transport linen in Government provided laundry carts.

5.2.3.1 Standard. Soiled items and clean items shall not be transported in the same vehicle or laundry cart at the same time.

5.2.3.2 Standard. All clean items are to be protected from contamination and soiling during transit to Munson Army Health Center. After transporting dirty/soiled/contaminated laundry, the laundry transport carts shall be cleaned and sanitized before loading the clean articles.

5.2.4 Task. The Contractor shall perform all work in a professional and sanitary manner.

5.2.4.1 Standard. Delivery of clean and finished articles shall be done under sanitary conditions.

5.2.4.2 Standard. The items shall be clean in the sense of being free from soil, stains, and objectionable odors.

5.2.4.3 Standard. All clean items shall be free from excess cleaning chemicals, bacteria, fungi, and other microorganisms, including pathogens or disease-producing organisms.

5.2.4.4 Standard. Every laundered item shall be clean, soft, and dry, and free of lint, scorch marks, and other damage to the fabric.

5.2.4.5 Standard. White fabrics shall be white and free of yellow or gray tints. Colors shall be bright and clear.

5.2.4.6 Standard. Articles shall smell fresh and clean and be free of objectionable odors, such as cleaning chemicals, mold, mildew, bacteria, body odor, and other unclean elements.

5.2.4.7 Standard. Fabrics shall be free of excess soap, bleach, and other chemicals.

5.2.4.8 Standard. Items processed on flat work and irons, such as tablecloths and napkins shall be machine-finished (ironed) so that the surfaces are smooth and without "rough-dry", spots, wrinkles, or “tails". Flat work shall be free of wrinkles and creases when received by the customer at the delivery point.

5.2.5 Task. The Contractor shall be responsible for all finish work operations as prescribed in this PWS.

5.2.5.1 Standard. The Contractor shall assemble completed work into bundles and wrap the bundles and prepare hanger work for return to MTF as indicated in Technical Exhibit 1.

5.2.6 Task. The Contractor shall deliver clean laundry that is ready for service.

5.2.6.1 Standard: The Contractor shall re-perform unacceptable laundry at no cost to the Government.

5.2.6.2 Standard. Notwithstanding the provisions of this contract covering inspection and acceptance, any items found not meeting the requirements of paragraph 5.5 shall be re-cleaned at no additional cost to the Government. Such items, when found by the Munson Army Health Center personnel, as packages are opened, will be identified by the COR to the Contractor's representative as soon as possible after the unsatisfactory condition is discovered. After these items are re-cleaned, the contractor shall pack these items separately and identify them by marking, "Attention COR".

5.2.6.3 Standard. Reworked items shall not be included in pickup or delivery weights.

5.2.7 Task. The Contractor shall package clean laundry.

5.2.7.1 Standard. Packaging of clean laundry will be performed as indicated in Technical Exhibit 1.

5.2.8 Task. The Contractor shall process lab coats and smocks.

5.2.8.1 Standard. Doctor/PA, Lab coats and smocks shall be lightly starched and washed and hung by individual coat on hangers and covered individually with plastic film bags that do not exceed the bottom of the coat.

5.2.8.2 Standard. Doctor/PA, Lab coats and smocks shall be arranged by size and color.

5.2.8.3 Standard. Hangers shall be rust free and of a type not to stain garments.

5.2.9 Task. The Contractor shall process color coded and sized items.

5.2.9.1 Standard. All items that have color coding and sizing shall be folded and bundled by item color or code color and packaged by size respectively, in accordance with Technical Exhibit 1. Examples are, but not limited to: Scrubs, pajamas, napkins, table clothes, and operating gowns. Example of bundles: Small cranberry color table clothes would be bundled together; small purple color table clothes would be bundled together, but not mixed with small cranberry table clothes; or green scrub shirts with orange bands would be bundled together and not mixed with other scrub color bands.

5.2.10 Task. The Contractor shall use laundry tickets for receiving, marking, and classifying.

5.2.10.1 Standard. The Contractor shall provide a completed laundry ticket for laundry items picked up from Munson Army Health Center at the time of pick up. Obtain completed laundry ticket receipt for laundered items delivered at the time of delivery. Each form will be completely filled out with nomenclature, size and quantity; date and time of pickup or delivery; with original maintained by the Government and a copy provided to the Contractor at time of pickup or delivery. Count for laundered items shall be agreed upon prior to Contractor’s departure from the MTF. Contractor and Government personnel shall both sign laundry ticket verifying the count. All disagreements in the count will be directed to the Contracting Officer for resolution.

5.2.11 Unserviceable Articles: The government will make the final determination regarding the serviceability of all linen. The contractor is responsible for identifying and sorting out all torn, badly worn, stained, soiled, and non-repairable items. These items shall be returned to the Government in bundles that are clearly marked with the word, “Unserviceable”, for classification. The Government will keep all unserviceable items at its facility and will determine disposition. The Government may require the Contractor to dye selected unserviceable linen brown on an as needed basis. The Government shall coordinate this service at least one work day ahead of time with the Contractor. This service shall be accomplished within normal delivery service. Unserviceable or dyed articles shall not be allowed to accumulate at the contractor's facility and should be returned within 72 hours after being identified or dyed.

Unserviceable items resulting from laundry machine malfunction, use of wrong wash formulas, excessive drier heat, or any other damage or loss done at the laundry facility shall be replaced at contractor's expense.

5.3 Wash Formulas: The Contractor shall furnish to the Contracting Officer for approval a report of wash formulas to be used to clean all items provided to the Contractor for laundry services under this contract.

The report shall list chemicals contained in the wash formulas. Approved wash formulas shall not be changed without proper approval of the Contracting Officer. The wash formula report shall be provided to the government with the proposal and will be approved by the contracting officer prior to start of performance.

5.4 Quality Control Plan (QCP): The contractor shall establish and maintain a complete QCP to ensure the requirements of this contract are provided as specified. Offeror shall submit a Quality Control Plan with its technical capabilities package, per Addendum to FAR 52.212-1. The CO will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modification at no additional cost to the Government and obtain acceptance of the plan by the CO.

5.5. Performance Requirements Summary.

Performance Objective PWS Para Performance Threshold

Turn-around time shall not exceed 7 calendar days. 5.2.1.1 Shall meet turn-around time at least 95% of the time within each calendar month.

Completed soiled laundry ticket shall be furnished upon pickup before departure. 5.2.1.2

Shall furnish soiled laundry ticket upon pickup of soiled laundry 100% of the time within each calendar month.

Completed clean laundry ticket shall be furnished upon delivery before departure. 5.2.1.3

Shall furnish clean laundry ticket upon delivery of laundry 100% of the time within each calendar month.

Vehicle interior shall be cleaned and sanitized before loading clean articles. 5.2.2.1

Shall meet requirement at least 100% of the time within each calendar month.

Soiled items and clean items shall not be transported in the same vehicle or laundry cart at the same time.

5.2.3.1 Shall meet requirement at least 100% of the time within each calendar month.

Cleaned laundry items shall be clean in the sense of being free from soil, stains, and objectionable odors.

5.2.4.2 Shall meet requirement at least 95% of the time within each calendar month.

Flat work shall be free of wrinkles and creases when received by customer. 5.2.4.8 Shall meet requirement at least 90% of the time within each calendar month.

The Contractor shall re-perform unacceptable laundry at no cost to the Government.

5.2.6.1 Shall provide acceptable laundry, not requiring re-performance, at least 95% of the time within each calendar month.

Packaging of clean laundry will be performed as indicated in Tech Exhibit 1.

5.2.7.1 Shall meet requirement at least 95% of

the time within each calendar month.

All items that have color, color coding, and sizes will be packaged by item color or code color and packaged by size as indicated in Tech Exhibit 1.

5.2.9.1

Shall meet requirement at least 95% of the time within each calendar month.

SECTION 6 – ESSENTIAL CONTRACT SERVICES

6.1 GENERAL. The Government has determined that the services listed on Attachment 1 – Essential Contract Services are essential to maintain critical MECOM operations during an emergency.

Linen/Laundry services are amongst the mission essential functions. The contractor shall comply with

DFARS Provision 252.237-7024 and Clause 252.237-2023. Also, see attachment 1 – Essential Contract Services for more information.

During such crisis situations, the contractors will be used IAW OFPP Letter, “Emergency Acquisitions” May 2007 and FAR and DFARS Subparts 18 and 218 respectively or any other subsequent emergency guidance issued.

SECTION 7 – SECURITY

7.1 AT LEVEL 1 TRAINING: This standard language is for contractor employees with an area of performance within as Army controlled installation, facility or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled-access areas shall complete AT Level I awareness training within 30 calendar days after the contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 10 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil.

7.2. CONTRACTORS REQUIRING COMMOM ACCESS CARD (CAC) N/A. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

7.3. OPSEC (OPERATION SECURITY). N/A

7.4. IA CONTRACTOR TRAINING AND CERTIFICATION: N/A

7.5. IWATCH TRAINING: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 40 calendar days after contract award.

7.6. Provost Marshal Office-Visitor Control Center (VCC) Information Visitor and commercial vehicles:

7.6.1. If you do not have an ID card listed on the Department of Defense (DoD) issued ID cards website, you must stop by the VCC at the corner of Metropolitan Avenue and 4th Street. Follow directional signs to the center's parking lot.

7.6.2. At the VCC, reception clerks will verify that the vehicle driver has a valid license, registration and proof of insurance and that all passengers, 16 and over, have either a driver's license or other form of photo ID. Following a routine background check, visitors will receive a Temporary Pass and instructions allowing them to enter the installation.

http://jko.jten.mil/

7.6.3. Hours of operation are from Mon-Fri from 0700-1600hrs.

7.6.4. Grant gate will NOT issue temporary visitor passes after the VCC is closed. All visitors who have the need to get on post after the VCC is closed, must have a LAC / Pass (see below) or must be escorted.

This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated subcontractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9,

7.6.5 Fort Leavenworth – Main Gate, 7th & Metropolitan: Vehicle pass and parking briefing (Required documents: Valid Driver’s license, vehicle registration and proof of insurance) upon entering the military installation.

SECTION 8 – ACCESS AND GENERAL PROTECTION/SECURITY POLICY AND

PROCEDURES

8.1 Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

SECTION 9 – INVOICING

Invoice(s) will be processed through iRAPT (formerly known as WAWF). Payment(s) for services will be issued by DFAS. Payment(s) will be made in arrears within (30) days after relocation, certification, & inspection has been completed. The contractor shall submit monthly, in arrears, itemized invoices in accordance with DFARS 252.232-7003, for services rendered under this contract. Information regarding IRAPT is available on the Internet at https://wawf.eb.mil/. Payment will be made by Defense Finance and Accounting Service, (DFAS Indianapolis), Indianapolis, IN (address in Block 18a), after receipt of services.

Contractor submits their 2-n-1 invoice in the WAWF system for payment. The Contracting Officer’s Representative (COR) shall verify for acceptance to be submit to DFAS Indianapolis. Government Payment will only be authorized for services actually rendered. Advance payments under this contract are not authorized.

SECTION 10 - CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (inclusive of subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting shall be accomplished online by going to web address: http://www.SAM.gov/, and then clicking on the “Service Contract Report” section of SAM. The reporting period is the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the contractor will notify the Contracting Officer.

https://wawf.eb.mil/

Reports required under this contract are as follows:

Report #1: 01 April 2022 through 31 March 2023 – Report due no later than 31 October 2023

Report #2: 01 April 2023 through 31 March 2024 – Report due no later than 31 October 2024

Report #3: 01 April 2024 through 31 March 2025 – Report due no later than 31 October 2025

Report #4: 01 April 2025 through 31 March 2026 – Report due no later than 31 October 2026

Report #5: 01 April 2026 through 31 March 2027 – Report due no later than 31 October 2027

SECTION 11 - TOBACCO FREE MEDICAL CAMPUS (TFMC)

The contractor shall ensure that all employees comply with the U.S. Army Medical Command and MTF smoking policies while performing services under this contract. Smoking restrictions will apply at any location or building where healthcare activities are performed under this contract. In accordance with Army Regulation 600-63, paragraph 7-3, 14 April 2015; Operations Order 15-48 (Army Medical Command (MEDCOM) Tobacco Free Living – USAMEDCOM), 8 May 2015; and any Operations Order, regulation or other instruction implementing, defining or otherwise addressing the Tobacco Free Medical Campus (TFMC) on any military installation or DoD-controlled location, contractor personnel are prohibited from using any tobacco product on or within any TFMC while performing under this contract. TFMCs are established at each installation or DoD-controlled location and include: (1) any property or non-residential building that is operated, maintained or assigned to support medical activities, including but not limited to, hospitals, medical laboratories, outpatient clinics (including medical, dental, and veterinary facilities), or aid stations operating for the primary purpose of delivering medical care and services for DOD eligible beneficiaries and /or meeting the mission of the Army Medical Command; (2) all other facilities in which medical activities or administration take place, to include HQ MEDCOM and Defense Health Headquarters;

(3) all internal roadways, sidewalks and parking lots; and (4) all sidewalks, parking lots and grounds external but adjacent to the building or related to the migratory corridors surrounding the medical facility.

The contractor shall obtain from the COR any orders, regulations, instructions or other documents implementing, defining or otherwise addressing the TFMC for any given installation or DoD-controlled location where contractor personnel may perform under this contract and shall instruct contractor personnel on the TFMC limitations for installations or DoD-controlled locations where they may perform under this contract.

SECTION 12 - SEXUAL ASSAULT PREVENTION AND RESPONSE PROGRAM (SHARP)

The contractor shall require all Contract Service Providers (CSP) with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

Advisory Publications Army Regulation 600-20, Army Command Policy, 20 Sep 2012

TECHNICAL EXHIBIT 1

IDENTIFICATION, STANDARD PACKAGING AND METHOD OF FINISH FOR

MUNSON ARMY HEALTH CENTER

The following are the routine requirements for packaging of laundry and the method of finish for this contract (quantities, packaging and finishes are at local discretion). Any other special packaging requirements or methods of finish will be specified in writing at the time that service is requested.

Definitions of Abbreviations for special handling methods of finish are as follows:

A Air Dried (No Heat) B Bagged on Hanger BU Bundled & Shrink Wrap FWI Flat Work Iron F Fold H Press and Hang L Light Starch O On Hanger and Delivered Hung P Press S Sort by Color and Size

The items listed below will be included in the yearly laundry service. Types of items are not limited to only the items listed below, but do indicate the items to be processed. These figures are based on an estimate, which may vary either higher or lower.

ITEMS TO BE LAUNDERED

ESTIMATED

QUANTITY PER

YEAR

NUMBER

PER

BUNDLE

SPECIAL

HANDLING

METHODS

Hospital Linen

Bag, Linen Hamper, blue, vinyl 1,000 Per Day A, Place in Cart

Gown, 3 Arm Wrap around, Blue 1,000 5 F,BU

Gown, Angle Back, Blue 2000 5 F,BU

Mammo Cape, Floral, Cotton 1,000 5 F,BU

Curtain, Cubicle, various sizes 1,000 1 FWI, F, BU

Pillowcase, Cotton, Blue 500 25 FWI, F, BU

Pillow, Bed, Vinyl 100 1 A.BU

Robe, Stripped XL, 3XL 200 5 S, F, BU

OR Robe, Green 200 1 H, O, B

Scrub, Pant, Four Colors, Sized 4000 10 S, F, BU

Scrub, Pant, Four Colors, Sized 4,000 10 S, F, BU

Sheet, Flat, Blue, Cotton 5000 10 FWI, F, BU

Bath Towel, White 1000 5 F,BU

Hand Towel, White 1000 10 F, BU

OR Towel, Green 500 10 F, BU

Special Items

Coat, Laboratory, White, Sized 2,000 Per Ticket L, S, H, O, B

Coat, physician, Colors, Sized 2,200 Per Ticket L, S, H, O, B

Warm Up Jacket, Three Colors, Sized

350 1 L, S, H, O, B

Table Clothes, Various sizes and color

200 Per Order L, S, FWI, BU

TECHNICAL EXHIBIT 2

PICK UP AND DELIVERY SCHEDULE FOR

MUNSON ARMY HEALTH CENTER

The following chart specifies the regular pickup and delivery times and locations for this contract. Services are not required on the day of observance of the following ten Federal Holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

DELIVERY

LOCATION

DELIVERY

DAY

DELIVERY

TIME

PICK UP

LOCATION

PICK UP

DAY

PICK UP

TIME

Bldg 343 Tuesday 0700-0930 Bldg 343 Tuesday 0700-0930

Pickup and delivery location is as follows:

Building 343 - Munson Army Health Center Back Dock 550 Pope Ave

Fort Leavenworth, KS 66027

SUPPLEMENT TO THE PERFORMANCE WORK STATEMENT

1. GOVERNMENT HOLIDAYS

The following Government Holidays are observed:

New Year’s Day, January 1st Martin Luther King, Jr.’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May

Juneteenth Day, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

Note: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above.

2. HEALTH INSURANCE PORTABILTY AND ACCOUNTABILITY

Personally Identifiable Information, Protected Health Information, and Federal Information Requirements

(Revised May 23, 2017)

1. General Requirements Overview - Personally Identifiable Information (PII), Protected Health Information (PHI) and Federal Information Laws

This Section addresses the Contractor’s requirements under The Privacy Act of 1974 (Privacy Act), The Freedom of Information Act (FOIA), and The Health Insurance Portability and Accountability Act (HIPAA) as set forth in applicable statutes, implementing regulations and Department of Defense (DoD) issuances. In general, the Contractor shall comply with the specific requirements set forth in this Section and elsewhere in this Contract. The Contractor shall also comply with requirements relating to records management as described herein. This Contract incorporates by reference the federal regulations and DoD issuances referred to in this Section. If any authority is amended or replaced, the changed requirement is effective when it is incorporated under contract change procedures. Where a federal regulation and any DoD issuance govern the same subject matter, the Contractor shall first follow the more specific DoD implementation unless the DoD issuance does not address or is unclear on that matter. DoD issuances are available at http://www.dtic.mil/whs/directives.

For purposes of this Section, the following definitions apply.

DoD Privacy Act Issuances means the DoD issuances implementing the Privacy Act, which are DoDD 5400.11 (October 29, 2014) and DoD 5400.11-R (May 14, 2007).

HIPAA Rules means, collectively, the HIPAA Privacy, Security, Breach and Enforcement Rules, issued by the U.S. Department of Health and Human Services (HHS) and codified at 45 Code of Federal Regulations (CFR) Part 160 and Part 164, Subpart E (Privacy), Subpart C (Security), Subpart D (Breach) and Part 160, Subparts C-E (Enforcement), as amended. Additional HIPAA rules regarding electronic transactions and code sets (45 CFR Part 162) are not addressed in this Section and are not included in the term HIPAA Rules.

DoD HIPAA Issuances means the DoD issuances implementing the HIPAA Rules in the DoD Military Health System (MHS). These issuances are DoD 6025.18-R (January 24, 2003), Department of Defense Instruction (DoDI) 6025.18 (December 2, 2009), and DoDI 8580.02 (August 12, 2015).

Defense Health Agency (DHA) Privacy Office means the DHA Privacy and Civil Liberties Office.

The DHA Privacy Office Chief is the HIPAA Privacy and Security Officer for DHA, including the National Capital Region Medical Directorate (NCRMD).

2. Records Management When creating and maintaining official government records, the Contractor shall comply with all federal requirements established by 44 United States Code (U.S.C.) Chapters 21, 29, 31, 33 and 35, and by 36 CFR, Chapter XII, Subchapter B – Records Management. The Contractor shall also comply with DoD Administrative Instruction No. 15 (DoD AI-15), “OSD Records and Information Management Program” (May 3, 2013) and Records Management requirements outlined in the current TRICARE Operations Manual (TOM).

3. Freedom of Information Act (FOIA) The Contractor shall comply with the following procedures if it receives a FOIA request and immediately contact the DHA FOIA Officer for evaluation/action: The Contractor shall inform beneficiaries that DHA FOIA procedures require a written request addressed to the DHA Freedom of Information Service Center, 7700 Arlington Boulevard, Suite 5101, Falls Church, Virginia 22042- 5101 (or email requests addressed to DHA.FOIA@mail.mil), and that the request shall describe the desired record as completely as possible (ideally with Contract or modification number) to facilitate its retrieval from files and to reduce search fees which may be borne by the requestor. Although the administrative time limit to grant or deny a request (ten working days after receipt) does not begin until the request is received by DHA, the Contractor shall act as quickly as possible.

In response to requests received by the Contractor for the release of information, unclassified information, documents and forms which were previously provided to the public as part of routine services shall continue to be made available in accordance with previously established criteria. All other requests from the public for release of DHA records and, specifically, all requests that reference FOIA shall be immediately forwarded to DHA, ATTENTION: Freedom of Information Officer, for appropriate action. Direct contact, including interim replies, between TRICARE contractors and such requestors is not authorized. The Contractor shall process requests by individuals for access to records about themselves in accordance with directions from the DHA Freedom of Information Service Center. If such a requestor specifically makes the request under the Privacy Act or does not make http://www.dtic.mil/whs/directives mailto:DHA.FOIA@mail.mil clear whether the request is made under FOIA or the Privacy Act, the Contractor shall process the request in accordance with directions from the DHA Privacy Office. If requestor specifically seeks PHI under HIPAA, the Contractor shall follow paragraph 8.1.6, relating to individual rights of access to PHI.

4. Systems of Records In order to meet the requirements of the Privacy Act and the DoD Privacy Act Issuances, the Contractor shall identify to the DHA Contracting Officer (CO) systems of records that are or will be maintained or operated for DHA where records of PII collected from individuals are maintained and specifically retrieved using a personal identifier. Upon identification of such systems to the CO, and prior to the lawful operation of such systems, the Contractor shall coordinate with the DHA Privacy Office to complete systems of records notices (SORNs) for submission and publication in the Federal Register as coordinated by the Defense Privacy, Civil Liberties, and Transparency Division, and as required by the DoD Privacy Act Issuances.

Following proper SORN publication and Government confirmation of Contractor authority to operate the applicable system(s), the Contractor shall also comply with the additional systems of records and SORN guidance, in coordination with the DHA Privacy Office, regarding periodic system review, amendments, alterations, or deletions set forth by the DoD Privacy Act Issuances, Office of Management and Budget (OMB) Memorandum 99-05, Attachment B, and OMB Circular A-130. The Contractor shall promptly advise the DHA Privacy Office of changes in systems of records or their use that may require a change in the SORN.

5. Privacy Impact Assessment (PIA) Contractors are not required to submit PIAs to DHA.

6. Data Sharing Agreement (DSA)

6.1. (Applies if contract requirements involve the use of DHA data (including PII/PHI, a limited data set, or de-identified data)

The Contractor shall consult with the DHA Privacy Office to determine if the Contractor must obtain a DSA or Data Use Agreement (DUA), when DHA data will be accessed, used, disclosed or stored, to perform the requirements of this Contract.

The Contractor shall comply with the permitted uses established in a DSA/DUA to prevent the unauthorized use and/or disclosure of any PII/PHI, in accordance with the HIPAA Rules and DoD HIPAA Issuances. Likewise, the Contractor shall comply with the DoD Privacy Act Issuances.

Prior to using any data involving PHI for research purposes, as defined by HIPAA, the Contractor must gain approval from the DHA Privacy Board. Thus, the Contractor shall comply with DHA Privacy Board requests for additional documentation.

To begin the DSA request process, the Contractor shall submit a DSA Application (DSAA) to the DHA Privacy Office. Upon approval, the requestor shall enter into one of the following agreements, depending on the data involved:

• DSA for De-Identified Data

• DSA for PHI

• DSA for PII without PHI

• DUA for Limited Data Set

DSAs executed for contract support will expire after 1 year or at the end of the contract option year, whichever comes first. If the contractual use of DHA data will continue after the DSA expiration date, the Contractor shall submit a DSA Renewal Request template to the Privacy Office; however, if the DSA will not be renewed, the Contractor shall close the DSA by providing a Certificate of Data Disposition (CDD) to the DHA Privacy Office.

6.2. (Applies if contract requirements may include human subject research) This Contract incorporates by reference the Protection of Human Subject Research clause in the Defense Federal Acquisition Regulation Supplement (DFARS) at 48 CFR 252.235-7004. A separate DFARS provision, 48 CFR 235.072(e), requires that the clause be incorporated in contracts that include or may include research involving human subjects in accordance with 32 CFR 219, DoDI 3216.02, and 10 U.S.C. 980, including research that meets exemption criteria under 32 CFR 219.101(b), the clause applies to solicitations and contracts awarded by any DoD component, regardless of mission or funding Program Element Code. Thus, in the event a contractor participates in a study or demonstration project or other activity that involves human subject research, then the contractor shall comply with Protection of Human Subject Research clause. COs may not determine whether an activity is exempt from human subject research requirements. If contractor activity appears to involve human subject research, then the contractor shall consult the DHA Privacy Office, which may contact the Research Regulatory Oversight Office in the Office of the Under Secretary of Defense for Personnel and Readiness (OUSD (P&R)).

7. Privacy Act and HIPAA Training The Contractor shall ensure that its entire staff, including subcontractors and consultants that perform work on this Contract receive training on the Privacy Act, HIPAA, and the federal regulations on confidentiality of alcohol and drug abuse patient records, 42 CFR Part 2. Refer to FAR 52.224-3 regarding specific requirements for Privacy Training appropriate to the Contractor’s scope of involvement with DHA’s PHI and its regulatory responsibilities as either a Covered Entity, or Business Associate.

The Contractor shall ensure all employees and subcontractors supply a certificate of all training completion to the Contracting Officer’s Representative (COR) within 30 days of being assigned and on an annual basis based on the trainee’s birth month thereafter.

8. HIPAA Business Associate Provisions

8.1. Business Associate – General Provisions

The Contractor meets the definition of Business Associate, and DHA meets the definition of a covered entity under the HIPAA Rules and the DoD HIPAA Issuances. Therefore, a Business Associate Agreement (BAA) between the Contractor and DHA is required to comply with the HIPAA Rules and the DoD HIPAA Issuances. This paragraph 8 serves as the required BAA. As a Business Associate, the Contractor shall comply with the HIPAA Rules and the DoD HIPAA Issuances applicable to a business associate performing under this Contract.

8.1.1 Catch-All Definition

The following terms used, but not otherwise defined in paragraph 8.1, shall have the same meaning as those terms have in the DoD HIPAA Issuances: Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices (NoPP), Protected Health Information (PHI), Required By Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information (Unsecured PHI), and Use.

8.1.2 The Contractor shall not use or further disclose PHI other than as permitted or required by the Contract or as Required by Law.

8.1.3 The Contractor shall use appropriate safeguards, and comply with the HIPAA Security Rule with respect to electronic PHI, to prevent use or disclosure of PHI other than as provided for by the Contract.

8.1.4 The Contractor shall report to DHA any breach of which it becomes aware, and shall proceed with breach response steps as required by paragraph 9 (if this Contract incorporates by reference the TOM, then all references to paragraph 9 shall be deemed to refer to the breach response provisions of the TOM, Ch. 1, Sec. 5, paragraphs 2.1- 2.2). With respect to electronic PHI, the Contractor shall also respond to any security incident of which it becomes aware in accordance with any applicable DoD cybersecurity and National Institute of Standards and Technology (NIST) requirements. If at any point the Contractor becomes aware that a security incident involves a breach, the contractor shall immediately initiate breach response as required by paragraph 9.

8.1.5 In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), respectively, as applicable, the Contractor shall ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the Contractor agree to the same restrictions, conditions, and requirements that apply to the Contractor with respect to such PHI.

8.1.6 With respect to individual rights of access to PHI, the Contractor shall make available PHI in a designated record set to the individual or the individual’s designee as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.524. If the Contractor intends to deny the individual’s request, the Contractor shall forward it (within seven working days of receipt) to the CO. The CO shall make a determination within 20 calendar days (50 calendar days for justified delays) of the request. The CO shall notify the individual, with a copy to the Contractor, of any approved or denied access determinations and the reason for any denial. The individual may appeal the denial determination to the DHA Privacy Office.

8.1.7 The Contractor shall make any amendment(s) to PHI in a designated record set as directed or agreed to by DHA, or take other measures as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.526.

8.1.8 The Contractor shall maintain and make available to the Government the information required to provide an accounting of disclosures to the MHS or to the individual as necessary to satisfy DHA’s obligations under the DoD HIPAA Issuances and the corresponding 45 CFR 164.528.

8.1.9 To the extent the Contractor is to carry out one or more of DHA’s obligation(s) under the HIPAA Rules, the Contractor shall comply with the requirements of the HIPAA Rules.

8.1.10 The Contractor shall make its internal practices, books, and records available to the HHS Secretary for purposes of determining compliance with the HIPAA Rules.

Permitted Uses and Disclosures

8.2 General Use and Disclosure Provisions

The Contractor may only use or disclose PHI as necessary to perform the services set forth in this Contract or as required by law. The Business Associate is not permitted to de-identify PHI under DoD HIPAA Issuances or the corresponding 45 CFR 164.514(a)-(c), nor is it permitted to use or disclose de-identified PHI, except as provided by the Contract or directed by DHA. The Contractor agrees to use, disclose and request PHI only in accordance with the HIPAA Privacy Rule “minimum necessary” standard and corresponding DHA policies and procedures as stated in the DoD HIPAA Issuances. The Contractor shall not use or disclose PHI in a manner that would violate the DoD HIPAA Issuances or HIPAA Privacy Rules if done by the covered entity, except uses and disclosures for the Contractor’s own management and administration and legal responsibilities or for data aggregation services as set forth in paragraphs 8.3.1 – 8.3.3.

8.2 Specific Use and Disclosure Provisions

8.3.1 Except as otherwise limited in this Section, the Contractor may use PHI for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. The foregoing authority to use PHI does not apply to disclosure of PHI, which is covered in the next paragraph.

8.3.2 Except as otherwise limited in paragraph 8.3, the Contractor may disclose PHI for the proper management and administration of the…