Attachment 2 - Performance Work Statement.docx

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

Laundry Services for Western Oregon Service Unit RFQ No. 75H71326Q00034

1. TITLE

Laundry Services for Western Oregon Service Unit

2. BACKGROUND

The Western Oregon Service Unit requires recurring laundry services to provide clean linens and related textile items for patient care and staff operations. The requirement supports clinic operations by ensuring that textile items are available in a clean, sanitary, dry, and usable condition.

3. OBJECTIVE

The objective is to obtain reliable, performance-based laundry services that ensure soiled items are picked up, processed, and returned as clean items on a regular schedule with minimal disruption to patient care and staff operations.

4. SCOPE

The Contractor shall provide all personnel, supervision, management, transportation, vehicles, equipment, containers, laundry supplies, cleaning agents, quality control, administrative support, and other resources necessary to perform laundry services. The Contractor shall pick up soiled laundry, process laundry, return clean laundry, and provide service records in accordance with this PWS.

Laundry items may include linens, towels, gowns, lab coats, scrubs, blankets, washcloths, and other patient-care or staff textile items identified by the Government. The Contractor shall process only those items authorized under the contract or otherwise approved by the Government.

5. ESTIMATED WEEKLY SERVICE UTILIZATION

The following estimated weekly quantities are provided for planning, pricing, staffing, and inventory purposes only. These estimates are based on recent weekly service invoices for the current laundry requirement and are not a representation, guarantee, minimum, or maximum quantity. Actual quantities may increase or decrease based on clinic utilization, patient care needs, inventory adjustments, rejected items, emergency needs, or other operational conditions. The Government will pay only for services actually performed/provided and accepted in accordance with the contract.

Estimated weekly utilization:

a. Isolation gowns, large - 145 per week.

b. Scrub pants, small - 33 per week.

c. Scrub shirts, small - 30 per week.

d. Scrub pants, medium - 60 per week.

e. Scrub shirts, medium - 59 per week.

f. Scrub pants, large - 30 per week.

g. Scrub shirts, large - 29 per week.

h. Scrub pants, 1XL - 30 per week.

i. Scrub shirts, 1XL - 30 per week.

j. Scrub pants, 2XL - 15 per week.

k. Scrub shirts, 2XL - 15 per week.

l. Lab coats, large - 2 per week.

m. Lab coats, 1XL - 2 per week.

n. Patient gowns, large - 60 per week.

o. Gowns, 3XL - 40 per week.

p. Surgical towels - 240 per week.

q. Surgical towel inventory maintenance/stock support - 5 billing units per week.

r. Laundry bags - no historical weekly billable quantity shown; however, the Contractor shall provide containers, bags, carts, or other transport support as necessary to perform pickup and delivery if included in the awarded schedule or otherwise authorized by the Government.

For planning purposes, the historical invoices reflect approximately 820 laundered/rented textile items per week, plus approximately 5 weekly inventory-maintenance/stock-support billing units. Assuming 52 weeks of service, this equates to approximately 42,640 laundered/rented textile items per year, plus approximately 260 annual inventory-maintenance/stock-support billing units. These estimates do not limit the Government's ability to adjust service quantities within the scope of the contract, subject to available funding and any required contract action.

6. PERFORMANCE REQUIREMENTS

6.1 Pickup and Delivery. The Contractor shall provide routine pickup and delivery one time per week, unless otherwise agreed to in writing by the Government. Pickup and delivery shall occur during normal business hours at the designated pickup and delivery point. If the scheduled service day falls on a Federal holiday or clinic closure day, service shall occur on the next business day unless the Government directs otherwise.

Performance Standard: Scheduled pickup and delivery are completed on the agreed service day. Acceptable Quality Level: No more than one late or missed pickup or delivery per quarter, provided that the Contractor corrects the missed or late service within one business day at no additional cost to the Government.

6.2 Cleanliness and Usability. The Contractor shall return laundry items clean, dry, free of visible soil, stains to the maximum practical extent, lint, odors, pests, foreign objects, and excessive chemical residue. Returned items shall be suitable for patient care or staff use.

Performance Standard: Returned laundry is clean, dry, odor-free, and usable. Acceptable Quality Level: Defective items are reprocessed or replaced, as applicable, within two business days at no additional cost to the Government.

6.3 Packaging and Protection of Clean Items. The Contractor shall fold, bundle, wrap, bag, or otherwise package clean items to protect them from contamination during transport and delivery. Clean items shall not be transported in the same containers used for soiled items unless the containers have been cleaned and sanitized before reuse.

Performance Standard: Clean items remain protected during delivery. Acceptable Quality Level: No delivery of clean items in visibly contaminated containers or in direct contact with soiled laundry.

6.4 Inventory Accountability. At each pickup and delivery, the Contractor shall provide a delivery ticket or service record showing the date, item count or other agreed measure, and any exceptions, shortages, rejected items, or damaged items. The Contractor shall promptly notify the Government of lost, damaged, contaminated, or unserviceable items.

Performance Standard: Service records support verification of service performed. Acceptable Quality Level: Complete service records are provided with each pickup and delivery and are sufficient to support invoice review.

6.5 Re-performance. The Contractor shall reprocess any laundry rejected by the Government because it is not clean, dry, sanitary, properly packaged, or otherwise compliant with this PWS. Re-performance shall be at no additional cost to the Government.

Performance Standard: Rejected work is corrected. Acceptable Quality Level: Rejected items are corrected within two business days or by the next scheduled delivery, whichever is sooner, unless the Government agrees to another schedule.

6.6 Continuity of Service. The Contractor shall maintain sufficient personnel, transportation, equipment, subcontractor support, and contingency arrangements to continue performance during vehicle breakdowns, staff absences, equipment failures, weather events, and other reasonably foreseeable disruptions.

Performance Standard: Laundry services continue without interruption. Acceptable Quality Level: Contractor provides timely notice of disruptions and performs corrective or alternative service within one business day, unless prevented by circumstances beyond the Contractor's reasonable control.

6.7 Infection Control and Safety. The Contractor shall handle soiled laundry using appropriate precautions and shall comply with applicable federal, state, and local health, safety, transportation, and environmental requirements, including applicable OSHA requirements for contaminated laundry and bloodborne pathogens if applicable. The Contractor shall not sort or rinse soiled laundry in clinic spaces unless expressly authorized by the Government.

Performance Standard: Work is performed safely and without avoidable contamination. Acceptable Quality Level: No substantiated safety or contamination incident caused by Contractor failure to follow applicable requirements or this PWS.

6.8 Customer Service. The Contractor shall provide a point of contact with authority to resolve routine service issues. The Contractor shall respond to Government service concerns by the next business day.

Performance Standard: Service issues are acknowledged and addressed promptly. Acceptable Quality Level: Responses to Government concerns occur by the next business day.

7. DELIVERABLES

7.1 Service Schedule. Within five business days after award, the Contractor shall coordinate a routine weekly pickup and delivery schedule with the Government.

7.2 Service Tickets. The Contractor shall provide a service ticket or delivery record for each pickup and delivery.

7.3 Incident Reports. The Contractor shall notify the Government as soon as practicable, and no later than the next business day, of any missed service, damaged or lost items, suspected contamination issue, vehicle accident affecting performance, or other event that may affect service quality or continuity.

7.4 Invoices. The Contractor may submit invoices weekly or monthly in arrears, based on services actually performed/provided and accepted during the billing period.

8. INVOICING REQUIREMENTS

The Contractor shall submit all payment requests electronically through the Department of Treasury Invoice Processing Platform (IPP) or successor system in accordance with HHSAR 352.232-71. Invoices shall not be submitted by email or paper unless the Contracting Officer authorizes alternate procedures in writing.

The Contractor may invoice weekly or monthly in arrears, at the Contractor's election, after services have been performed/provided and accepted. Each invoice shall cover only the applicable billing period and shall be based on the awarded annual CLIN amount prorated or otherwise billed in accordance with the purchase order for the accepted services performed/provided during that billing period. The Contractor shall not invoice in advance.

Each invoice shall include the contract or purchase order number, invoice number, invoice date, billing period, CLIN, description of services performed, amount invoiced for the billing period, and any service ticket or delivery documentation needed to support Government review and acceptance.

Invoices shall include only charges authorized by the contract or purchase order. Invoices that include unpriced or unauthorized charges, surcharges, unsupported quantities, duplicate charges, or charges for services not actually performed/provided may be rejected or returned for correction.

9. GOVERNMENT-FURNISHED EQUIPMENT / GOVERNMENT-FURNISHED INFORMATION

The Government will provide access to the designated pickup and delivery point and will identify the laundry items to be processed. Unless otherwise stated in the purchase order, the Government will not provide Contractor equipment, vehicles, personnel, cleaning supplies, or laundry processing equipment.

10. SECURITY, PRIVACY, AND FACILITY ACCESS

Contractor personnel shall comply with all facility access, identification, escort, parking, loading dock, safety, and security requirements while on Government premises. Contractor personnel shall access only those areas necessary for pickup and delivery unless otherwise authorized by the Government.

The Contractor is not expected to access patient records or personally identifiable information. If Contractor personnel discover documents, labels, or other materials containing patient information or other sensitive information in laundry items or containers, the Contractor shall secure the material, avoid further disclosure, and notify the Government immediately.

Contractor personnel shall not remove Government records from the facility except as specifically authorized in writing. Contractor personnel shall not photograph, disclose, or discuss patient information or facility-sensitive information encountered during performance.

11. QUALITY ASSURANCE AND PERFORMANCE MONITORING

The Government will monitor performance through review of service tickets, invoice review, observation of pickup and delivery, inspection of returned laundry, documentation of service issues, and customer feedback. Acceptance will be based on compliance with this PWS and the terms of the contract.

The Government may reject nonconforming services and require re-performance at no additional cost. Repeated performance failures may be considered in accordance with the contract terms and applicable remedies.

12. INSPECTION AND ACCEPTANCE

Inspection and acceptance of services will occur at the destination after delivery of clean laundry and review of service documentation. The Government will accept services when the laundry and related documentation conform to the PWS and contract requirements.

13. PLACE OF PERFORMANCE

Pickup and delivery shall occur at Western Oregon Service Unit, Chemawa Health Center, 3750 Chemawa Rd. N.E., Salem, Oregon 97305. Laundry processing may occur at the Contractor's facility or at an approved subcontractor facility. The Contractor remains responsible for all performance, including subcontractor performance.

14. PERIOD OF PERFORMANCE

Base Period: July 19, 2026 through July 18, 2027

Option Year 1: July 19, 2027 through July 18, 2028

Option Year 2: July 19, 2028 through July 18, 2029

Option Year 3: July 19, 2029 through July 18, 2030

Option Year 4: July 19, 2030 through July 18, 2031

15. SPECIAL CONSIDERATIONS

The Contractor may use subcontractors or team members, subject to all applicable contract terms, including FAR 52.219-14 and HHSAR 352.226-6. The Contractor remains fully responsible for performance, quality, timeliness, re-performance, safety, invoice accuracy, and compliance with all contract terms.

No personal services are authorized. Contractor personnel are not Government employees and shall not be supervised as Government employees.

16. RISK CONTROL

The Contractor shall maintain contingency procedures to address missed routes, equipment failure, vehicle failure, staffing shortages, weather delays, and rejected laundry. The Contractor shall promptly notify the Government of any event that may affect service delivery or quality and shall propose corrective action.

17. FOLLOW-ON WORK

No follow-on work is promised or guaranteed. The Government may exercise options in accordance with the contract, subject to continued need, availability of funds, satisfactory performance, and determination that option exercise is in the best interest of the Government.

18. END OF PERFORMANCE WORK STATEMENT