Attachment 2 - Statement of Work - Offutt.pdf

STATEMENT OF WORK

FOR

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

CONUS STORES INCLUDING ALASKA AND HAWAII

MARCH 18, 2026

1. SCOPE:

1.1 Scope. The contractor shall furnish all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide rental, delivery, pick-up, cleaning, maintenance, and replacement of butcher coats, butcher shirts, butcher pants, butcher aprons, bib aprons, and smocks herein after referred to as linens, mats, and mops at designated Defense Commissary Agency (DeCA) commissary locations. Services shall be delivered in accordance with this Statement of Work (SOW).

1.2 Background. DeCA, headquartered at Fort Lee, VA, operates a worldwide chain of commissaries providing groceries in a safe and secure shopping environment to the most deserving customers – our military personnel, retirees, and their families. DeCA strives to offer a valued benefit that contributes to family readiness, enhances the quality of life for America's military and their families, and helps recruit and retain the best and brightest men and women to serve their country.

1.3 Non-personal services. The resultant contract will be a non-personal services contract. Non-personal services contract means a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2. APPLICABLE DOCUMENTS:

2.1 Government Documents.

a. MIL-HDBK-245E (21 September 2023), Handbook for Preparation of Statement of Work

b. 29 CFR, Occupational Safety and Health Administration (OSHA) Standards

2.2 Non-Government Documents. Contractor shall comply with all Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency (EPA) regulations and guidelines.

3. ACRONYMS and DEFINITIONS:

Normal wear and tear for linens is defined as minor rips, tears, open seams, holes and missing buttons due to regular, ordinary use over time.

Normal wear and tear for mats is defined as general flattening and compression, minor discoloration and staining, and minor surface damage.

Normal wear and tear of mops (i.e., dust and wet) is defined as the gradual deterioration that occurs due to regular use and exposure to various conditions. Material degradation are when the

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

fibers in mops become frayed or worn down over time, resulting in odor when in frequent use especially with wet mops. Stains on rental mops typically refer to the natural fading or discoloration that occurs over time due to regular use. These stains are not considered tenant-caused damage and are the responsibility of the contractor to address and/or replace.

4. PRODUCT SPECIFICATIONS:

a. BUTCHER COATS: Shall be White, Snap Front, without pockets. Sizes S-5X.

b. BUTCHER SHIRTS: Shall be White, no pockets, Sizes S-5X

c. BUTCHER PANTS: Shall be White, no pockets, Sizes S-5X

d. BUTCHER APRON: Shall be Red, Bib with adjustable neck strap and ties around back, without pockets. Size must be one size fits all.

e. BIB APRON: Shall be Royal Blue (Grocery), Forest Green (Produce), Wine (Customer

Service) with adjustable neck strap and double pockets on front, mid-section of the apron.

Sizes S-5X.

f. SMOCK: Shall be Royal Blue (Grocery), Forest Green (Produce), Wine (Customer Service) with double pockets on front, mid-section of the smock. Sizes S-5X

MATS:

a. Shall be Black or Grey. Sizes must be 3’x 5’; 3’x10’; and 4’x 6’, heavy duty with a non-slip backing.

MOPS:

a. Mop, Dust: Sizes available must be 36” and 48”. Should easily fit standard commercial wireframes and attach securely.

b. Mop, Wet: Sizes available must be 24oz and 28oz.

5. REQUIREMENTS:

5.1 General.

5.1.1 Contract Point of Contact. The contractor shall provide in writing a primary and alternate point of contact responsible for overall contract administration that has authority to obligate the contractor. The name, title and contact information shall be provided at contract award to the Contracting Officer or designee and updated within 3 business days when a change occurs.

5.1.2 Commissary Point of Contact. The contractor shall provide in writing a primary and alternate point of contact responsible for commissary specific contract administration that has the authority to resolve issues that arise through the course of providing services (e.g., delivery did not arrive, missing linens, unclean linens, etc.). The name, title and contact information shall be provided at contract award to the Commissary Officer or designee and updated within 3 business days when a change occurs.

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

5.1.3 Installation Access. The contractor shall be responsible for obtaining applicable installation passes and inspections for vehicles and personnel at no additional cost to the government. Contractor employees may be subject to background security checks/clearances in order to obtain credentials for passes.

5.1.3.1 Vehicles are subject to inspection prior to installation access. Random checks are performed at installation access points. Force Protection Conditions may warrant increased vehicle inspections. Denying vehicle inspection will result in denied installation access.

5.1.4 Commissary Access. The Contractor shall ensure personnel performing services under this contract are trained and follow procedures for commissary access to include signing in upon arrival and signing out upon departure.

5.1.5 Employee Identification. Contractor personnel shall identify themselves by introducing themselves and displaying distinguishing badges or other visible identification when meeting with Government personnel. Contractor personnel must be recognizable as such while on the installation. Identifying nametags, badges, or uniform name patches with company name shall be worn by all employees in a conspicuous place on exterior clothing.

5.1.6 Hazardous Waste. The Contractor shall be responsible for complying with local, state, and federal regulations concerning use, removal, transportation, handling, and disposal of hazardous waste items resulting from the performance of this contract. The Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The Contractor shall not dispose of hazardous waste on the installation and must be disposed of off the installation.

5.1.7 Permits. The Contractor shall, without additional effort by or cost to the Government, maintain and acquire all permits in accordance with local, state, and federal regulations.

5.2. Schedule

5.2.1 Weekly coordination. The Contractor shall pick up and deliver weekly. The Contractor shall coordinate with the Commissary Officer or designee to establish a designated weekday and general time frame for delivery and pick-up. The specified time does not need to be exact but should fall within a clearly defined period centered around an agreed-upon timeframe. The commissary’s holiday schedule (e.g., Thanksgiving, Christmas, New Year’s Day) shall be considered when establishing the delivery and pick-up schedule.

5.2.2 Alternate Day. If delivery or pick-up cannot occur on the designated day, the delivery or pick-up shall be made on the next operating day.

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

5.2.3 Pre-planning coordination. The Contractor shall coordinate with the Commissary Officer or their designee known changes at least 2 weeks prior.

5.2.4 Unplanned coordination. Unplanned service interruptions must be promptly reported to the Commissary Officer or designee as soon as they are discovered. The Contractor shall coordinate with the Commissary or designee a satisfactory corrective action plan to restore services.

5.3 Specific Requirements

5.3.1 Linens. Linens shall be of wrinkle resistant cotton and polyester blend fabric. Linens shall be free of stains, tears, and holes. There shall be no missing buttons, zippers, or material ties.

5.3.1.1 Upon contract award, the Contractor shall coordinate with the Commissary Officer or designee a date and time ensuring that the right sizes for linens are communicated prior to furnishing linens to the store.

5.3.1.1.2 Linens shall be provided to commissary personnel within 7 days and no later than 14 days after contract award.

5.3.1.1.3 Linens shall be provided to new employees within 7 days of coordination with the Commissary Officer or designee and no later than 14 calendar days after notification of new employee requirements.

5.3.1.1.4 Linens sizes shall be requested by the Commissary Officer or designee. New issue linens shall be provided within 7 days of notification to the contractor and no later than 14 calendar days.

5.3.1.2 Throughout contract performance linens returned with normal wear and tear shall be repaired or replaced at no additional charge to the Government.

5.3.1.2.1 All repairs will be accomplished using thread and materials of the same quality, compatible color, color fastness, and texture as that used in the manufacture of the articles.

5.3.1.2.2 Repairs shall not be noticeably visible.

5.3.1.2.3 Linens shall be promptly repaired or replaced to ensure commissary personnel have access to sufficient quantities for operational requirements.

5.3.1.3 Linens shall be clean, dry, and free of lint, odor, spots, stains, and wrinkles. No soapy, greasy or other objectionable odor shall be left in the cleaned linens.

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

5.3.1.4 All butcher shirts, pants, and coats are to be free of wrinkles and on hangers. All aprons and smocks shall be furnished wrapped and handled in a manner to prevent soiling and crushing during transport.

5.3.2 Mats and Mops.

5.3.2.1 Mats provided under the contract shall be heavy duty with a non-slip backing. They must stay in place and remain flat and wrinkle and bunch free during normal use in a grocery store environment, including shopping cart traffic.

5.3.2.2 Dust mops shall be industrial strength and constructed of washable cotton. Dust mop replacement heads shall be for use on concrete and tile floor surfaces. They should easily fit standard commercial wireframes and attach securely to the wireframes.

5.3.2.3 Wet mops shall be industrial strength and constructed of washable cotton or cotton-synthetic blend for durability and high absorbency. Wet mops replacement heads shall be suitable for use on concrete and tile floor surfaces.

5.3.2.4 Upon contract award, the Contractor shall coordinate with the Commissary Officer the date for initial delivery of mats and mops. Delivery shall occur no later than 14 days after contract award.

5.3.2.5 Throughout contract performance mats and mops returned with normal wear and tear shall be repaired or replaced at no additional charge to the Government.

5.3.2.6 Mats and mops shall be promptly repaired or replaced to ensure the commissary has access to sufficient quantities for operational requirements.

5.3.2.7 Mat and mop repairs shall not be noticeably visible.

6. INVENTORY CONTROL: The Commissary Officer will ensure store personnel are aware that the linens assigned to them are rented and remain the property of the Contractor. Store personnel shall not take linens home for laundering or storage. Quarterly store inventory should be performed by the Commissary Officer to ensure contractor items are accounted for. The Commissary Officer and the Contractor are responsible for maintaining individual inventory logs for all items picked up and delivered.

6.1. Determination of Estimated Quantity: The weekly quantity of each item contained in the attached Linen Listing(s) is an estimated quantity only. The estimated weekly quantity is determined by multiplying the number of employees who require linen by the number of changes he/she needs each week. The total inventory necessary to supply the weekly changes is the responsibility of the contractor.

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

7. INSPECTION/ACCEPTANCE: All articles will be inspected/accepted by the Commissary Officer (or designated representative) and the Contractor upon delivery to the commissary. The contractor shall not leave any articles at the commissary without this joint inspection taking place. The contractor will not be paid for any unacceptable items delivered. A dated delivery ticket shall be signed by the designated store representative and a copy left with the commissary for each delivery.

8. INVOICING: After the contractor submits a proper electronic invoice via Procurement Integrated Enterprise Environment (PIEE) system (formerly known as WAWF), the Commissary Officer, or their designee to act as an authorized representative of the Government, will use the dated delivery ticket, as well as the individual itemized invoices to confirm, review, and verify completion of the service. After confirming completion of the service and receiving the contractor’s electronic invoice via PIEE, the Commissary Officer, or their designee to act as an authorized representative of the Government, will then document acceptance of the service in PIEE and the payment will be processed via DFAS electronically.

9. REPLACEMENT COSTS FOR LOST OR DAMAGED ITEMS: The replacement costs for items, lost or damaged by commissary personnel, will be funded by the lost/damaged replacement fee. The lost/damaged replacement fee will be paid weekly during the entire performance period of the contract. This fee will eliminate the need for reconciliation of lost/damaged items during performance or at the end of the contract. The contractor will not issue an invoice for individual lost or damaged items at any time during the performance or at the conclusion of this contract.

10. WEEKLY RENTAL FEE: To keep this to commercial standards, inventory is considered what the store needs multiplied by two. For example, if the store needs 30 aprons, then the total inventory would be 60 aprons. The weekly rental fee is determined by multiplying the weekly quantity of each item available for use at the commissary by the contractor’s unit price for the item. For inventory specifically assigned to a person (i.e., Butcher clothing, such as butcher coats, pants, and shirts), the weekly rental fee applies to the total inventory necessary to support the weekly quantity available to the store for use. For all other items (bib aprons, smocks, mats, and mops), the weekly rental fee applies to 50% of the total inventory.

11. MISCELLANEOUS:

11.1 Storage. The Contractor shall provide each commissary with covered and closeable container(s) of sufficient size(s) to store soiled linens between deliveries at no additional cost to the Government. A container shall be provided for each department in which linens are rented under the resultant contract (e.g., Cashiers, Grocery, Produce and Meat Departments).

11.2 Availability. Linens, mats, and mops shall be available for order at any time throughout the period of this contract. A 100% fill rate is expected for every delivery.