ATTACHMENT NO. 2 - STATEMENT OF WORK.docx

STATEMENT OF WORK (SOW)

LINEN & LAUNDRY SERVICES

WELLPINIT SERVICE UNIT – WELLPINIT, WASHINGTON

SECTION 1 GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Linen & Laundry Services in support of Wellpinit Service Units. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.1 Description of Services: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the linen & laundry services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Objectives: Provide linen and laundry services in accordance to this SOW.

1.2.1. Garments: lab coats and scrubs (top and bottom)

1.2.2. Mats & Allied: Blankets, microfiber cleaning wipes, microfiber mobs, mats (4x6), mats (3x10), laundry back and laundry bag stand.

1.3 Scope: The Contractor shall ensure the follow requirements are satisfactorily met. The Contractor shall:

1.3.1. Provide timely pick-up and delivery on schedule days listed in this PWS, delivering correct quantities of clean laundry free of all visible dirt, foreign objects, dampness, offensive odors, mildew, cleansing chemical residue, and has a uniform appearance properly finished and packaged.

1.3.2. Ensure items received in a wet or moist condition are processed to prevent development of mildew, rust, or other stains/marks.

1.3.3. Ensure clean serviceable items shall not come into contact with soiled items.

1.3.4. Ensure its operations comply with any certification of labeling requirements arising from state or local Department of Health Regulations.

1.3.5. Pick-up and Delivery of Items:

1.3.5.1. Location. Pickup and deliveries will take place at

Wellpinit Service Unit David C Wynecoop Memorial Clinic 6203 Agency Loop Road

Wellpinit, WA 99040

1.3.5.2. Schedule.

1.3.5.3. All pickup and deliveries shall be accomplished between the hours of 8:00 a.m. and 10:00 a.m.

(1) Items picked up on Tuesday shall be delivered the following Friday.

(2) Items picked up on Friday shall be delivered the following Tuesday.

The Wellpinit Service Unit is open 5 days per week, from 8:00 a.m. to 5:00 p.m. PST. For any delivery date changes, the contractor shall notify and coordinate with Facility Manager or Contracting Officer’s Representative (COR) 10 business days in advance.

1.3.6. Finishing and Packaging: The Contractor shall ensure items are properly finished, bundled, packaged, wrapped, and labeled with the quantity enclosed and appropriate facility name. Item specific finishing and packaging requirements are indicated in Exhibit 2, Methods of Finishing and Exhibit 3, Finishing and Packaging.

1.3.7. Collection Statement: The Contractor shall provide weekly collection statements which will include delivered totals. The information on the collection report must include at a minimum, item type, item quantity, and total bulk item weight as indicated in Exhibit 4, Linen and Laundry Tracking Form.

1.3.8. Counting and Signing. The contractor shall verify the item count. The contractor shall, at the time of pickup, sign the linen and laundry tracking form for the items being picked up and such signature shall constitute agreement to the Government’s count unless specific exception is taken. The Government will retain a copy of the form.

1.3.9. Missing Items. In the case of linen items missing from a delivery, the contractor shall issue, on the same day the shortage occurs, an IOU (shortage) ticket to the Government representative and redeem it on the next regularly scheduled delivery at no additional cost to the Government. All items not delivered within 24 hours of the original scheduled delivery date will be considered missing. If a missing item is not delivered within the next four deliveries, the item will be considered lost and the contractor shall reduce the following week’s invoice in the amount of the replacement cost of the item at replacement pricing of the actual item. For uniformity of linen products, the Government will purchase the replacement items.

1.3.10. Transportation and Storage of Items

1.3.10.1. Delivery Vehicle. The Contractor shall use an enclosed vehicle for transportation of articles. Soiled and clean articles shall not be transported in the same vehicle at the same time. All clean articles are to be protected from contamination and soiling during transit to the facilities. After transporting dirty/soiled/contaminated laundry, the vehicle interior must be cleaned and sanitized before loading clean articles

1.3.10.2. Laundry Carts. The Contractor shall provide laundry carts for storage and transportation of linen at laundry accumulation points, to, and from Contractor’s place of business. The Contractor shall provide empty carts requested by Government facilities. Empty carts shall be left at each location during delivery of clean linen for the next scheduled pickup of dirty linen. Contractor will load and unload carts.

1.3.10.3. After transporting dirty/soiled/contaminated laundry, the Contractor shall ensure laundry carts are cleaned and sanitized before loading the clean articles. Carts will be in good condition.

1.3.11. Repairs

1.3.11.1. The Contractor shall repair or reimburse the government for all damages to individual items which occur while in the custody of the contractor. The contractor is not responsible for repair of items received from the Government in need of repair. Any item needing repair will be marked “Unserviceable” and the condition of the item will be marked on the laundry ticket during the marking-in (customer turn-in) process (this may happen at government facility or contractor facility). The contractor shall clean the item marked “unserviceable” and ensure that they are segregated from other laundry items and are readily identifiable upon return to the Government marked “Unserviceable – Attention Contracting Officer’s Representative”.

1.3.11.2. Repairable items. The Contractor shall repair, at its expense, all damages to individual items which occur while in the custody of the contractor. Thread, material, and zippers of the same type, texture, manufacturer quality, color and color fastness as that used in the manufacture of the item shall be used for repair and replacement. The contractor shall return all repaired items in separately marked bundles to the Government. Designated bundles shall be marked “Repaired-Attention QA Personnel”. Any item with a rip or tear is considered damaged beyond repair, see paragraph 1.3.11.3.

1.3.11.3. Damaged Beyond Repair. The Contractor shall reimburse the Government the current replacement cost of the item, when the item is determined damaged beyond repair, or the contractor cannot make the repairs with thread, material and zippers of the same type, texture, manufacturer quality, color and color fastness as that used in the manufacture of the item.

1.3.12. Special Wash: Special wash items are defined as items that have been stained while in the Government’s possession and will need special attention. Government personnel will separate special wash items and mark with a tag stating the item is a special wash item. The Contractor shall ensure special wash items are segregated from other laundry items during wash, and are readily identifiable upon return to the Government as special wash items. Items shall be labeled “Special Wash.”

1.3.13. Contaminated Laundry: All contaminated laundry (i.e. bloodstained, bodily fluids) shall be identified by Government personnel and placed in separate plastic bags for transport. The Contractor is responsible for properly handling this contaminated laundry, in accordance with the generally accepted industry standards.

1.3.14. Re-Performance of Laundering-Rewash: Any items found to have been unsatisfactorily laundered as determined by the contracting officer or his/her authorized representative shall be re-laundered at no additional cost to the Government. Such items will be identified by the COR to the contractor’s representative after the unsatisfactory condition is discovered. The item shall be re-laundered and returned to the same exchange point within the next scheduled delivery day after they are identified to the contractor. If the return period should fall on a weekend or legal holiday, the item is to be returned the next normal delivery day following that weekend or holiday. The Contractor shall ensure re-wash items are segregated from other laundry received. The Contractor shall also ensure that items are readily identifiable upon return to the Government as re-wash items, to include the date and load number with which they were originally returned. Items shall be labeled “Re-wash”.

1.3.15. Workmanship and Sanitation

1.3.15.1. Delivered finished articles shall conform to the generally accepted industry standards of quality, cleanliness, finish, and appearance with use of sanitizers, detergents and softeners. All laundry shall be delivered in a sanitary condition after being thoroughly laundered and properly dried. The contractor is subject to inspection of sanitary conditions at any time by a representative of the Government, and the Government reserves the right to perform or cause to have performed any test necessary, to determine the sanitary condition of articles delivered by the Contractor. The Contractor shall ensure that at no time Yakama Service Units items come into contact with items of other customers.

1.3.15.2. The Contractor shall ensure polyester/cotton garments, and all other articles are cleaned in a manner that prevents wrinkling and shrinking of fabric.

1.3.15.3. The Contractor shall use a fabric softener on linen and uniforms to improve the feel and softness of these fabrics.

1.3.15.4. Bleaching of Items. The Contractor shall use fabric-safe bleach on all colored articles. Items to be bleached shall be bleached by a method that prevents yellowing, color loss, or degradation of fabric.

1.3.15.5. Stains. The Contractor shall apply stain removal treatment to stained items that the Government has identified with hard-to-remove stains. The Contractor shall also provide pre-spot stain removers that the Government can use for the best result in removing stains.

1.3.15.6. The Contractor is required to replace any articles damaged beyond repair while in Contractor’s possession, after COR validation and Contracting Officer approval. Article replacement will consist of the Contractor providing a like new item of equal quality to the COR.

1.3.15.7. Water Temperatures will be in accordance with the Association for Professionals in Infection Control and Epidemiology (APIC) Guidelines for Laundry, 1996, and ALM Procedures for Infection Control. Water temperatures for hotel linens shall comply with the manufacturer’s recommendation to avoid shrinkage.

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

1.4 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

1.5 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, Performance Requirement Summary. The Contractor’s quality control program is the means by which they assure themselves that their work complies with the requirement of the contract. The Contractor’s Quality Control Plan (QCP) shall be submitted with the Contractor’s proposal. After acceptance of the QCP, the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The Government shall monitor and evaluate the Contractor’s performance to ensure services are received IAW requirements set forth in this PWS. The method of surveillance will be explained in the Governments’ Quality Assurance Surveillance Plan. The COR will periodically inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, or otherwise inspecting the task or its result to determine whether or not the performance meets the standards contained in this PWS. The COR may also inspect tasks not specifically mentioned in the Services Summary. The COR will document the results of the surveillance and this documentation will become the official Yakama Service Unit (YSU) record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide a report to the Contracting Officer for action concerning the Contractor. The Contractor shall respond to the Contracting Officer within ten (10) calendar days of receipt. The surveillance results shall be maintained as past performance information of the Contractor’s overall compliance with contract terms and conditions. The Government will neither supervise contractor employees nor control the method by which the Contractor performs the required tasks. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately. The COR will be identified by separate letter. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.3 Recognized Holidays: Any reference to holidays shall be construed to mean the Government holidays listed below:

*When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the proceeding Friday will be observed as a legal holiday. If a holiday falls on a schedule

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 AM- 5:00 PM PST, Monday thru Friday, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Clinic Closure: The Government will notify the Contractor of anticipated closure of the facility due to inclement weather or any other authorized closure. In the event of an unplanned closure of the facility the Contractor will be notified using the contact information provided. The Contractor is not authorized to bill the Government for those hours unless the Contractor can perform productive duties from an alternate worksite. Work scheduled but not accomplished because of clinic closure, will be accomplished as soon as possible after reopening the clinic.

1.6.6 Place of Performance: The work to be performed under this contract will be performed at the Contractor’s facility.

1.6.7 Method of Payment and Invoice Submission:

1.6.7.1. Payment shall be made in arrears, and in accordance with Clause 52.212-4 (g).

1.6.7.2. Electronic Funds Transfer (EFT) shall be utilized as method of processing payment.

1.6.7.3. Upon Receipt of the Contractor’s properly prepared invoice, each Ordering Official is certifying the invoice for acceptance of delivery and contracting a Unified Financial Management System (UFMS) “receiver” to request a receiving receipt.

1.6.7.4. Improperly prepared invoices will be rejected and returned to the Contractor resulting in delayed payment. The following constitutes a "properly" prepared invoice:

· Invoice Date

· Contract Number No.

· Date of purchase/ delivery

· Contractor name, address, telephone no.

· Contractor's tax identification number (TIN)

1.6.8 Type of Contract: The government will award a Firm Fixed Price Contract.

1.6.9 Post Award Conference/ Periodic Progress Meetings: The Contractor shall agree to attend any post award conference by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Contractor’s performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. Other topics may include (as applicable): opportunities to improve the contract, any modifications required of the contract, unsatisfactory performance inspections results, and valid customer complaints against each performance objective observed, and the results of corrective and preventive action measures. The Contractor will also notify the Contract Officer in writing, of work being requested or performed, if any, that the Contractor considers over and above the requirements of the contract. Appropriate action shall be taken to resolve outstanding issues. The Government will provide the Clinics Environmental Plan at this meeting. The minutes of these meetings will be documented in writing, signed by the Contracting Officer and any other signatures as deemed appropriate, and distributed to the COR functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor will set out in writing to the Contracting Officer any areas of non-concurrence. These meetings shall be held as needed, but not less than bi- annually after the contract is awarded. There will also be an initial meeting to take place 30 days after the contract has been awarded.

1.6.10 . Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 AM – 3:30 PM PST, Monday thru Friday except when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. Contractor personnel shall display distinguishing badges or other visible identification. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.12 Contractor Travel: Non-Applicable

1.6.13 Compliance with Labor Laws: The Contractor shall comply with all applicable laws pertaining to wages, worker’s compensation, equal opportunity, Service Contract Act, and so forth, as implemented by Indian Health Services and required by law.

SECTION 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

SECTION 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services. Non-Applicable

3.2 Facilities. Non-Applicable

3.3 Utilities. Non-Applicable

3.4 Equipment. Non-Applicable

3.5 Materials. Non-Applicable

SECTION 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

SECTION 5 SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Wellpinit Service Unit Services. The contractor shall provide services as identified in paragraphs 1.3. through 1.3.16, Summary Services.

SECTION 6 ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. Attachment/Technical Exhibit List:

6.1. Attachment 1/Technical Exhibit 1 – Services Summary

6.2. Attachment 2 – Addendum 2- Item Listing

TECHNICAL EXHIBIT 1 SERVICES SUMMARY

Services Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

DEVIATION FROM STANDARD”)

Method of Surveillance

SS # 1.

The contractor shall pickup and deliver IAW locations and set schedule timelines identified in the PWS.

customer complaints from clinic staff.

SS # 2

The contractor shall provide a weekly collection statement with delivered totals provided to the Wellpinit Service Unit facility staff.

See PWS paragraph 1.3.7.

SS # 3

The contractor shall provide correct quantities of laundry are delivered.

See PWS paragraphs 1.3.8., 1.3.9 No more than two (2) customer complaints per quarter.

100% Inspection by the COR and/or the Facility Manager

SS# 4

The contractor shall ensure laundry is delivered free of all visible dirt, debris, dampness, odor, mildew, cleaning chemical residue, and has a uniform appearance, properly finished and packed and labeled (See PWS items 1.3.1., 1.3.2., 1.3.3. and 1.3.6.)

See PWS paragraph 1.3.1., 1.3.2., 1.3.3.

and 1.3.6.

SS # 5

The contractor shall ensure proper transportation and storage of articles.

QUANITIES AND ITEM LISTING

Below are the current item listing an quantities.

Scrub Uniforms

Lab Coat - White, Stripped, Cuffed

Dr White Coat

Dental Coat - Purple, Stripped, Cuffed

APPENDIX 4

LINEN AND LAUNDRY TRACKING FORM

Month: Linen and Laundry Tracking Form

DATE:

Pounds (LBS)

TOTAL LBS

Quantity (EA)

BLANKET THERMAL

SCRUBS

LAB COATS, ETC

COR SIGN:

LINEN SIGN:

CLEAN SIGN: