Draft SOW.docx

STATEMENT OF WORK

FOR

LINEN/MAT/MOP RENTAL AND CLEANING SERVICES

August 5, 2025

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. The contractor shall conduct a quarterly report of linen usage and condition. Services shall be delivered in accordance with this Statement of Work (SOW). Monthly invoices provided for services rendered.

1.2 Background. The Defense Commissary Agency (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 fibers in mops become frayed or worn down over time. Stain and Odor when in frequent use especially with wet mops.

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). 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.

5.1.3 Installation Access. The Contractor shall ensure compliance with installation access procedures in a timely manner to support contractor performance. Failure to obtain access, resulting in denied entry, will be considered unsatisfactory performance as it directly impacts the mission to provide essential subsistence.

5.1.3.1 Contractor personnel may be subject to background security checks and clearances in order to obtain necessary credentials for installation access.

5.1.3.2 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.

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.

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.

5.3.2.6 Mats and mops repairs shall not be noticeably visible.

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

5.4 Miscellaneous

5.4.1 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).

5.4.2 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.