Exhibit D - PWS.pdf

Department of Defense Defense Health Agency

Performance Work Statement1

DHA Medical Linen and Laundry (LL) Program Region XX

DHA Medical Logistics (MEDLOG)

Environmental Services Division

RFI: W81K04-24-R-MLLS

Version: 5

Date: 31 Jul 2024

1 This Draft Performance Work Statement (PWS) is a working document meant to outline the general medical linen and laundry requirements as they would be across each proposed region. Each region or remote site is proposed to ultimately have its own PWS that includes site specific information such as transition timelines, turnaround timelines, service locations, etc. This PWS example is meant to establish those requirements which will be consistent across all the regions and provide context and content for feedback.

PART 1

1. GENERAL INFORMATION

1.1 This Performance Work Statement (PWS) is for non-personal services medical linen and laundry services for DHA military medical treatment facilities (MTFs). As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards.

Laundry services are considered mission essential functions and an essential Contractor service.

1.2 Description of Services/Introduction: The services to be acquired are S209 – Housekeeping – Laundry/Drycleaning. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform medical linen cleaning, including dry cleaning, for bulk and specialty items as defined in this PWS, except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this PWS.

1.3 Background: The intent of this requirement is to support the continued implementation of the Military Health System (MHS) organizational reform required by 10 U.S.C. § 1073c “Administration of Defense Health Agency and Military Medical Treatment Centers”, and sections 711 and 712 of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2017, which eliminated separate silos of military healthcare and officially integrated healthcare under the Authority, Direction, and Control (ADC) of the DHA, consistent with the direction provided by the Secretary of Defense. The Medical Logistics (MEDLOG) Directorate supports the DHA’s transitioning the ADC of the MHS from the Military Departments medical departments to the DHA. The DHA is responsible for providing laundry and dry-cleaning services/requirements for the MHS, as defined in this PWS, and the Armed Forces Medical Examiner System (AFMES). MHS are the collective term that refers to the integrated medical, dental, veterinary, research, and other healthcare services facility at a specified installation.

1.4 Objectives: The purpose of the DHA LL program is to provide a standardized enterprise solution for medical linen management that meets the requirements of all DHA MTFs and integrate enterprise medical linen and laundry services in support of DHA.

1.5 Scope: The Contractor is responsible for the performance of the entire scope of LL operations including management activities such as planning, scheduling, cost accounting, report preparations and submission, establishing and maintaining records, quality control, and performance management. This requirement is for non-personal services to provide equipment, staffing, transportation, maintenance, and supplies to support an enterprise military medical linen and laundry program servicing DHA MTFs within the 50 United States and the outlying areas (FAR 2.101 definition of outlying areas), currently limited to Guam, including providing services to the MTFs’ supported medical sites throughout the service area. For the purposes of this contract, the term MTF includes: (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 DHA.

1.5.1 This requirement is part of a larger LL enterprise requirement to support approximately 117 MTFs and associated clinics, for a total of approximately 160 military medical sites. DHA divided the total service area into smaller regions, containing multiple MTFs across various DHA networks. Each region shall have one prime contractor serve as an integrator of resources and manage requirements for that region.

1.5.2 The scope of this PWS includes providing services to the following MTFs in Region 1:

Installation/Location Beale AFB, CA Edwards AFB, CA LAAFB (El Segundo), CA NHC Lemoore, CA Naval Air Station Fallon, NV Nellis AFB, NV NBHC Point Mugu, CA NBHC Port Hueneme, CA Travis AFB, CA Vandenberg SFB, CA

1.5.3 Services provided shall be for government owned linens, including bulk and specialty items. This requirement does not include linen rental services.

1.5.3.1 The scope of work in this PWS includes the following services:

• Laundry Processing, which shall include bulk and specialty items to be laundered, dry cleaned, sorted, folded, and packed at a Contractor provided laundry facility

• Reporting by way of pickup and delivery tickets, utilization reports

• Transporting clean and soiled linens to and from sites

• Operation and maintenance of required Contractor Furnished Equipment necessary to perform required services

• Management and Administrative support of LL program assets within designated regions of operations

• Compliance with applicable Safety, Quality Assurance, and Infection Control guidance and regulations

• Contingency and Risk Management Planning

1.5.4 Services performed on this contract shall comply with the Joint Commission (TJC) Infection Prevention and Control standards, the Center for Disease Control (CDC) and Prevention’s Guidelines for Environmental Infection Control in Healthcare Facilities, Occupational Safety and Health Administration (OSHA) Bloodborne Pathogens Standard, Environmental Protection Agency (EPA), Healthcare Laundry Accreditation Council (HLAC), Textile Rental Services Association (TRSA), American Hospital Association (AHA), and all other applicable Federal, State, local laws, codes, policies and regulations, and guidelines. The Contractor shall comply with all certification or labelling requirements arising from state or local Department of Health regulations.

1.5.5 Medical linen and laundry services are considered mission essential functions. If the Contractor fails to provide the procured LL services as required in the contract, the Government reserves the right to procure such services from another source until the Contractor restores the capability to perform. When the Government exercises its right to procure these services from another source, the Government will reduce subsequent payment(s) by the amount of the total cost to procure the temporary services. The Government will furnish the Contractor management staff with a copy of this billing invoice upon Contractor request. The Government will document adverse past performance if this occurs and may use all available contracting remedies for unacceptable performance including contract termination.

1.6 Period of Performance (PoP): The period of performance shall be one 12-month base year with four (4) 12-month option years following. In accordance with FAR 52.217-8-Option to Extend Services, there will be an additional six (6) month option to extend available if needed at the end of the last option year. The total contract period will not exceed 66 months.

1.6.1 The required start dates of contract performance within each region shall be clearly stated in Exhibit XX and may vary to accommodate DHA needs and acquisition timelines.

Base Period 1 Aug XX through 31 Jul XX

Option Period 1 1 Aug XX through 31 Jul XX

Option Period 2 1 Aug XX through 31 Jul XX

Option Period 3 1 Aug XX through 31 Jul XX

Option Period 4 1 Aug XX through 31 Jul XX

6-mo extension 1 Aug XX through 27 Jan XX

1.6.2 Transition: Transition-in/transition-out period

1.6.2.1 Transition-in period: Full performance start dates for each MTF may differ from the full performance start date of this PWS. This shall be clearly stated in Exhibit XX. During a transition-in period not to exceed 30 days from contract award, the Contractor shall conduct inventory and transition of equipment and materials as required, obtain installation access including completion of required background checks, complete vehicle registration requirements specific to military installations, prepare contractor laundry facilities for full performance, and conduct other activities required to prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date.

Cybersecurity requirements must be fully adhered during transition and full performance periods.

The Contractor shall be minimally staffed during the Transition-in period.

1.6.2.1.1 The Contractor shall provide the Government with a transition plan for phasing-in contractor performance within its designated region.

1.6.2.2 Transition-out period: The transition-out plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract.

1.6.2.2.1 Phase Out: In the event a follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to the extent required to permit an orderly transition to the successful Contractor.

1.7 Administrative Specifications

1.7.1 Place of Performance: The locations of Government medical facilities to be serviced are listed in Exhibit B. The Contractor shall conduct the laundering services at a Contractor provided laundering facility. The Contractor shall transport linens to and from the contractor laundering facility and the serviced MTF. Contractor laundering facility shall meet requirements stated in Part 5 of this PWS and be located within the required proximity to each MTF to be able to perform all services within required timelines as described in this contract.

1.7.1.1 The required service level and details, operational hours, and other pertinent facility details shall be provided in each Regions Addendum for the MTFs within that region.

1.7.2 Planned and Unplanned Closures

1.7.2.1 Planned Closures: The Contractor is responsible for conducting business in accordance with this PWS except Federal holidays or when the MTF is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contract Officer Representative (COR) will notify the Contractor at least twenty-four (24) hours in advanced to cancel delivery/pickup in the event of a planned MTF closure.

1.7.2.2 Unplanned Closures: In the event of an unplanned MTF closure where advanced notice is not possible, the COR shall notify the Contractor as soon as possible once the decision to close the MTF is made. In the event of a military installation closure, the COR shall notify the Contractor as soon as possible. The Contractor shall coordinate with the COR to implement Contractor developed contingency plans, including modifying LL service schedules, until such a time when normal schedules may resume.

1.7.2.3 Recognized Federal holidays: In the event a scheduled pick-up falls on a federal holiday, the contractor shall coordinate in advance with the COR to ensure uninterrupted service.

1.7.2.3.1 The Contractor is not required to perform services, and no billable services will be performed, on the listed observed federal holidays. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed below:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth Independence Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

1.7.2.4 Inclement Weather Schedule. Linen collection and delivery shall be performed as scheduled during periods of inclement weather unless a request to delay collections and delivery is approved in writing by the COR. Approval of Contractor requests may be granted only in cases of unusually severe weather, including heavy snow, severe tropical storm, hurricane, tornado, or other event prohibiting safe operations. In the event the MTF is closed, PWS paragraph 1.7.2 shall be followed.

1.7.2.5 Delayed/Missed Collections and Deliveries: The rescheduling of missed collections and deliveries shall be agreed upon with the Linen Control Officer (LCO) and COR prior to the delayed or missed service, whenever possible. The Contractor shall notify the LCO and COR within one workday of missed collections or deliveries caused by Government delay. The contractor shall notify the LCO and COR upon identification of loss or decreased equipment operations/capabilities, including transportation or delivery capabilities, which may impact delivery volume or timelines. The Contractor shall immediately notify the LCO and COR of a delay and provide information on what is the cause of delay and when the collection/delivery shall be made.

1.7.3 Operational Hours: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed as addressed in PWS para 1.7.2. The Contractor shall coordinate with the LCO and COR for duty hours specific to each MTF, in conjunction with Exhibit xxx.

1.7.4 Emergency Services: On occasion, services may be required to support military operations or to exercise contingency plans outside the normal duty hours. In the event emergency services are needed, the Contractor will be given notice as far in advance as is possible and necessary to provide services.

1.8 Contractor travel: No official travel will be required. Any Contractor travel shall be at no additional cost to the government.

1.9 Other Direct Costs (ODC): None

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. The Contractor’s initial Quality Control Plan (QCP) shall be submitted with the Contractor’s proposal to the KO. A comprehensive final QCP shall be delivered to the KO and COR within 30 days after contract award, and within five (5) working days when changes are made thereafter. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 Contractor Identification

1.11.1.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. While onsite at a Government facility, all Contractor personnel shall be in a distinct uniform with the company logo, so as to be easily identified as a contracted employee and carrying a picture ID badge.

1.11.1.2 All Contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA has business dealings.

Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order.

Contractor personnel shall make their contractor status known during introductions.

1.11.1.3 The Contractor shall:

1.11.1.3.1 Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel.

1.11.1.3.2 Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DHA understands that the person is contractor support personnel.

1.11.1.3.3 Include a title block in all emails that states the fact that the person is contractor support personnel.

1.11.1.3.4 Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA understands that the person is contractor support personnel.

1.11.1.4 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.11.2 The Contractor shall comply with all applicable DoD security regulation and procedures during the performance of this contract. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government work products obtained or generated in the performance of this contract.

1.11.3 Access Control: All Contractor drivers and vehicles must follow installation access control procedures. As applicable, the Contractor shall follow guidance provided by the Government to access the installation or Government facility using specified gates or routes. The Contractor shall not enter any restricted area without an authorized escort.

1.11.3.1 Contractor employees must obtain a special identification card issued by installation and MTF Provost Marshall’s Office/Security Badge and ID Office prior to accessing the installation. The Contractor shall be responsible for the control and safe keeping of all Government issued IDs and ensure all badges are returned to the COR upon termination of an employee or the contract end date, whichever occurs first. The Contractor shall ensure all contractor employees are aware that in the event either of the Government IDs are lost or stolen that they are to advise the Provost Marshall’s Office or alternate immediately upon discovery.

The Contractor shall ensure that the COR is notified the same day the employee reports an ID lost or stolen.

1.11.3.2 Military Medical Treatment Facilities are located on United States military reservations. The award of this contract does not bestow a right to have access to any military installation or reservation. All Contractor personnel must abide by local installation rules and regulations and are subject to local safety and security procedures. This includes participation in installation Random Access Measures Program (RAMP) security program (e.g. vehicle searches, wearing of ID badges, etc.). Unscheduled gate closures by the Security Guard or Security Forces may occur at any time and personnel entering or leaving each of these installations may experience delays. All vehicles are subject to search while on federal installations pursuant to current directives. Although delays due to the government cannot be held against the Contractor, the Contractor shall ensure its planning for pick-ups and deliveries are scheduled to allow time for these inspections. Any violation regulation, state or federal statue may result in the termination of the privilege to enter the government installation.

1.11.4 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.4.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.4.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

(Government (DHA) requirements development staff must cut/paste onboarding checklist at https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf and embed most up-to-date form in Part 7, Section 7.1.2.)

1.11.5 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.11.6 Key Control: Reserved.

1.11.7 Lock combinations: Reserved.

1.12 Key Personnel (Contractor):

1.12.1 Region (Integrator) Manager and Alternate. The Contractor shall provide a Region (Integrator) Manager who shall be responsible to oversee contract compliance, manage contract personnel, and manage overall performance of the work. The name of the person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the CO. The Region Manager shall work closely with the Contractor facility POCs and the Government COR and LCOs for conflict management and resolution of issues requiring escalation. In the event of subcontracted laundry services by the Prime Vendor, the Region Manager shall act as liaison between the COR/LCOs and the subcontractor personnel. The Region Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Region Manager or alternate shall be available during the hours designated by the COR. The Region Manager shall be the main point of contact for the KO and COR for that region and shall be available to LCOs for day-to-day performance of work at each location.

1.12.2 Facility Point of Contact (POC) and Alternate. The Contractor shall identify a primary facility point of contact (POC) for each Contractor-operated laundry facility. The Facility POCs shall be responsible for the day-to-day facility operations and on-site management of personnel.

The facility POCs shall be the main points of contact for the COR and LCOs for day-to-day performance of work at their respective laundry facilities. The Contractor facility POC shall be knowledgeable of daily operations and capable of resolving performance issues related to required services. The name, email, and phone number of the Facility POCs shall be provided to the COR and LCOs at each serviced facility within seven calendar days prior to the start of the performance. The Contractor shall notify the COR and LCOs within five business days when there is a change to the Contractor’s Facility POC.

1.12.3 Special Qualifications: Region Manager and Alternate shall possess but are not limited to the following qualifications:

1.12.3.1 Shall be able to read, write, speak and understand English.

1.12.4 The Contractor shall have experience in providing hospital laundry services of an equivalent scope of this requirement, with regional level management desired. The Contractor must have gained this experience as a result of being regularly engaged in the business of providing laundry services in health care/patient care environments (e.g. inpatient and outpatient Medical Treatment Facilities (MTF).

1.12.5 The minimum level of acceptable experience required is 36 months and must be within the previous 5 years at time of submission of proposal.

1.12.6 Data rights: Reserved.

1.13 Reporting

1.13.1 Contractor Manpower Reporting (CMR): RESERVED.

1.13.2 Non-Disclosure Agreement (NDA): (If applicable) All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.13.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. 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 CO 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 regarding 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 contract.

1.13.4 Government LCO (Linen Control Officer): The Government shall appoint an LCO at each MTF responsible for daily management of linen services. The LCO will maintain close coordination with using activities and the Contractor for linen services and operate in accordance with DHA PM 6430.02. The LCO may or may not also serve as the COR. The LCO will assist the COR in monitoring contract laundry activities and supervise Government Linen Services personnel activities within the MTF.

1.13.5 Post award conference/periodic progress meetings: Post award conferences will be attended in person, if possible. The KO may approve virtual attendance for post award and periodic progress meetings. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart

42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the contractor's performance. At these meetings the COR or KO will apprise the Contractor of how the Government views the 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.

1.14 Personnel Security

1.14.1 The Contractor shall conduct their own initial personnel background investigations and annual revalidation background checks IAW their company’s internal human resource management procedures to ensure candidates for positions under this contract are and remain suitable to perform on Federal installations and are free of derogatory histories that will result in disqualifying findings. The Contractor shall provide the COR a letter for each individual that will require access to Government installations under this contract attesting to the completion of the background check and a copy of the results before the Government will proceed with granting/renewing base access.

1.15 Tobacco Use. 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 MTF while performing under this contract. MTFs 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 DHA; (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.

PART 2

2. DEFINITIONS, ACRONYMS, AND APPLICABLE

PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 ACCEPTABLE QUALITY LEVEL (AQL): The maximum number of defects in a lot, wherein performance will still be considered satisfactory. The AQL is allowable leeway or variance from a standard before the Government will reject the line item service resulting in the issuance of a Contract Discrepancy Report (CDR). An AQL does not say that the Contractor may knowingly offer defective services. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the defective performance does not exceed the AQL, the Government will not reject the line item service. However, the Contractor shall re-perform the defective service when directed (at no additional cost to the Government).

2.1.2 BULK ITEMS: Laundry items tracked by weight, requiring routine requirements for packaging of laundry and method of finish for this contract.

2.1.3 CLEAN: Finished articles that are dry and free of visible soil, foreign lint, and objectionable odors, such as cleaning chemicals, mold, mildew, body bacteria, and other unclean elements. Spots and stains are removed where practical without damaging the fabric.

2.1.4 CLEAN WEIGHT: The total weight in pounds of clean, processed laundered items.

Applies to bulk laundry items, not specialty items.

2.1.5 CONTRACT DISCREPANCY REPORT (CDR): A formal written documentation of Contractor non-performance or lack of performance for contracted work. A CDR formally notifies the Contractor of unsatisfactory performance that may result in deductions unless the Contractor can provide objective evidence to mitigate discrepancies. found during contract monitoring exceeds the number of discrepancies allowed by the AQL.

2.1.6 CONTAMINATED LAUNDRY: All soiled laundry is categorized as contaminated.

Laundry which has been soiled with blood or other potentially infectious materials or may contain sharps.

2.1.7 CONTINGENCY PLAN: Document describing actions to be implemented or taken in the event of unforeseen circumstances.

2.1.8 CONTRACTING OFFICER (CO/KO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.9 CONTRACTING OFFICER’S REPRESENTATIVE (COR): An individual designated and authorized in writing by the CO to perform specific technical or administrative functions.

This individual does NOT have authority to change the terms and conditions of the contract.

2.1.10 CONTRACTOR: The Contractor as used herein refers to both the prime Contractor and any subcontractors to the prime Contractor. The Contractor shall be responsible for ensuring that subcontractors comply with the provisions of the contract.

2.1.11 DAMAGE: A defective condition of an item resulting in the item not being suitable for return to service, or which may shorten the life of the item. (See also Defect)

2.1.12 DEFICIENCY: A flaw in items that have been processed which results in an unacceptable level of performance, not meeting the requirement.

2.1.13 (Linen) DEFECT: The condition of an item that results in damage or unsuitability/serviceability and requiring determination as to what repair or service is needed.

2.1.14 DISCREPANCY: A difference in amounts, types, reported (ie. Weight of soiled linen vs clean linen at turn-in).

2.1.15 DRY CLEANING: A cleaning process for textiles using a chemical solvent other than water that is used to clean fabrics that degrade in water, and delicate fabrics that cannot withstand the agitation of a washing machine and clothes dryer.

2.1.16 DYED LINEN: Any unserviceable linen that is sent to the Contractor to be dyed brown and converted to rags.

2.1.17 FACILITY POINT OF CONTACT (POC): Contractor laundry facility manager who serves as the LCO and COR’s touchpoint for matters involving day-to-day laundry operations.

2.1.18 FINISHED ARTICLES: Items that have gone through the laundering process including laundered, pressed, hung/folded, sorted, bundled, etc. as specified in the PWS.

2.1.19 HYGIENICALLY CLEAN: A clean state, free of pathogens in sufficient numbers to minimize risk of infection. Hygienically clean laundry carries negligible risk to healthcare personnel and patients, provided that the clean textiles, fabric, and clothing are not inadvertently contaminated before use. The laundering process consists of the proper combination of water, heat, pH, oxidation, chemical sanitizers, and drying and sanitizing.

2.1.20 INTEGRATOR: Prime vendor awarded regional contract(s) for providing LL services throughout a designated region including multiple MTFs. Integrators may utilize partnering agreements, subcontractors, or other methods to ensure services are provided and all requirements are met.

2.1.21 LAUNDERING: The process by which soiled fabric items are cleaned and treated including mechanical action in appropriate water temperature with solutions of detergents, other additives, ironing and pressing. These additives include bleaching, rinsing, chemical rinse (sour, fabric softener, hydrogen peroxide, ozone and any other agent for controlling the growth of microorganisms, such as molds and bacteria) and starching. The appropriate products and procedures shall be determined by the Contractor (and by industry standards) for the various types of fabric and nature of soil, provided labels are intact and the fabric is clearly identified.

2.1.22 LINEN CONTROL OFFICER (LCO): Government appointed personnel functionally responsible for the daily management of linen services at each MTF, in accordance with DHA-

PM 6430.02.

2.1.23 MEDICAL LOGISTICS (MEDLOG) SERVICES: Specialized logistics services required to support operation of an MTF. These include, but are not limited to, hospital housekeeping, linen and laundry, and the management and disposal of regulated medical waste.

2.1.24 MILITARY MEDICAL TREATMENT FACILITY (MTF): Any fixed facility of the Department of Defense that is outside of a deployed environment that is used primarily for health care, including dental care; and any other location used for purposes of providing health care services as designated by the Secretary of Defense or Undersecretary of Defense for Personnel https://www.health.mil/Reference-Center/Glossary-Terms/2017/08/23/Medical-Logistics-Services and Readiness. 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 DHA. Also referred to as DHA Component. (DoDD 5136.13, September 30, 2013)

2.1.25 NONPERSONAL SERVICES CONTRACT: 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.

2.1.26 PAR LEVEL: A par level is the quantity of each linen item needed in circulation at an MTF for a 24-hour period.

2.1.27 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.1.28 REGIONAL MANAGER [also Regional (Integrator) Manager]: The Prime Vendor’s primary point of contact for the awarded region. Responsible for oversight and management of all Contractors providing LL services throughout a designated region.

2.1.29 REPAIRABLE ITEMS: Articles with minor rips, tears (less than four inches), open seams, holes, missing buttons, and broken zippers.

2.1.30 REPROCESSED ARTICLES: Items returned from being laundered or dry-cleaned which are deemed by the Government to be deficient and require additional laundering or dry-cleaning to become serviceable. The Contractor shall reprocess the deficient items at no additional cost to the Government.

2.1.31 SERVICEABLE: Items whose condition is acceptable for performance, fit or ready for use or service, and can perform required functions as designed. Useful as is, needing no repair and without substantial wear or tear. Free of defects and damage.

2.1.32 SPECIALTY ITEMS: Laundry requiring specific handling and unique/non-routine method of finish such as dry cleaning, press and hang, and specific folding requirements as defined within the PWS. Special items are any items that must be processed separately from other types of items during the laundering process. Some Specialty Items may be itemized, tracked by count per item, rather than only by weight. Examples of Specialty Items are listed in Exhibit XX. See also Special Handling and Piece Work.

2.1.33 SUITABILITY: The degree to which an item meets required specifications, design, etc.

2.1.34 UNSERVICEABLE ARTICLES: Items no longer useable or repairable for purpose intended. Items damaged or worn beyond economical repair and having no beneficial use or incapable of functioning usefully, as determined by the Government. Also, may be referred to as

RAGOUT.

2.2 Acronyms:

AAMI Association for the Advancement of Medical Instrumentation

AHA American Hospital Association ANSI American National Standards Institute AQL Acceptable Quality Level CAC Common Access Card CDC Centers for Disease Control and Prevention CDR Contract Discrepancy Report CDRL Contract Data Requirement List CFR Code of Federal Regulations CLIN Contract Line Item Number CMR Contractor Manpower Reporting CO/KO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System CUI Controlled Unclassified Information DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction DoDM Department of Defense Manual DOT Department of Transportation FAR Federal Acquisition Regulation FSO Facilities Security Officer FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property HLAC Healthcare Linen Accreditation Council IGCE Independent Government Cost Estimate IC Infection Control LL Linen and Laundry MHS Military Health System MTF Military Medical Treatment Facility

NCR National Capitol Region NDA Non-Disclosure Agreement OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA U.S. Occupational Safety and Health Administration P&R Personnel and Readiness PHI Protected Health Information PII Personally Identifiable Information POC Point of Contact PoP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAE Quality Assurance Evaluator QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan SDS Safety Data Sheet TJC The Joint Commission TRSA Textile Rental Service Association US United States

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc.

2.3.1 DoD Directive 5136.13, “Defense Health Agency”, September 12, 2023

2.3.2 DHA Procedures Manual 6430.02, “Medical Logistics (MEDLOG) Linen Services Management”, June 16, 2021

2.3.3 DHA-Procedural Instruction 6430.02, “Defense Medical Logistics (MEDLOG) Enterprise Activity (EA),” September 27, 2018

2.3.4 DoD Instruction 6430.02, “Defense Medical Logistics Program,” August 23, 2017

2.3.5 Guidelines for Environmental Infection Control in Health-Care Facilities (2003), U.S.

Department of Health and Human Services Centers for Disease Control and Prevention (CDC), Updated: July 2019.

2.3.6 U.S. Department of Labor, Occupational Safety and Health Administration. Occupational Exposure to Bloodborne Pathogens: final rule (29 CFR 1910.1030). Federal Register 1991;56:64004–182.

2.3.7 Joint Committee on Healthcare Laundry Guidelines. Guidelines for Healthcare Linen Service. Hallendale, FL: Textile Rental Service Association of America, 1999.

2.3.8 U.S. Department of Labor, Occupational Safety and Health Administration. Occupational Exposure to Bloodborne Pathogens: final rule (29 CFR 1910.1030). Federal Register 1991;56:64004–182.

2.3.9 Garner JS, Favero MS. Guideline for handwashing and hospital environmental control.

Atlanta, GA: U.S. Department of Health and Human Services, Public Health Service, Centers for Disease Control, 1985. Document No. 99–1117 (Also available at Infect Control 1986; 7: 231– 43.)

2.3.10 HLAC Accreditation Standards, current edition.

2.3.11 American National Standards Institute/Association for the Advancement of Medical Instrumentation Standard ANSI/AAMI ST 65:2008, Processing of Reusable Surgical Textiles for Use in Healthcare Facilities

2.3.12 DoD Records Disposition Schedules, Record Group 330: Office of the Secretary of Defense, Oct 2023

2.3.13 U.S. Code of Federal Regulations, Title 29, Subpart 1910.1030

PART 3

3. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government will provide Government Furnished Services in support of this contract. The Government shall provide guidance on appropriate safety measures related to handling hazardous materials, waste, or regulated medical waste if encountered during performance of this contract while on-site at the Government facility.

3.1.1 LCO – each government MTF shall assign a designated point of contact for linen and laundry programs, appointed by the facility administration. The LCO will sponsor Contractor personnel needing access to the installation, and operate as a direct liaison for the COR.

3.1.2 The Government shall designate personnel at each medical facility responsible for receiving linen deliveries and participate in laundry exchange with the Contractor delivery personnel.

3.1.3 The Government shall provide sponsorship of Contractor individuals requiring access to non-CAC holder JKO accounts for completion of mandatory training. Any DHA Service Member or Government civilian may complete the Non-Government Personnel/Sponsored Account Registration.

3.2 Facilities: The Government shall provide linen storage space and linen dispensers throughout the military medical facilities. This may include any storage equipment used in maintaining internal inventory and distribution throughout the government facility.

3.3 Utilities: The Government will not provide utilities in support of this contract.

3.4 Equipment: The Government will provide a scale at pickup and drop off location for recording laundry weight upon pick up and drop off. The Government owned scales will be calibrated annually, with a copy of the report provided to the Contractor.

3.4.1 The Government shall provide appropriate storage areas and utilities for on-site storage of medical linens, to include hazardous materials and regulated medical waste.

3.5 Materials: The Government shall provide linen bags for use with soiled linens. Linen bags for containment of soiled linens will be furnished by the Government, these bags will be laundered or sanitized in accordance with laundry standards specified in this PWS and returned to the MTF for re-use.

3.5.1 The Government shall develop their linen cleaning, storage, and management requirements in accordance with evidence-based sources such as the Occupational Safety and Health Administration (OSHA), Centers for Disease Control (CDC), Healthcare Laundry Accreditation Council (HLAC), the National Association of Institutional Linen Management, Defense Health Agency (DHA), and/or the local or state authority having jurisdiction. The Government may modify contaminated linen processing requirements in response to current and new emerging pathogens as required by OSHA, CDC, or DHA policy. Any modifications to the contract requirements will be provided in writing.

PART 4

4. CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor will provide Contractor Furnished Services required in support of this contract.

4.1.1 The Contractor shall provide laboratory testing results to the COR.

4.2 Contractor Identification: The Contractor shall provide all Contract Service Providers (CSP’s) working under this contract with a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment as employee identification. The Contractor shall ensure that all employees present a professional appearance that is appropriate for this position. Clothing shall be neat, clean, and in good condition. Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel.

4.3 The Contractor’s personnel shall be knowledgeable of schedules and locations to perform all requirements in an efficient manner. Upon arrival at the government facility, the contractor shall be in a distinct uniform with the company logo and carrying a picture ID badge.

4.4 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work listed under Part 5 of this PWS. The Contractor shall provide any and all property or services necessary for full performance of this contract’s requirements that is not specified as furnished by the Government.

4.4.1 Security: For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated subcontractor 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 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.

4.5 Materials: The contractor shall supply at no cost to the government, serially numbered delivery tickets in duplicate for use in listing items and the number of articles or weight of articles to be laundered. The delivery tickets shall indicate the following information (1) contract number, (2) List of all types of laundry to be serviced, (3) The number or weight of pieces to be serviced.

4.5.1 The Contractor shall provide (but not limited to) laundry/dry cleaning delivery tickets, facilities, vehicles, equipment, tools, weight scales/weighing systems, bundle tie machine, materials, laundry carts with shelves, racks and hangers for dry cleaning articles, heavy duty hangers to hold cubicle curtains during delivery and storage at the government/DHA Component medical facility, protective covering for laundry/dry cleaning articles, marking tapes, pad covers, plastic and packaging materials, sizing, soaps, detergents, bleaches, starches, spotting agents, and any other material required/necessary to perform the work required under this PWS/contract. The TO COR or TO KO/KS may inspect Contractor furnished items for adequacy and compliance with contract requirements. Inadequate items shall be removed and replaced by the Contractor at no cost to the Government.

4.5.2 The Contractor shall provide garment hangers of sufficient strength and size to hold linen articles without sagging or breaking during transit or normal use. Hangers shall be of a type that do not stain garments and leave no rust. Hangers will be returned to the Contractor to be reused on this contract.

4.5.3 The contractor shall provide their employees all appropriate protective clothing as required by OSHA.

4.5.4 The Contractor shall submit a written list of Contractor-furnished supplies, to include chemical products and applicable OSHA Safety Data Sheets (SDS), to the COR not later than ten

(10) calendar days after contract award date. The Contractor shall not use any supplies, cleaning products, or material prior to receiving written approval of the COR and Infection Prevention and Control Committee (IPaC) or equivalent entity.