Attch_2_-_MDG_Laundry_PWS.doc

Performance Work Statement Laundry Services for 47th Medical Group

Laughlin Air Force Base, Del Rio, TX

1. Scope of Work. The Contractor shall provide laundry services to the 47th Medical Group (47 MDG), Laughlin Air Force Base (LAFB) in accordance with contract requirements and compliance with federal, state, and local regulations. The Contractor shall perform laundry services to include, pickup, laundering, packaging, and delivery on a weekly basis for approximately 5,000 pieces per year, as shown below. These amounts are estimates and will fluctuate yearly. All items to be laundered will be provided by the Government.

ANNUAL ESTIMATED WORKLOAD

Scrub Tops Scrub Bottoms Scrub Jackets Lab Coat (White) Lab Coat (Blue)

Privacy Curtains

Blankets Towels Total 4920

1.2. Contractor Personnel. Contractor personnel delivering at LAFB shall present a neat and clean appearance and be easily recognized as contractor employees. Contractor personnel shall also present professional conduct at all times while on LAFB. The Contractor shall provide the Contracting Officer with a list of contractor’s employees, with the name, SSN, Driver’s license information (for those driving on LAFB) prior to the contract start date, and provide an updated employee list to the Contracting Officer no later than the 5th work day of each month. The Contractor shall provide contractor personnel delivering to LAFB with a method of identifying the company name, employee’s first and last name. This may include a name badge, company shirt with employee’s name, etc. Employees must wear identification at all times.

2. Government Furnished Property. The Government will not provide anything for performance on the Contract.

3. Contractor Furnished Property. The Contractor shall provide everything required, except for items to be laundered which will be provided by the government, to perform the work on the Contract. The Contractor shall provide materials for distinctively identifying separate organizational items, e.g. laundry hangars, plastic bag/wrap, tags, washable receipts, etc...

4. Acronyms/Codes. Following are definitions and acronyms used in the contract.

4.1. Acronyms

47 MDG

47th Medical Group

IAW

In Accordance With

LAFB

Laughlin Air Force Base

PWS

Performance Work Statement

QA

Quality Assurance

QC

Quality Control

QCM

Quality Control Manager

2.2. Linen Processing Codes

D Dry

P Press on commercial pressing equipment

MS

Medium Starch

OH

Return on Hangar

W Wash WDFB Wash, Dry, Fold, Bundle

WP Wrap finished work in plastic

5. Specific Tasks.

5.1. The Contractor shall perform contract services for the following types of items as coded.

Items to be Laundered Linen Processing Codes Curtains

WDFB; WP

Blankets (66 x 90 in)

WDFB; WP

Towels (30 x 60 inches)

WDFB; WP

Scrub tops and bottoms

WDFB; P; WP

Scrub jackets

W; D; P; OH

Lab Coats (Blue)

W; D; P; OH

Lab Coats (White)

W; MS; D; P; OH

5.2. Delivery and Pickup. The Contractor shall drive to the 47th Medical Group Clinic (Bldg 375) located in Laughlin AFB. Upon arrival the contractor will be required to park at the Medical Logistics Loading Dock, and then ring the doorbell to the Medical Logistics warehouse. A Medical Logistics technician will then coordinate receipt of all clean/laundered linen along with the contractor’s linen counts. After receipt of the clean linen, the Medical Logistics technician will escort the Contractor to room 392 (designated linen room) for pickup of dirty linen. Delivery and pickup will occur twice a week on Tuesdays and Thursdays between the duty hours of 0900 to 1130 and/or 1300 to 1600. The Contractor is not required to provide service on federal holidays (see attachment) and designated base family/down days. Deliveries and pickups scheduled on recognized holidays, or base family/down days, shall be accomplished on the upcoming Tuesday or Thursday. If the Contractor chooses at their discretion to deliver and pickup linen prior to a federal holiday or base family/down day they will coordinate with the Medical Logistics Office prior to arrival.

5.2.1. Count of Articles: The Contractor is required to provide Medical Logistics with a count sheet of all clean/laundered linen at the time of delivery. Medical Logistics will then count the clean/laundered linen to verify the Contractors count sheet. All discrepancies will be mentioned to the contractor at the time of delivery. If Medical Logistics is not able to verify the counts during the time of delivery, they will verify counts within the same delivery day and contact the Contractor via phone, or email to notify them of any discrepancies. Items turned into the Contractor for laundering will have an attached count sheet that was verified by Medical Group personnel prior to turn in. The Contractor shall sign the count sheet as an acknowledgement of the counts received at the time of pickup. Should any discrepancies be discovered at the laundry facility, Medical Logistics must be notified immediately by either phone or email within the same day of pickup.

5.2.2. The Contractor shall be responsible for loading and unloading laundry. The Contractor shall ensure that dirty/soiled linen does not come into contact with clean linen at any time. The Contractor will pick up dirty linen from room 392 and load them into a separate contractor owned container. A separate Contractor owned container shall be used for the delivery of clean linen.

5.3. Delivery and Pickup Count Sheets – The Contractor shall submit a sample of the delivery count sheet to the Contracting Officer 15 calendar days prior to the contract start date. Any proposed changes to the count sheet thereafter must receive approval from the Contracting Officer prior to contract use.

5.4. Laundering: All work performed for the 47 MDG shall be done under sanitary conditions, in accordance with OSHA Bloodborne Pathogen Standard: 1910.1030. Furthermore all work performed by the contractor for the 47 MDG shall be compliant with the Inspection of Laundry Facility/Services Checklist and the references listed within the checklist. Failure to comply with this requirement shall deem the Contractor in non-compliance.

5.4.1. The Contractor shall use at least 71C (160 F) for 25 minutes with a detergent to wash all items identified in section 5.1 of this PWS. The Contractor shall maintain a water temperature log for the loads that contain 47 MDG linens. The temperature log will include date, time and the recorder’s initials. The Contractor shall provide copies of the temperature log upon request by the Government.

5.4.2. The Contractor shall ensure that at no time 47 MDG items come into contact with other customer’s items.

5.4.3. The Contractor shall ensure linens are pressed resulting in smooth surfaces, without rough dried spots, or wrinkling that is noticeable.

5.4.4. Folding will be accomplished to result in a neat and uniform appearance. Scrub tops and bottoms should be folded so that the distinguishing features that are used as size identifiers are visible (e.g. colored neck collar and pant drawstrings should be readily visible).

5.4.5. Bundling of scrub tops and bottoms will be separate and organized by size for easy accountability and restocking purposes. The Contractor shall ensure that bundling does not result in wrinkling of linens. All bundled items should be bundled in groups of five or ten.

5.4.6. Special Wash: Special wash items are defined as items that have been soiled while in the Government’s possession and will need special attention. Government personnel will separate special wash items and will place in separate plastic bags. The Contractor shall ensure these items are segregated from other laundry items during wash.

5.5. Packaging. All packaging shall be accomplished with plastic film unless otherwise specified in this PWS. All items on hangars shall be covered with plastic film bags. Packaging quantities should be annotated on the outside of all bundles to help with verification of the Contractor’s delivery count sheet.

5.6. Delivery. The Contractor shall deliver the same linen and quantities that were picked up. All items shall be delivered in a sanitary condition after being thoroughly laundered and properly dried, pressed, bundled, and packaged. If items are returned non-serviceable, the Contractor shall label the item “damaged” on the outside of the packaging film. The Contractor must ensure that items are properly sorted; free from damage outside normal wear or tear; and free from visible dirt, debris, dampness, odor, mildew, and cleaning chemical residue or stain as determined by the Government.

5.7. Missing Items: If linen is missing from a delivery, the Medical Logistics office will contact the Contractor on the same day of delivery. Upon notification the contractor will have until the next delivery date to deliver the missing item. If the item is not delivered it will be considered as lost. If an item is declared as lost, the Contractor shall reimburse the Government for the replacement cost. The replacement cost is the market value that the government paid for the item being replaced. This cost will then be offset as a deduction to the appropriate monthly invoice.

5.8. Damaged Items: All laundered items will be inspected by 47 MDG staff prior to the items being picked up and upon drop off by the Contractor. Any items deemed unserviceable will be removed from circulation. Contractor shall repair or replace, at Contractor’s expense, all damaged items that occurred while in the custody of the Contractor.

6. Contract Measurement

6.1. Government Quality Assurance. The Government intends to evaluate the Contractor’s performance under this contract. 100% of the items will be inspected as they are drawn for use by the Government. Government personnel will record all surveillance observations. When an observation indicates defective performance, the QA personnel will notify the Contract Manager or on-site representative. Government surveillance may occur anytime during the performance period of this contract.

6.2. The Contractor’s facility shall be open to inspection of work conditions at any time by a representative of the government. See Inspection of Laundry Facility/Services Checklist. The government reserves the right to perform any test necessary, to determine the sanitary conditions of articles delivered by the contractor.

6.3. Re-Performance of Laundering: If at any time after the delivery, the items have been found to be unsatisfactorily laundered, the Contractor shall re-clean at no additional cost to the Government and returned to the same exchange point the next scheduled delivery day. If the return period should fall on a legal holiday, the item is to be returned the next scheduled delivery day following that holiday. The Contractor shall ensure re-cleaned items are segregated from other laundry items to be washed. The contractor needs to ensure that items being re-cleaned are labeled as such and therefore not included as an item being laundered for cost. For example, items may be labeled as, “re-wash” on the outside of the plastic film or with a tag on items that require a hangar.

6.4. Contractor’s re-performed work shall comply with same requirements as their initial work. Acceptance or rejection will be made on the basis of the final re-inspection.

6.5. The requirement for Contractor to re-perform defective work will not alleviate the Contractor from responsibility to perform all other work in accordance with the terms of the Contract.

7. Applicable Documents.

7.1. Inspection of Laundry Facility/Services Checklist:

7.2. Federal Holiday List:

FEDERAL HOLIDAYS:

New Year’s Day

Martin Luther King, Jr.

President’s Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

7.3. Laundry Replacement Cost:

LAUNDRY ARTICLE PRICES (PER PIECE)

Scrub Tops $18 Scrub Bottoms $18 Scrub Jackets $20 Lab Coat (White) $27.25 Lab Coat (Blue) $27.25 Privacy Curtains $14 Blankets $11.50

Towels $3.80

INSPECTION OF LAUNDRY FACILITY/SERVICES CHECKLIST

LAUGHLIN AIR FORCE BASE, TEXAS Date:

Conducted By: ________________________________

Laundry Facility: ______________________________

References:

JCAHO Guidelines for Healthcare Linen Services, 2007

Association for Professionals in Infection Control (APIC):

“Laundry, Linens, and Textiles” Chap 103

AFI 44-108 Infection Prevention and Control

OSHA Bloodborne Pathogen Standard: 1910.1030

Centers For Disease Control (CDC): “Guidelines for Laundry in Healthcare Facilities”

Healthcare Laundry Accreditation Council (HLAC)

“Accreditation Standards for Processing Reusable Textiles for Use in Healthcare Facilities”

A. PLANT FACILITY

YES

NO

1. Ventilation system has adequate intake, filtration, 10 ac/hr exchange rate and exhaust to keep dust/lint level down to outdoors.

2. Separation of clean and soiled areas by a physical barrier (separate room with closed door) or air flow (soiled linen room = negative pressure; clean linen room = positive pressure)

3. Environmental conditions are adequate: temperature, humidity, cleanliness of area etc.

4. Adequate hand washing facilities or sanitizers available

5. Eating, drinking and smoking is prohibited in all work areas

6. Is the facility equipped with emergency showers, eye wash stations, and other health safety devices i.e. AEDs, spill kits, fire extinguishers?

B. PERSONNEL

1. Employees participate in relevant continuing education program with documentation available. For example, training in personal hygiene, hand washing, how to handle/dispose of sharps, and blood-borne pathogen transmission, biohazard exposure procedure and proper use of personal protective equipment (PPE) and kept for 3 years

2. Personal protective equipment available and in use: gowns, aprons, masks, eye protection

3. Employees remove PPE before leaving receiving/sorting area

4. Hepatitis B vaccine required for all employees kept for 3yrs

5. Personnel are free of infections/removed from area if infected

6. Staffing is adequate

7. Staffing employees receive initial and annual training

C. DELIVERY

1. Clean linen transported in containers exclusively for clean linen, clean hampers lined with plastic or reusable liners if cart isn’t a solid bottom, placed in clean cart with a secure plastic or reusable cover?

2. Clean and soiled laundry is transported separately and/or are there physical barriers separating clean form soiled linen?

3. Cleaning of carts/trucks is properly done by steam cleaning or with soap and water solution. In either case, followed by germicidal agent?

4. Linens wrapped in fluid-resistant bundles/wrapped in plastic?

D. SOILED LINEN PROCESSING

1. Soiled linen is handled as little as possible and with minimum agitation

2. Compliance with standard/universal precautions is observed in the soiled linen area – sharps disposal units available

3. Wash formula: adequate temperature, time soap/detergent/bleach used:

71C/160F x 25 minutes?

4. Washer thermometer visible and calibration data available?

5. Wash standards by soiling used(cycle time, water level, temp, chem. used)

6. Linens to be destroyed are processed prior to disposal?

7. MSDS are available for staff to review?

8. Soiled/dirty linen area cleaned & disinfected after each use?

E. CLEAN LINEN PROCESSING

1. Are items dried at an appropriate temperature

2. Ironing equipment maintained at a temp of at least 300 degrees F

3. Adequate shelving and storage for clean linen

4. Is there a quality control process and is it implemented

F. HOUSEKEEPING

1. Adequate cleaning procedures are developed and implemented regarding:

· Cleaning and care of equipment and work areas

· Maintenance of cleaning schedules

· Documentation of cleaning

G. QUALITY ASSURANCE

1. The provider shall have a written policies and procedures covering areas of responsibility relating to the service provided

2. The provider shall maintain documentation of the identification of problems and methods to resolve them.

3. The provider and user shall periodically review the laundry/linen program

H. ACCREDIDATION/LICENSE

1. Does the facility have a current business license?

2. Is facility accredited by Health Care Laundry Accreditation Council (HLAC)?

3. Has the facility been inspected by any other agency since the last inspection - If yes, list agency(ies):

NOTES:

UNK: is “unknown” as this item was not reviewed/available

D. SOILED LINEN PROCESSING

1. Soiled linen is handled as little as possible and with minimum agitation

2. Compliance with standard/universal precautions is observed in the soiled linen area – sharps disposal units available

3. Wash formula: adequate temperature, time soap/detergent/bleach used:

71C/160F x 25 minutes?

4. Washer thermometer visible and calibration data available?

5. Wash standards by soiling used(cycle time, water level, temp, chem. used)

6. Linens to be destroyed are processed prior to disposal?

7. MSDS are available for staff to review?

8. Soiled/dirty linen area cleaned & disinfected after each use?

E. CLEAN LINEN PROCESSING

1. Are items dried at an appropriate temperature

2. Ironing equipment maintained at a temp of at least 300 degrees F

3. Adequate shelving and storage for clean linen

4. Is there a quality control process and is it implemented

F. HOUSEKEEPING

1. Adequate cleaning procedures are developed and implemented regarding:

· Cleaning and care of equipment and work areas

· Maintenance of cleaning schedules

· Documentation of cleaning

G. QUALITY ASSURANCE

1. The provider shall have a written policies and procedures covering areas of responsibility relating to the service provided

2. The provider shall maintain documentation of the identification of problems and methods to resolve them.

3. The provider and user shall periodically review the laundry/linen program

H. ACCREDIDATION/LICENSE

1. Does the facility have a current business license?

2. Is facility accredited by Health Care Laundry Accreditation Council (HLAC)?

3. Has the facility been inspected by any other agency since the last inspection - If yes, list agency(ies):

NOTES:

UNK: is “unknown” as this item was not reviewed/available