Laundry PWS-Solicitation updated 20 June 2012.pdf

FA4528-12-R-0012

Attachment 1

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PERFORMANCE WORK STATEMENT

FOR

LINEN AND DRY CLEANING SERVICES

AT

MINOT AFB

1 March 2012

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LINEN & DRY CLEANING SERVICES

Table of Contents

1 DESCRIPTION OF SERVICES Page 3

2 SERVICE SUMMARY Page 7

3 GOVERNMENT-FURNISHED PROPERTY/EQUIPMENT Page 8

4 CONTRACTOR FURNISHED MATERIALS/EQUIPMENT Page 8

5 GENERAL INFORMATION Page 8

6 CONTRACTOR PERSONNEL Page 9

7 SECURITY REQUIREMENTS Page 9

8 QUALITY CONTROL Page 9

9 QUALITY ASSURANCE Page 10

10 RECORDS Page 10

11 MISSION ESSENTIAL Page 10

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PERFORMANCE WORK STATEMENT LINEN & DRY CLEANING SERVICES

1.0. DESCRIPTION OF SERVICS.

1.1. SCOPE OF WORK. The Contractor shall provide all personnel, equipment, tools, materials, supervision, transportation, supplies and other items or services necessary to perform laundry and dry cleaning services, including pickup and delivery, as defined in this Performance Work Statement (PWS). Performance shall be in accordance with the scope of this Performance Work Statement (PWS), manufacturer’s recommendations, and NAILM Procedures for

Infection Control Practices. The estimated quantities of work are listed in the offeror schedule.

1.2. PICK UP AND DELIVERY. The Contractor shall pick up soiled laundry and dry cleaning, and deliver clean laundry and dry cleaning. The total counts/weights of linen and articles to be picked up and delivered will be recorded and verified daily by COR personnel. If the Contractor’s count differs from the Government count, the Contractor shall annotate the variance on the delivery ticket returned to the Government the next business day.

1.2.1. The Contractor shall pickup and delivery at the following locations/time frames at Minot Air Force Base:

Facility Pickup Location Time

MAFB Clinic 194 Missile Ave, Medical Logistics Loading Dock 0800 – 1200

Linen Exchange 138 Peacekeeper Place 0800 – 1200

Sakakawea Inn 173 Summit Drive 0800 – 1200

VQ Housekeeping Facility 163 Missile Avenue 0800 – 1200

Veterinary Clinic 284 Missile Avenue (Tuesday/Friday) 0800 – 1200

New TLF Opening Summer 2014 0800 – 1200

Vehicle Equipment (VES) 543 Minuteman Drive (Friday) 0800 – 1200

Note: Special pickup and deliveries for the 5 OSS (Alert Facility), VES (543 Minuteman Drive) or other organizations served by Linen Exchange will be coordinated on an as-needed basis.

1.2.2. Pickup and delivery of laundered items are as indicated below:

Pickup Delivery

Monday Tuesday

Tuesday Wednesday

Wednesday Thursday

Thursday Friday

Friday Monday

1.2.3. Pickup and delivery of items laundered for the Veterinary Clinic Only are as indicated below:

Tuesday Friday

Friday Tuesday

1.2.4. Pickup and delivery of dry cleaned articles are as indicated below:

Tuesday Thursday

Thursday Tuesday

1.2.5. All items will be picked up and delivered as scheduled, with the exception of holidays or military down days. In the event a holiday/military down day falls on a scheduled pickup or delivery day, the scheduled action will be performed on the next business day following the holiday/military down day – Monday through Friday.

1.2.6. Laundry picked up and delivered shall be manifested with copies of delivery tickets provided to the COR or facility POC on the same day the service is rendered. The Contractor will record the delivered quantities or weights after cleaning for picked up and delivered items.

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1.2.7. The Contractor will print and provide the delivery ticket forms on which pickup and delivery of laundry and dry cleaning will be recorded. Commercially available tickets are encouraged; three copies are required.

1.2.8. The Contractor shall return linen to the pick-up point and designated facility representative from which it was collected. Linen deliveries will not be left unattended.

1.2.9. The Contractor shall package laundry for delivery.

1.3. TRANSPORTATION AND STORAGE OF ARTICLES

1.3.1. 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.

1.3.2. Laundry Carts.

1.3.2.1. The Contractor shall provide laundry carts for storage and transportation of linen in, to, and from Contractor’s place of business. Contractor shall provide all empty carts requested by any of the facilities. Carts are required to have a maximum length and width of 4’ X 1.5’ and a minimum height of 4’. Empty carts shall be left at each location during delivery of clean linen for the next scheduled pickup of dirty linen.

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

1.4. PERSONNEL.

1.4.1. Contract Manager. The Contractor shall provide a contract manager who shall be responsible for performance of work outlined in this PWS. The name of this person and an alternate(s), who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer.

1.4.2. Delivery Personnel. The Contractor will work with the Contracting Officer to ensure delivery personnel possess the appropriate base clearances and entry passes to avoid the need for Government escort personnel.

1.5. MISSING ARTICLES. The quantity of articles delivered, as indicated by the unit quantity of the offeror schedule, shall equal the quantity of articles picked up. The Government will indicate quantities shipped on the delivery ticket. Any variances noted by the Contractor shall be immediately brought to the attention of the

Government. The Government will also count items returned. The Contractor shall annotate the quantity of returned items contained in each bundle on the outside of the package. Items not delivered will be considered shortages in the delivery quantity, and any shortage shall be noted on the manifest. The Contractor shall deliver any shortages in the next regularly scheduled delivery at no additional cost to the Government. Any articles missing for 7 calendar days will be replaced by the Contractor with a like new item of equal quality.

1.6. WORKMANSHIP AND SANITATION. Delivered finished articles shall conform to the accepted industry standards of quality for cleanliness, finish, and appearance. All work performed shall be done under sanitary conditions. The items shall be not only clean in the sense of being free from soil, stains and odors, but also free from bacteria, fungi and other microorganisms—including pathogens or disease-producing organisms. Articles shall be clean, free from soil, lint, debris, hair, dust, stains, dampness, cleaning chemicals, and mildew. The Contractor shall wash items at a temperature that achieves cleaning standards while minimizing shrinkage.

1.6.1. Polyester/cotton garments, fitted sheets, bedspreads, and all other articles shall be cleaned in a manner that prevents wrinkling and shrinking of fabric.

1.6.2. The Contractor will use a fabric softener on towels, sheets, pillow cases, blankets, bedspreads, bath mats, scrubs, shirts and pants.

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1.6.3. Bleaching of Items. Fabric-safe bleach shall be used on colored articles. Items to be bleached shall be bleached by a method that prevents yellowing, color loss or degradation of fabric.

1.6.4. Stains. The Contractor shall provide stain removal treatment for those items the Government has identified with hard-to-remove stains.

1.6.5. 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.

1.6.6. Water Temperatures will be in accordance with the Association for Professionals in Infection Control and

Epidemiology (APIC) Guidelines for Laundry, 1996, and NAILM, Procedures for Infection Control.

1.6.7. Field jackets and parkas shall receive water repellant treatment. All treated articles shall repel water and resist absorption.

1.6.8. Washroom Test. Once each quarter, washroom tests for tensile strength and whiteness retention shall be conducted in accordance with Occupational Safety Health Act (OSHA) standards and instructions by processing two (2) laundry washroom test pieces (swatches of material) in the washing of Government white sheets and pillowcases. The test piece service and the laboratory evaluation of the test pieces shall be provided by an approved laboratory. National

Association of Institutional Linen Management (NAILM), 2130 Lexington Road, Suite H, Richmond, NY 40475 and

International Fabricare Institute (IFI), 12251 Tech Road, Silver Springs, MD 20304, are two known acceptable laboratories. Should the Contractor propose to obtain these services from a laboratory other than one of these two, the proposed laboratory shall be submitted to the Contracting Officer at the pre-performance conference or two weeks prior to the performance start date, whichever is earlier, for approval. Tensile strength loss shall not exceed 10%, and whiteness retention shall not be less than 96% for the NAILM washroom test and 109 for the IFI washroom test.

Whenever tensile strength loss or whiteness retention deficiencies occur, the Contractor shall take corrective action within five (5) workdays and retest. This process shall be repeated until tensile strength loss and whiteness retention is within prescribed tolerances. Contractor shall provide a copy of all test results to the Contracting Officer not later than five (5) workdays from receipt.

1.6.9. State or Local Department of Health Requirements. Compliance with all certification or labeling requirements, arising from federal, state, or local Department of Health regulations, and Occupational Safety and Health

Administration (OSHA), is the responsibility of the Contractor.

1.7. WEIGHTS. The difference in weight between bulk delivered clean laundry and bulk picked up soiled laundry shall not exceed a variance of eight (8) percent. The Contractor shall reimburse the Government in accordance with

DFARS Clause 252.237-7015 (b) for any variance exceeding eight (8) percent.

1.8. REPAIRS

1.8.1. Reimbursable. Field jackets/coveralls requiring replacement of zippers, snaps, open seams, or tears will be identified by the Government at the time of pickup. The Contractor will be paid in accordance with the applicable contract line item as listed in the offeror schedule.

1.8.2. Non-Reimbursable. Except for articles determined to be unserviceable in accordance with paragraph 1.10, the

Contractor shall repair all minor rips, tears, open seams, and holes using thread and materials of the same quality, compatible color, color fastness, and texture as that used in the manufacture of the articles. In addition, the Contractor shall replace all broken or missing buttons of matching color and similar appearance and quality. All such repairs are performed at no additional cost to the Government.

1.9. REPERFORMANCE OF LAUNDRY OR DRY CLEANING. The Contractor shall inspect laundered items.

Articles found to have been unsatisfactorily cleaned shall be recleaned at no additional cost to the Government. When the Government finds unsatisfactorily cleaned items, such articles shall be identified by the COR to the Contractor’s representative at the next scheduled pickup. After they are recleaned, the Contractor shall package these items separately and identify by marking ―COR Rework‖.

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1.10. DAMAGES. The Contractor has 12 hours to identify damaged laundry. Any damages identified past that time will be assumed to be made by the Contractor.

1.10.1. The Contractor shall inspect all articles before cleaning. Any items damaged by rips, tears, shredding, or holes shall be removed before cleaning and returned under separate wrap with originating manifest number clearly marked on the outside of the package. Any unserviceable items not returned in this manner are considered the responsibility of the Contractor and shall be replaced with like items at no additional cost to the Government.

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

1.11. PACKAGING. All articles shall be returned as specified in the Offeror Schedule. If not designated, articles shall be returned wrapped in clear film completely sealed to prevent contamination. Articles wrapped in clear film will be labeled: item and quantity on the outside of each with a marker. All items will be bundled or packaged by item/size/type, and marked accordingly. If items are to be placed on hangers, the hangers will be of a type that will not stain garments.

1.12. CONTRACTOR QUALITY CONTROL It is the Contractor’s responsibility to perform high-quality work for delivery to the Government. The Contractor shall submit a quality control plan for the Contracting Officer’s acceptance. The Contractor shall maintain a quality program to ensure laundry and dry cleaning services are performed in accordance with this contract and established commercial standards. The quality control plan should reflect the remedies offered by the Contractor for non-performance. The Government-preferred remedy is reperformance at no additional cost. Government personnel will monitor the success of the Contractor’s quality control program.

1.13. QUALITY ASSURANCE The Government reserves the right to inspect the Contractor’s facility and observe in-process work to assure performance is in accordance with contract requirements. The inspection(s) may be announced prior to visit.

1.14. PUBLICATIONS. Publications applicable to this Performance Work Statement are listed below. The

Government has determined compliance with these publications shall be a mandatory requirement for the Contractor.

The Contractor is responsible for obtaining all publications.

Air Force Publications may be downloaded from the following web site http://www.e-publishing.af.mil

Publication No. Title Applicability

AFI 34-246, Ch 6 Air Force Lodging Program Mandatory

NAILM National Association of Institutional Mandatory

Linen Management

AFI 33-322 Records Management Program Mandatory

AFMAN 33-363 Management of Records Mandatory

AFMAN 33-364 Records Distribution – Procedures and Responsibilities Mandatory

1.15. 5th MEDICAL GROUP.

1.15.1. PICKUP AND DELIVERY. The total weights of linen and articles to be picked up and delivered will be verified daily by the housekeeping personnel in accordance with the Hospital Aseptic Management Systems (HAMS) contract and recorded with the COR for receiving purposes. The Linen Contractor will validate the weight of soiled laundry that has been picked up. Likewise, HAMS personnel will verify quantities of clean linen received from the

Linen Contractor. Any discrepancies shall be resolved; the Linen Contractor may modify the delivery ticket in pen to obtain concurrence by HAMS contractor personnel. The Linen Contractor shall ensure the weight variance between picked up and delivered laundry items will not exceed 8% allowing for water weight and dirt when weighing clean linen.

http://www.e-publishing.af.mil/

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1.15.2. CONTAMINATED LAUNDRY. The Contractor is responsible for properly handling all contaminated laundry in accordance with OSHA standards. All soiled laundry is to be considered contaminated. The standards of

APIC Guidelines, Chapter 10, 1996, JCAHO and OSHA Standards and Guidelines will be followed for separation and handling of clean and soiled laundry.

1.15.3. NURSERY AND PEDIATRIC GARMENTS. Nursery and pediatric garments shall be washed, rinsed free of soap, and treated with a souring agent and a sufficient quantity of a textile-softening agent to insure fluffiness and sterilization.

1.16. 5th FORCE SUPPORT SQUADRON.

1.16.1. LABEL INSTRUCTIONS. Cleaning of gortex parkas, gortex pants, jackets, lined/unlined draperies, EcoPure blankets, bunny pants, parkas, flight suits/jackets, cook uniforms, and other garments, etc. shall comply with label requirements on article or approved alternate method from the Contracting Officer.

1.16.2. EcoPure Blankets have a fiber fill core which will melt at high heat; washing instructions include: Use large capacity washer to avoid crowding, cold water, mild soap and gentle cycle. Do not use chlorine bleach. Tumble dry in low heat.

1.16.3. Pillows may be machine washed; care must be taken to ensure they are thoroughly dry before packaging. Care instructions include: use large capacity washing machine, warm water, mild soap and gentle cycle. Do not use chlorine bleach. Tumble dry at low heat in large capacity dryer.

1.16.4. DOORMATS will be cleaned and changed out weekly at the PREL Shop as listed in Section 4.

1.16.5. SLEEPING BAGS. A maximum of 50 sleeping bags will be picked up and cleaned at one time.

1.16.6. CONTAMINATED LAUNDRY

1.16.6.1. Contaminated laundry will be given to the Contractor in easily identifiable containers. The Contractor shall pickup and clean contaminated laundry.

1.16.6.2. Chromate rags will be stored in Contractor-provided red barrels. Excess liquid will be removed by the user prior to being placed in the red barrel. The Contractor has the option to provide water-soluble bags into which chromate rags will be placed before placing in the red barrels. No bag shall exceed the weight limitation of 25 lbs, nor contain any foreign material such as, liquids, plastic containers, garbage, etc.

1.16.6.3. For drop off weight references, see section 1.7.

1.16.7. SHARPS CONTAINERS. A sharp container will be supplied to the Contractor upon request for disposal of sharps/and or instruments inadvertently left in laundry. These items will be removed prior to the processing of laundry.

All items found will be returned to 5th Medical Group.

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2.0. SERVICE DELIVERY SUMMARY

Performance Objective PWS Paragraph Performance Threshold

Comply with Pickup and

Delivery Schedules

Para 1.2. and 1.15.1

Contractor must meet requirement with no more than 2 validated customer complaints per item type per month

Comply with Packaging

Requirements

Para 1.11 with no more than 2 validated customer complaints per item type per month

Comply with Workmanship and

Sanitation Requirements

Para 1.3, 1.6 with no more than 2 validated customer complaints per item type per month

Deliver Correct Quantities

Para 1.2, 1.7, 1.15, and 1.16 with no more than 2 validated customer complaints per item type per month

Perform Repairs

Para 1.8

95% of the time

Comply with Vehicle Interior

Requirements

Paragraph 1.3

The Contractor must comply with vehicular requirements 100% of the time

Comply With Washroom Test Para 1.6.8 100 % of the Time

Comply with Weight Variation

Between Picked Up and Delivered

Laundry

Para 1.6.8, 1.7, 1.15, and 1.16 100 % of the Time

3.0. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT – N/A.

4.0. CONTRACTOR FURNISHED MATERIALS/EQUIPMENT.

4.1. Contractor Provided Materials:

LINEN EXCHANGE

LODGING

(SAKAKAWEA

INN) HSKPG

FACILITY BLDG

LODGING

(SAKAKAWEA INN)

HSKPG FACILITY

BLDG 163

PREL

SHOP

BLDG 543

2 ea Garment Hanging

Racks

2 ea Garment Hanging

Racks

2 ea Garment Hanging

Racks

3.5’ x 8’ Door Mats (x2)

1-2 Laundry Cart 3-4 Laundry Carts 2-3 Laundry Carts 4 ea Red Barrels

4.2. Items furnished by the Contractor will remain the property of the Contractor for the term of the contract as listed in paragraph 4.1 Items lost, stolen, misplaced, or abused other than normal wear and tear will be charged at a fair replacement cost mutually agreed by the using facility, COR, and Contracting Officer.

4.3. No Laundry Carts need to be furnished for MAFB Clinic and the Veterinary Clinic. Soiled laundry and dry cleaning will be bagged by the Government and picked up by the contractor from the respective clinics.

5.0. GENERAL INFORMATION.

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5.1. VEHICLE AND DRIVER REGISTRATION. The Contractor shall complete all requirements at Minot AFB for contract personnel who require base access. Contractor shall ensure vehicle and driver comply with Base Security

Forces requirements for proper identification and registration.

5.2. OBSERVED HOLIDAYS. The following dates are observed holidays; service is not required:

New Years Day - January 1

Martin Luther King, JR’s Birthday - Third Monday in January

Presidents’ Day - Third Monday in February

Memorial Day - Last Monday in May

Independence Day - July 4

Labor Day - First Monday in September

Columbus Day - Second Monday in October

Veterans Day - November 11

Thanksgiving Day - Fourth Thursday in November

Christmas Day - December 25

5.3. HOURS OF OEPRATION. The Contractor shall maintain the following customer service hours: 0730 to 1630 hours, Monday through Friday.

5.4. The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees.

The Contract Manager shall ensure specific safety requirements in Air Force Occupational Safety and Health

(AFOSH) standards are complied with by Contractor Personnel when non-compliance would clearly present the potential to harm or damage government resources. The Air Force is not responsible for ensuring that Contractors comply with ―personal‖ safety requirements that do not present the potential to damage government resources.

6.0. CONTRACTOR PERSONNEL

6.1. 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 or alternates, who shall act for the Contractor when the Manager is absent, shall be designated in writing to the Contracting Officer.

6.2. 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.

6.3. The Contract Manager or alternate shall be available during normal duty hours (0730-1730) within 24 hours to meet, on the installation, with Government Personnel (designated by the Contracting Officer) to discuss problem areas.

After normal duty hours, the Manager or alternate shall be available within 2 hours.

6.4. The Contract Manager and alternate or alternates must be able to read, write, speak and understand English.

6.5. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

6.6. Contractor Personnel shall present a neat appearance and be easily recognized as Contractor employees. This shall be accomplished by wearing distinctive clothing bearing the name of the company and employee name.

Uniforms shall be standardized.

7.0. SECURITY REQUIREMENTS. The Contractor shall obtain the following pass and identification items: a personnel identification card for each of the employees hired under the terms of the contract, or ensure that the individual obtains same. Contract Personnel who violate federal laws or regulation may be barred from the installation at the discretion of the Installation Commander. In such cases, the Contractor is responsible for providing adequate manning at all times, regardless of one or more personnel being barred

8.0. QUALITY CONTROL

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8.1. The Contractor shall provide a quality control plan to the Contracting Officer, for acceptance, within 10 days of contract award notification. The Contracting Officer will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before the contract start date.

8.2. The plan shall include a description of the methods to be used for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable as outlined in the Service Summary. The plan shall include methods and procedures for identifying and preventing defects in the quality of service.

8.3. A description of the inspection system to cover all services listed on the Service Summary (SS). The description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations shall be included.

8.4. Develop, implement and maintain a comprehensive Quality Control Program (QCP) that assures compliance with all requirements of this PWS. Safety violation(s) and deviation(s) from established technical data will constitute an unsatisfactory condition(s) and will be documented as such. If the Contractor exceeds the error rate as listed on the

Service Summary, they may be subject to a lower performance evaluation rating. The QCP shall also include procedures for training, qualification and any required certification of employees prior to performance of assigned duties under this contract. Procedures shall include assignment of management responsibility for employee task qualification to specific positions/individuals within the Contractor’s organization, as well as the quality control process that will be utilized to ensure compliance.

8.5. The QASP shall provide a description of the records to be kept to document inspections and corrective or preventive actions taken.

8.6. The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

9.0. QUALITY ASSURANCE

9.1. Government Personnel will record all surveillance observations. When an observation indicates defective performance, the Contracting Officer Representative (COR) will require the Contract Manager or Representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the SS or by methods other than those listed in the SS (such as provided for by the

Inspection for Services Clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions.

9.2. The Contracting Officer may require the Contract Manager to meet with the Contracting Officer, Contract

Administrator, COR, and other Government Personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary.

10.0. RECORDS. All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the

PWS, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management

Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule which may be accessed from the AF-RIMS link located on the Air Force Portal. Records shall be turned over to the Government upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. The Minot AFB

Records Management Office (5 CS/SCSR), 723-3539/3186, will provide assistance and training to the contractor to ensure compliance with Federal record keeping requirements.

11.0. MISSION ESSENTIAL. Linen and Dry Cleaning does not have access to restricted areas or classified information and therefore are not mission essential. The absence after normal hours does not hinder the 5th Bomb Wing or 91st Missile Wing mission.