Attachment_2_Grissom_Air_Reserve_Base_Lodging_Laundry_Statement_of_Need_Dated_25_March_2019.doc

GRISSOM AIR RESERVE BASE

LODGING

LAUNDRY

STATEMENT OF NEED

1. DESCRIPTION OF SERVICES. The contractor shall provide all plant facilities, labor, equipment, tools, materials, supervision, and any other items and services necessary to perform Laundry Services for the Grissom AF Inn at Grissom ARB, as defined in this Statement of Need (SON), and in accordance with contract requirements.

1.1. The contractor shall accomplish all tasks to meet the requirements of this SON and the Service Delivery Summary (SDS). Laundry services required included LAUNDRY SERVICES.

Pick-up and delivery schedules are met, correct quantities of laundry are delivered, laundry is delivered free of all visible dirt, debris, dampness, offensive odors, mildew, cleansing chemicals residue, has a uniform appearance, and items are properly finished and packaged.

1.2. Contractor shall ensure items received in a wet or moist condition are processed to prevent development of mildew, rust, or other stains/marks.

1.3. Contractor shall ensure that pickup and delivery of linen items at the lodging facility, Bld. 471 are timely. Contractor shall ensure each customer receives the same linen and quantity shipped and shall annotate on the form any linens held behind for recleaning. The contractor shall be responsible for loading and unloading laundry. Contractor shall ensure that soiled laundry does not come into contact with clean laundry. The contractor shall process and return all linen to Grissom ARB no later than 24 hours from the day of pick-up unless specified on the form as kept behind for recleaning or held over the weekend/holiday.

1.4. COUNT OF ARTICLES. Items being turned into the contractor will be counted by the organizations or a government representative before the number counts are permanently affixed to the laundry ticket. The contractor and a government representative shall sign the laundry ticket when items are picked up and delivered. The contractor shall furnish the original copy of the laundry ticket to Lodging personnel, with duplicate copies to the customer. The contractor shall be liable for return of the number and kind of articles turned in for service under this contract. The contractor shall provide and maintain a minimum of 10 laundry bins at Bldg 471 for the pre-pick up loading of counted articles.

1.5. STATE OR LOCAL DEPARTMENT OF HEALTH REQUIREMENTS. Contractor shall ensure that its operations comply with any certification of labeling requirements arising from state and local Department of Health Regulations.

1.6. REPAIRS. The contractor shall replace, at its expense, all damages to individual garments which occur while in the custody of the contractor, to include rips, tears, holes, open seams, and replacement of buttons and repair or replacement of broken zippers. Thread, material, zippers, and buttons of the same type, texture, manufacturer quality, color and color fastness as that used in the manufacture of the garment shall be used for repair and replacement. Any item with a rip or tear in excess of 4 inches long is considered damaged beyond repair. The unserviceable condition of each individual garment shall be so noted on the laundry ticket during the (customer turn-in) process. Contractor shall ensure that unserviceable items are segregated from other laundry items, and are readily identifiable upon return to the government as unserviceable. For example, items may be labeled or tagged stating “unserviceable.” Any items needing replaced must be purchased from Lodging approved source.

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

1.8. REPERFORMANCE OF LAUNDERING – REWASH. Any items found to have been unsatisfactorily laundered as determined by the contracting officer or his/her authorized representative shall be re-laundered at no additional cost to the Government. Such items will be identified by lodging personnel to the contractor’s representative after the unsatisfactory condition is discovered. The item(s) shall be re-laundered and returned on the next normal delivery day after the time they were picked up by the contractor. If the return period should fall on a legal holiday, the item is to be returned on the next normal delivery day following that holiday. Contractor shall ensure re-washed items are segregated from other laundry items and other types of items to be re-washed, such as sheets and blankets, when returned. Contractor shall also ensure that items are readily identifiable upon return to the government as re-wash items, to include the date and load number with which they were originally returned. For example, items may be labeled with a tag stating, “Re-wash tag 001.”

1.9 WORKMANSHIP AND SANITATION. Delivered finished articles shall conform to the generally accepted industry standards of quality of cleanliness, finish, and appearance. All laundry shall be delivered in a sanitary condition after being thoroughly laundered and properly dried. All work performed on Grissom ARB laundry shall be done under sanitary conditions, in accordance with generally accepted industry standards and Department of Health Regulations. The contractor’s facility shall be open to inspection of sanitary conditions at any time by a representative of the government, and the government reserves the right to perform or cause to have performed any test necessary, to determine the sanitary condition of articles delivered by the contractor. Contractor shall ensure that at no time Grissom ARB items come into contact with items of other customers that may be in progress.

1.10 MISSING LINEN. If any linen items are missing from a delivery, the contractor shall, on the same day the shortage occurs, issue a shortage ticket to be redeemed by the government in the next regularly scheduled delivery at no additional cost to the Government. All laundry items not delivered on the next scheduled delivery day after the original scheduled delivery date will be considered as lost. If a lost item is not delivered by the last contractor workday of the month the item is lost, and the contractor shall reimburse to the government the replacement cost of the item. That cost will be offset as a deduction to the appropriate invoice.

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

2. PACKING AND BUNDLING PROCEDURES FOR LAUNDRY. Laundry delivered to Grissom ARB shall be wrapped in accordance with method of finish codes noted below each item identified in Appendix A of contract Linen will be bundled as follows:

Laundry:

Items to be folded and packaged in accordance with commercial practice Bath Towels

WDF-WP

10 ea

Bath mats

10 ea

Hand Towels

20 ea

Washcloths

40 ea

Pillow Cases

WDF-I-WP

30 ea

Pillow Protectors

WDF-WP

30 ea

Mattress Cover, queen

WDF-WP

2 ea

Mattress Pads, queen

WDF-WP

5 ea

Blankets, queen

1ea

Pillows

WD-WP

1 ea

Sheets, flat

WDF-I-WP

5 ea

Sheets, fitted

WDF-I-WP

10 ea

Bedspreads

WD-P-WP

1 ea Bed skirt

WDF-P-WP

1 ea

Drapes, Synthetic/Cotton (On hangers)

WD-P-OH

1 set

METHOD OF FINISH CODES

B Return in plastic garment bag R Roll

D Tumble dry S Starch

DL

De-lint T Tie items with twine/string

F Fold W Wash

FP

Flameproof

WDF

Wash, dry, fold

I Press on flatwork ironing equipment

WP

Wrap finished work in plastic

OH

Return finished work on hangers

P Press on commercial pressing equipment

3. PICKUP AND DELIVERY. The contractor shall pick up soiled laundry and deliver clean laundry in accordance with the pick up and delivery locations and times identified below. No pickup or deliveries on federal holidays:

Location (Pickup and

Pickup/Delivery Time

Delivery Points)

Building 471 Lodging

Mon/Tue/Wed/Thu/Fri 7:30 a.m. to 11:30 a.m.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES.

4.1. Materials for distinctively identifying separate organizational items (tags, tabs, washable receipts, laundry pins, etc)

4.2. Pickup and Delivery Tickets – Individual and Organizational. The contractor shall submit a sample of the pick-up/delivery tickets to the contracting officer for approval.

4.3. Pickup and Delivery Vehicle, Vehicles used in the transportation of items called for in this contract shall be clean, closed, and conform to commercial standards.

4.4. Industrial Laundry Carts for soiled towels and laundry items.

4.5. Clothing Racks and Hangers

4.6. Materials for repair of clothing (thread, zippers, snaps, binding, and collars, anything necessary)

4.7. Laundry Bags

4.8. Blue Tag - Unserviceable

4.9. Red Tag – Special Wash

4.10. Green Tag – Rewash

4.11. Any other supplies, materials and equipment necessary to perform the services required by the contract.

5. QUALITY CONTROL. The basic quality management system must provide for the appropriate controls of service characteristics and attributes during performance, and include inspection and test criteria/methodology/data that is used to verify/validate conformance to acceptance criteria established for the contract. It should describe specific policies, procedures, and practices and identify quality responsibilities for all operational interfaces. The key consideration is the delivery of services that fall within allowable tolerances. Pickup and delivery 95% if not delivery the next business day. Same for next item. PO-3 if items are not clean we send back out for re-cleaning free of charge, and returned the next day after pick up.

6. SERVICE DELIVERY SUMMARY

Performance Threshold timeframe for remaining 5% delivery is the next business day for all Performance Objectives. PO-3 If items are not clean they will be sent back out for re-cleaning free of charge and returned the next day after pick up.

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES. - NONE

8. GENERAL INFORMATION.

8.1. The contractor shall provide a contract manager who will be responsible for the performance of the work. The name of this person and the alternate(s), who will act for the contractor when the contract manager is absent, shall be designated in writing to the contracting officer.

8.1.1. The contract manager or alternate shall be available during normal duty hours within 4 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 designated alternate shall be available within 12 hours.

8.1.2. The Contractor shall not employ any person who is a spouse or dependent child of a Department of Defense employee (either military or civilian) when such DOD employee would be placed in a conflict of interest by virtue of such employment.

8.2. Pass and Identification Items. The Contractor shall ensure all pass and identification items required for contract performance are obtained for employees and vehicles.

8.3. Contractor personnel shall present a neat and clean appearance and be easily recognized as contractor employees. The contractor shall provide contractor personnel working at Grissom ARB with a method of identifying the company name, employee’s first and last name, and job title. This may include a name badge, company shirt with employee’s name, etc. Employees must wear identification at all times.

8.4. Contractor personnel shall present professional conduct at all times while on Grissom ARB. Loud volumes and use of profanity are strictly prohibited.

8.5. Quality Assurance. The government intends to evaluate the contractor’s performance under this contract. Government personnel will record all surveillance observations. When an observation indicates defective performance, the Lodging personnel will notify the contract manager or on-site representative. Government surveillance of tasks not listed in the SDS may occur during the performance period of this contract.

8.5.1 Performance Evaluation Meetings. Performance evaluation meetings may be requested by the government or contractor, should such meetings be necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the contract manager and the contracting officer. If the contractor does not concur with any portion of the minutes, such disagreement shall be provided, in writing, to the contracting officer within 10 calendar days following receipt of the minutes. Government will prepare the minutes for all Performance Evaluation Meetings.

9. HOURS OF OPERATION.

9.1. Normal Hours. The contractor shall perform the services required under this contract Monday, Tuesday, Wednesday, Thursday and Friday, during the hours of 0730 and 11:30.

9.2. Recognized Holidays. The contractor is not required to provide service on the following days:

New Years Day (1 Jan)

Labor Day (1st Monday in Sep)

Martin Luther King’s Birthday (3rd Monday in Jan) Veterans Day (11 Nov)

Columbus Day (2nd Monday in Oct)

Christmas Day (25 Dec)

Thanksgiving Day (4th Thursday in Nov)

Independence Day (4 Jul)

Memorial Day (Last Monday in May)

President’s Day (3rd Mon in Feb)

The pickup/delivery schedule on recognized holidays or as observed shall be accomplished the first scheduled workday following the holiday.

10. TECHNICAL DEFINITIONS

10.1. Laundering - The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action or by hand in water solutions or industrial cleaning chemicals and other additives. For the purpose of this contract, the term includes repellent treating, bleaching, bluing, chemical rinse (sour), starching, ironing, and pressing operations as appropriate to the type of fabric and nature of soil.

10.2. Clean - Finished articles that are dry, free of visible soil, wrinkles, lint, and objectionable odors. Spots and stains are removed where practical to do so without damaging the fabric.

10.3. Unserviceable Articles - No longer useable or repairable for purpose intended.

10.4. Repairable Items - Articles with minor rips, tears (less than four inches), open seams, holes, missing buttons, and broken zippers.

10.5. Processing - All soil, spots, and stains are removed during laundering without damage to fabric.

10.6. Cleanness - Each item is entirely clean, thoroughly dry and free of lint.

10.7. Whiteness/Color - White fabrics are sparkling white, and free of yellow and gray tints or any other unsightly appearance. Colors are bright and clear.

10.8. Smell - Articles are sanitized, free of objectionable odors to include no trace of washroom supplies left in fabrics.

10.9. Starch - Articles such as shirts, trousers, utility clothing, and uniforms which have been starched and pressed have adequate body without excessive stiffness. Fluff dry items are not starched.

10.10. Dryness/Softness - Fluff dry items (tumbled work) such as bath mats, bath towels, hand Towels, mattress pads, mattress covers and blankets are completely dry and soft.

10.11. Finish - Items such as shirts, trousers, utility clothing, uniforms and other wearing apparel must be machine finished so that all surfaces are smooth and wrinkle free. There should be no rough dry spots. These items should retain their original shape and size.

10.12. Flat Work - Flat work items are hand or machine pressed, folded and tied or wrapped in bundles.

10.13. Lost - Not returned on the next scheduled delivery date after the item is discovered missing.

10.14. Damage - A defective condition of an item due to improper processing resulting in the item not being suitable for return to service.

10.15. Adverse Condition - An item received from customer in a state beyond serviceability as determined by Lodging personnel.

APPENDIX A

WORKLOAD ESTIMATES: Laundry workload estimates are as listed in (Appendix A of contract).

EXHIBIT PRICE LIST

NEW CONTRACT

UNIT PRICE

AMOUNT

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Additional items can be added as required

ESTIMATED TOTAL

$0.00

Dated: 7 December 2018