1.1._PWS_Laundry.pdf

PERFORMANCE WORK STATEMENT

LAUNDRY AND DRY CLEANING SERVICE

7th MEDICAL GROUP

DYESS AFB, TX

1 October 2016

TABLE OF CONTENTS

SECTION NUMBER AND TITLE PAGE NUMBER

1. DESCRIPTION OF SERVICES 3

2. SERVICE SUMMARY 5

3. QUALITY ASSURANCE 6

4. GENERAL INFORMATION 7

5. APPENDICES 10

APPENDIX A, METHOD OF FINISH CODES 10

APPENDIX B, ESTIMATED REPLACEMENT COSTS, FINISHING REQUIREMENTS 11

LAUNDRY AND DRY CLEANING SERVICES

DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK. The contractor shall furnish all personnel, equipment, transportation, and supplies, except as specified herein as government furnished, to provide Laundry and Dry cleaning Service, including pickup and delivery at the 7th Medical Group Clinic and 7th Medical Group Physical Therapy at Dyess AFB, TX.

Performance shall be in accordance with the scope of this Performance Work Statement (PWS); The Joint

Commission (TJC) and Air Force Instruction 44-108 INFECTION PREVENTION AND CONTROL PROGRAM linked in paragraph 1.8.2.

1.2. PICK UP AND DELIVERY

1.2.1. Delivery Tickets

1.2.1.1. Medical Group: Laundry picked up and delivered shall be manifested with copies of manifest tickets provided to the Contracting Officer Representative on the same day service is rendered.

1.2.2. The contractor shall package laundry and dry cleaning for delivery as indicated in Appendix B.

1.2.3. Pickup and Delivery Points, Dates and Times:

1.2.3.1. The pickup points for Medical Group on Dyess AFB, TX are:

1.2.3.1.1. Medical Group Clinic, Building 9201 Room B16, 697 Louisiana Drive

1.2.3.1.2. Medical Group Physical Therapy, Building 7104, 465 Avenue B

1.2.3.2. All pickups and deliveries for Medical Group facilities shall be accomplished between the hours of 8:00 a.m. and 10:30 a.m. according to the following chart:

Pickup Day Delivery Day

Monday Wednesday

Tuesday Thursday

Wednesday Friday

Thursday Monday

Friday Tuesday

1.3. MISSING AND DAMAGED ARTICLES

1.3.1. The quantity of articles delivered shall equal the quantity of articles picked up. Items not delivered will be considered shortages in the delivery quantity and any shortage shall be noted on the manifest. Any articles damaged during cleaning process shall be noted on the manifest. The contractor should deliver any shortages due to loss or damage in the next regularly scheduled delivery at no additional cost to the government. Any articles missing for seven (7) calendar days will be considered lost, and the contractor shall reimburse the government with the equivalent cost of the item using Appendix B as an estimate. If an item is damaged beyond repair by the contractor, the contractor shall reimburse the government with exact item, following Air Force mandatory linen standards.

Contractor will bring items to replace all lost & damaged goods to the appropriate Medical Group linen manager on the last working day of every month. The Medical Group linen manager will inspect them to ensure new items meet

Air Force standards. No reimbursement costs will be offset as a deduction to the appropriate invoice(s); contractor must replace all missing or damaged items. Substitution of items for replacement is not authorized. Estimated replacement costs for each item are included in Appendix B.

1.3.2. Unserviceable Articles: The contractor shall clean by appropriate method all unserviceable and non-repairable articles picked up. The contractor shall return to the government all unserviceable and non-repairable articles in a separately marked bundle. All items will be inspected by the Medical Group linen manager to verify if unserviceable items were damaged through normal wear and tear or by contractor negligence. Items that are damaged through negligence shall be replaced in accordance with paragraph 1.3.1.

1.3.3. Unit Of Measure – Weights:

1.3.3.4 Medical Group Laundry: The difference in weight between delivered clean laundry and picked up soiled laundry shall not exceed a variance of eight percent. The Contractor shall reimburse the government for any variance exceeding eight (8) percent according to paragraph 1.3.1.

1.3.4. Unit Of Measure – Each:

1.3.4.1 Physical Therapy Laundry: Due to the lack of scales at Physical Therapy the quantity of articles delivered shall equal the quantity of articles picked up. Items not delivered will be considered shortages in the delivery quantity and any shortage shall be noted on the manifest and worksheet.

1.3.4.2 Cubicle curtains: the quantity of Cubicle Curtains delivered shall equal the quantity of Cubicle Curtains picked up. Items not delivered will be considered shortages in the delivery quantity and any shortage shall be noted on the manifest and worksheet.

1.4. TRANSPORTATION AND STORAGE OF ARTICLES

1.4.1. The contractor shall use an enclosed vehicle for transportation of articles. Soiled and clean articles shall not be transported in a vehicle at the same time. All clean articles are to be protected from contamination and soiling during transit to appropriate facility. After transporting dirty/soiled and contaminated laundry, the vehicle interior shall be cleaned before loading the clean articles.

1.4.2. Contractor is required to provide their own transportation in order to perform the functions required by this contract. Contractor vehicles must be properly registered and insured while on the installation. Contractor shall provide laundry carts for storage and transportation of linen in, to, and from the contractor’s place of business to the delivery location (7th Medical Group and Physical Therapy facility).

1.5. WORKMANSHIP AND SANITATION

Delivered finished articles shall conform to industry standards set by federal, state or local Department of Health regulations, and Occupational Safety and Health Administration (OSHA); of quality of cleanliness, finish, and appearance. All articles shall be cleaned in a manner that prevents wrinkling and shrinking of fabric. All work performed shall be done under sanitary conditions.

1.5.1. Articles shall be clean, free from soil, lint, dust, stains, bacteria, fungi, and other microorganisms including pathogens and disease producing organisms.

1.5.2. Bleach shall not be used on any colored articles. Articles which are bleached shall be bleached by a method that prevents yellowing of the fabric.

1.5.3. Unless otherwise specified in Estimated Replacement Cost, Finishing Requirements, Appendix B, all articles shall be returned wrapped in clear film. Clear film wrap will be done individually or as a bundle, depending on packaging size as listed in Appendix B.

1.5.4. Polyester/Cotton Uniforms

Polyester/cotton uniforms shall be washed and dried in such a manner as to prevent wrinkles and shrinking of fabric.

If chlorine bleach is used, it shall be done without causing yellowing of the fabric

1.5.5. 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

1.6. CONTAMINATED LAUNDRY

Contaminated laundry will be given to the contractor in easily identifiable bags. The contractor shall pick up and clean contaminated laundry in accordance with TJC guidelines, Linen and Laundry Subsection, Infection Control

Section, guidelines.

1.7. REPERFORMANCE OF SERVICES

Articles found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the government.

Such articles shall be identified by the Contracting Officer Representative to the Contractor’s representative at the next scheduled pickup. The contractor shall identify and package these articles separately after they are re-cleaned.

1.8. PUBLICATIONS

1.8.1. Publications that are applicable to this Performance Work Statement are listed below. The government has determined that compliance with these publications shall be a mandatory requirement for the contractor. The most recent copy of each publication can be found at the web addresses below. Before implementing any revision, supplement or amendment that will result in an increase in contract price, and within 30 days of receipt of the revision, supplement or amendment, the contractor shall submit a price proposal to the contracting officer for approval.

1.8.2. PUBLICATIONS LIST

PUBLICATION NO. TITLE APPLICABILITY

TJC The Joint Commission Mandatory

Oakbrook Terrace, IL 60181

PH # 630-792-5800

http://www.jointcommission.org/

AFI 44-108 INFECTION PREVENTION AND CONTROL PROGRAM Mandatory http://static.e-publishing.af.mil/production/1/af_sg/publication/afi44-108/afi44-108.pdf

2. SERVICE SUMMARY.

PERFORMANCE OBJECTIVE PWS REFERENCE PERFOMANCE THRESHOLD

PO-1 Comply with pickup and delivery schedules Para 1.2 No more than one discrepancy per month

PO-2 Comply with packaging Para 1.5.3, Appendix B No more than two discrepancy per month

PO-3 Comply with workmanship and sanitation requirements Para 1.5 No more than one discrepancy per month

PO-4 Comply with transportation and storage of articles Para 1.4 No more than one discrepancy per month

PO-6 Deliver correct quantities (Physical

Therapy & Dry Cleaning Only) Para 1.3.4 No more than two discrepancy per month

PO-7 Comply with weight variation between picked up and delivered laundry Para 1.3.3

The weight difference between the delivered

(clean) laundry and the picked up (soiled) laundry shall not exceed 8% 100% of the time per month http://www.jointcommission.org/ http://static.e-publishing.af.mil/production/1/af_sg/publication/afi44-108/afi44-108.pdf

2.1 SERVICE SUMMARY

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and contractor’s Quality Control Plan (QCP), found below on paragraph 2.3, provide information on contract requirements, and the expected level of contract performance.

2.2 TERMS

Discrepancies, defects, deviation and failures, or other terms used to describe unacceptable service shall be counted against the performance threshold as stated in the Service Summary.

2.3 QUALITY CONTROL

The contractor, not the government is responsible for managing and ensuring that their performance meets terms of the contract. The contractors shall develop and maintain a quality control program (QCP) to ensure laundry services are performed in accordance with commonly accepted commercial practices and services identifies in the PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur.

2.4 QUALITY ASSURANCE

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The Contracting Officer’s Representative (COR) will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract

Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO as instructed by the CO.

2.5. PERFORMANCE ASSESSMENTS

2.5.1. Periodic Validations: This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated schedule of pickups and deliveries. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The QCP or modified version thereof, shall be used for COR scheduled inspections and results documentation.

2.5.2. Customer Complaints: The COR will receive and instigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed after notification.

2.5.3. Other methods of inspections or surveillance. The COR in conjunction with the CO and the Multi-Functional

Team (MFT) may at their discretion change the type of surveillance to ensure contract performance, to include but not limited to 100% inspection, Third Party Audits, Periodic Inspections, and Trend Analysis.

2.5.3.1. Any unsatisfactory inspection (discrepancies) result shall be recorded, and the Contractor shall re-perform the service after notification.

2.5.3.2. Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern or a CDR from the CO.

2.5.3.3. Exceeding the performance threshold as stated in the Service Summary of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period, shall constitute an immediate Progress Meeting with CO and the Multi-Functional Team.

2.6. PERIODIC QUARTERLY PROGRESS MEETINGS

The CO, Functional Commander Functional Director (FC/FD), Contracting Officer’s Representative (COR), other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced into writing, signed by the CO and any other signatures as deemed appropriate, distribution to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office within 10 calendar days, identifying areas of non-concurrence for resolution.

2.7. PRE-PERFORMANCE CONFERENCE

After award of this contract, the Contractor, a Contracting representative, and the Government representative will schedule and attend a pre-performance conference meeting to discuss project requirements and performance schedule.

3. GOVERNMENT FURNISHED EQUIPMENT OR SERVICES

The linens provided are the only GFE (for Medical Group Only)

4. GENERAL INFORMATION

4.1. HOURS OF OPERATION

The Contractor shall perform the services required under this contract during the hours annotated in paragraph 1.2

Pick Up and Delivery.

4.1.1. Normal Base Hours: Base hours of operations are 0730-1630, Monday-Friday.

4.2. FEDERAL HOLIDAYS

New Year’s Day – 1 January

Martin Luther King Day – 3rd Monday in January

Washington’s Birthday – 3rd Monday in February

Memorial Day – las Monday in May

Independence Day – 4 July

Labor Day – 1st Monday in September

Columbus Day – 2nd Monday in October

Veteran’s Day – 11 November

Thanksgiving Day – 4th Thursday in November

Christmas Day – 25 December

4.2.1. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

4.3. BASE CLOSURES

The contractor is not required to perform services on Federal Holidays, AFGSC Family Days, Goal Days or days the base is closed due to inclement weather. Work scheduled but not accomplished because of base closure, will be accomplished as soon as possible after reopening the base.

4.4. PERFOMANCE OF SERVICE DURING CRISIS DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT COMMADERS

According to Department of Defense Instruction (DoDDI) 3020.37, Continuation of Essential DOD Contractor

Service during Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, the CO has determined that Laundry Services requirements under this PWS are essential to be performed during a crisis.

4.5. HAZARDOUS MATERIAL/WASTE MANAGEMENT

The Contractor will be briefed by the 7th Medical Group Hazardous Material/Waste Management monitor on Dyess

AFB Hazardous Material/Waste Management Plan at the pre-performance conference.

4.6. HAZARDOUS MATERIAL HANDLING

The Contractor shall have approval from the base Bio-Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require SDSs.

The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material

Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the SDS for each item to BEE and HAMZART sections for review prior to any chemicals being brought on to Dyess AFB. The Contractor shall maintain one copy of the SDS for each hazardous material line item used within the work center. The Contractor shall not use products that are or contain Toxic 17 chemicals, Extremely

Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic

(PBT) chemicals. Any HM containing one of these banned substances will not be allowed on base.

4.7. TRAINING

The Contractor shall ensure all employees complete the local Air Force Hazardous Communication, HAZMART, and hazardous waste training. The Contractor shall appoint a primary and alternate HAZMART and Hazardous

Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within Dyess AFB and complete SDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs to HAZMART as required.

4.8. TRAFFIC LAWS

The Contractor and its employees shall comply with base traffic regulations

4.9. WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Dyess AFB

4.10. FOR OFFICIAL USE ONLY (FOUO)

The Contractor shall comply with DOD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.11. REPORTING REQUIREMENTS

Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.12. PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all government property and control1ed forms provided for

Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.13. CONTRACT MANAGER

The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within I hour with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the

Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.14. PERSONNEL

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

4.14.1. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.15. SCHEDULES

The contractor shall submit an annual schedule for services described in paragraph l.2 ~ Pickup and Delivery, to the CO for acceptance at the pre-performance conference, identifying facilities by building number in numerical order.

4.16. CONTRACTING OFFICER {CO) AND CONTRACTING OFFICER’S REPRESENTATIVE

(COR)

The CO will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of th.is representative will be provided in writing to the contractor after contact award.

4.17. SAFETY REQUIREMENTS AND REPORTS

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements.

Appendix A

METHOD OF FINISH CODES

The following are the routine requirements for packaging of laundry and method of finish required to be completed by the contractor. Any other special packaging requirements or methods of finish will be specified in writing at the time that service is requested. Definitions of abbreviations for methods of finishing are listed below. Appendix B stipulates the finishing requirements, packaging requirements, and the replacement costs should items become lost or damaged.

B Bundled in clear plastic wrap and labeled by size

BB Bleach Bath C Conditioned

CF Clear film Sealed DC Dry Clean F Fold

FB Folded and Bundled GB Garment Bag MS Medium Starch

OH On Hanger P Pressed R Ro11ed

TD Tumble Dry W Warm Water Wash CO Contractor Option

Appendix B

ESTIMATED REPLACEMENT COSTS, FINISHING REQUIREMENTS

Dry Clean

Laundry - (To Be Determined at time of replacement)

The gross history for last year (2016) was 25,000 lbs.

Item # Description Packaging Size Method of Finish Estimated

Replacement Cost

0003 BAGS-soiled linen 5 in a package W, TD, FB, CF $19.90

0004 BLANKET-green 3 in a package W, TD, FB, CF $33.89

0005 BLANKET-white 3 in a package W, TD, FB, CF $23.95

0006 BLANKET-stained 3 in a package - Labeled W, TD, FB, CF TBD

0007 COATS-lab -white 1 each W, C. P, OH, GB *Varies

0008 COVER-pillow 1 each W, TD, FB, CF $5.00

0009 GOWNS-adult 5 in a package W, TD, FB, CF $10.00

0010 MATS, BATH - white 25 in a package - Labeled W, TD, FB, CF $5.08

0011 MATS, Floor 4'x6' Suede 1 each W, TD, R $178.50

0012 MATS, Floor 3'x10' Suede 1 each W, TD, R $249.00

0013 PANTS - blue/white 1 each W, C, P, OH, GB *Varies

0014 PILLOWCASE-green 20 in a package W, C, P, CF $2.00

0015 PILLOWCASE-white 20 in a package W, C, P, CF $2.00

0016 SCRUBS-shirt 5 in a package according to size/color W, TD, FBSL *Varies

0017 SCRUBS-pant 5 in a package according to size/color W, TD, FBSL *Varies

0018 SHIRTS - blue/white 1 each W, C. P, OH, GB *Varies

0019 SMOCKS-dental 5 in a package according to size/color W, TD, FBSL *Varies

0020 SHEETS-fitted 10 in a package W, C, P, CF $8.72

0021 SHEETS-green 10 in a package W, C, P, CF $9.48

0022 SHEETS-white l 0 in a package W, C, P, CF $7.00

0023 TOWELS-bath 15 in a package W, TD, FB, CF $5.82

0024 TOWELS-green hand 25 in a package W, TD, FB, CF $2.82

0025 TOWELS-stained 15 in a package W, TD, FB, CF TBD

0026 TABLE CLOTHS 24 in a package W, C, P, CF $228.00

*Varies - Floor Mats -varies according to size $178.50 to $299.99

*Varies - Lab Coats -varies according to size from $18.08 to $29.70

*Varies - Pants - blue -varies according to size from $25.99 to $29.99

*Varies - Shirts - blue - varies according to size from $19.00 to $29.00

Note: 20% up-charge for larger sizes

Item

Description Quantity

Annual

Estimate

Packaging Size Method of Finish Estimated

Replacement

Cost

0001 CURTAINS, Cubicle 130 1 each DC, P, OH, GB, $125.00

0002 CURTAINS - Shower 150 1 each DC, FB, CF $19.91