Atch 1 PWS-Laundry Services_27Feb24.pdf

Solicitation Number: FA480124Q0003

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PERFORMANCE WORK STATEMENT (PWS)

LAUNDRY SERVICES

For

HOLLOMAN AFB, NEW MEXICO

27 February 2024

For Updates, see Page 2

REVIEWED BY:

ELIZABETH E. MARAJ, Capt, USAF, MSC Date VANESSA V. EVANS, Lt Col, USAF Date Contracting Officer’s Representative (COR), 49 MDG MTF Deputy Director/Administrator, 49 MDG

COLIN CARUSO-CORTEZ, MSgt, USAF Date ALEXANDER L NORTON, Capt, USAF Date Contracting Officer’s Representative (COR), 372d TRS Det 10 Regional Detachment Commander, 372d TRS Det 10

MARIAH C. PEREZ, Capt, USAF Date PHILLIP C. MARTIN, Lt Col, USAF Date Contracting Officer Representative (COR), 49 FSS Commander, 49 FSS

PATTI J. REN, Civ, DAF Date Quality Assurance Program Coordinator (QAPC), 49 CONS/PKP

APPROVED BY:

SALLY D. ROBERTS, Civ, DAF Date Procuring Contracting Officer, 49 CONS/PKA

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TABLE OF CONTENTS

PARAGRAPH, DESCRIPTION ............................................................................................................ Page

1.0. DESCRIPTION OF SERVICES:

2.0. SERVICE SUMMARY (SS):

3.0. GOVERNMENT FURNISHED PROPERTY, SERVICES AND MATERIALS

4.0. GENERAL INFORMATION

5.0. APPENDICES ………………………………………………… . …………………………………. 14

APPENDIX A – METHOD OF FINISH AND PACKAGING

APPENDIX B – INSPECTION OF LAUNDRY SERVICES

APPENDIX C – INVENTORY/MANIFEST FORMS

APPENDIX D – NON-APPROPRIATED FUNDS (NAF) FACILITIES

APPENDIX E – REFERENCES AND/OR PUBLICATIONS

Updates

Changes are reflected by the symbol "|" in the right-hand margin.

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1.0. DESCRIPTION OF SERVICES:

1.1. Scope of Work:

Holloman Air Force Base requires Laundry Services for four (4) to five (5) squadrons; the number of squadrons being serviced is subject to change based on the Government’s need and the availability of funding. The Contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform laundry service. Multiple site pick-ups are required at Holloman AFB (HAFB), NM. Contract shall be performed in a manner that will provide clean laundry in accordance with local, county, state, federal and professional industry standards and as required in this PWS. Payment shall be calculated based on dry bulk weight or per item as specified in bid sheet.

1.1.1. Holloman AFB also has facilities which are funded with Non-Appropriated Funds (NAF); those facilities, which require services, are not encompassed in the main contract. The NAF facilities under 49 FSS will be a separate contract with the NAF Contracting Officer (CO). All terms and conditions of this contract are to flow to the NAF Facilities which are listed in Appendix D of the PWS.

1.2. Service Schedule:

Service shall be in accordance with the schedule in the table below:

Pickup / Delivery Points and Days

Location Monday Tuesday Wednesday Thursday Friday 49 MDG - Medical Clinic Area Bldg 23; Room 1D01 P,D P,D P,D

Dental Clinic Bldg 20; Rooms 143, 171 P,D P,D P,D

372 TRS, Det 10 Training Dormitory Bldg 331, 1st Floor Storage Room

P,D P,D

49 FSS/Dining Hall/ Dining Facility (DFAC) Bldg 274

P,D P,D

P-for pickup, D-for delivery

1.2.1. Hours of Operation:

The Contractor shall perform the on-site services required under this contract during the following hours:

7:30 am - 4:30 pm, Monday through Friday, except on U.S. holidays specified in Paragraph 1.2.2 of this PWS. No on-site work shall be scheduled or performed on holidays unless previously approved or directed by the COR. If the contractor desires to work on non-scheduled workdays, he/she must submit a written request to the COR for approval.

1.2.2. The contractor is not required to provide routine service on the recognized federal holidays as listed in the following link: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

When one of these Holidays occurs on a scheduled pickup/delivery day the scheduled pick-up and delivery will be performed on the first work day following the holiday.

*If holiday falls on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

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1.2.3. Air Education and Training Command (AETC) Family Day:

Several dates per year are designated by AETC/CC as “AETC Family Day”. The base is minimally staffed on these days. Laundry service shall be continued according to this PWS unless otherwise coordinated through the CO.

1.2.4. Performance of Services during Crisis Declared by the National Command Authority:

All services performed under this contract have been determined to be non-essential for performance during crisis and, according to Department of Defense Instruction (DoDI) 3020.37, DoD Participation in the National Exercise Program (NEP), it is determined that the Contractor will not be required to perform during crisis, except as annotated here within. The CO will verbally or in writing advise the Contractor of the effort required in such condition. CLINs X001 and X002 are determined to be critical and after three (3) days of Government shut down, services for these CLINs are to resume on the 4th day.

1.2.5. Continuation of Mission Essential Services.

In accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 252.237-7023 policy, it is determined that a portion of services listed herein this attachment are essential services for Contractor performance during a crisis situation. The following section of the PWS are essential contractor services in support of mission-essential functions: Paragraphs 1.3.2 and 1.3.4.3 are essential for Contractor performance during a crisis situation. The Contractor shall submit a Mission Essential Contractor Services Plan which will cover all items in accordance with DFARS 252.237-7024, Notice Of Continuation Of Essential Contractor Services.

1.3. 49 MDG Medical/Dental, 372 TRS, and 49 FSS Requirements

1.3.1. Laundry facility must comply with appropriate Air Force Instruction standards and directives at Appendix D. The Contractor's facility will be subject to inspection for sanitary conditions by the Government at any time.

1.3.2. Contractor is responsible for proper handling of medical linen and laundry in accordance with standards and directives at Appendix D. The contractor shall comply with all local health regulations and/or state laws pertaining to the transportation and handling of medical linen. For the purposes of this contract, all medical linen picked up will be treated as contaminated.

1.3.3. Annual Infection Control/Medical Laundry Compliance Inspection will be accomplished per AFI 44-108, Infection Prevention and Control Program, Para 4.7.1.2 inclusive. The COR will provide the Contractor a notification of the 49th Medical Group's designated Infection Control Officer. This individual will conduct an inspection of the Contractor's facilities prior to award of a contract to assess compliance with the requirements for medical laundry set out in this PWS Upon award of a contract the Infection Control Officer will inspect the facility annually, using the checklist at Appendix B. The Contractor, COR, and CO will be given a copy of the inspection's findings. Discrepancies/deficiencies noted during this inspection will be re-inspected no more than 30 days later for correction. If the discrepancies/infractions are not corrected at the time of the re-inspection the COR shall record the discrepancy/deficiency and initiate and provide the CO a DD2772, Contract Discrepancy Report (CDR) to the contractor. The contractor shall respond to the CDR in accordance with (IAW) instructions provided and return it to the CO within ten (10) calendar days of receipt. The COR will retain the documented inspection reports in the contract surveillance files.

1.4. Piece Laundry:

All piece laundry will be returned to the originating pick up location. Contractor is responsible for providing suitable containers for laundry pick up and return. The Contractor will be accountable for all

Attachment 1 Page 5 of 26 items while in their care. All cleaned items will be finished and packaged/bundled according to the table at Appendix A. Items such as cook's clothing, coveralls, or field gear are to be laundered according to directions on labels found on the individual article.

1.5. Bulk Laundry:

All bulk laundry will be returned to the originating pick up location. Contractor is responsible for providing suitable containers for laundry pick up and return. The Contractor will be accountable for all items while in their care. All cleaned items will be finished and packaged according to Appendix A.

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1.5.1. 49 MDG Medical and Dental:

All laundry shall be returned wrapped or packaged as directed in this PWS at Appendix A. Bulk linen will be separated in carts by category of item. Items in carts will be covered with protective covering.

1.6. Re-performance of Laundry:

Any delivered article found to be dirty shall be re-cleaned at no additional cost to the Government. The Government will segregate and itemize these items and present them at the next scheduled pickup. The Contractor will re-launder them and return them segregated and itemized from the rest of the contents of the next delivery.

1.7. Unserviceable Articles:

During the laundering process the Contractor may notice items they believe to be unserviceable. All such items shall be returned to the Government after laundering in a separate bundle, clearly marked as "unserviceable."

1.8. Losses:

The Contractor will pay an equitable replacement cost for items reasonably determined to have been lost, damaged, or destroyed while in the Contractor's possession. The Government will notify the Contractor within 24 hours of delivery of missing or damaged articles in that delivery. If the Contractor disputes the notification, the CO will determine the circumstances and validity of the claim against the Contractor. If the CO determines the article(s) to have been lost or destroyed while in the Contractor's possession a determination will be made of fair replacement value and given to the Contractor. The Contractor will reduce his next invoice by the amount of the determination and annotate in the invoice description.

1.8.1. Fair Wear and Tear:

The Contractor may claim that destruction or damage to articles is due to fair wear and tear. If the COR agrees, the Contractor is relieved of responsibility to replace that individual item. If no agreement can be reached, the CO will make a final decision.

1.9. Accountability:

49 MDG Medical/Dental:

The Contractor shall use the manifest/inventory form (Appendix C) listing all articles picked up at each site. The Contractor will confirm the numbers/weights on the Government inventory/manifest either at the pickup site or at his facility. If the Contractor's count or weight is 5% greater or less than the Government's, the Contractor shall immediately notify the designated Government contract representative.

The appropriate COR may then authorize adjustment of the inventory/manifest. The Contractor is responsible for laundering only the numbers of items or weights of material on the manifest/inventory, and this will be the basis for the Contractor's invoicing for any particular shipment or invoicing period. The Contractor will provide the Government an inventory of the items in each delivery using the form at Appendix C. Upon receiving a delivery, the Government will inventory the shipment. If the Government's count or weight is 5% greater or less than the amount shown as being delivered the Contracting Officer’s Representative will notify the Contractor within 24 hours to reconcile the difference. If the difference is determined to be due to loss while in the Contractor's possession, Paragraph 1.8.1 above will apply.

372 TRS & 49 FSS:

The Contractor shall use an electronic accountability system (such as Linen Master) listing all articles picked up at each site by use of a light-bar counting mechanism at the Contractor’s site and web-based reporting software. At its sole discretion, the Government may utilize the electronic accountability system to record a listing of all articles picked up at each site through use of an application or may utilize a

Attachment 1 Page 7 of 26 physical paper manifest/inventory form (Appendix B). If the Government elects to perform outbound counts electronically through an application, these counts may either:

• be entered by the Contractor's driver into the driver’s handheld device or;

• be entered by the Government into the Government’s handheld device.

The Contractor will confirm the numbers/weights on the Government’s chosen reporting method either at the pickup site or at his facility. If the Contractor's count or weight is 5% greater or less than the Government's, the Contractor shall immediately notify the designated Government contract representative.

The appropriate COR may then authorize adjustment of the piece count. The Contractor is responsible for laundering only the numbers of items or weights of material in the piece count, and this will be the basis for the Contractor's invoicing for any particular shipment or invoicing period. The Contractor will provide the Government an inventory of the items in each delivery using the electronic accountability system.

Upon receiving a delivery, the Government will inventory the shipment. If the Government's count or weight is 5% greater or less than the amount shown as being delivered the Contracting Officer’s Representative will notify the Contractor within 24 hours to reconcile the difference. If the difference is determined to be due to loss while in the Contractor's possession, Para 1.8.1. above will apply.

1.9.1. Laundered items included in any delivery which are not Government property will be identified by the Government and returned to the Contractor at the next scheduled pickup. The Contractor may not include them on any invoicing.

1.10. Workmanship and Sanitation:

The contractor's facility shall be open for inspection of Infection Control Conditions as stated in Paragraph

1.3.3 at any time by a Government representative specified in writing by the CO.

1.10.1. Vehicle Interior Requirements:

Soiled items and clean items shall be transported in accordance with all state and local health regulations or laws. Articles are to be protected from contamination and soiling during transit to designated delivery points.

1.11. Contractor Manpower Reporting

See DFARS clause 252.204-7023, Reporting Requirements for Contracted Services.

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1.12. Contractor Level I Antiterrorism Awareness Training (May 2021) Each contract employee must accomplish Antiterrorism Awareness (AT) Training as stated in the provision/clause DFARS 252.204-7004, LEVEL 1 ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS. This training provides contractor employees with the requisite knowledge necessary to remain vigilant for possible terrorist threats. Coordination for training should be done by the requiring Antiterrorism Representative (ATR) after contract award. Tracking for each contractor or subcontractor employee is the responsibility of the COR or unit ATR. Contractor employees are required to complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. AT certificates for each contract employee must be submitted to the COR or unit ATR. See DFARS 252.204- 7004 for link to accomplish Level I AT Awareness Training.

2.0. SERVICE SUMMARY (SS):

Performance Objective

PWS

Para. Performance Threshold

SS-1 Adherence to Pick up / Delivery Schedule Items must be delivered in accordance with the dates and times specified in the PWS.

1.2. No more than three (3) incidents of missed/delayed

pickup/deliveries per contract year.

SS-2 Processing and Packaging Laundered items must be returned clean and finished/bundled/packaged per table in Appendix A.

1.3.

Through

1.7.

No more than 3% of items in any particular delivery/shipment require re-laundering. No more than 10% of all laundry processed in a contract year requires re-laundering.

SS-3 Accountability Quantities of items delivered and invoiced must match quantities on pickup tickets/manifests

1.8., 1.9. &1.9.1.

No more than 5% difference in number of any items or weights listed on inventory/manifest and invoiced for on any shipment/delivery.

SS-4 Medical/Dental cleaning Medical/Dental laundry processes must meet standards o f CDC Guidance and AFI44-108, Infection Prevention and Control Program

1.3.

Through

1.7. Appendices

B & D

Contractor's facilities and processes must comply with AFI44- 108, Para 4.7.1.2. inclusive, as evidenced by passing Holloman Infection Control Officer's periodic inspections. Deficiencies found on initial inspection will be re-inspected 30 days later for correction. No deficiencies allowable upon re-inspection.

3.0. GOVERNMENT FURNISHED PROPERTY, SERVICES AND MATERIALS

None

4.0. GENERAL INFORMATION:

4.1. Contractor Personnel:

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4.1.1. Contract Manager:

The Contractor shall provide a representative who shall be responsible for the performance of the work.

The name of this person and an alternate(s) who shall act for the Contractor when the representative is absent shall be designated in writing to the CO no later than the pre-performance conference. Contract Manager/Alternate should be available to the Government during normal duty hours (7:30 am to 4:30 pm). The Contract manager or alternate shall be available to meet at Holloman AFB with Government personnel designated by the CO to discuss contract issues.

4.1.2. English Comprehension:

All Contractor personnel working on the contract shall read and understand the English language to the extent necessary to read and understand operation, safety, and health regulations.

4.1.3 Restriction on Hiring Government Personnel:

The Contractor shall not employ any person who is an employee of the United States Government, either military or civilian if the employment of that person would create a conflict of interest, unless such person seeks and receives approval in accordance with the Department of Defense Joint Ethics publications.

4.2. Quality Control Plan:

The Contractor shall develop and maintain a Quality Control Plan (QCP) that has been accepted by the Government to ensure that laundry services are performed in accordance with commonly accepted commercial practices and the contract requirements. The Contractor shall submit the final written QCP plan 30 days after the award for acceptance.

4.3. Quality Assurance:

The Government will monitor the Contractor's performance using periodic surveillance of pick up/delivery operations, inspections of the contractor's facilities for adherence to Medical laundry standards, and validated customer complaints. The COR will maintain a file of all surveillance observations.

Government surveillance of tasks may occur at any time during contractor's performance. When a performance threshold has not been met/unsatisfactory (defect) or contractor performance has not been accomplished, the COR shall record defect and initiate and provide the CO a DD2772, Contract Discrepancy Report (CDR) to the contractor. The contractor shall respond to the CDR in accordance with (IAW) instructions provided and return it to the CO within ten (10) calendar days of receipt.

4.3.1. Progress Meetings:

Periodic progress meetings will be held between the Contractor and Government. At these meetings the parties will discuss any problems or items of concern and generate solutions. These meetings are preferred to be held quarterly or more frequently if circumstances require, but no less than once a year.

4.4. Methods of Surveillance:

4.4.1. Periodic Surveillance:

COR(s) qualified and assigned by the Government will inspect contractor pickup and delivery activities on an intermittent basis for adherence to cleanliness, finish, packaging/bundling, agreement of pickup and delivery counts or weights, and adherence to delivery schedules.

4.4.2. Validated Customer Complaints:

This method is initiated when the COR receives a customer complaint. If the complaint is validated, it results in a required service being re-performed to the performance standards as stated in the PWS and Service Summary without additional expense to the Government. The CO shall make final determination of the validity of customer complaints.

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4.5. Security Requirements. Unclassified – access to classified information not required.

4.5.1. Undocumented Immigrants: The Contractor shall not hire undocumented immigrants to work or perform any service on Holloman AFB (HAFB). Employees who are not U.S. citizens can only be persons possessing a current Permanent Resident Card (Green Card) or if a non-resident immigrant must possess a current Employment Authorization Document. While on HAFB, non-U.S. citizen employees must be able to produce for inspection the appropriate credential: Green Card or Employment Authorization Document. Any undocumented immigrant found on the installation shall be immediately detained by the base security forces and barred from the installation.

4.5.2. Listing of Employees: The Contractor shall maintain a current listing of employees that require access to HAFB. The list shall include the employee's name and social security number and type of investigation if contract work involves unescorted entry to Air Force (AF) restricted areas or other sensitive areas designated by the installation commander. The list shall be provided to the Program Manager and sponsoring agency Security Manager. An updated listing shall be provided when an employee's status or information changes (i.e. termination, reassignment, etc.) or when a new employee is added.

4.5.3. Security Training: The Contractor ensures all employees receive initial and recurring (annual) security education training from the sponsoring agency security manager. Training must be conducted IAW DoDM5200.01V1_AFMAN16-1404V1, Information Security Program: Overview, Classification and Declassification. Contractor personnel who work in AF controlled/restricted areas must be trained IAW DAFI31-101, Integrated Defense. The sponsoring agency controlled area monitor will provide this training when required.

4.5.4. Pass and Identification Items: The Contractor shall ensure the pass and identification items required for contract performance are obtained for their employees. Employees shall only be granted access to the installation to perform functions directly related to their respective contract. All contractor employees requiring unescorted access to HAFB shall be identified on a Visit Access Request (VAR) form. The Contractor shall submit a complete VAR through the Contracting Office to 49 SFS/S5AV no later than seven (7) duty/business days, and for foreign nationals, 14 duty/business days prior to requiring access to the installation.

4.5.5. Retrieving Identification Media: The Contractor shall return all identification media from employees who depart for any reason before the contract expires; i.e., terminated for cause, retirement, etc. The Contractor will notify the Government within 24 hours when unable to retrieve identification media from contract employees.

4.5.6. Travel Restrictions: Contractors are prohibited in areas of the installation other than their appropriate place of work and the routes to and from installation entry/exit points.

4.5.7. Traffic Laws: The Contractor and its employees shall comply with base traffic regulations.

Violations may result in the loss of base driving privileges and/or debarment from the installation.

4.5.7.1. Employees shall wear a seatbelt when operating or riding in any military, contractor-owned, or privately-owned vehicle while on the installation.

4.5.7.2. Speed limits on HAFB are 30 MPH, unless otherwise posted. Be aware of reduced speed limits and exercise caution when driving in base housing and school zones.

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4.5.7.3. All vehicle operators on the installation shall not use cell phones unless the vehicle is safely parked, or they are using a hands-free device. The wearing of any other portable headphones, earphones, or other listening devices (except for hand-free cellular phones) while operating a motor vehicle is

PROHIBITED.

4.5.8. Weapons, Firearms, and Ammunition: Employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within military, contractor, or privately-owned vehicle while on

HAFB.

4.5.9. For Official Use Only (FOUO): The Contractor shall comply with DoDM 5200.48, Controlled Unclassified Information (CUI), requirements. This manual sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.5.10. 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.

4.5.11. Physical Security: The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.5.12. Controlled/Restricted Areas: The Contractor shall implement local base procedures for entry to AF controlled/restricted areas where Contractor personnel will work. An AF2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency Security Manager before a restricted area badge will be issued. Contractor employees must have a completed and favorable Tier 1 or higher investigation (or DoD-determined equivalent investigation) before receiving a restricted area badge. Interim access can be granted in accordance with DoDMAN5200.02_AFMAN16-1405, Air Force Personnel Security Program Management. The sponsoring agency security manager will process personnel security investigation for trustworthiness determination through the 49 WG/IP Personnel Security Office.

4.5.12.1. Escorted Entry Procedures: Unless granted unescorted entry (see procedures below), all contractor employees will be escorted while in AF controlled/restricted areas on HAFB. When escorted, employees shall remain with their assigned escort at all times while in controlled/restricted areas. Escort responsibility rests with the sponsoring agency. An escort briefing will be provided to all escorted employees prior to entering a controlled/restricted area. Persons providing escort are responsible for providing this briefing. Escort officials assume responsibility for the safe and secure conduct of escorted employees and are required to maintain constant surveillance and control of employees at all times while in a controlled/restricted area.

4.5.12.2. Unescorted Entry Procedures: An AF2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency security manager before a restricted area badge will be issued. Employees must have a completed and favorable Tier 1 security investigation before receiving a restricted area badge. Interim access can be granted in accordance with DoDMAN5200.02_AFMAN16- 1405, Air Force Personnel Security Program Management. Unescorted entry will never be granted solely to avoid the inconvenience of escorted entry.

4.5.13. Photography: Photography in or within the close proximity of an AF controlled/ restricted area, flight line, or taxiway is strictly prohibited. Contractors that wish to take photos shall coordinate with the COR or Government Program Manager who will coordinate with the appropriate owning unit security manager for a photography clearance memorandum prior to taking photos.

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4.5.14. Video/Still Imagery Devices: The use or possession of any device capable of capturing video and still images are strictly prohibited within any controlled/restricted area without written authorization from the installation commander or his/her designated representative. Individuals will be denied access to restricted/controlled areas if in possession of these devices.

4.5.15. Portable/Personal Electronic Devices (PED): The use of possession of all PEDs used for storing, processing, and/or transmitting information is strictly prohibited within all areas where classified material is discussed, briefed, stored, or processed without written authorization from the Designated Approval Authority.

4.5.16. Key Control: The Contractor shall establish and implement methods of making sure all keys and/or combinations issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government. The Government requires keys/combinations to the contractor's area of responsibilities. The Contractor shall supply a key or combination to the Fire Department in the event of an emergency.

4.5.16.1. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys, compromised lock combinations, or use by unauthorized persons.

4.5.16.2. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

4.5.16.3 The Contractor shall prohibit the use of keys or combinations, issued by the Government, by any other persons other than the contractor's employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

4.6. Freedom of Information Act (FOIA) Requirements And Records Management (August 2022)

4.6.1. Freedom of Information ACT (FOIA) and Privacy Act (PA). The Contractor shall comply with DoDM 5400.7_R, DoD Freedom of Information Act (FOIA) Program, DoD5400_7-R_AFMAN33-302, Freedom of Information Act Program, and AFI 33-332, Air Force Privacy and Civil Liberties Program. These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding Personally Identifiable Information (PII) material. The contractor shall participate in awareness training as determined by the government in accordance with The Privacy Act, Title 5 United States Code Section 552a.

4.6.1.1. Controlled Unclassified Information (CUI): Any information transmitted by the Government or stored by the Contractor in performance of this contract that is considered CUI shall be marked accordingly. Examples of CUI can be found at https://www.archives.gov/cui/registry/category-list.

According to the aforementioned website, some examples of CUI are certain technical orders and publications, personally identifiable information (such as social security numbers, driver's license number or citizenship status) and "material and information relating to, or associated with, the acquisition and procurement of goods and services, including but not limited to, cost or pricing data, contract information, indirect costs and direct labor rates."

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4.6.2. Contractor Records and Records Management (July 2019). Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

4.6.2.1. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

4.6.2.2. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4.6.2.3. United States Air Force (USAF) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of USAF or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to USAF. The agency must report promptly to NARA in accordance with 36 CFR 1230.

4.6.2.4. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to USAF control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4.6.2.3.).

4.6.2.5. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and USAF guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

4.6.2.6. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with USAF policy.

Attachment 1 Page 14 of 26

4.6.2.7. The Contractor shall not create or maintain any records containing any non-public USAF information that are not specifically tied to or authorized by the contract.

4.6.2.8. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

4.6.2.9. The USAF owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which USAF shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

4.6.2.10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take USAF-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

4.7. Contractor Furnished Items:

4.7.1. Pick up/Delivery Vehicles (must be an enclosed vehicle)

4.7.2. All packaging and marking materials

4.7.3. Laundry Carts and Liners (plastic)

4.7.4. Clothing hangers

4.7.5. Delivery tickets (original and one (1) copy)

4.7.6. Any other supplies, material, and equipment necessary to perform the services required by the contract

4.8. Certificate of Insurance (COI) – Working on Government Installation. (January 1997).

In accordance with FAR 28.306, Insurance under fixed-priced contracts, Paragraph (b)(1), contractor shall carry the minimum coverage of insurance as outlined in FAR 28.307-2, Liability; (a) Workers' Compensation and employer's liability; (b) General liability; (c) Automobile liability; and if applicable (d) Aircraft public and passenger liability or (e) Vessel liability. The Contractor shall provide proof of insurance coverage within fourteen (14) days of award to the Contracting Officer. NOTE: COI document (e.g. ACORD 25) shall have the 13-digit "Contract", not solicitation, Number on the document.

5.0. APPENDICES

A. Method of Finish and Packaging B. Inspection of Laundry Services (Checklist) C. Inventory/Manifest Forms D. Non-Appropriated Funds Facilities E. References and/or Publications

Attachment 1, Appendix A Page 15 of 26

APPENDIX A – METHOD OF FINISH AND PACKAGING

Codes Description D Dry F Fold B Bundle P Press with flat work ironing equipment or commercial ironing equipment W Wash MS Medium starch OH Return finished work on a hanger WP Wrapped in plastic PB Return in plastic bag PC Protective Covering Bulk Bulk

ITEM FINISH &

PACKAGING PACKAGE

49 Med Group (49 MDG) Requirement (Includes Dental)

Blanket, Cotton F/B/PC Bulk Gown, Exam F/B/PC Bulk Pillowcase P/PB Bulk Sheets P/PB Bulk

Surgery Towels, Green F/B/PC Bulk Towels, White F/B/PC Bulk Curtain, Bedside P/OH/PB Bulk Scrubs, MTF* P/F/B Bulk Coat, Lab, White P/OH/PB OH

*Medical Treatment Facility

372 TRS, Det 10 Training Dormitory Requirement (Bldg 331)

Sheet, Flat (Twin) W/D/F/B/WP Bundle of 16

Sheet, Fitted (Twin) W/D/F/B/WP Bundle of 16

Pillowcase W/D/F/B/WP Bundle of 16

Bedspread (Twin) W/D/F/B/WP Bundle of 16

Pillow W/D/F/B/WP Bundle of 16

Attachment 1, Appendix A Page 16 of 26

APPENDIX A – METHOD OF FINISH AND PACKAGING, Continued

49 FSS/Dining Hall/DFAC

Shirt, Black, White Cooks W/D/MS/P/OH/PB OH; 1 ea. on hanger

Bakers, Chef, Hats Asst’d. Color W/D/P/B PB

Apron, Asst'd. Colors W/D/MS/P/OH/PB OH; 1 ea. on hanger

Hot Pads W/D/B/WP Bundled in qty laundered

Tablecloths, Asst'd. Colors rectangle 52" x 90" W/D/P/F/B/WP Bundle of 10

Tablecloths, Asst'd. Colors squared 52" x 52" W/D/P/F/B/WP Bundle of 10

Napkins, Asst'd. Colors W/D/P/F/B/WP Bundle of 10

Tablecloths, Round, Asst'd. Colors 90" W/D/P/F/B/WP Bundle of 10

Attachment 1, Appendix B Page 17 of 26

APPENDIX B – INSPECTION OF LAUNDRY SERVICES

49th Medical Group, Holloman AFB, NM

References: Association for Professional in Infection Control (APIC) Text of Infection Control & Epidemiology, 2000

A. PLANT FACILITY YES NO

1. Ventilation system has adequate intake, filtration, exchange rate and exhaust

2. Separation of clean and soiled areas by a physical barrier, negative air pressure – soiled linen/positive air pressure

– clean to soiled

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

4. Adequate hand washing facilities available

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

B. PERSONNEL YES NO

1. Employees participate in relevant continuing education program with documentation available. For example, training in personal hygiene, hand washing, and bloodborne pathogen transmission and proper use of personal protective equipment (PPE)

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

5. Personnel are free of infections

6. Staffing is adequate

C. DELIVERY YES NO

1. Clean linen transported in containers exclusively for clean linen, clean hampers lined with plastic or reusable liners, placed in clean cart with a secure plastic or reusable cover

2. Separation of clean and soiled linen. (The containers used to transport soiled linen may be used to transport clean linen if they are properly cleaned first)

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

D. SOILED LINEN PROCESSING YES NO

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

5. Thermometer calibration data available

6. Linens to be destroyed are processed prior to disposal

E. HOUSEKEEPING YES NO

1. Adequate cleaning procedures are developed and implemented regarding:

a. Cleaning and care of equipment and work areas

b. Maintenance of cleaning schedules

c. Documentation of cleaning

F. QUALITY ASSURANCE YES NO

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 the user shall periodically review the laundry/linen program

NOTES:

Attachment 1, Appendix C Page 18 of 26

APPENDIX C.1. – INVENTORY/MANIFEST FORM

49 Medical Group (49 MDG) Government Ship Count

Contractor Receive Count

Difference Reconciliation

Contractor Ship Count

Government Receive Count

Blanket, Cotton Gown Exam Pillowcase Sheets Surgery Towels, Green Towels, White Curtain, Bedside Scrubs Coat, Lab, White

Contractor Pick Up

Date_________________ Signature_________________________________________

Printed Name______________________________________

Delivered To Holloman

Attachment 1, Appendix C Page 19 of 26

APPENDIX C.2. – INVENTORY/MANIFEST FORM

372 TRS, Det 10 Training Dormitory

Government Ship Count

Contractor Receive Count

Difference Reconciliation

Contractor Ship Count

Government Receive Count

Sheet, Flat (Twin) Sheet, Fitted (Twin) Pillowcase Bedspread (Twin) Pillow

Attachment 1, Appendix C Page 20 of 26

APPENDIX C.3. – INVENTORY/MANIFEST FORM

49 FSS/Dining Hall/DFAC Government Ship Count

Contractor Receive Count

Difference Reconciliation

Contractor Ship Count

Government Receive Count

Shirt, Black, White Cooks Bakers, Chef Hats, Asst’d. Colors Apron, Asst. Colors Hot Pads Tablecloths, Asst. Colors 52" X 90" Tablecloths, Asst. Colors 52" X 52" Napkins, Asst. Colors Tablecloths, Round, Asst'd. Colors 90"

Attachment 1, Appendix D Page 21 of 26

APPENDIX D – NON-APPROPRIATED FUNDS FACILITIES (NAF)

Paragraph 1.1.1. is reiterated:

1.1.1. Holloman AFB also has facilities which are funded with Non-Appropriated Funds (NAF); those facilities, which require services, are not encompassed in the main contract. The NAF facilities under 49 FSS will be a separate contract with the NAF Contracting Officer. All terms and conditions of this contract are to flow to the NAF Facilities which are listed in Appendix D of the PWS.

All coordination will be accomplished through the NAF Contracting Officer (who will be provided upon award).

NAF Service Schedule:

Service schedule shall be coordinated and approved through the NAF CO. Below is a Sample Schedule:

Pickup / Delivery Points and Days

NAF Bldg Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Holloman Lodging (Bldg 582) P,D P,D P,D

Club Holloman ( Bldg 531) P,D P,D

D- for delivery, P- for pickup

Codes Description D Dry F Fold B Bundle P Press with flat work ironing equipment or commercial ironing equipment W Wash MS Medium starch OH Return finished work on a hanger WP Wrapped in plastic PB Return in plastic bag PC Protective Covering Bulk Bulk

Attachment 1, Appendix D Page 22 of 26

NAF METHOD OF FINISHING AND PACKAGING

PACKAGING PACKAGE QTY

Holloman Lodging Requirement Sheet, Flat, (Qn) W/D/P/F/B/WP Bundle of 10

Sheet, Fitted, (Qn) W/D/P/F/B/WP Bundle of 10 Sheet, Flat, (XL SGL) W/D/P/F/B/WP Bundle of 10 Pillowcase W/D/P/F/B/WP Bundle of 25 Pillow Protector, Kangaroo W/D/P/F/B/WP Bundle of 25 Bath Towel (Lg) W/D//F/B/WP Bundle of 10 Hand Towel W/D//F/B/WP Bundle of 10

Washcloth W/D//F/B/WP Bundle of 25 Bath Mat W/D/F/B/WP Bundle of 10 Queen Bedspread* W/D/B/WP Bundle of 2 Mattress Pad, (Qn) W/D/F/B/WP Bundle of 5 Blanket (Qn) W/D/F/B/WP Bundle of 2 Pillow, Fiber Filled W/D/F/B/WP Wrapped in Pkg of 2

Twin (white) flat W/D/P/F/B/WP Bundle of 10 Twin (white) fitted W/D/P/F/B/WP Bundle of 10 Twin (white) mattress pad W/D/P/F/B/WP Bundle of 5 Twin (white) blanket W/D/P/F/B/WP Bundle of 2 Twin Bedspread W/D/P/F/B/WP Bundle of 2 King (white) blanket W/D/P/F/B/WP Bundle of 1

King Bedspread W/D/P/F/B/WP Bundle of 1

*Note: Holloman Lodging plans to change all "Quilted" bedspreads to "Non-Quilted", within the next couple of years (2024 -2025).

This space intentionally left blank.

Attachment 1, Appendix D Page 23 of 26

NAF METHOD OF FINISHING AND PACKAGING, continued

PACKAGING PACKAGE QTY

Club Holloman Requirement

Hot Pads W/D/B/WP Bundle of 10 Tablecloths, Round, Asst'd. Colors 90" W/D/P/F/B/WP Bundle of 10 Tablecloths, Round, Asst'd. Colors 120" W/D/P/F/B/WP Bundle of 10 Tablecloths, Round, Asst'd. Colors 132" W/D/P/F/B/WP Bundle of 10

Tablecloths, Square, Asst'd. Colors, 54"x54" W/D/P/F/B/WP Bundle of 10 Tablecloths, Rectangle Asst Colors 52"X120" W/D/P/F/B/WP Bundle of 10 Tablecloths, Rectangle Spandex Asst Colors 30"X96"X29" W/D/P/F/B/WP Bundle of 10 Napkins, Asst'd. Colors W/D/P/F/B/WP Bundle of 25 Table Skirting W/D/B/WP Hanger 1 each Tablecloths Square Runner Asst Colors 12"x72" W/D/P/F/B/WP Bundle of 10

Shirt, Black, Cooks W/D/MS/P/OH/PB 1 ea. on hanger Apron, Black W/D/MS/P/OH/PB 1 ea. on hanger

Attachment 1, Appendix D Page 24 of 26

NAF INVENTORY/MANIFEST FORM

Holloman Lodging Requirement Government

Contractor Receive Count

Difference Reconciliation

Contractor Ship Count

Government Receive Count

Sheet, Flat, (Qn) Sheet, Fitted, (Qn) Sheet, Flat, (XL SGL) Pillowcase Pillow Protector, Kangaroo Bath Towel (Lg) Hand Towel Washcloth Bath Mat Queen Bedspread Mattress Pad, (Qn) Blanket (Qn) Pillow, Fiber Filled Twin (white) flat Twin (white) fitted Twin (white) mattress pad Twin (white) blanket Twin Bedspread King (white) blanket King Bedspread

Attachment 1, Appendix D Page 25 of 26

NAF INVENTORY/MANIFEST FORM continued

Item Government

Contractor Receive Count

Difference Reconciliation

Contractor Ship Count

Government Receive Count

Club Holloman Requirement Hot Pads Tablecloths, Round, Asst'd. Colors 90" Tablecloths, Round, Asst'd. Colors 120" Tablecloths, Round, Asst'd. Colors 132" Tablecloths, Square, Asst'd. Colors, 54"x54"

Tablecloths, Rectangle Asst Colors 52"X120"

Tablecloths, Rectangle Spandex Asst Colors 30"X96"X29"

Napkins, Asst'd. Colors Table Skirting Tablecloths Square Runner Asst Colors 12"x72"

Shirt, Black, Cooks Apron, Black

Attachment 1, Appendix E Page 26 of 26

APPENDIX E – REFERENCES AND/OR PUBLICATIONS

PUBLICATION NO. NAME DATE APPLICABLE

PARAGRAPH

DoDM5200.01, Volume 1 DoD Information Security Program:

Overview, Classification, and Declassification

28 July 2020 All

DoDM 5200.48 Controlled Unclassified Information (CUI) 5 October 2020 All

DoDM5200.01V1_DAFMAN16- 1404V1

Information Security Program: Overview, Classification, and Declassification 5 April 2022 All

DoDMAN5200.02_DAFMAN16-

Department of the Air Force Personnel Security Program 29 November 2023 All

DoDM 5400.07 DoD Freedom of Information Act (FOIA) Program 25 January 2017 All

DODM5400.07_AFMAN33-302 Freedom of information Act Program 27 April 2018 All

DoDI3020.37 DoD Participation in the National Exercise Program (NEP) 29 January 2019 All

DD2772 Contract Discrepancy Report 1 September 1988 N/A

AFI 44-108 Infection Prevention and Control Program 4 June 2019 Para 4.7.1.2.

inclusive

AFI33-322 Records Management and Information Governance Program 28 July 2021 All

AFI33-332 Air Force Privacy and Civil Liberties Program 12 March 2020 All

AF Form 2586 Unescorted Entry Authorization Certificate 9 August 2021 N/A

DAFI31-101 Integrated Defense 24 March 2020 All

DAFI90-160 Publications and Forms Management 13 April 2022 All

DAFMAN90-161 Publishing Processes and Procedures 18 October 2023 Table A10.1 N/A (provided by the Government)

Holloman AFB Visit Access Request (VAR) 07 June 2022 N/A

All publications can be located at http://www.e-publishing.af.mil/