Attachment_1_-_Medical_Linen_Services_SOW.pdf

PERFOMRANCE WORK STATEMENT

20TH MEDICAL GROUP LAUNDRY SERVICES

12 DEC 18

TABLE OF CONTENTS

SECTION TITLE PAGE

1.0. DESCRIPTION OF SERVICES 2-3

2.0. GOVERNMENT FURNISHED PROPERTY 3

AND SERVICES

3.0. GENERAL INFORMATION 4-5

APPENDIX

A GENERAL DEFINITIONS 6

B IDENTIFICATION, STANDARD 7

PACKAGING AND METHOD OF FINISH

C SCRUB SIZES 8

ATTACHMENT

1 MDGI 44-109 9

20 MDG LAUNDRY SERVICES SOW

PERFORMANCE WORK STATEMENT

LAUNDRY SERVICES

1.0. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, equipment, transportation, and supplies, except as specified herein as government-furnished, to provide laundry service, including pickup and delivery at the 20th Medical Group for the items listed in Appendix B, “Identification, Standard Packaging and Method of Finish.” Performance shall be in accordance with the scope of this Performance Work Statement (PWS) and other specifications or provisions of the contract. Pick-up and delivery points are listed in paragraph 3.1.

1.1. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE RESPONSIBLE.

1.1.1. PICK UP AND DELIVERY. The Contractor shall pick up soiled laundry and deliver clean laundry.

Paragraph 3.1. specifies the times and places for pickup and delivery. The Contractor shall package laundry for delivery as indicated in Appendix B.

1.1.2. UNSERVICEABLE ARTICLES. The Contractor shall return all unserviceable and non-repairable articles in a separately marked bundle to the Military Treatment Facility (MTF), after laundering the articles.

1.1.3. STATE OR LOCAL DEPARTMENT OF HEALTH REQUIREMENTS. Compliance with all certifications or labeling requirements, arising from state or local Department of Health regulations, is the responsibility of the Contractor.

1.1.4. VEHICLE INTERIOR. All clean items are to be protected from contamination and soiling during transit to the MTF. The truck will unload clean laundry delivery prior to loading the dirty laundry on the same truck. The soiled linen may not physically touch the clean linen. The dirty and clean will not be on the truck at the same time to avoid cross contamination. After transporting dirty/soiled and contaminated laundry, the vehicle interior shall be cleaned and sanitized before the next delivery of clean linen. All delivered clean linen will be shrink wrapped and in a separate clean cart. When the dirty linen is loaded back into the truck for pick up it will be in a designated dirty bin and covered to avoid further contamination of the truck.

1.1.5. WORKMANSHIP AND SANITATION. Delivered finished articles shall conform to the generally accepted industry standards of quality of cleanliness, finish, and appearance. All work performed shall be done under sanitary conditions. The items shall be clean, not only in the sense of being free from soil and stains, but also free from bacteria, fungi, and other microorganisms, including pathogens or disease-producing organisms. Recommend company have a certification from Healthcare Laundry Accreditation Council (HLAC) or equivalent.

1.1.6. REPERFORMANCE OF LAUNDERING. Any items found to not meet the requirements of paragraph 1.1.5.

shall be re-cleaned at no additional cost to the Government. Such items (found by the MTF personnel as packages are opened) will be identified by the Government to the Contractor’s representative at the next scheduled pick up after the unsatisfactory condition is discovered. After they are re-cleaned, the Contractor shall pack these items separately and identify by marking “Attention MTF Representative”.

1.1.7. PACKAGING. Packaging of sized items will be bundled with same sizes only. The packaging will be as indicated in Appendix B. Scrubs picked up the week prior will be delivered the following week.

1.1.8. CONTAMINATED LAUNDRY. Contaminated laundry will be provided to the Contractor in easily identifiable bags. In accordance with the “Soiled Linen Collection” section of the 20th Medical Group Instruction MGI 44-108 (see Attachment 1); the Contractor is responsible for properly handling “soiled linen”. Note: All soiled linen will be considered “contaminated” and handled appropriately.

1.2. QUALITY ASSURANCE PROGRAM.

1.2.1. The Contractor shall establish and maintain a complete quality control program to assure the requirements of the contract are completed as specified and will provide one copy of the program to the Contracting Officer and one copy to the MTF representative no later than the start of the period of performance. In addition, an updated copy must be provided to the Contracting Officer and MTF representative as changes occur. The plan shall include procedures to implement all requirements of the contract which will include process controls of the laundering processes, along with the following:

1.2.1.1. An inspection system covering all the services required by this contract which must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspection will be accomplished and documented, and the title of the individual(s) who will perform the inspection.

1.2.1.2. The methods of identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable. This will include procedures for a method of inspection to assure proper temperatures, bleaches, bluing, chemical rinse, (sour) detergents and other additives are adhered to.

1.2.1.3. Records of all inspections conducted by the Contractor and necessary corrective action(s) taken. This documentation shall be made available to the MTF representative or Contracting Officer during the term of the contract.

1.2.2. QUALITY ASSURANCE. The Government will evaluate the Contractor’s performance in accordance with the “Inspection of Services” clause. The MTF representative will reject, to the Contractor, individual deliveries of laundry. The Contractor will sort the lot to remove defectives, as necessary, and then represent the lot as a new lot to the MTF representative for inspection.

1.2.2.1. 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.

1.2.3. PERFORMANCE EVAULATION MEETINGS. The Contractor’s project manager may be required to meet with the MTF representative and the Contracting Officer, as necessary, during the performance of the contract.

However, if the Contractor requests, a meeting may be held whenever written notice of a contract discrepancy or a customer complaint is received. The written minutes of these meetings shall be signed by the Contractor’s project manager, Contracting Officer, and the MTF representative. Should the Contractor not concur with the minutes, the Contractor shall state, in writing, any areas of non-concurrence to the Contracting Officer within 10 calendar days of receipt of the signed minutes.

2.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

2.1. EQUIPMENT. A phone will be available for local emergency calls. Plastic bags will be provided for contaminated items.

2.2. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically stated above to be Government-furnished, the Contractor shall furnish: a delivery vehicle, all packaging and marking material, laundry carts, delivery tickets, and a facility equipped and ventilated so as to prevent dissemination of contaminants. Items in Appendix B, with the exception of the Bedside Screen Curtain and Dust Mops, and items in Appendix C will be provided by contractor on a rental basis as part of this contract. One week prior to pick up of contaminated laundry the Government will submit an email to contractor, or utilize contractor’s website to request those items identified in Appendix B. The items on Appendix C will be delivered at the start of the contract and will be laundered on a weekly basis. The items denoted with an * will be delivered at the start of the contract. Example turn in 10 large scrub tops for cleaning, the following week the 10 large scrub tops return. The ventilation system should include adequate intake filtration, exchange rate, and exhaust in accordance with local, state, and federal requirements (Reference: Joint Commission Accreditation Manual for Hospitals). The Contractor’s facility shall be subject to inspection of sanitary conditions at any time by an authorized representative of the Government.

3.0. GENERAL INFORMATION.

3.1. PICKUP AND DELIVERY SCHEDULE. All pickup and deliveries shall be accomplished between the hours of 7:00 a.m. and 9:00 a.m. (Eastern Standard Time). All items will be dropped off or picked up at the 20th Medical Group, 420 Polifka Dr., Building 1042, Medical Logistics Supply Dock. Pick-up and delivery will be performed on Thursday. EXCEPTION: pick-up or deliveries shall not occur on recognized holidays or designated closure days as described in paragraph 3.3. If items that are supposed to be delivered on Thursday are left at the facility they will be delivered back to the MTF the following Friday. If the base is projected closed on Thursday, the MTF may request a delivery be made on Tuesday of that week.

3.2. RECOGNIZED HOLIDAYS. The Contractor is not required to provide service on Federal Holidays (except in emergency situations) the holidays are:

• New Year’s Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• Washington’s Birthday - 3rd Monday in February

• Memorial Day - last 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

Note: If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. The Department of Labor Wage Determination shall prevail over the listed dates. If a holiday falls on a scheduled pick-up/delivery day, the Contractor shall be responsible for rescheduling pick-up/delivery for the first day available in accordance with the schedule in paragraph 3.1 following the holiday observance.

In addition the Contractor shall follow other closure days as directed by the Government. A listing of Air Combat Command family days for October through September will be provided.

4.1. SECURITY REQUIREMENTS FOR UNCLASSIFIED CONTRACTS

The following security requirements are required in Shaw AFB Statement of Works (SOW’s) and Performance Work Statements (PWS’s) when contract work does not involve access to classified information.

4.1.1. Listing Of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee's name, social security number and type of investigation if contract work involves unescorted entry to Air Force restricted areas or other sensitive areas designated by the installation commander. The list shall be provided to the Program Manager and sponsoring agencies Security Manager. An updated listing shall be provided when an employee's status or information changes.

4.1.2. Security Training. The contractor ensures all contractor employees receive initial and recurring security education training from the sponsoring agencies security manager. Training must be conducted IAW DOD 5200.1- R, Information Security Program Regulation, and AFI 31-401, "Information Security Program Management".

Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program.

4.1.3. Pass And Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees. Contractors cannot sponsor other contractors on base. Only government employees (military or civilian) are authorized to sponsor contractors. NOTICE: All contract employees shall submit to a criminal background check accomplished by Shaw Air Force Security Forces prior to the employee being issued base access credentials. Failure to submit requested information as indicated below can result in denial or delay of issuing base access credentials.

4.1.4. Retrieving Identification Media. The contractor is responsible for retrieving all identification media from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc. The contractor shall return retrieved items to the Security Forces Pass and Registration Office.

4.1.5. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.1.6. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on Shaw Air Force Base.

4.1.7. 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.

4.1.8. 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. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

4.1.9. 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.

4.1.10. Controlled/Restricted Areas. (IF APPLICABLE) The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agencies Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a completed National Agency Check, Local Agency Check, Credit Check (NACLC) investigation before receiving a Restricted Area Badge.

4.1.11. Key Control. The contractor shall establish and implement methods of making sure all keys 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 contractor shall immediately report to the Government or Program Manager any occurrences of lost or duplicated keys.

a. 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.

b. The contractor shall prohibit the use of keys, issued by the government, by any 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.

APPENDIX A

GENERAL DEFINITIONS

As used throughout this Statement of Work the following terms shall have the meaning set forth below:

GOVERNMENT QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of the SOW and to contract clauses relating to quality and performance.

MILITARY TREATMENT FACILITY REPRESENTATIVE (MTF representative). Government employee serving as the Contracting Officer’s Representative responsible for surveillance of contractor performance.

CONTRACTOR QUALITY CONTROL/ASSURANCE. The actions taken by a contractor to control the production of services to meet the requirements of the SOW.

LAUNDERING. The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action in appropriate temperature water with solutions of detergents and other additives. These additives include repellent treating, bleaching, bluing, rinsing, chemical rinse (sour, fabric softener, and any other agent for controlling the growth of microorganisms, such as molds and bacteria), starching, ironing, and pressing. The appropriate products and procedures are to be determined by the contractor for the various types of fabric and nature of soil.

CLEAN. Finished articles are dry and free from visible soil, lint, and objectionable odors. Spots and stains are removed without damaging the fabric and have been treated.

UNSERVICEABLE ARTICLES. Those articles no longer usable for the purpose intended. Vendor will replace or repair and damaged Gov owned goods if damaged in laundry process. The vendor will not be responsible for replacement if both MTF and vendor agree the article is a discard, or UNSERVICEABLE.

REPAIRABLE ITEMS. Those articles with minor rips, tears (less than four inches), open seams, holes, missing buttons, and broken zippers.

MEDICAL TREATMENT FACILITY (MTF). Those activities providing outpatient and/or inpatient health care services for authorized personnel.

CONTAMINATED LINENS. All linen originating from the MTF will be considered contaminated for handling purposes.

APPENDIX B

IDENTIFICATION, STANDARD PACKAGING AND METHOD OF FINISH

UNITS PACKAGING

OF

METHOD

OF FINISH

Weekly Estimates

1. Curtain, Bedside Screen EA (Gov’tOwned) P, FB (Gov’t Owned)

2. Gown, Operating (Gray, Green, or White) * EA 5's P, FB 30

3. Pillowcase * EA 50's P, FB 150

4. Sheet, Cotton (White, or Green) * EA 50’s P, FB 150

5. Dental tops (Light blue) * EA 10's P, FB See appendix C

6. Dental Bottoms (Light blue) * EA 10’s P, FB See appendix C

7. Dental Smock, long sleeve * EA 10’s P, FB See appendix C

8. White Lab Coats * EA 10’s P, FB See appendix C

9. Towel, Bath * EA 25's P, FB 100

10. Towel, Hand (housekeeping rags) * EA 25’s FB 400

11. Mops, Housekeeping, Wet -Medium 16 oz * EA 10’s FB 50

12. Mops. Housekeeping, Wet -Small 12 oz * EA 10’s FB 50

13. Dust Mops EA (Gov’t Owned) FB (Gov’t Owned)

Note: Sizes will not be mixed within the same bundle. Package specific sizes together.

P=Pressed FB=Flat, Bundled

APPENDIX C

SCRUB/LAB COAT SIZES / QUANTITIES

SCRUB SIZES QUANTITIES

Extra Small Tops 10 Extra Small Pants 10

Small Tops 50 Small Pants 60

Medium Tops 120 Medium Pants 90

Large Tops 90 Large Pants 110

Extra Large Tops 60 Extra Large Pants 60

2 XL Tops 20 2 XL Pants 20

Extra Small Smocks/long sleeves 10 Small smocks/long sleeves 60

Medium smocks/long sleeves 120 Large smocks/long sleeves 110 XL smocks/long sleeves 60 Small White lab coats 10

Medium lab coats 10 Large lab coats 10

Extra Large lab coats 20 2XL lab coats 10