Performance_Work_Statement_(8_Sep_15).pdf

Performance Work Statement

For

Linen Laundering Delivery and Pickup Services

355th Medical Group

Davis-Monthan AFB,AZ

1 October 2015

Review/Coordination

Functional Commander Date

Services Designated Official Date

Quality Assurance Program Coordinator Date

Contracting Officer Date

Performance Work Statement for

Linen Laundering, Delivery, and Pickup Services

1.0. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. Description of Services. The contractor shall provide all equipment, materials, transportation, personnel, labor, supervision, and management to perform linen laundering, delivery and pick up services, in support of patient care programs and base veterinary services for the 355th Medical Group (355 MDG), Davis Monthan, AFB (DMAFB), AZ.

1.1.1. Basic Services. The contractor shall furnish, launder, and deliver clean linen, and pick up soiled linen at the 355 MDG Medical Treatment Facility (MTF), building 400, on DMAFB.

1.1.1.1. Clean Linen. All clean items are to be protected from contamination and soiling during transit. This shall be accomplished by ensuring delivery is in an enclosed truck that is kept sealed at all times during transportation. Further, laundry shall be bundled, wrapped and sealed in clear plastic wrap. Government personnel will weigh cleaned linen upon delivery, utilizing a Government scale. Contractor personnel shall physically unload clean linen and deliver it to the clean linen room after weighing. The contractor is responsible for any item lost or damaged.

1.1.1.2. Soiled Linen. Contractor personnel shall load soiled linen from the loading dock to the contractor's vehicle.

1.1.1.3. Infection Control. Laundering services shall be performed at the contractor-owned and operated facility. The contractor shall comply with infection control standards as outlined in the checklist at Appendix 2 of this Performance Work Statement (PWS). The contractor must be certified and accredited by the Healthcare Laundry Accreditation Council (HLAC).

1.1.1.4. Ordering. Designated Government personnel will place orders, via fax or electronic mail, 2 days prior to delivery by the contractor, for the quantity of linen required for the MTF.

1.1.1.5. Pick-Up and Delivery Hours. The contractor shall provide linen pickup and delivery services between the hours of 8:00 a.m. and 10:00 a.m., Tuesdays and Thursdays. Thursday deliveries shall include sufficient linens for Friday and Monday use.

1.1.1.6. Delivery Tickets. The contractor shall furnish a delivery ticket for each delivery. The delivery ticket shall be completed by the contractor in two copies and signed by both the contractor and a government representative at the time of delivery. One copy of each delivery ticket shall be provided to the government representative at the time of delivery and a copy shall accompany the contractor’s invoice. Each delivery ticket shall clearly state the following:

(1) Company Name

(2) Company Phone Number

(3) Contract number

(4) Date of Delivery

(5) Description and number of items delivered by size

(6) Weight of items delivered

1.1.1.7. Weight Report. The contractor shall submit a monthly weight report summarizing the weight of cleaned linen delivered for the previous month. The report shall be submitted to the COR, no later than the second (2nd) business day of each month. The weights on the weight report must match the weights on the delivery tickets for the month. The total weight for each month will be verified by the Government and the contractor, no later than the 5th business day of each month.

1.1.1.8. Federal Holidays. The following Federal Holidays are observed at DMAFB, and the contractor is not responsible for linen pickup or delivery on Federal Holidays or the actual day of observance.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day Presidents’ Day Veterans’ Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.1.1.8.1. The contractor shall make arrangements with Government personnel at least 3 days prior to delivering linen on a day agreed upon by the Government when a delivery day coincides with a holiday. The Government may also request additional linen on the normal delivery day prior to the holiday.

1.1.1.9. Laundry Carts. The contractor shall deliver clean linen to the MTF in serviceable, contractor-provided sanitized laundry carts. The laundry carts shall be on casters or wheels to allow maneuverability and have a minimum load capacity of 400 pounds. Soiled laundry carts and/or covers shall be steam cleaned or cleaned with a soap and water solution before they are used to transport clean linen. The contractor shall cover carts containing clean linen with plastic or a lid to protect the contents from dust and contaminants. The carts will be used by Government personnel to gather soiled linen for pick up by the contractor on the next scheduled day. The contractor shall ensure that there are two serviceable laundry carts available for use within the MTF at all times to hold soiled laundry.

1.1.1.10. Packaging. All cleaned linen items shall be bundled and tied together in small quantities, to be determined by the contractor, to allow easy access, inventory and handling by housekeeping personnel.

1.1.1.11. Weight Verification. All clean linen will be weighed by Government personnel at the time of delivery. The linen weights of delivered linen will match the linen weights entered on the contractor’s delivery ticket. Soiled linen will be weighed by Government personnel prior to pick-up. Weights will be recorded by Government personnel and the record will be signed by the contractor and Government personnel. A copy of the weight record will be provided to the contractor.

1.1.1.12. Contaminated Laundry Pick-up. Contaminated laundry will be packed in plastic bags by government personnel and placed in the contractor-provided laundry carts. After the carts are weighed, the contractor shall load the carts on the delivery vehicle and deliver the soiled linen to the laundering facility. The contractor is responsible for the proper handling of soiled linen in compliance with standard infection control procedures. This contract does not include services for radioactive contaminated laundry.

1.1.1.13. Operating Shirts, Trousers, and Jackets. Operating shirts, trousers, and jackets shall be packaged with like items according to color and size.

1.1.1.14. Pediatric Garments. Pediatric garments shall be free of soap, treated with a souring agent for sterilization and a sufficient quantity of softening agent.

1.1.1.15. Veterinarian Clinic. Linen from the Veterinarian clinic will be packaged separately and identified to the contractor by the Government.

1.1.1.16. Product Specifications. All contractor furnished wash formulas, chemicals, materials, equipment, and tools used shall be approved by the 355th Medical Group Infection Control Function prior to being used. Upon contract award, the contractor shall provide literature including Safety Data Sheets for all supplies and products used or changes in previously approved supplies or products to the COR. The contractor may be required to provide samples of supplies or products. All materials shall comply with all applicable environmental laws.

1.1.1.17. Contaminated Laundry. All soiled laundry originating from the MTF is categorized as contaminated. The contractor shall handle contaminated laundry in accordance with Health Care Infection Control Practices Advisory Committee (HICPAC) Guidelines for Environmental Infection Control in Health Care Facilities. The contractor is responsible for proper training of employees and the employees’ use of standard precautions in handling of contaminated laundry.

1.1.1.18. Rejected Laundry. Linen will be rejected when it fails to meet the standards of cleanliness as defined in this PWS at the time of delivery or when unpacked. Rejected laundry shall be collected by MTF personnel when discovered and returned to the contractor who shall re-perform and deliver re-cleaned laundry by the next scheduled delivery day. The Government will reject by individual piece, package, or cart(s). The contractor shall re-perform at no cost to the Government.

1.1.1.18.1. Re-Performance. In accordance with the provisions of this contract covering inspection and acceptance, items found not to meet the requirements of the contract terms shall be re-cleaned by the contractor at no additional cost to the Government. Item(s) found by the Government of an unsatisfactory condition shall be reported to the contractor's contract manager at the next scheduled pick-up day by the COR. After the items are re-cleaned, the contractor shall pack these items separately and mark each bundle "Attention Contracting Officer Representative." If re-performance of linen is required, the contractor shall ensure adequate quantities remain in-house to meet functional requirements.

1.2. General Information

1.2.1. Contract Manager. The contractor shall designate a contract manager, and an alternate, who will be responsible for performance of services and have full authority to act for the contractor on all matters relating to daily operation of this contract. Upon contract award and prior to the contract start date, the contractor shall submit the name and telephone number of the contract manager and alternate, in writing, to the Contracting Officer. The contract manager or alternate shall be available to meet with Government personnel within one business day of notification during normal business hours. The contract manager and alternate must be able to read, write, speak, and understand English fluently.

1.2.1.1. Contract Manager Availability. The contract manager or alternate shall be available by telephone between 7:30 a.m. and 4:30 p.m., Monday through Friday, to resolve any issues or problems that may arise.

1.2.2. On-Site Inspections. A government representative will conduct intermittent on-site inspections of the contractor’s plant facility and the contractor shall escort government representative during site visits. The site visit checklist in PWS Appendix 2, will be utilized for inspections.

1.2.3. Contractor Travel on DMAFB. Contractor employees shall not loiter in any working area before or after performing services. All contractor employees shall limit their travel on DMAFB only to the specific areas required for performance of services or in travel directly to and from these locations. Upon completion of contract work, contractor employees shall promptly depart DMAFB.

1.2.4. Contractor Employee Conduct. The Government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances. Removal of employees for any reason does not relieve the contractor of the requirement to perform services specified herein.

1.2.5. Appearance. Employees shall present a neat appearance and be easily recognized as contractor employees by company uniforms, or name tags having the company logo affixed. All contractor employees must have in their possession at all times, company identification badges and any Government Base access passes issued to them.

1.2.6. Smoking in AF Facilities. Contractor personnel are advised that the Air Force has placed restrictions on the smoking of tobacco products in Air Force facilities. Air Force Instruction (AFI) 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.2.7. Illegal Substances. Illegal substance possession and/or use will not be tolerated on any military installation, including medically prescribed marijuana. The contractor shall ensure that contractor employees who have base access do not possess and/or use illegal substances. All contractors and subcontractors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation and subject to arrest and prosecution by local authorities.

1.2.8. Safety. The contractor shall comply with all applicable local, state and federal laws and safety regulations. Compliance with Occupational Safety & Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor's compliance or non-compliance with such responsibilities. Any fines, penalties, etc., levied for contractor caused safety violations are the contractor's responsibility. The contractor shall immediately notify the 355 MDG Facility Manager, at 228-2557, and 355th Wing Ground Safety Office, at 228-5342 when safety violations occur or are discovered. Contractor employees shall fully cooperate with Government safety investigators.

1.2.8.1. Personal Protective Clothing and Equipment. The contractor shall provide contractor employees with all necessary personal protective clothing and equipment.

1.2.9. Continuation of Essential DoD Contractor Services During Crises. In accordance with Department of Defense Federal Acquisition Regulation Supplement (DFARS), Subpart 237.76, Continuation of Essential Contractor Services, the Government has determined that contract services described in this PWS are not mission essential and do not require the contractor’s continued support during a crisis.

1.2.10. Security Requirements

1.2.10.1. Listing Of Employees. The contractor shall maintain a current listing of employees performing services on DMAFB. The list shall include the employee's name and social security number. The contractor shall submit list of employees to the Contracting Officer upon contract award and when an employee's status or information changes.

1.2.10.2. Pass and Identification Items. The contractor shall ensure that all necessary pass and identification items required for contract performance are obtained for contractor employees and non-Government owned vehicles.

1.2.10.3. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from contractor employees that depart for any reason before the contract expires (e.g. terminated for cause, retirement, etc.) and turn them in to the issuing office.

1.2.10.4. Traffic Laws. Contractor employees shall comply with all base traffic regulations.

Contractor employees are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of seat belts is mandatory for all vehicle occupants. The use of cell phones is prohibited while driving on base, unless the phone is a hands-free cell phone.

1.2.10.5. Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

1.2.10.6. 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 DMAFB.

1.2.10.7. 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.

1.2.10.8. Reporting Requirements. Contractor personnel shall immediately report to an appropriate Government 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.

1.2.10.9. Physical Security. Contractor employees are responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, the contractor shall secure all Government facilities, equipment, and materials for which they are responsible.

1.2.10.10. Base Entry Requirements. The contractor shall obtain Government identification documents for all employees, by submitting an application to the Contracting Officer. The contractor must provide the full name, social security account number (SSAN), driver's license number/state of issue, and hours of required access for each contractor employee. Any employee who does not have a driver's license must provide another official form of picture ID, such as Immigration and Naturalization Service work permit or Arizona identification (available through the Arizona Department of Transportation). Any employee desiring to bring a privately owned vehicle on DMAFB must provide proof of automobile registration and at least the minimum required liability insurance, as well as a valid driver's license. Contractor ID cards will be available for pick up within seven working days after application is received by the Contracting Officer.

1.2.10.11. Contractor Vehicle Requirements. All vehicles used in the performance of the contract shall be properly registered and meet local, state, and federal safety and emissions requirements. Each contractor vehicle shall have the Contractor Logo neatly exhibited on each side of the cab. The sign must use at least 2" high letters. Vehicles shall be in satisfactory mechanical condition and present a neat and clean appearance. Any vehicle(s) not so maintained may be ordered removed from the base by and at the sole discretion of the Contracting Officer, until satisfactory repairs are made. The contractor shall operate vehicles to comply with base traffic regulations. Vehicle-mounted communication equipment shall conform to all applicable base and federal frequency regulations and avoid conflict with existing frequencies.

2.0. SERVICES SUMMARY

Performance Objective PWS Paragraph Performance Threshold

1. Clean linen shall be free of all soil, foreign objects, dampness, offensive odors, mildew, cleansing chemical residue, bacteria, fungi and other microorganisms, including pathogens or disease producing organisms.

1.1.1.1. 100% compliance

2. Laundry shall be bundled, wrapped and sealed in clear plastic wrap

1.1.1.1. 100% compliance

3. Provide linen pickup and delivery between the hours of 8:00 a.m. and 10:00 a.m., Tuesday and Thursday.

1.1.1.5.

95% compliance quarterly

4. The linen weights of delivered linen will match the linen weights entered on the contractor’s delivery ticket

1.1.1.7.

No more than 2 defects per month, not to exceed 5 pounds

5. Deliver clean linen to the MTF in serviceable, contractor-provided sanitized laundry carts.

1.1.1.9.

No more than

2 defects per month

6. Re-perform and deliver re-cleaned laundry by the next scheduled delivery day.

1.1.1.18.

90% compliance quarterly

7. Laundry facility meets inspection standards.

1.2.2.

Appendix 2 100% compliance

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Plastic Bags. The Government will provide the plastic bags that will be used by Government personnel to collect soiled linen and given to the contractor for removal from the

MTF.

3.2. Commercial Grade Scale. The Government will provide a commercial grade platform scale, of a type capable of weights up to 2,000 pounds. The scale is located at the MTF loading dock, building 400. The Government will calibrate the scales for accuracy at least annually.

3.2. Telephone. Contractor personnel will be allowed the use of a Government telephone for local calls upon request.

3.3. Emergency Services. The Government will provide security forces services (call 228- 4444, for emergencies only), and fire protection services (call 228-3333). There are no emergency medical services available on Davis-Monthan AFB, therefore the contractor must dial 911 for emergency medical services.

4.0. APPENDIXES

4.1. Appendix 1 – Estimates

4.1.1. The following are the routine weekly estimates for this contract. Estimated quantities shown are for informational purposes only and do not bind the Government to the estimated quantities furnished by the contractor. These established quantities will be replenished weekly on an as-needed basis. Contractor furnished linens shall be similar in quality, size, and color, as would reasonably be expected in a clinical environment. The Government reserves the right to reject any contractor furnished linens it deems inadequate, with credit provided toward those rejects.

Quantity Description Size Color

400 Pillowcase, Percale 42X34 White

130 Full Sheet, Hospital 66X115 White

130 Sheet, Draw Light 54X81 White

500 Towel, Bath 22X48 White

250 Towel, Bath SM Terry 16X27 White

60 Blanket, Peds, Thermal 36X36 Striped

400 Towel, Surgery 18X31 Misty Green

20 Blanket, Thermal Dual Cover 79X94 White

30 Wrapper 24X24 BB+S 24X24 Ciel Blue

30 Wrapper 36X36 BB+S 36X36 Ciel Blue

75 Gown, Pat. Child-SM Small Green

75 Gown, Pat. Child-MD Medium Blue

75 Gown, Pat. Child -LG Large Yellow

30 Drape, Eye W/3" FENS 24X24 Ciel Blue

300 Gown, Patient Spec Blue

As needed Curtains See 3.1.2. below Tan

Scrubs See 3.1.3. below Green

4.1.2. Curtains: The contractor shall provide the following size curtains:

Width Length 90 105 82 138 87 190 78 112

- Curtains shall be replenished as needed. Curtains shall be individually packaged and marked by size.

4.1.3. Operating Gowns, Trousers and Warm-Up Jackets: The contractor shall provide scrubs in the following quantities and sizes:

Type Size Quantity Estimated

Price Per Item Shirt X Small 50 $13.00

Shirt Small 100 $13.00

Shirt Medium 200 $13.00

Shirt Large 300 $13.00

Shirt X Large 200 $13.00

Shirt 2X Large 100 $13.00

Shirt 3X Large 50 $13.00

Trouser X Small 50 $13.00

Trouser Small 100 $13.00

Trouser Medium 200 $13.00

Trouser Large 300 $13.00

Trouser X Large 200 $13.00

Trouser 2X Large 100 $13.00

Trouser 3X Large 50 $13.00

Jackets Medium 50 $13.00

Jackets Large 100 $13.00

Jackets X Large 100 $13.00

Jackets 2X Large 50 $13.00

Jackets 3X Large 50 $13.00

4.1.3.1. Scrubs. The above quantities of scrubs will serve as a beginning count. Contaminated scrubs will be picked up, laundered, and inventoried. All soiled scrubs will be returned on the following delivery date.

4.1.3.1.1. Reimbursable. At the end of each quarter, the contractor shall report the average inventory totals to the government and at the discretion of the government, replenish any missing quantities at the government’s estimated cost per item with the approval of the Contracting Officer. If the contractor caused damage to, or lost an item(s), the damaged/destroyed and/or lost item(s) shall be replaced with an identical or like item at the contractor’s expense within 10 business days of discovery. These replacement items shall be bundled separately and clearly marked “Replacement Items”. If any damaged/destroyed or lost item(s) are not replaced within 10 business days, the contractor shall reimburse the Government in accordance with DFARS Clause 252.237-7015. If lost scrubs are found and returned to the inventory, the contractor shall credit the monthly invoice on the next billing cycle for the returned items.

- Discovery by whom?

4.2. Appendix 2 - Infection Control

4.2.1. Background. Although soiled linen has been shown to be a source of large numbers of pathogenic organisms, the risk of actual disease transmission is negligible. Infection control standards must be maintained to decrease risk of exposure and infection to patients and workers.

Efforts to reduce occupational risk of infection transmission and exposure to laundry workers primarily focuses on appropriate use of hand washing, protective barriers, removal of foreign objects from soiled linen stream, and reduction of the volume of blood, body fluids, excretions, and secretions in patient linens.

4.2.2. Site Visit Checklist. The following checklist will be use to evaluate compliance during site visits to the laundry Plant:

1. Physical Plant Yes No

a. Is the laundry facility designed to enhance separation of clean and soiled functions and be supported by appropriate ventilation to prevent mixing of air between areas?

b. Is the soiled linen processing area separated from clean linen storage, clean supply and equipment storage?

c. Is the laundry facility designed to enhance the separation of clean and soiled function?

d. Is the laundry facility supported by appropriate ventilation to prevent mixing of air between these areas? (Functional separation may be achieved by one or more methods, including physical barriers, negative air pressure systems in the soiled linen area to the clean linen area)

2. Collection Yes No

a. Is soiled linen collected in a manner that minimizes agitation?

b. Is soiled linen appropriately bagged at the site of use?

c. Is soiled linen placed in bags that prevent leakage onto the environment or contamination of transporting personnel?

d. Are universal precautions/ standard precautions used when handling soiled linen (all linen are considered contaminated)?

3. Sorting (Process most likely to be associated with infection transmission) Yes No

a. Are personnel involved in collection, transport, sorting, and washing of soiled health-care linens appropriately trained?

b. Do personnel involved in collection, transport, sorting, and washing of soiled health-care linens have access to hand washing facilities?

c. Personnel use of appropriate personnel protective equipment?

d. Personnel supervised to assure compliance with protective procedures?

e. When sorting linen, are foreign objects removed and disposed of properly?

4. Washing Yes No

a. Are reusable gowns and drapes that come in contact with the operative field sterile?

b. Water temperature. What method is being used?

c. 25 minutes at 160 degree F (71 degree C)?

d. What laundry chemicals (including bleach) are used to wash linen?

5. Transportation of Clean Linen Yes No

a. Are clean and soiled linen transported separately?

b. Are carts used to transport soiled linen appropriately cleaned before use in transporting clean linen?

c. Is clean linen covered or wrapped for protection from contamination during transport?

d. Is the truck used to transport clean and dirty linen cleaned (not only wiped) between transports?

e. Is the truck used to transport clean linen covered during transport?