PWS Surgical Linens 10 Jul 12.pdf

PERFORMANCE WORK STATEMENT

FOR

RECYCLABLE SURGICAL LINEN/APPAREL PACKS

10 July 2012

I. DESCRIPTION OF SERVICE

1.1 SCOPE. The contractor shall provide the personnel, facility, equipment, tools, materials, supervision, and other items and services to perform recyclable surgical linen, recyclable material wraps, and apparel packs as defined in this Performance Work Statement (PWS), except government furnished property. The contractor shall provide delivery, pick-up, laundering, sterilization, and return of recyclable linens, wraps, and apparel packs. The contractor shall provide, on a lease basis, recyclable linens designed exclusively for use by the 88 th

Medical Group at Wright-Patterson Air Force Base (WPAFB), Ohio. The contractor shall meet all professional industry standards, health regulations, state laws, and Occupational Safety and Health (OSHA) requirements.

1.2 REQUIREMENTS.

1.2.1 The contractor shall provide sterile gowns, sterile and non-sterile hand towels, surgical linen packs, and non-sterile reusable synthetic wrappers as specified in

Appendix A, Monday thru Friday except government holidays. All sterile packs shall contain an inside chemical indicator, band, label, lot number, and should be sealed in a clear plastic outer wrap. Upon delivery, contractor shall maintain inventory as specified in Appendix B and rotate stock-on-hand with the earliest date in front on the right. A Central Sterile Processing (CSP) staff member will be available to allow contractor access to the area to perform inventory. The contractor shall pickup and remove all contaminated linens from the operating rooms in the contractor provided linen bags. The contractor shall also provide 12

(twelve), 25-inch laundry hamper stands; one for each of the twelve operating rooms.

1.2.2 The contractor shall provide a facility, in which linens are handled, washed, inspected, processed, and sterilized which meet AAMI ST85 “Human factors engineering for cleaning instructions for reusable medical devices”. The facility shall have two separate areas; one for clean laundry and one for dirty laundry. The dirty laundry area must be contained within its own four walls, as well as the clean linen area to avoid cross-contamination. The contractor shall maintain records of temperature, humidity, and air pressure. These records shall be made available upon Government’s request. The ventilation system should be designed so that air flows out of the preparation area (positive pressure ventilation). Traffic in these areas should be restricted to authorized contractor personnel only. The facility shall be compliant with FDA Quality Systems Regulations and inspected regularly by the FDA. The doors to the outside facility will not open directly into the area where clean linen is stored, sorted, or packaged. Personnel shall not travel through the contaminated area, to arrive at the clean processing area, which in turn would result in cross-contamination. The Government reserves the right to conduct on-site visits in all contractors operated facilities.

1.2.3 Linen/Apparel Packs Contents. The contractor shall provide packs that contain surgical linen/apparel tested for permeability, comfort, and fire retardant quality by an independent laboratory. The contractor shall use lighted tables to check linens after each use for tears and holes and establish a method of marking each linen piece to provide proof of number of uses.

1.2.4 Special Transport Instructions.

1.2.4.1 The contractor shall not transport clean linens and soiled linens in the same cart at the same time. Clean linen shall not follow soiled linen in the same cart without prior disinfections. When transporting clean and soiled linens at the same time, soiled linen carts shall be kept physically separate from clean linen carts. All items will be kept covered at all times during transport to prevent cross contamination.

1.2.4.2 The contractor shall provide vehicles with lift gate capability able to load and unload regardless of available parking. Contractor shall clean and sanitize vehicles and carts daily after each use to include interior and exterior cleaning. After vehicles and carts have been cleaned and sanitized, they shall be free from dirt, dust, litter, debris, soil, and odor before loading clean articles. The contractor shall only park in approved load and unload zones as specified by Government warehouse control personnel.

1.2.5 Stock Levels.

1.2.5.1 The contractor personnel shall provide the CSP staff member with an inventory checklist upon delivery, showing quantities supplied based on restock inventory level. The contractor’s inventory checklist shall match the line items in the contract schedule. The contractor shall leave two copies of the inventory with the CSP member. A list of Government staff members authorized to sign the checklist shall be provided at contract award.

1.2.5.2 The contractor shall respond to inventory level increases or decreases at the medical center upon oral or written notice by authorized Government staff. The contractor shall respond and increase inventory levels within eight hours of notification if the increase is not more than double the previous level and is not permanent. In case of permanent increase in inventory level, the contractor shall provide the increased requirements within thirty days of notification by the Government.

1.3 QUALITY CONTROL. The contractor shall comply with the Quality Control Plan accepted by the Contracting Officer before contract start date. The plan shall include: A) a description of the inspection system to cover all services listed, B) the Frequency of inspections, C) the title and organizational placement of the inspectors, D) a description of methods used for identifying, correcting, and preventing defects in the quality of the service performed before the level becomes unacceptable, and E) a description of the records kept to document inspections and corrective/preventative action taken. All records of inspections shall be kept and made readily available to the government throughout the contract performance period and for the period after contract completion until the final settlement of any claims under this contract. The Government has the right to require revisions of the Quality Control Plan (CP) at no additional cost to the

Government should the plan fail to control the quality of the services procured at any time during the contract performance.

1.4 DRESS CODE. The contractor shall abide by the required dress code for entering

Central Sterile Processing area at Wright-Patterson AFB. Contractor personnel shall be readily identifiable, (i.e. uniform, name badge displaying employee and company name) at all times while on Wright Patterson AFB, Ohio. Contractor personnel should be aware of any dress code policies that must be adhered to while performing necessary tasks while in the Central Sterile Processing Area.

1.5 TRAINING. The contractor shall provide documentation of annual OSHA training requirements having been met by all personnel in standard precautions.

1.6 SPECIAL HANDLING OF CONTAMINATED SURGICAL LINENS/APPAREL.

The contractor employees who handle soiled linen, including those involved in collecting; transporting, sorting, and washing shall be trained to reduce their risk of exposure. The contractor shall utilize appropriate personal protective apparel (PPA) such as hats, masks, impervious gowns, gloves, and shoe covers to reduce the risk of contamination of exposed skin and clothing.

1.7 GENERAL WORK REQUIREMENTS

1.7.1 POINT OF CONTACT. The contractor shall provide a primary and alternate person, in writing to the CO prior to contract start, who acts for the contractor.

The primary and alternate point of contact shall be available via telephone

Monday through Friday between the hours of 0730 through 1630 excluding federal holidays. The primary or alternate shall be available during normal duty hours within 24 hours, and within 3 hours if the problem is urgent) to meet on the installation with government personnel designated by the CO to discuss problem areas.

1.7.2 ENGLISH LANGUAGE REQUIREMENT. All contract personnel shall read, understand, fluently speak, and legibly write the English language.

1.7.3 CONFLICT OF INTEREST. The contractor shall not employ any person who is an employee of the United States Government if employing that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoD 5500.7-R, Joint Ethics

Regulation (JER). In addition, the contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor relations activities. The contractor is cautioned that off duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of any such person at any time shall not constitute an excuse for nonperformance of this contract. The Contractor is prohibited from employing off-duty Contracting

Officer Representative (CORs) who are surveilling any contracts/subcontracts awarded to the contractor.

1.7.4 HOURS OF OPERATION. The contractor shall provide services in the Medical

Treatment Facility (MTF) Monday through Friday (excluding federally observed holidays), 0600-1600; CSP personnel will be available to answer questions from the contractor during this time. The contractor shall make deliveries Monday through Friday, 0630-1100.

1.7.5 FEDERALLY OBSERVED HOLIDAYS. There are ten (10) federally observed holidays each year. They are New Year’s Day (observed 1 Jan), Martin Luther

King’s Birthday (observed third Monday in January), President’s Day (observed third Monday in Feb), Memorial Day (observed last Monday in May), Independence Day (observed 4 July), Labor Day (observed first Mon. in

September), Columbus Day (observed second Monday in Oct), Veteran’s Day

(observed 11 Nov), Thanksgiving Day (observed fourth Thursday in Nov), and

Christmas Day (observed Dec 25). If New Year’s Day, Independence Day, Veteran’s Day, or Christmas falls on a Saturday, it is observed on Friday, if it falls on Sunday it is observed on Monday.

1.7.6 BASE CLOSURE/DELAY NOTIFICATION PROCEDURES. The authority to close/delay the base rests with the WPAFB Commander or his/her designated representative. After an official decision to close or delay work reporting times had been made by the WPAFB Commander, the local radio or television station will be notified of the closure/delay. The contractor will not receive any other form of notification of base closure from the government. The Contractor is responsible for the notification of his/her employees. The contractor shall still be responsible for 24-hour operations and emergency work.

1.7.7 EMERGENCY HEALTH CARE. The MTF will provide emergency health care for contract personnel for injuries occurring while on duty in the MTF. These services will be billed to the Contractor at the current full reimbursement rate.

1.7.8 SMOKING POLICY. Smoking is not permitted within the MTF. Smoking is permitted outside the MTF buildings in designated areas only.

1.7.9 TRAFFIC LAWS. Contractor personnel shall comply with WPAFBI 31-204, Installation Traffic and Parking Code, pertaining to operation of privately-owned vehicles on WPAFB.

1.7.10 QUALITY ASSURANCE. The Government will evaluate the contractor’s performance under this contract. The Government will record all surveillance observations. When an observation indicates defective performance, the QAP will require the contractor at the site to initial the observation indicating acknowledgment of the deficiency. Initialing of the observation does not constitute contractor concurrence with the observation, only acknowledgment that the contractor has been made aware of the defective performance.

Any action taken by the CO as a result of surveillance will be according to the terms of this contract.

1.7.10.1.1 Quality Assurance Meetings. A Quality Assurance Committee will be formed to review all aspects of the initial and planned services after the contract has been awarded and throughout the phase-in period, for new contractors. The Contractor shall provide someone in a first level management position or a senior representative. The committee shall consist of, but not limited to, at least one member from the operating room, one member from Central Sterile Processing (CSP), one member from Infection Control, and one member from Medical Equipment

Management Office. This committee shall meet at least quarterly in the medical center.

1.7.10.1.2 Contracting Officer’s Representative (COR). CORs are technical representatives of the CO and will participate in the administration of this contract. The COR(s) or alternate(s) will inform the contractor in person when discrepancies are observed and will request corrective action to be taken. The COR(S) or alternate(s) will note the discrepancy with the date and times observed and request the contractor initial the entry and provide corrective action. The contractor shall refer to the CO, not the COR(s), any alleged change to the scope, prices, terms or conditions of the contract.

1.7.11 PHYSICAL SECURITY. The contractor shall safeguard all Government property provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

1.7.12 ENVIRONMENTAL, SAFETY, AND OCCUPATIONAL HEALTH

(ESOH). The contractor shall be solely responsible for compliance with all federal, state and local laws, the Occupational, Safety and Health Act (OSHA)

(Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926, as applicable, and for the protection of their employees. Additionally, the contractor shall be responsible for the safety and health of all subcontractor employees. The contractor shall provide protection to Government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

1.7.13 PHASE OUT. If there is a change in contractor, the incumbent contractor shall provide familiarization of requirements/service to the government or the follow-on contractor. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor shall cooperate to permit an orderly change over to the successful contractor.

1.7.14 CONTINUATION OF CONTRACTOR SERVICES DURING BASE

EXERCISES, LOCAL EMERGENCIES OR CONTINGENCIES, AND

IMPLEMENTATION OF LOCAL CONTINGENCY PLANS. It has been determined that none of the services specified in this PWS are required to be performed in support of base exercises, local emergencies or contingencies or implementation of local contingency plans.

II. SERVICES SUMMARY

Performance Objective PWS

Paragraph

Performance

Threshold

Method of

Surveillance

Remedy

SS-1 Correct inventory maintained

1.2.1 Zero (0) defects

within the month

Random

Inspection

Re-performance

SS-2 Correct rotation of linen/packs

1.2.1 Zero (0) defects

within the month

Random

Inspection

Re-performance

SS-3 Compliance with health industry standards for facility

1.2.2 Zero (0) defects

within the month

Periodic

Surveillance

Re-performance

SS-4 Clean linens and soiled linens correctly transported in carts

1.2.4.1 Zero (0) defects

within the month

Random

Inspection

Re-performance

SS-5 Follows proper transporting procedures for linens in vehicles

1.2.4.2 Zero (0) defects

within the month

Periodic

Inspection

Re-performance

SS-6 Complies with the

Quality Control Plan

1.3 Zero (0) defects

within the month

Periodic

Inspection

Re-performance

SS-7 Documentation provided to validate employees have been

OSHA trained

1.5 Zero (0) defects

within the month

Periodic

Surveillance

Re-performance

SS-8 Wear appropriate apparel in CSP areas

1.6 Zero (0) defects

within the month

Random

Inspection

Re-performance

III. GOVERNMENT FURNISHED PROPERTY

The Government shall furnish contractor with personal protective apparel required for entering the Central Sterile area to conduct inventory at the 88 th

Medical Group.

IV. APPENDICES

A. Linen/Apparel Pack Contents

B. Contractor Inventory Levels

Appendix A

LINEN/APPAREL PACK CONTENTS

The linen packs shall consist of the following:

1. GOWN PACK (LG) Level 4: 1-gown(LG), 1-24”x24” wrapper, 1-duraweave like cloth towel 17”x30”

2. FOUR TOWEL PACK: 1-Level 4 mayo cover 24”x24”, 4-duraweave like cloth towel

17”x30”

3. BASIC PACK: 1-Level 4 mayo cover 22”X54”, 2-Level 4 LG/XLG gowns, 10 duraweave like cloth towels 17”x36”, 2-X/LONG cloth towels, 1-60”x90” Level 4 back table cover.

4. LAPAROTOMY PACK: 1-60”x90” Level 4, back table cover, 1-108”x130” fenestrated laparotomy drape with 6”x14” fenestration, 2-LG/XLG gowns, 10 duraweave-like cloth towels 17”x30”,2-X/LONG cloth towels, 1-mayo cover 22”x54”. (ALL DRAPES

GOWNS, TABLE COVERS AND MAYO COVERS TO BE LEVEL 4)

5. LITHOTOMY PACK: 1-60”X90” BACK TABLE COVER, Level 4, 1-108”X100 laparotomy/lithotomy fenestrated drape with 10”x10” fenestration, 2-30”x50” leggings, 1-30”x48” under buttocks drape with 12” cuff, 1-60”x87” drape sheet, 2-LG/XLG gowns, 6 duraweave like cloth towels 17”x30”. ”. (ALL DRAPES GOWNS, TABLE COVERS, AND LEGGINGS ARE TO BE MADE OF LEVEL 4 MATERIAL)

6. BULK HAND TOWELS: Lint free, 17”x30”, duraweave like cloth, any color

7. BULK HAMPER BAGS: 1-compel like colored hamper bag 25” ***NOTE-The hamper bag MUST be a color that separates it from the standard linen bag

8. 24”x24” INFUSED POLYESTER WITH 1% CARBON YARN WRAPPERS

9. 36”x36” INFUSED POLYESTER WITH 1% CARBON YARN WRAPPERS

10. 48”x48” INFUSED POLYESTER WITH 1% CARBON YARN WRAPPERS

11. 54”x54” INFUSED POLYESTER WITH 1% CARBON YARN WRAPPERS

Appendix B

CONTRACTOR INVENTORY LEVELS

1. The contractor shall maintain government requested inventory level. Inventory levels shall be based on usage. The inventory levels shall be maintained at a 3-day supply in the Medical Treatment Facility (MTF). This shall be adjusted by demand.

The following is a 3-day supply estimate:

Gown Pack (LG) 90

4-Pack Sterile Hand Towels 40

Clean Hand Towels (bulk-25) 100

Basic Pack 20

Laparotomy Pack 10

Lithotomy Pack 20

Hamper Bag (25”) 30

24”x24” Infused polyester with 1% carbon yarn wrappers 20

36”x36” Infused polyester with 1% carbon yarn wrappers 20

48”x48” Infused polyester with 1% carbon yarn wrappers 20

54”x54” Infused polyester with 1% carbon yarn wrappers 20