3 - PWS_Lodging 17 Jan 19.pdf

LAUNDRY AND DRY CLEANING SERVICE

KIRTLAND AFB LODGING

PERFORMANCE WORK STATEMENT (PWS)

REVISED 17 JANUARY 2019

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, supervision, personnel, equipment, tools, supplies, transportation, materials, and other items necessary to ensure that laundry and dry cleaning services are performed for Kirtland Air Force Base (KAFB) Lodging, Kirtland Air Force Base, Albuquerque, New Mexico, as defined in this Performance Work Statement (PWS), and in accordance with contract requirements.

1.1 The Contractor shall meet all requirements of this PWS. Laundry services requirements include pick-up and delivery. Laundry shall be delivered free of all visible dirt, debris, dampness, offensive odors, mildew, and cleansing chemicals residue. The delivered laundry shall have a clean line fold with a uniform appearance and show no signs of damage incurred during cleaning or transportation, and shall be properly finished and packaged in accordance to this PWS. The laundering products used shall produce a neutral odor and a soft texture to the finished articles.

1.2 The contractor shall ensure items received in a wet or moist condition are processed in a timely manner to prevent development of mildew, rust, or other stains/marks.

1.3 The contractor shall ensure that pickup and delivery of linen items from KAFB Lodging shall not be mixed with pickup and delivery of linen items from the other facilities. The contractor shall ensure KAFB Lodging receives the same items and quantity as those picked-up. The Contractor shall be responsible for loading and unloading laundry. The contractor shall ensure soiled laundry does not come into contact with, or is transported in the same vehicle with clean laundry.

1.4 COUNT OF ARTICLES.

1.4.1 Soiled items picked up by the contractor for cleaning will not be the same quantities as stated in Paragraph 2. The Government will provide a piece count of soiled bedspreads and pillows picked up by the contractor.

1.4.2. The Contractor shall provide a Government representative a laundry ticket containing the weight of clean linen when the items are delivered. These tickets will be used when the Government processes the monthly invoices. The Contractor shall be liable for return of the number and kind of articles turned in for service under this contract.

1.4.3 Quarterly inventories. The contractor shall perform quarterly inventories of all Lodging linen.

Inventories shall be scheduled by the Contracting Officer’s Representative (COR). The Government will provide at least two (2) personnel for the inventories.

1.5 STATE OR LOCAL DEPARTMENT OF HEALTH REQUIREMENTS. The contractor shall ensure that its operations comply with all certification or labeling requirements imposed by state or local Department of Health Regulations.

1.6 REPAIRS. The Contractor shall repair, at its expense, or reimburse to the government, as appropriate, all damages to individual linens that occur while in the custody of the contractor, to include rips, tears, holes, open seams, burns, and replacement of buttons and repair or replacement of broken zippers. Thread, material, zippers, and buttons of the same type, texture, manufacturer quality, color and color fastness as the used in the manufacture of the garment or linen shall be used for repair and replacement.

1.6.1 Any items with a rip or tear in excess of 1 inch long, are considered damaged beyond repair. The unserviceable condition of each individual linen item shall be so noted on the laundry delivery ticket.

The contractor shall ensure that unserviceable items are segregated from other laundry items, and are readily identifiable upon return to the government as unserviceable. For example, items shall be bundled and labeled with a tag stating “unserviceable.”

1.7 SPECIAL WASH. Special wash items are defined as items that have been stained while in the Government’s possession and/or contaminated with bed bugs, and will need special attention. This includes blood stains or other bodily fluids. Government personnel will separate special wash items. A biohazard bag will be utilized when handling items contaminated with bodily fluids. Government will tag the items and include the type of fluid, amount and kind of items. The contractor shall ensure special wash items are segregated from other laundry items during wash, and are readily identifiable upon return to the government as special wash items. For example, items shall be bundled and labeled with a tag stating “special wash.”

1.8 STAIN WASH. The Government will collect at least 2 bags of stained or discolored linen before providing to the contractor for pickup. The Government will tag the bags and label them as stain wash.

The contractor shall ensure stain wash items are segregated from other laundry items during wash, and are readily identifiable upon return to the government as stain wash items. For example, items shall be bundled and labeled with a tag stating “stain wash.”

1.9 REPERFORMANCE OF LAUNDERING – REWASH. Any items found to have been unsatisfactorily laundered as determined by the contracting officer representative (COR) shall be re-laundered at no additional cost to the Government. The COR will identify such items to the contractor’s representative after the unsatisfactory condition is discovered. The item(s) shall be re-laundered and returned on the next scheduled delivery day. The contractor shall ensure re-wash items are segregated from other laundry items and other types of items to be re-washed, such as sheets and blankets, when returned. The contractor shall also ensure items are readily identifiable upon return to the government as re-wash items, to include the date and load number with which they were originally returned. For example, items may be bundled and labeled with a tag stating “rewash.” The delivery ticket shall include the date and load number with which the items were originally returned.

1.10 WORKMANSHIP AND SANITATION. Delivered linen shall conform to the generally accepted industry standards of quality of cleanliness, finish, and appearance. All laundry shall be delivered in a sanitary condition after being thoroughly laundered and properly dried. All work performed at the contractor’s plant shall be done, in accordance with generally accepted industry standards and Department of Health Regulations. The Contractor’s facility shall be open to inspection at any time by a representative of the government; and, the government reserves the right to perform or cause to have performed any test necessary to determine the sanitary condition of articles delivered by the contractor.

The contractor shall ensure that KAFB Lodging linen do not come into contact with items of other customers being processed.

1.10 MISSING/DAMAGED LINEN. All accountable items not delivered within 48 hours of the original scheduled delivery date will be considered lost. Lost items shall be reimbursed to the government at the replacement cost of the item, or the Contractor shall supply an identical item (make and manufacturer). If an item is damaged by the Contractor beyond repair, the contractor shall reimburse to the government the replacement cost of the item. The Government will provide the invoice for the lost/damaged item in order for the contractor to reimburse it. That cost will be offset as a deduction to the appropriate invoice. Consideration will be given for fair wear and tear of items.

1.11 FLATWORK IRONING: The contractor shall ensure flatwork is processed so that surfaces are smooth, without rough dried spots, or wrinkling that is noticeable and significant in the affected area, such as that achieved by machine finishing. Flatwork shall be folded to ensure a neat and uniform appearance that is not marred by excessive loose ends.

2. PACKING AND BUNDLING PROCEDURES FOR DELIVERED LAUNDRY. Laundry delivered to Kirtland AFB Lodging shall be wrapped in accordance with method of finish codes noted below:

METHOD OF FINISH CODES

W – Wash D – Dry (Tumble) P – Press F – Fold WP – Wrapped in Clear Plastic B – Bundled L – Label Bundles with Item Description & Quantity as Listed Below

Flat Sheets (Twin Size) 10’s W,D,F,B,P,W Flat Sheets (Queen Size) 10’s W,D,F,B,P,W Fitted Sheets (Twin Size) 10’s W,D,F,B,P,W Fitted Sheets (Queen Size) 10’s W,D,F,B,P,W Mattress Covers (Twin Size) 1’s W,D,F,WP,L

Mattress Covers (Queen Size) 1’s W,D,F,WP,L Blankets (Twin Size) 1’s W,D,F,WP,L Blankets (Queen Size) 1’s W,D,F,WP,L Bedspreads (Twin Size) 1’s W,D,F,WP,L1

Bedspreads (Queen Size) 1’s W,D,F,WP,L Pillow Cases 25’s W,D,F,B,P,WP,L Pillow Covers 25’s W,D,F,B,WP,L Hand Towels 25’s W,D,F,B,WP,L Wash Cloths 25’s W,D,F,B,WP,L Bath Towels 10’s W,D,F,B,WP,L Bath Mats 10’s W,D,WP,L Pillows 1 W, D

NOTE: Quantities of any item not sufficient to make a bundle as stated above, will be held until the quantity is enough to create a bundle.

3. PICK UP AND DELIVERY SCHEDULE. The contractor shall pick up soiled laundry and deliver clean laundry in accordance with the pickup and delivery locations and times identified below. The Contractor will have a 30 minute variance from delivery and pickup time.

3.1 Pickup location: Building 20411, Lodging/Linen Warehouse, at 8350 Griffin Ave SE, Kirtland AFB, 87117.

3.2 Delivery location: Building 20411, Lodging/Linen Warehouse, at 8350 Griffin Ave SE, Kirtland

AFB, 87117.

3.3 Service Performance starts at 0900 and must end by 10:00 am every weekday. Delays due to gate access issues must be coordinated with the COR immediately.

3.4 Delivery for Clean Linen permits a 2 day turn around.

3.5 Daily schedule follows:

a. Monday: Deliver Clean Linen that was picked up on Thursday

b. Tuesday: Deliver Clean Linen that was picked up on Friday

c. Wednesday: Deliver Clean Linen that was picked up on Monday

d. Thursday: Deliver Clean Linen that was picked up on Tuesday

e. Friday: Deliver Clean Linen that was picked up on Wednesday

3.6 Delivery details:

a. Contractor shall park in front of warehouse door.

b. At least one Government personnel and the contractor shall stack the Clean Linen inside warehouse on proper shelving locations. Contractor and COR will count bundles together and compare with linen delivery ticket to ensure counts are accurate. Discrepancies in bundle count will be addressed by the COR to the Contractor’s representative immediately.

Linen will not be delivered on holidays. If necessary, delivery will be performed on a Saturday and this will be done on a case-by case basis.

4. QUALITY

4.1 QUALITY CONTROL: The basic quality management system must provide for the appropriate controls of service characteristics and attributes during performance, and include inspection and test criteria/methodology/data that is used to verify/validate conformance to acceptance criteria established for the contract. It should describe specific policies, procedures, and practices and identify quality responsibilities for all operational interfaces.

4.2 The Contractor shall provide a contract manager who will be responsible for the performance.

The contract manager, and any alternate(s), shall have the authority to act on behalf of the Contractor.

The contract manager shall be designated in writing to the contracting officer two (2) days after contract award. The contracting officer shall be notified in writing of any changes in contract manager, as soon as they are known

4.3 The contract manager or alternate shall be available during normal duty hours (7 am – 4 pm) and available to meet with government personnel to discuss contract issues within 2 hours of notification.

4.4 The Contractor shall not employ any person who is a spouse or dependent child of a Department of Defense employee (either military or civilian) when such DOD employee would be placed in a conflict of interest by virtue of employment.

4.5 QUALITY ASSURANCE: The government intends to monitor the contractor’s performance .

Government personnel will record all surveillance performed. When an surveillance indicates nonconforming performance, the COR will notify the contract manager or on-site representative.

Government surveillance of items not listed in the Service Delivery Summary (SDS) may occur during the performance period of this contract.

SERVICE DELIVERY SUMMARY (SDS) FOR LODGING

SDS

ITEM

PERFORMA

NCE

OBJECTIV

PWS

PARAGR

APH

PERFORMANCE

THRESHOLD SURVEILLANCE

METHOD &

CONTRACT

SDS-1 To pick-up laundry items at Bldg 20411on designated days. (Monday through Friday)

Para 1.1, 2 Performance is acceptable when no discrepancies are assessed per month.

Performance is unacceptable if _1_ or more discrepancies are assessed per month.

100% Daily surveillance.

10% of the monthly invoice shall be forfeited by the service provider if _1_ or more discrepancies are assessed per month.

The 10% forfeiture will occur each month for the period of time SDS-1 is deficient.

SDS-2 To meet scheduled delivery & pick up time. (within 30 minutes of time frame)

Para 1.1,1.3 , 2

Performance is acceptable when no more than _2_ unacceptable if_3_ or more discrepancies are assessed per month.

100% Daily surveillance

2% of the monthly invoice shall be forfeited by the service provider if _3_ or more discrepancies are assessed per month.

The 2% forfeiture will occur each month for the period of time SDS-2 is deficient.

SDS-3 To complete service transaction within time frame.

Para 1.3, 3.6 Performance is acceptable when no more than _2_ times per month the 1.5 hour limit is not exceeded by 15 minutes unacceptable when

100% Daily surveillance

2% of the monthly invoice shall be forfeited by the service provider if _1_ or more discrepancies are assessed within a month. The 2% forfeiture

SDS-4 All articles are processed in accordance with Industry Standards.

All items packaged & labeled properly.

Para 1.1, 1.3, 2 Performance is acceptable when no more than _3_

_4_ or more discrepancies are assessed per month.

Daily spot checks of at least 5 different items by COR to ensure labels will match product in package and that package is properly sealed.

2% of the monthly invoice shall be forfeited by the service provider if _4_ or more discrepancies are assessed within a month. The 2% forfeiture will occur each month for the period of time SDS-3 is deficient.

SDS-5 To return the same quantity of linen as was picked up 2 working days before.

Para 1.4, 3.6 Performance is acceptable when discrepancies do not exceed a 1% from total counts and/or more than in _2_ occasions per month.

discrepancies exceed a 1% from total counts;

and/or more than in _3_ occasions per month.

Daily-random sampling.

Daily verification of items delivered with delivery ticket.

1% of the monthly invoice shall be forfeited by the service provider if _3_ or more discrepancies are assessed within a month. The 1% forfeiture will occur each month for the period of time SDS-4 is deficient.

SERVICE DELIVERY SUMMARY (SDS) FOR LODGING (continued) SDS-6 To return linen free of damages due to washing, drying, ironing, or transporting procedures.

Para 1.10 Performance is acceptable when items are delivered free of dramatic damage as burned/scorched linen and or change of color. (affects functionality)

_3_ or more discrepancies are assessed regarding shrinkage.

Daily-random sampling in front of contractor’s representative and weekly review of HSKP department quality control report.

-A portion of monthly invoice shall be forfeited, to equal the replacement cost of unserviceable items.

-2% of the monthly invoice shall be forfeited by the service provider if _3_ or more discrepancies are assessed for shrinkage within a month. The 2% forfeiture will occur each month for the period of time SDS-4 is deficient.

SDS-7 To keep dirty and clean linen separated at all times.

Para 1.3 Performance is acceptable when objective is met 100% unacceptable if 1 discrepancy is assessed in one month.

100% Daily surveillance

2% of the monthly invoice shall be forfeited by the service provider if _1_ or more discrepancies are assessed within a month. The 2% forfeiture will occur each month for the period of time SDS-6 is deficient.

SDS-8 To provide a flat ironed/pressed product in all items marked with “P” as a method of finish.

Para 1.11, 2 Performance is acceptable when no more than _2_ official complaints are presented to contractor by COR due to unfinished-wrinkled linen during one month.

unacceptable when

Daily random sampling of at least 5 packets will be performed by COR during service transaction and in front of service provider’s representative as well as biweekly HSKP QA Housekeeping Quality Assurance reports.

5. CONTRACTOR FURNISHED ITEMS AND SERVICES.

5.1 Materials for distinctively identifying separate items (tags, tabs, washable receipts, laundry pins, etc).

5.2 Pickup and Delivery Tickets: The contractor shall submit a sample of the pickup /delivery tickets to the contracting officer for approval.

5.3 Pickup and Delivery Vehicle: All laundry and dry cleaning delivered under this contract shall be transported in clean closed vehicles provided by the Contractor. The vehicle shall be maintained in a sanitary condition to prevent cross contamination. Breakdowns shall not relieve the contractor of responsibility to make scheduled deliveries under this contract. Contractor’s vehicles shall meet all licensing requirements and be properly insured.

5.4 Industrial Laundry Carts: Contractor shall provide all necessary laundry carts for storage and transportation of linens to and from contractor’s place of business and KAFB Lodging warehouse.

5.5 Materials for repair of clothing (thread, zippers, snaps, binding, collars, anything necessary).

The Contractor will furnish all materials for repair of linen items, to include, but not necessarily limited to, thread, zippers, collars, cuffs, waistband, buttons, snaps, and loops.

5.6 Laundry facility equipped and ventilated to prevent the dissemination of contaminants. The ventilation system shall include adequate intake filtration, exchange rate, and exhaust in accordance with state and federal requirements. The Contractor’s facility shall be subject to inspection of sanitary conditions at any time by a government representative.

6. GENERAL INFORMATION

6.1 Pass and Identification Items: The Contractor shall ensure that pass and identification items required for contract performance are obtained for employees and non-government owned vehicles in accordance with applicable contract provisions and clauses.

6.2 Contractor personnel shall present a neat and clean appearance and be easily recognized as contractor employees. The Contractor shall provide contractor personnel working at KAFB with a method of identifying the company name, employee’s first and last name, and job title. This may include a name badge, company shirt with employee’s name, etc. Employees must wear identification at all times.

6.3 Contractor personnel shall present a professional atmosphere at all times while on KAFB.

7. HOURS OF OPERATION.

7.1 Normal Hours. The Contractor shall perform the services required under this contract as specified in Paragraph 3.

8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY

8.1 Emergency (Contingency) or Special Event Services: Emergency and special situations (for example, accident and rescue operations, civil disturbances, weather warnings, base alerts) may require the facility to operate on an extended basis of up to 24 hours per day. The contractor shall provide these services when required by the contracting officer, at the contract line item price for extended service hours. Any increased incurred cost due to crisis must be submitted to the contracting officer as a Request for Equitable Adjustment for approval.