FY23 Linen Services PWS.docx

Performance Work Statement Laundry Services

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital (CIH), Indian Health Services (IHS) has a requirement for laundry services. When the hospital was first established, no laundry facilities were included, so these services have always been contracted. This service is required to provide clean linen for patients during their treatment and recuperation and for employees for the performance of their duties.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide laundry services to include; providing items, pickup of soiled laundry and delivery of clean laundry.

2.1. Specific Requirements. The Contractor shall provide all management, supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, scrubs, rugs, packaging and labeling materials, dry cleaning solutions, etc.) necessary to perform laundry and dry cleaning services to include pick-up of soiled laundry and delivery of clean laundry for the CIH.

2.2. The Contractor’s performance will be evaluated in accordance with the standards set forth in the Performance-based Matrix, Attachment A-2. Specific tasks include:

2.2.1. Pick-up and Delivery: The Contractor shall coordinate all laundry pick-up and delivery schedules with the hospital representative.

Scheduled Pick-up and Delivery: The Contractor shall pick-up soiled laundry from a designated pick-up area and deliver clean laundry to a designated delivery area at CIH, Monday through Friday, excluding holidays, between the hours of 7:00 a.m. and 7:00 p.m. The Contractor shall ensure that all soiled laundry picked up is laundered or dry cleaned and delivered the following delivery day. The Contractor shall not retain any laundry.

Non-Scheduled Delivery: The Hospital Representative is authorized to contact the Contractor to report missing laundry items and request a non-scheduled delivery. The cost of a non-scheduled delivery, and any impact costs, shall be borne by the Contractor.

Holiday Delivery: The contractor shall coordinate holiday deliveries with the Hospital Representative.

2.2.2. Laundering Process: The Contractor shall sort and wash laundry to maintain color and durability of laundered items in accordance with industry standards.

The Contractor shall consider manufacturer’s recommendations (if available) in selecting appropriate laundering processes, products and procedures based on fabric content and nature of soil to ensure cleanliness, soil and stain removal, color and durability.

The Contractor shall select laundering processes products and procedures that comply with all applicable federal, state and local standards of health and safety regulations pertaining to healthcare laundry and facilities.

Standard Precautions: The Contractor shall handle all soiled laundry as if potentially contaminated with blood or body fluids, as defined by the Centers for Disease Control and Prevention (CDC). See definition 2.33.

The Contractor shall ensure CIH’s laundry is completely separated from all other laundry during processing.

Re-performance: As allowed by FAR 52.212-4(a), Contract Terms and Conditions for Commercial Items, Inspection/Acceptance, the Government may require re-performance of nonconforming services at no increase in contract price.

2.2.3. Finished Laundry: The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed (as needed). The Contractor shall replace broken or missing buttons, zippers or snaps, and mend torn items according to color and material.

The Contractor shall prevent contamination of finished laundry.

The Contractor shall ensure no two articles are folded together.

The Contractor shall ensure that machine and hand finished articles are smooth, without wrinkles, and the original shape and dimension are retained.

The Contractor shall collect and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal.

2.2.4. Packaging: The Contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the specific medical facility.

The Contractor shall ensure finished laundry is:

Grouped by type of article(s) e.g. sheets, pillowcases, blankets, patient gowns, surgery scrubs.

Packaged and labeled to identify contents type or articles, unless clear plastic wrap is used and the type of laundry is obvious.

Placed in linen carts that are lined with a disposable liner and sealed at the top to protect the finished laundry and packaging from contamination.

Laundry from each department will be clearly labeled so the Contractor can return laundered items to the proper location.

2.2.5. Reporting Requirements:

Delivery Ticket: The Contractor shall provide the hospital representative with a delivery ticket for each delivery made.

The contractor’s invoice shall be adjusted by the Contractor to reflect re-performed work directed in accordance with FAR Part 52.214-2(a).

The Contractor shall provide the Project Officer with a copy of the laundry wash formulas (including time and temperature specifications), drying specifications, linen processing schedule, and the most current facility ventilation report prior to the start of the contract. The Contractor shall notify the Project Officer when a formula, specification, or schedule changes.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months with four (4) twelve (12) month option years.

3.1. Period of Performance

4. LEVEL OF EFFORT

4.1. The contractor shall provide linens, scrubs, etc. in accordance with the quantities listed in the pricing sheet.

4.2. The contractor shall provide a total contract that includes potential loss, destruction, or wear.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.- (Security Clearance for on-site human services)

5.2. The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Contractor Qualifications and Standards:

6.4.1. The contractor must be in compliance with the following standards and documentation:

6.4.1.1. Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Surveillance, Prevention, and Control of Infection Standard. www.jcaho.org

6.4.1.2. Centers for Disease Control “Recommendations for Isolation Precautions in Hospitals” www.cdc.gov/ncidod/hip/isolat/isopart2.htm

6.4.1.3. Centers for Disease Control and Prevention “Guidelines for Laundry in Healthcare Facilities”.

6.4.1.4. Occupational Health and Safety Administration Regulations.

6.4.1.5. Must possess Healthcare Linens Accreditation Council (HLAC) certification and provide annual certificate.

6.4.2. The contractor will be required to provide documentation to show compliance with the above standards and certifications.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply curtains to be cleaned.

7.1.1. There is no other Government property to be provided. All other scrubs, rugs, etc will be provided by the contractor.

7.2. Protection of Government Buildings, Equipment, and Vegetation: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: all facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling, materials, dry cleaning solutions, etc.).

8.2. Facility Requirements: The Contractor’s facility shall meet the requirements of the most current edition of American Institute of Architects, “Guidelines for Design and Construction of Hospital and Health Care Facilities” that pertains to hospital laundry facilities and sanitizing carts throughout the term of this contract. The Contracting Officer shall approve any exceptions.

8.3. Facility Inspections: The Government reserves the right to conduct inspections of the contractor’s laundry facilities as required by JCAHO Infection Control Standards.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. Refer to Attachment A-2 Performance Based Matrix.

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________

Attachment A-1

DEFINITIONS

a) Acceptance: Constitutes acknowledgement that the supplies or services conform to the applicable contract quality and quantity requirements, except as provided in FAR subpart 46.5 and subject to other terms and conditions of the contract.

b) Approval: Acknowledgment by the designated Government employee that submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) conform to the contractual requirements. Government approval does not relieve the Contractor from responsibility for compliance with contract requirements.

c) Area: A defined geographical region for Indian Health Service administrative purposes. Each Area Office may administer several Service Units.

d) Clean: Free from dirt, soil, stain, impurities, objectionable or offensive odors; excessive lint, dampness, mildew, and processing chemical residuals or other materials that may cause irritation.

e) Contamination: To pollute, taint or otherwise make unfit for use by the introduction of unwholesome or undesirable elements.

f) Contracting Officer (CO): A Government employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

g) Contractor: The individual or firm awarded a legal binding contract to provide supplies and services.

h) Contracting Officer’s Representative (COR) or Project Officer (PO): A federal employee who assists the ordering/issuing activity contracting officer in the administration of task orders issued under this contract. The COR is primarily responsible for the technical assistance and day-to-day program management of the ordering activity’s task orders. Ordering activities may have different designators for this employee (e.g. GTR – Government Technical Representative, COTR–Contracting Officer’s Technical Representative, or PO - Project Officer).

i) Customer: Patients, staff and visitors of a CIH service unit and health center.

j) Customer Evaluation/Input: Written comments made to the Contracting Officer regarding the Contractor’s performance. This is one of the criteria used to evaluate the Contractor’s performance.

k) Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

l) Finished Laundry: Laundry items that have been processed as defined in “Laundering” and are ready to be used by the customer.

m) Fold: To make compact by doubling or bending over parts, e.g., fold the laundry

n) Holiday: A day marked by a general suspension of work in commemoration of an event.

i) Holidays observed by Claremore Indian Hospital are designated by OPM.

o) Hospital Representative: The primary Point of Contact (POC) at the CIH facility authorized to report missing laundry and request non-scheduled deliveries.

p) Laundering: Commercial practice to include washing, bleaching, cleaning, treating, rinsing, scouring, and sanitizing at appropriate temperatures with solutions or detergents and other additives to achieve hygienically clean linen. Also folding and ironing by hand or mechanical means at appropriate temperatures.

q) Laundry: Clothes and linens (e.g., scrubs, patient gowns, protective garments, sheets, blankets, towels, etc.).

r) Objectionable: A condition that is unacceptable, undesirable or offensive by commercial standards and serves as a reason for disapproval or rejection.

s) Odor: The property or quality of a thing that affects, stimulates, or is perceived by the sense of smell.

t) Ordering Activity: An authorized user of CIH that may issue a task order to obtain required services under this contract.

u) Ordering Activity Contracting Officer: A Government employee of CIH authorized and warranted to issue task orders and to make subsequent task order modification(s) under this contract. The Ordering Activity CO has the authority to make initial determinations on all matters of dispute regarding task orders.

v) Packaging: A container in which laundry is packed for storage or transportation to protect from contamination.

w) Past Performance Information: Relevant information regarding a Contractor’s actions under previously awarded contracts. This includes the contractor’s record of conformance to specifications and to standards of good workmanship; the contractor’s record of containing and forecasting costs on any previously performed cost reimbursable contracts; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customer.

x) Performance-based Contracting: Structuring all aspects of an acquisition around the purpose of the work to be performed with the contract requirements set forth in clear, specific, and objective terms with measurable outcome as opposed to either the manner by which the work is to be performed or a broad and imprecise statement of work.

y) Performance-based Matrix: Lists the services to be monitored and the standards to be applied.

z) Press: To make smooth by ironing (clothing, for example) by hand or machine.

aa) Quality Assurance Surveillance Plan (QASP): A written document prepared and used by the government for Quality Assurance surveillance of the contractor’s performance.

ab) Quality Control: Those actions taken by the contractor to control quality of services provided.

ac) Scheduled Delivery: Scheduled deliveries are those made on specific days of the week. Scheduled deliveries shall:

i) Meet the needs of the medical facility;

ii) Be coordinated and approved by the Hospital Representative.

ad) Smooth: Having a surface free from irregularities, roughness, or wrinkles.

ae) Sort: To segregate according to type, kind, or weight.

af) Standard Precautions – a protocol defined by the U. S. Public Health Service Centers for Disease Control and Prevention (CDC) in which all blood and body fluids are assumed to be potentially contaminated, therefore not to be contacted by other individuals. Appropriate precautions are required to prevent contact with blood, body fluids (except sweat), and contaminated objects. See “Recommendations for Isolation Precautions in Hospitals”, at the following website: www.cdc.gov/ncidod/hip/isolat/isopart2.htm.\

Department of Health and Human Services Indian Health Service Claremore Indian Hospital

ag) Task Order: An order issued in accordance with the terms of the contract that details an ordering activity’s specific requirements. An ordering activities written order to obtain services, at a minimum will include the following where applicable: description of services, skill categories, hours, price, period of performance, contract number, and the ordering activities task order number.

Attachment A-2 Performance Based Matrix

This Standard describes “What Success Looks Like”.

Surveillance systems will include periodic inspections and customer complaints.

Payment of contract price for satisfactory service.

Contractor performance will be evaluated using the Claremore Indian Hospital (CIH) Contractor Performance Report and will be used in future contract selections.

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