Attachment 1 Statement of Work.docx

ATTACHMENT 4

STATEMENT OF WORK

FOR

LINEN/MAT RENTAL/CLEANING/EXCHANGE SERVICES

1. GENERAL: The contractor shall furnish all plant facilities, labor, material and equipment to provide commissary linen/laundry, and mat services, to include pickup/delivery of items in such quantities as estimated in the contract.

2. QUALITY:

a. The contractor will provide each commissary with multiple covered/closeable container(s) of sufficient size to store soiled linens between deliveries at no additional cost. A container shall be provided for each department in which linens are rented under the resultant contract (i.e. Cashiers, Grocery, Produce and Meat Departments), if each department requires rental under this contract. This is to provide convenience of setting up the soiled linens for pickup by department for the next week’s service.

b. All contractor owned garments provided under this contract shall be of wrinkle resistant 65 % Polyester and 35% Cotton blend fabric. All garments/mats shall be free of stains, tears, and holes. There shall be no missing buttons, zippers, or material ties. Articles with minor rips, tears, open seams, holes and missing buttons due to normal wear and tear shall be repaired or replaced at no additional charge. All repairs will be accomplished using thread and materials of the same quality, compatible color, color fastness, and texture as that used in the manufacture of the articles at no additional cost. Broken or missing buttons, zippers, or ties shall be replaced with buttons, zippers, or ties of matching color and similar appearance. Repairs shall not be noticeably visible.

c. All contractor-furnished articles are to be returned to the Commissary clean, dry, and free of lint, odor, spots, stains, and wrinkles. No soapy, greasy or other objectionable odor shall be left in the cleaned articles.

d. All butcher shirts, pants, and coats are to be free of wrinkles and on hangers. All aprons shall be furnished wrapped and handled in a manner to prevent soiling and crushing during transport. Hangers shall be furnished at no additional cost to the Government.

1. Butcher Coat Specifications: White, Snap Front, without pockets. Sizes S-5X.

1. Butcher Pants and Shirt Specifications: White, Sizes S-5X

e. All mats supplied for this requirement must be heavy duty with a high traction backing to ensure a high level of slip resistance. They must stay in place and should not be prone to tearing, curling, buckling or migration; they should remain flat, wrinkle/bunching free during normal use in a grocery store environment, including heavy patron traffic and shopping cart traffic.

f. All Cobbler Apron: Shall be Navy Blue with adjustable side ties and minimum double pockets on front, lower portion of the apron. Sizes shall be made available as required by the commissaries (up to 5X).

g. Bib Apron: Shall be Navy Blue with neck strap and double pockets on front, mid-section of the apron. Sizes shall be made available as required by the commissaries (up to 5X).

h. Articles that do not meet the conditions of paragraph 2 a, b, c, d, e, f, and g above, shall be rejected by the Government. The contractor shall replace all rejected articles within 24 hours of the notice of rejection. The Store Director, or their designee, shall record any unacceptable/rejected items on the shipping/receiving documents; driver should take back unacceptable items to contractor. If re-delivery of those replacement items is made within 24 hours, contractor should provide separate receiving document.

3. LINEN MANAGEMENT: The contractor will replace the linens throughout the term of the contract as determined necessary by the Store Director. For Meat Linens, new employee linens will be furnished no later than 7 days after notification by the Store Director or their designee. Fittings, if required, will be accomplished at the commissary at no cost to the Government. The contractor is responsible to provide the correct sizes to ensure proper fitting and make any changes necessary to the sizes being provided during performance of this contract at the request of the Store Director or their designee.

4. PICK UP AND DELIVERY SCHEDULE: The contractor shall deliver and pick-up weekly on the day and during the time window as coordinated with the Store Director or their designee. Contractor personnel will comply with all sign in/ sign out procedures required by the commissary and report to the Store Director (or designated representative). Should delivery/pick-up not be made on the designated day because the commissary is closed due to inclement weather or holiday, delivery/pick-up shall be made on the next operating day (e.g., if the delivery day is Monday and Monday is a holiday, the delivery shall be made on Tuesday). Any changes in the established delivery schedule must be coordinated with the Store Director.

5. INSPECTION/ACCEPTANCE: All articles will be inspected/accepted by the Store Director (or designated representative) and the Contractor upon delivery to the commissary. The contractor shall not leave any articles at the commissary without this joint inspection taking place. The contractor will not be paid for any unacceptable items delivered. A dated delivery ticket shall be signed by the designated store representative and a copy left with the commissary for each delivery.

6. INVENTORY CONTROL: The Store Director will ensure store personnel are aware that the linens assigned to them are rented and remain the property of the Contractor. Store personnel shall not take linens home for laundering or storage. Annual store inventory should be performed to ensure contractor items are accounted for. The Store Director and the Contractor are responsible for maintaining individual inventory logs for all items picked up and delivered.

7. REPLACEMENT COSTS FOR LOST OR DAMAGED ITEMS: The replacement costs for items, lost or damaged by commissary personnel, will be funded by the lost/damaged replacement fee. The lost/damaged replacement fee will be paid weekly during the entire performance period of the contract. This fee will eliminate the need for reconciliation of lost/damaged items during performance or at the end of the contract. The contractor will not issue an invoice for individual lost or damaged items at any time during the performance or at the conclusion of this contract.

8. DETERMINATION OF ESTIMATED QUANTITY: The weekly quantity of each item contained in the attached Linen Listing(s) is an estimated quantity only. The estimated weekly quantity is determined by multiplying the number of employees who require the garment by the number of changes he/she needs each week. (The total inventory necessary to supply the weekly changes is the responsibility of the contractor, and is not to be included in the weekly rental quantity.)

9. WEEKLY RENTAL FEE: The weekly rental fee is determined by multiplying the weekly quantity of each item available for use at the commissary by the contractor’s unit price for the item. Weekly rental fee does not apply to the total inventory necessary to support the weekly quantity available to the store for use; except where the inventory is specifically assigned to a person (i.e. Butcher clothing such as shirts and pants).

10. VARIATION IN QUANTITY: As this is a Requirements Type contract, quantities of rental items may increase or decrease during the term of the contract, without a modification to the contract, as determined necessary by the commissary Store Director or their designee and authorized by the GPC card holder.

11. ADDITIONS/DELETIONS: Rental items as listed in this contract on the attached linen listings shall not be changed unless a written modification is negotiated and agreed upon by both parties.

12. EMPLOYEE IDENTIFICATION/PERSONNEL: This is a service contract and shall require contractor employees to identify themselves as contractor personnel by introducing themselves, or being introduced as contractor personnel, and displaying distinguishing badges or other visible identification for meeting with Government personnel. The contract requires contractor personnel to appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

Contractor personnel must be recognizable as such while on the installation. Identifying nametags, badges, or uniform name patches with company name shall be worn by all employees in a conspicuous place on exterior clothing.

13. COMPLIANCE WITH ENVIRONMENTAL PROTECTION AGENCY (EPA) AND ASSOCIATED FEES: Under Executive Order 13101, the contractor shall comply with all applicable EPA guidelines and procedures during the performance of this contract. The contractor shall, without additional effort by or cost to the Government, maintain and acquire all permits in accordance with local, state, and federal regulations. The contractor is responsible for complying with local, state, and federal regulations concerning use, removal, transportation, handling, and disposal (off the installation) of hazardous waste items resulting from the performance of this contract. The Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor shall list all environmental fees as a separate item on the invoicing.

14. MONTHLY REPORT REQUIREMENT: The contractor shall provide an electronic spreadsheet by the 7th of the month to the contracting office showing the previous month’s total dollar amount billed under this contract. The spreadsheet shall provide the following information required for reporting purposes:

1. DeCA Contract Number Commissary Name Year and Month Total Amount Billed per Commissary Total Amount Billed for all Locations under this contract

15. INVOICING: Individual itemized invoices must be submitted monthly directly to the commissary location at the beginning of the month for the prior month’s services.

16. BASE ACCESS – SECURITY: (Reference clause 52.204-4500) The contractor shall be responsible for obtaining applicable installation passes and inspections for vehicles and personnel at no additional cost to the government. Contractor employees may be subject to background security checks/clearances in order to obtain credentials for passes. Some installations are using programs such as RAPIDGate at a cost to the contractor. Any costs associated with obtaining passes must be included in the proposed contract pricing prior to award of any resultant contract.

I. DELIVERY AND ACCEPTANCE:

1. The contractor’s delivery personnel will submit a dated delivery ticket to the Store Director or his representative at the time of each delivery.

1. Upon verification by commissary personnel that the delivery ticket complies in all respects with the terms of the contract and an inventory conducted, the commissary personnel will sign the delivery ticket (invoice) to certify acceptance.

1. Commissary personnel will retain a copy of the signed delivery ticket (invoice) for payment reconciliation/ authorization.

1. Commissary personnel will monitor funds expended on this contract not to exceed allocation on the Financial Execution Report. Additional funds allocation required must be coordinated through store operations and budget divisions.

II. PAYMENT PROCESS:

1. The commissary has been assigned responsibility for payment of invoices under this order/contract by store level Government-wide Purchase Card (GPC).

1. The first monthly invoice must be reviewed and approved by the Contract Specialist prior to the commissary making payment. This is to ensure accuracy of contractor’s invoices in accordance with the contract rates, terms and conditions.

1. The Contract Specialist will review the invoices, coordinate necessary changes, and provide the commissary with approval prior to the first payment being processed.

1. The GPC cardholder, appointed at time of award, is responsible for review of all future invoices to ensure invoicing and payment is in accordance with the contract. NOTE: If any monthly payment exceeds $2,500.00, the GPC cardholder shall obtain approval from the contracting officer prior to making payment. The contracting officer is required to verify the contractor has no delinquent debt subject to collection via the System for Award Management.

1. Orders shall be placed verbally by the designated GPC cardholder at each service location. Orders may increase or decrease during the term of the contract, without a modification to the contract, as determined necessary by the Commissary Officer or their designee and authorized by the GPC card holder.

IMPORTANT INFORMATION REGARDING INITIAL SHIPMENT OF QUANTITIES

Quantities maintained at store should not exceed actual weekly need. An Excel spreadsheet will be provided to each POC at the Commissary Location’s with initial estimated quantities, these quantities should be verified against actual weekly needs to ensure inventory levels at stores are not in excess of actual needs. Contractor will be communicating with the Commissary POC’s to determine the quantities and items needed for initial weekly delivery. POC’s are cautioned to ensure quantities requested are not in excess of the actual need at each commissary locations.

Questions may be directed to Enterprise Acquisition Division: Susan Rodriguez-Perez, Contract Specialist Ext 48505; or Margaret Prince, Contracting Officer Ext 48616 Orders will be placed orally and may increase or decrease during the term of the contract, without a modification to the contract, as determined necessary by the Commissary Store Director or their designee and authorized by the GPC card holder. Orders shall be placed verbally by the designated GPC cardholder at each service location.