D-1_PWS_Claremore_Laundry_Services(3).doc

D-1

Performance Work Statement Laundered Linen & Scrubs

TABLE OF CONTENTS

Page

1.0

2.0

3.0

4.0

5.0

6.0

PERFORMANCE BASED WORK STATEMENT

Laundry Services

1.0 General: This performance based work statement describes the requirements for laundry services for the Claremore Indian Hospital (CIH) of the Indian Health Service.

1.1 Background: 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.

The Claremore Indian Hospital currently has customer owned goods (COG) with a contractor providing laundry services.

a). Estimated 132,000 lbs. of annual laundry services b). Estimated 125 staff wearing scrubs to include: staff working in the Operating Room (Nurses, Doctors and support staff), Housekeeping Staff, and Inpatient Pharmacy staff.

c). 50 bed hospital consisting of Intensive Care Unit, General Medical Surgical Unit, Labor and Delivery, two Operating Rooms, Emergency Room, Dental Department, Medical Clinic, Urgent Care and Dietary.

d). Linen consist of but not limited to wash cloths, gowns, bath towels, sheets, blankets, curtains, microfiber mops, lint free surgical towels and pillow cases.

1.2 Objective: The purpose of this contract is to provide laundered linen & scrubs to the Claremore Indian Hospital (CIH).

1.3 PWS: The contractor shall, except as specified in this PWS as government-furnished property or services provide everything necessary to perform laundry services for Claremore Indian Hospital customers. The contractor shall comply with commercial practices, industry standards; conform to the professional standards identified in this PWS, and all federal, state, local law, instructions, and directives applicable to performance of this work.

The contractor assumes responsibility for any and all property entrusted to them during cleaning process and shall be obligated to safeguard such property at all times until custody is transferred back to U.S. Government control. All scrubs and linen from Claremore Indian Hospital shall be processed and washed separately from all other facilities scrubs and linen. Scrubs and Linen must be returned cleaned and serviceable. The terms "must," "shall," and "will" denote mandatory actions in this PWS. The estimated quantities of work and items are listed in Section 1.1 a-d. Workload Estimates.

Contractor shall assess the current system for providing laundered linen and scrubs to the Claremore Indian Hospital.

Obtain information needed for recommended system for providing laundered linen and scrubs to the Claremore Indian Hospital.

Prepare a recommendation of type of system for providing laundered linen and scrubs to the Claremore Indian Hospital

The recommendation must be equivalent or exceed the level of services provided below in the Customer Owned Goods Laundry Services Scope of work.

1.3.1 Period of Performance:

1.3.1.1 Base Year: September 01, 2016 through August 30, 2017, 1st Option Year: September 01, 2017 through August 30, 2018

2nd Option Year: September 01, 2018 through August 30, 2019

3rd Option Year: September 01, 2019 through August 30, 2020

4th Option Year: September 01, 2020 through August 30, 2021

1.4 Applicable Documents

1.4.1 The Joint Commission (TJC) Infection Control Standards

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

1.4.3 Occupational Health and Safety Administration Regulations.

2. 0 Definitions

2.1 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.

2.2 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.

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

2.4 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.

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

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

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

2.8 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).

2.9 Customer: Patients, staff and visitors of Claremore Indian Hospital.

2.10 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.

2.11 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.

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

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

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

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

2.16 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.

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

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

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

2.20 Ordering Activity: An authorized user of Claremore Indian Hospital that may issue a task order to obtain required services under this contract.

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

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

2.23 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.

2.24 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.

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

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

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

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

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

(1) Meet the needs of the medical facility;

(2) Be coordinated and approved by the Hospital Representative.

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

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

2.32 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.\

2.33 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.

3.0 Government Furnished Property:

3.1 Property: Laundry from each medical facility will be clearly labeled so the Contractor can return laundered items to the proper location.

3.2 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.

4.0 Contractor Furnished Property:

4.1 Property: Except for the property specified in paragraph 3.1 as Government furnished, the Contractor shall provide all facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, dry cleaning solutions, etc.).

4.2 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.

4.3 Facility Inspections: Prior to award the Government shall conduct inspection of the contractor’s laundry facilities and additional inspections as required by The Joint Commission Infection Control Standards.

5.0 Specific Requirements. The Contractor shall provide all management, supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, 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 Claremore Indian Hospital. The Contractor’s performance will be evaluated in accordance with the standards set forth in the Performance-based Matrix, paragraph 6.0. Specific tasks include:

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

5.1.1 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 Claremore Indian Hospital, 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 and delivered the following delivery day. Weighing of soiled linen shall be done by government personnel prior to pick-up., Monday through Friday and shall notify the government COR in writing of agreement or disagreement with the weight. The Contractor shall not retain any laundry.

The contractor shall record the number of pounds of clean linen and the government representative will verify the amount. The contractor shall provide the tickets and furnish the government one copy.

5.1.2 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.

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

5.2 Laundering Process:

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

5.2.2 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.

5.2.3 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.

5.2.4 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 2.32.

5.2.5 The Contractor shall ensure Claremore Indian Hospital’s laundry is completely separated from all other laundry during processing.

5.2.6 Re-performance: The contractor shall re-perform cleaning items identified as unsatisfactorily cleaned by the COR at no additional cost to the Government. Item(s) shall be re-cleaned and returned to the same exchange point the next scheduled normal delivery day. If the return period falls on a holiday, item(s) shall be returned the next scheduled normal delivery day following the holiday. The contractor shall ensure item(s) re-cleaned are segregated from other cleaned laundry and identified as “re-cleaned” by a label or tag marked “re-cleaned,” and include the date and load number with which the items were originally returned. The weight of the returned items shall be deducted from the total daily weight on the day the discrepancy was noted.

5.3 Finished Laundry: The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed (as needed). The contractor shall repair, at his expense, all damages to individual items which occur while in custody of the contractor, to include rips, tears, holes, open seams, replacement of buttons, and repair of replacement of broken zippers according to color and material. Items shall be repaired and returned to use within three (3) working days. The unserviceable condition of each individual garment shall be noted, by the contractor, on the delivery ticket. In the event the government provides the contractor with an unserviceable item, the contractor is not responsible for its repair and shall return all unserviceable items in separately marked bundles to the government. Designated bundles shall be marked “Unserviceable – Attention COR Personnel”.

5.3.1 The Contractor shall prevent contamination of finished laundry.

5.3.2 The Contractor shall ensure no two articles are folded together.

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

5.3.4 The Contractor shall collect and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal. Any linen that is identified as damaged due to negligence of the contractor shall be repaired or replaced by the contractor. The contracting officer will determine if items will be replaced or repaired when damaged due to contractor’s negligence. The contractor shall pay the Government the exact replacement cost of the item for lost or damaged articles. Any large discrepancy of missing items shall be delivered by the contractor no later than 1 business day after notification from COR (i.e. no wash clothes returned). Any small amount of missing items will be returned on the next regularly scheduled delivery at no additional cost to the government. However, if any articles are missing for 15 days or longer, these items will be considered lost and the contractor shall reimburse the government the exact replacement cost of the item(s).

5.4 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:

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

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

5.4.3 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.

5.5 Reporting Requirements:

5.5.1 Delivery Ticket: The Contractor shall provide the hospital representative with a delivery ticket indicating the weight and article(s) of finished laundry returned for each delivery made. The Contractor shall weigh all finished laundry by laundry type article(s) for billing purposes. The Contractor’s scales shall be calibrated annually by a state certifying agency. The Contractor shall maintain records of the calibration and provide copies to the Project Officer.

5.5.2 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).

5.5.3 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.

6.0 Performance-Based Matrix

This Standard describes “What Success Looks Like”.

The Contractor shall provide laundry services.

Pick-up and Delivery

Schedule (ref: Paragraph 5.1)

Finished Laundry (ref: paragraph 5.2)

Finished Laundry (ref: paragraph 5.3)

Packaging (ref: Paragraph 5.4)

Laundry weight

Delivery ticket

100% of soiled and finished laundry picked up and delivered within delivery schedule.

100% color (except mop heads), size and durability maintained.

100% of finished laundry is clean, dry, folded, and pressed in accordance with industry standards. Broken or missing buttons, zippers or snaps replaced and torn items mended.

100% of finished Laundry is grouped, packaged, labeled, and place in linen carts to prevent contamination during transportation and delivery.

100% accuracy of all laundry weight on correctly calibrated scales.

De Delivery ticket with all deliveries.

See QASP 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 (Claremore Indian Hospital) Contractor Performance Report and will be used in future contract selections.

PAGE