Linen SOW - MT (5-10-2023).docx

STATEMENT OF WORK

FOR

LINEN/MAT RENTAL AND CLEANING SERVICES

Malmstrom AFB, MT – May 10, 2023

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.

1(a). COMMISSARY LOCATIONS:

2. QUALITY:

a. The contractor will provide each commissary with covered/closeable container(s) of sufficient size(s) to store soiled linens between deliveries at no additional cost to the Government. 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 cotton and polyester 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 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.

e. All mats supplied for this requirement must be heavy duty with a non-slip backing. They must stay in place and remain flat and wrinkle/bunch free during normal use in a grocery store environment, including shopping cart traffic.

f. All dust mops will be industrial strength and constructed of washable cotton. Dust mop replacement heads will be for use on concrete or tile floor surfaces. They should easily fit standard commercial wireframes and attach securely.

g. Articles that do not meet the conditions of paragraph 2 a, b, c, d, e, and f above, shall be rejected by the Government. The contractor shall replace all rejected articles within 24 hours of the notice of rejection. The Commissary Officer, or their designee, shall record any unacceptable items rejected and if re-delivery of those items is made within 24 hours.

3. AVAILABILITY: All items (linens, mats, and mops), as described in the attachment, shall be available for order at any time throughout the period of this contract. A 100% fill rate is expected for every delivery. Any changes to the items on the attached listing shall not be made without the written consent of the Contracting Officer, who is solely authorized to change the contract terms and conditions. The government may require that items within the general scope of the contract be added as long as those items are commercially available on the open market. A fair and reasonableness price determination shall be made by the Contracting Officer for all changes/additions to the items available for rent.

4. PRODUCT SPECIFICATIONS:

LINENS:

a. BUTCHER COATS: Shall be White, Snap Front, without pockets. Sizes XS-5X.

b. BUTCHER SHIRTS: Shall be White, no pockets, Sizes XS-5X

c. BUTCHER PANTS: Shall be White, no pockets, Sizes XS-5X

d. BUTCHER APRON: Shall be White, Bib with neck strap and ties around back, without pockets. Size must be one size fits all.

e. BIB APRON: Shall be Navy Blue with neck strap and double pockets on front, mid-section of the apron. Sizes XS-5X.

f. COBBLER APRON: Shall be Navy Blue with adjustable side ties and minimum double pockets on front, lower portion of the apron. Sizes XS-5X.

MATS:

a. Shall be Black or Grey. Sizes must be 3’x 5’; 3’x10’; and 4’x 6’, heavy duty with a non-slip backing.

MOPS:

a. Mop, Dust: Sizes available must be 36” and 48”. Should easily fit standard commercial wireframes and attach securely.

b. Mop, Wet: Sizes available must be 24oz and 28oz.

5. LINEN MANAGEMENT: At the beginning of the base contract period, the contractor will measure (to fit and furnish) the commissary personnel for new linens if requested by the commissary. The contractor will replace the linens throughout the term of the contract as determined necessary by the Commissary Officer. New employee linens will be furnished no later than 7 days after notification by the Commissary Officer or their designee to act as an authorized representative of the Government. 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 Commissary Officer or their designee to act as an authorized representative of the Government.

6. 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 Commissary Officer or their designee to act as an authorized representative of the Government. Contractor personnel will comply with all sign in/ sign out procedures required by the commissary and report to the Commissary Officer (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 Commissary Officer.

7. HOLIDAY SCHEDULE: The basic holiday schedule for commissaries is provided below. Please note that there could be changes locally. As such, the contractor is responsible for coordinating and verifying holiday schedules with the Commissary Officer or their designee to act as an authorized representative of the Government.

HOLIDAY

New Year’s Day

Thanksgiving Day

Christmas Day

8. POINT OF CONTACT: The contractor shall provide a specific Point of Contact (POC) and an Alternate POC (name, email, and phone number) for all contract matters relating to the daily operation of this contract and be responsible for the overall management and coordination of work such as scheduling problems, missed runs, and other issues that may arise. These individuals shall be designated in writing (listing names, email addresses, and home/cell telephone numbers) to the Contracting Officer and Commissary Officer prior to the contract start date and as changes occur, and shall be the central points of contact for this contract with the Government.

9. INSPECTION/ACCEPTANCE: All articles will be inspected/accepted by the Commissary Officer (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.

10. INVENTORY CONTROL: The Commissary Officer 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. Periodic store inventory should be performed to ensure contractor items are accounted for. The Commissary Officer and the Contractor are responsible for maintaining individual inventory logs for all items picked up and delivered.

11. 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.

12. 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.

13. 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. For inventory specifically assigned to a person (i.e. Butcher clothing, such as butcher coats, pants, and shirts), the weekly rental fee applies to the total inventory necessary to support the weekly quantity available to the store for use. For all other items (cobbler aprons, bib aprons, mats, and mops), the weekly rental fee applies to 50% of the total inventory.

14. 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.

15. VARIATION IN QUANTITY AND ORDERING OFFICE: As this is a Requirements Type contract, quantities required, as determined necessary by the Commissary Officer or their designee to act as an authorized representative of the Government, of the rental items will be placed as verbal orders and may increase or decrease, without a modification to the contract and Contracting Officer authorization, if changes are no more than fifteen (15) of the weekly estimated quantity per rental item. If changes result in a change of sixteen (16) or more of the weekly estimated quantity per rental item, a modification to the contract and Contracting Officer authorization is required before proceeding.

16. 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.

17. 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.

18. MONTHLY REPORTING REQUIREMENTS: 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:

a) DeCA Contract Number

b) Commissary Location (Store Name)

c) Year and Month of Service

d) Total Amount Billed by Location

e) Total Amount Billed for all Locations under the contract

19. CONTRACTOR RESPONSIBILITIES: The contractor is responsible for providing a dated delivery ticket, on company letter head, to authorized commissary personnel at the time of each delivery. Upon verification by authorized commissary personnel that the dated delivery ticket complies in all respects with the terms of the contract and an inventory conducted, the authorized commissary personnel will sign the dated delivery ticket (invoice) to certify acceptance. The contractor is responsible for keeping and maintaining all original copies of signed dated delivery tickets for their records. A copy of the signed dated delivery ticket is to be provided to authorized commissary personnel at the time of each delivery.

20. INVOICING: After the contractor submits a proper electronic invoice via Procurement Integrated Enterprise Environment (PIEE) system (formerly known as WAWF), the Commissary Officer or their designee to act as an authorized representative of the Government will use the dated delivery ticket as well as the individual itemized invoices to confirm, review, and verify completion of the service. After confirming completion of the service and receiving the contractor’s electronic invoice via PIEE, the Commissary Officer or their designee to act as an authorized representative of the Government will then document acceptance of the service in PIEE and the payment will be processed via DFAS electronically.

21. 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.

AUTHORIZED ORDERING OFFICERS - COMMISSARY OFFICER OR THEIR DESIGNEE

I. DELIVERY AND ACCEPTANCE:

1. The contractor is responsible for providing a dated delivery ticket, on company letter head, to authorized commissary personnel at the time of each delivery.

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

3. Commissary personnel will retain a copy of the signed delivery ticket (invoice) for payment reconciliation/ authorization. Commissary personnel will monitor funds expended on this contract not to exceed allocation. Additional funds allocation required must be coordinated through the contracting office, store operations, and budget divisions.

4. Commissary personnel will monitor funds expended on this contract not to exceed funded amount. Additional funds allocation required must be coordinated through a request to the Contract Specialist or Contracting Officer before approval of payment should projections of funds appear to be insufficient for full payment of the months billing.

II. PAYMENT PROCESS:

1. The commissary has been assigned responsibility for payment of invoices under this order/contract in the electronic invoices payments through the DoD Procurement Integrated Enterprise Environment (PIEE) web system’s Wide Area Workflow (WAWF) module.

2. Quantities required, as determined necessary by the Commissary Officer or their designee to act as an authorized representative of the Government, of the rental items will be placed as verbal orders and may increase or decrease, without a modification to the contract and Contracting Officer authorization, if changes are no more than fifteen (15) of the weekly estimated quantity per rental item. If changes result in a change of sixteen (16) or more of the weekly estimated quantity per rental item, a modification to the contract and Contracting Officer authorization is required before proceeding.