Attachment_3_-_PWS.pdf

PERFORMANCE WORK STATEMENT

Linen and Laundry Services

United States Coast Guard Training Center Cape May

HSCG84-17-Q-AA1526

Attachment 3

1.0. INTRODUCTION

This Performance Work Statement (PWS) outlines the requirements necessary to provide laundry and linen services at the United States Coast Guard (USCG) Training Center (TRACEN) Cape May.

1.1 The contractor shall ensure that these services are performed in a manner that ensures the health and safety of federal employees and members of the public. The contractor shall provide laundry services for the following buildings: Sexton Hall Bldg #309, the Child Development Center (CDC) Bldg #299, Unaccompanied Personnel Housing (UPH) Bldg #254 and Medical Bldg #270. The services shall be furnished in accordance with all the terms and conditions of the contract. The Contractor shall furnish all required labor, materials, equipment and transportation as defined in this PWS to provide laundry service (laundering, drying and folding) at USCG TRACEN Cape May.

1.2 Contracting Officer’s Technical Representative (COR)

The COR is responsible for the technical administration of the contract and is the technical liaison with the Contractor. The COR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

1.2.1 The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. Technical administration of this contract shall not be construed to authorize revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

1.2.2 An Alternate Contracting Officer’s Representative (ACOR) may also be appointed to this contract. In the absence of the primary COR, all responsibilities and functions assigned to the COR shall be the responsibility of the ACOR.

1.2.3 The COR, and ACOR if required, will be appointed at time of contract award.

1.2.4 All official communications shall be through the COR, ACOR, Contract Specialist or Contracting Officer only.

2.0 SERVICE

2.1 TRACEN Cape May is the only USCG enlisted accession point and recruit training center. With over 4,000 recruits going through recruit training per year, multiple offices are dependent on laundry service in order to support the training center mission.

2.2 TRACEN Cape May Laundry Service Hours of Operations:

a. Days and hours for delivery and pick up:

OPERATING DAYS DAILY OPERATING HOURS (A.M)

Weekdays (M-F) 7:00 a.m. through Noon Eastern Time

3.0 SCOPE

3.1 The objective of this effort is to acquire Laundry Services for USCG TRACEN Cape May. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor Quality Control Plan (QCP) and the Government Quality Assurance Surveillance Plan (QASP) providing for the highest level of service delivery performance critical to mission success. In the event of contingency, the Contractor shall perform all required tasks to ensure continued service.

4.0 APPLICABLE DOCUMENTS.

4.1 The Contractor shall comply with all federal, state and local environmental protection statutes and regulations. The contractor shall maintain a safe and healthful working condition for all contractor personnel and must ensure conformance with standards developed under United States Public Law 91-596, the Occupational Safety and Health Act of 1970, and State Occupational Safety and Health (OSH) standards, and American National Standards Institute (ANSI) and National Fire Protection Association (NFPA) standards. If a conflict occurs, the contractor shall apply the more stringent standards.

4.2 The Contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all are in compliance with Environmental Protection Agency (EPA) and Occupational Safety Hazard Administration (OSHA) regulations. The contractor shall follow USCG TRACEN traffic regulations.

5.0 TECHNICAL REQUIREMENTS.

5.1 General

The Contractor shall provide all personnel, labor, and materials at designated buildings at the directed times and in accordance with the task, frequency and approved work schedule identified herein. All pick up and drop off deliveries shall be made during the morning hours of 7:00am and noon. All items that are picked up shall be returned to the respective locations during the next scheduled drop off time. The contractor shall launder, dry and fold all items prior to drop off. The contractor shall use contractor furnished laundry bins when transporting laundry.

When laundry delivery service and/or pick up services are scheduled on a federal holiday, the

Contractor shall contact the Contracting Officer’s Representative (COR) to reschedule the delivery or pick up service, unless otherwise required in PWS.

5.2 Specific Tasks

The tasks to be performed include a significant amount of the following duties that are typical but not all inclusive.

a. Sexton Hall Building #309 This location is identified as the Regiment and processes clothing for recruit personnel and bed linens. The Contractor shall provide nine large laundry bins to be used throughout the week. The contractor shall pick-up and/or return laundry on the following days:

Bldg Monday Tuesday Wednesday Thursday Friday

Sexton Hall Drop off Pick Up Pick up/drop off

b. Child Development Center (CDC) Building #299 The Contractor shall provide one laundry bin, 100 hand towels and 200 washcloths to be used throughout the week. Laundry service is one visit per day with the exception of federal holidays. In the event of a federal holiday, the contractor will deliver laundry the 1st working day after the holiday. CDC personnel will sign for daily delivery. Soiled laundry is picked up in the CDC general laundry room unless other arrangements are made by the COR. Clean laundry shall be put on the staff lounge shelving. The contractor shall pick-up and return laundry on the following days:

CDC Pick up/ drop off Pick up/ drop off

Pick up/ drop off

Pick up/ drop off

Pick up/ drop off

c. Unaccompanied Personnel Housing Building #254

All laundry will be in a government furnished bin in the closet near the front desk. The contractor shall pick-up and drop off laundry at the Quarter Deck area. The contractor shall pick-up and return laundry on the following days:

UPH Pick up/ drop off

d. Medical Building #270

The Contractor provide three laundry bins for use throughout the week. The contractor shall pick-up and return laundry on the following days:

Medical Pick up/ drop off

Pick up/ drop off

Pick up/ drop off

Pick up/ drop off

5.3 Pick-up and Drop off

The contractor shall ensure that all items are washed, dried, folded and bundled prior to drop off at TRACEN Cape May. The bundles shall contain one type of linen (flat sheets bundled together) and linen colors shall not to be mixed. The Gortex jackets, Gortex pants and Gortex liners shall be washed in warm water (no fabric softener is to be used). All blankets and all bedspreads shall be washed in cold water and all other items shall be washed in hot water.

5.4 Item Accountability

The contractor shall furnish the original copy of laundry ticket showing count to the COR. The contractor shall be liable for the return of all articles turned in for serviced under this contract.

Soiled linen shall be handled as little as possible and with minimum agitation. All damp linen shall be processed within eight hours of arrival at contractor’s facility and must be separated off of the floor. The contractor shall record count delivered on the laundry ticket and an authorized government representative shall verify this amount. The contractor shall provide the delivery tickets and furnish customer the applicable items. Items not listed in the contract shall not be picked up by the contractor for laundry service. Any unauthorized item found shall be promptly removed by the contractor. Failure to do so will result in contractor not being paid for the unauthorized item.

5.5 Damaged or Destroyed Items

Items that are determined by the COR to be damaged by contractors actions will be returned to the contractor. The contractor shall replace damaged/destroyed items at the rates identified in Technical Exhibit A.

5.6 Delivery Vehicles

All laundry delivered under this contract shall be transported in clean, closed vehicles, provided by the contractor. Soiled items and clean items shall be transported in accordance with all local healthy regulations and/or state laws or regulations. The vehicle shall be maintained in a sanitary condition to prevent cross contamination. Turn around schedule shall not be affected by vehicle break downs or poor weather conditions.

5.7 Contractor Provided Laundry Bins

All contractor provided laundry bins used to transport clean laundry shall be properly cleaned first. Bins shall be free of trash and debris at all times.

5.8 Contingencies

The USCG must plan in advance how it will meet mission requirements in the event of a national emergency or natural disaster. The USCG must be able to react to such events without undue delay. Sudden or unusual events may result in a substantial impact on the contractor’s performance and contract requirements. In the event that contingencies such as those specified below develop, the contractor shall continue to perform contract work. A contingency that results in a change of work directed by the Contracting Officer will be incorporated into the contract via bilateral modification. Some examples of contingencies are as follows:

a. A national emergency entailing sudden build up of military forces that increase contract requirements.

b. A natural disaster (e.g., snowstorm, hurricane, flooding) that impacts upon the contractor’s ability to perform this contract and the USCG’s ability to perform its mission.

c. A labor strikes that impact upon the contractor’s ability to perform.

6.0 DELIVERABLES

The contractor shall submit the following deliverables in accordance with the table below.

DELIVERABLES FREQUENCY NO. OF

COPIES/POC

DATE

REQUIRED

Quality Control Plan Within 30 days after contract award

Two (Contracting Officer & COR)

Within 30 days after contract award

Contractor Employee List As needed Two (Contracting Officer & COR)

NLT contract start date and as changes occur

Certification of Insurance as required by FAR 52.228-5

Annually One / Contracting

Officer

NLT contract start date and then annually prior to expiration Service Contract Report

(FAR 52.204-15)

Annually www.SAM.gov

Annually by 31 October

7.0 PERSONNEL REQUIREMENTS

7.1 Contractor Employees

While contractor employees are at TRACEN Cape May, the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the Contracting Officer or COR as a potential threat to the health, safety, security, general well-being or operational mission of TRACEN Cape May. The contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing with the company name or by wearing appropriate badges containing the company name and employee’s name.

7.2 Base Access/Security Requirements

TRACEN Cape May maintains a 100% Identification (ID) check policy. Contractor employees assigned to TRACEN Cape May shall be permitted to drive on the facility after they have registered their vehicle with the Security Office; however, they must provide the following documents: valid driver’s license, proof of insurance and proof of vehicle registration. The contractor shall provide a list of contractor employee names to the COR and to the Contracting Officer prior to contract start date and as changes occur. The contractor shall submit employee list via e-mail. The Contractor shall be permitted entry to the base utilizing their TRACEN Security issued contractor ID badge. The contractor shall make arrangements with the COR and/or Security Office to issue all needed passes at one time, provided that all personnel and vehicles are present.

8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1 Contractor QC Plan (QCP)

The Contractor shall develop and maintain a QCP delineating the contractor’s QC program/inspection system to monitor and control their performance of services and that is acceptable to the Government for which assures the requirements of the contract shall be met.

The plan shall be submitted by the contractor as specified in Section 6.0, Deliverables, herein.

The program/inspection system shall establish and explain in detail how the contractor shall sustain the quality of providing Linen/Laundry Services.

8.2 QC Program/Inspection System

The QC system shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC program/inspection system shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections of returned Coast Guard items and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

8.3 Contract Discrepancy Report (CDR)

When a discrepancy exists, the contractor shall be required to complete Block 4 of a CDR, which will be submitted to the contractor at time of issuance. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action. The contractor may request a meeting whenever a CDR is issued.

9.0 INVOICING

9.1 Material Inspection and Receiving Report (DD-250)

Upon completion of each contract requirement (or monthly increment thereof), the Contractor shall prepare and furnish to the COR/Alternate COR a DD Form 250, Material Inspection and Receiving Report (MIRR) or an equivalent report approved by the Contracting Officer unless otherwise specified. One (1) copy of each DD Form 250 or approved equivalent shall be submitted with the invoice. The report shall include:

Contract number.

DD Form 250 or equivalent invoice number.

CLIN Number, CLIN description, quantity, unit price, and extended price.

Description of any invoice deductions.

9.1.1 Invoices shall not be submitted until the Material Inspection and Receiving Report (DD-

250) has been approved by the COR. The earlier the Material Inspection and Receiving Report (DD-250) is received and approved by the COR, the earlier the invoice may be submitted.

9.2 Invoicing Instructions

The Contractor’s invoice and the completed Material Inspection and Receiving Report (DD-250) shall be submitted electronically IAW FAR 52.212-4 as follows.

9.2.1 Invoices shall be submitted to the USCG Finance Center Website at http://www.fincen.uscg.mil/electron_cg24.htm

9.2.2 The web submission requires the Contractor to complete the Invoice Receipt Cover Form, select the Invoice Routing Code, and attach a PDF file of the invoice and any other supporting documentation.

9.2.3 A sample of the Invoice Receipt Cover Form is provided below. Mandatory information to be completed is highlighted in red on the website.

Invoice Routing Code:

SILC PCB-2 (help) Invoice Receipt Date:

MM/DD/YY

(help)

Contract Number:

Requisition Number:

Delivery/Task Order Number:

(help)

Invoice Number:

MM/DD/Y

Invoice Date:

Invoice Amount:

Discount Terms:

Net Days (help)

Y

Discount Days

Contractor Information Attachment of Official Invoice

Contractor Name: (help)

Submitter Name:

Submitter Email:

Submitter Phone:

9.2.4 The Contractor must select the correct Invoice Routing Code for timely invoice processing. The Invoice Routing Code for this contract is SILC PCB-2. Failure to do so will delay invoice payment.

9.2.5 The Contractor shall attach a single PDF file no larger than 1MB as the official invoice.

9.3 Payment Information

All payments will be made electronically IAW FAR 52.232-33.