PWS_Attachment_1__HSFE70-16-R-0008.pdf

ATTACHMENT 1– HSFE70-16-R-0008

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

PEFORMANCE WORK STATEMENT

Leased Portable Laundry Facilities with Ancillary Services

1.0 Background

Historically, there has been an absence of adequate and appropriate support and care for disaster survivors within shelters. The Leased Portable Facilities and Ancillary Contracted Services listed herein have been developed in conjunction with the FEMA Office of Disability Integration and Coordination with guidance from subject matter experts (SME) in emergency management. This document identifies leased equipment and ancillary contracted services to sustain and support a 100 person shelter for a minimum of 7-days, which FEMA may provide as supplemental assistance to shelter providers, when requested by a State, pursuant to Section 403 (b) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288) as amended.

2.0 Scope:

The purpose of this contract is to lease portable laundry facilities to include ancillary services;

herein defined as “LE” Leased Equipment which consists of line items LE-004 (described in paragraph 5.0, LE Contents, Table 5.0-1). Contractor(s) shall provide individual services listed in paragraph 5.1 on an a la carte basis, as requested by FEMA for rapid deployment under emergency conditions. The contractor(s) shall provide an on-site Technical Representative responsible for all their equipment operations and to facilitate communication with the FEMA Contracting Officer Representative (COR) to include the daily submittal of status reports;

empowered to make contractual decisions on behalf of the organization.

3.0 Deliverables and Delivery Schedule

3.1 Emergency Response/Surge Delivery:

3.1.1 During Emergency Response/Surge Operations, the contractor (s) shall deliver leased laundry facilities with ancillary services listed in paragraph 5.0, LE Contents, on an a la carte basis as requested by FEMA for emergency response, with 75 percent of leased equipment delivered on site within 72 hours of accepting a FEMA Task Order issuance to any location within the Contiguous United States (CONUS). The contractor(s) shall have the remaining 25 percent of leased equipment delivered on site within 96 hours of a FEMA Task Order issuance and acceptance to any location within the CONUS in accordance with the Task Order. The contractor(s) shall be responsible for all FEMA product task order deliveries during normal and adverse conditions, 24 hours a day/7 days a week. The contractor (s) shall have all leased equipment assembled, setup, and operational within 12 hours of onsite delivery. No substitutions or partial deliveries will be permitted without the prior approval of the FEMA Contracting Officer (CO) and the FEMA Contracting Officer Representative

(COR).

3.1.2 Contractor (s) shall provide a plan to ensure repair and replacement of all failed equipment is executed within 24 hours of notification. Upon award of a Task Order, the contractor (s) shall be responsible for providing daily reports to the FEMA COR. Contractor

(s) shall provide equipment inventory numbers to include location of pre-staged equipment.

Also, the contractor (s) shall provide pictures, diagrams, drawings, configuration data and equipment specifications to substantiate their compliance with FEMA’s Performance Work Statement laundry requirements.

3.1.3 Contractor(s) shall provide an on-site technical representative. The technical representative shall be an authorized official, who has legal-signatory authority on behalf of the company. The technical representative shall possess the legal authority to make contractual decisions, and to legally-bind the company. The technical representative shall facilitate communication with the FEMA COR, which includes submitting daily status reports.

The contractor shall provide an organizational chart and list of key personnel.

4.0 Record keeping and Acceptance

4.1 An authorized FEMA representative will sign for receipt of leased equipment and contracted services at each location. This signature serves only to confirm delivery of any leased equipment or services at any specific delivery site.

4.2 Contractor (s) shall maintain accurate records of all shipments and deliveries and ensure that proper signatures by a FEMA representative are obtained for tracking and accountability purposes, in accordance with government regulations.

5.0 LE Contents

Leased Equipment with Ancillary Services (LE) Description Quantity

Min/Max LE-004 Laundry Service Provide Daily Laundry Service Laundry Services for

Min: 100 People – Max: 10,000 People

Table 5.0 -1

Note: The minimum and maximum quantities displayed in Table 5.0 -1 do not reflect the contractual minimum and maximum quantities a single contractor is expected to deliver. A multiple award contract strategy will be used to encompass contractor capabilities and capacities to achieve the Agency’s maximum quantity goals in support of individual disaster events.

5.1 LE-004: Leased Portable Laundry Facilities with Ancillary Service: Requirement consists of portable laundry facilities with the requisite janitorial, maintenance and on-site technical representative services. The contractor(s) shall provide portable laundry facilities with ancillary services with the capacity to provide laundry services for minimum of one-hundred (100) survivors and up to maximum of ten-thousand (10,000) survivors. The contractor(s) shall be able to provide laundry services in the manner identified in each of the following three (3) options;

however, at the minimum, potentially, only one (1) of the three (3) options could be awarded, per individual task order. FEMA will issue a final selection of the options under the respective Task Order based upon individual disaster response requirements.

5.1.1 Option 1 – (Self-Service): Deliver portable laundry trailers or portable laundry containers containing washers and dryers to the shelter facility or task specific location for self-service use. Portable laundry trailer or laundry container delivery is defined as self-contained mobile laundry trailers or containers with washers and dryers and all accessories to include power source; water bladders/onboard tanks; fresh water delivery and grey/waste water removal service; hot/cold water and internal/external lighting and laundry supplies (e.g.

soap powder, fabric softener, bleach and dryer static guard sheets). Laundry trailers and laundry containers shall have user instructions posted conspicuously with language considerations based on the demographic make-up of the survivor population at the shelter.

5.1.2 Contractor(s) shall be responsible for complying with all local, state and federal health and safety guidelines specific to Occupational Safety and Health Administration (OSHA), the Environmental Protection Agency (EPA) and any other relevant federal agency that pertains to the specific handling of contaminated or hazardous laundry to prevent cross-contamination.

5.1.3 Acceptable laundry trailers shall have tables or counter space available for folding clothes along with a securable storage area for storing laundry supplies. The contractor(s) shall provide all personnel, equipment, materials, supervision, tools, and other items and services necessary to setup laundry trailers for use and tear down and move trailer facilities when FEMA determines they are no longer required. The contractor’s services include but are not limited to:

a. Install and connect washers to main water source and perform verification test to ensure each washer is clean, serviceable and operable for its intended purpose.

b. Install and connect dryers to the main power source and perform verification test to ensure each dryer is operational.

c. Provide laundry supplies to include detergent, bleach, fabric softener and dryer static guard sheets (laundry soap must be hypo allergenic and antiseptic).

d. Provide cleaning services daily to include disinfecting all surfaces in and around the washer and dryer area to include counter tops, walls, floors and ceilings if applicable.

e. Re-fill fresh water supply daily.

f. Pump out grey water daily and dispose of in accordance with all federal, state and local laws.

g. Contractor(s) shall provide a 7-day/24 hour service telephone number in case of the need for either routine or emergency repairs. No washer or dryer shall be inoperable for more than 24 hours.

5.1.4 Option 2 – Full Service Single Shelter Disaster Support: Deliver portable laundry trailers or laundry containers containing washers and dryers to the shelter facility or other location as specified under the Task Order with laborers to perform washing, drying and folding activities for disaster survivors. Portable laundry trailer or laundry container delivery is defined as self-contained mobile laundry trailers or containers with washers and dryers and all accessories to include power source; water bladders/onboard tanks; fresh water delivery and grey/waste water removal service; hot/cold water and internal/external lighting and laundry supplies (e.g. soap powder, fabric softener, bleach and dryer static guard sheets).

The contractor shall perform all laundry services to include washing, drying, folding, and all other tasks and responsibilities deemed necessary for receiving for, accounting for, processing and returning all individual items tendered for cleaning. The contractor(s) shall have an efficient and effective customer ticket mechanism in place to account for the receipt and return of survivors’ laundry. The contractor(s) shall ensure there is an accessible area available to receive and return laundry to all shelter residents with disabilities. The contractor’s services include, but are not limited to:

ensure each washer is operational.

b. Install and connect dryers to the main power source and perform verification test to ensure each dryer is operational.

c. Provide laundry supplies to include detergent, bleach, fabric softener and dryer static guard sheets (laundry soap must be hypo allergenic and antiseptic)

d. Provide cleaning services daily to include disinfecting all surfaces in and around the washer and dryer area to include counter tops, walls, floors and ceilings if applicable.

e. Re-fill fresh water supply daily.

f. Pump out grey water daily and dispose of in accordance with all federal, state and local laws.

g. Contractor(s) shall provide a 7-day/24 hour service telephone number in case of the need for either routine or emergency repairs. No washer or dryer shall be inoperable for more than 24 hours.

h. Provide laborers to perform all laundry services to include washing, drying and folding for all laundry dropped-off.

g. Ensure accountability of laundry items from customer drop-off to customer pick-up.

h. Ensure all survivors’ laundry is laundered separately from other survivors utilizing mesh laundry bags to ensure no cross contamination occurs between survivors’ laundry items.

i. Establish an accessible area outside of the laundry trailer or container to receive and return laundry for disaster survivors with disabilities.

5.1.5 Accessible is defined as compliance with the Department of Justice (DOJ) 2010 Americans with Disabilities Act (ADA) Standards for Accessible Design, dated September 15, 2010. (Please see the link for a copy of the full text document:

http://www.ada.gov/regs2010/2010ADAStandards/Guidance2010ADAstandards.htm Additionally, for any contracted equipment or for services identified as “accessible:” A 12’ ramp shall be included, for every 1' in rise to provide for access to the service area for laundry drop off and return.

5.1.6 Option 3- Full Service Multi-Shelter Disaster Support: The contractor shall deliver portable laundry trailers containing washers and dryers to a location to be determined by the contractor(s) with laborers to perform washing, drying and folding activities for multiple active disaster shelters. The contractor(s) shall provide all personnel, equipment, materials, supervision, tools, and other items and ancillary services necessary to perform daily or as directed, by FEMA task order, laundry pick-up and drop off services within a 100-mile radius of multiple active disaster shelters as defined in the FEMA task order. The contractor(s) shall determine the most efficient location to setup portable laundry trailers to perform shelter pick-up and drop-off laundry delivery services. Portable laundry trailer delivery is defined as self-contained mobile laundry trailers or containers with washers and dryers and all accessories to include power source; water bladders/onboard tanks; fresh water delivery and grey/waste water removal service; hot/cold water and internal/external lighting and laundry supplies (e.g.

soap powder, fabric softener, bleach and dryer static guard sheets). The contractor(s) shall ensure there is an accessible area available to receive and return laundry to shelter residents with disabilities. The contractor’s services include, but are not limited to:

ensure each washer is operational.

b. Install and connect dryers to the main power source and perform verification test to ensure each dryer is operational.

c. Provide laundry supplies to include detergent, bleach, fabric softener and dryer static guard sheets (laundry soap must be hypo allergenic and antiseptic)

d. Provide cleaning services daily to include disinfecting of all surfaces in and around the washer and dryer area to include counter tops, walls, floors and ceilings if applicable.

e. Re-fill fresh water supply daily.

f. Pump out grey water daily and dispose of in accordance with all federal, state and local laws.

http://www.ada.gov/regs2010/2010ADAStandards/Guidance2010ADAstandards.htm

g. Contractor(s) shall provide a 7-day/24 hour service telephone number in case of the need for either routine or emergency repairs. No washer or dryer shall be inoperable for more than 24 hours.

h. Provide laborers to perform all laundry services to include washing, drying and folding for all laundry dropped off.

g. Ensure accountability of laundry items from customer drop-off to customer pick-up.

h. Ensure all survivors’ laundry is laundered separately from other survivors utilizing mesh laundry bags to ensure no cross contamination occurs between survivor’s laundry items.

i. Establish an accessible area outside of the laundry trailer or container to receive and return laundry for disaster survivors with disabilities

5.2 Following - Applies to Option 2 and Option 3:

5.2.1 The contractor shall provide all laundry services to include washing, drying, folding, and all other tasks and responsibilities deemed necessary for receiving for, accounting for, processing of and returning all individual items tendered for cleaning. The contractor(s) is/are responsible for all laundry services required to include pickup and delivery at the locations identified in the FEMA task order. Laundry pick-up, drop-off and fold services for all disaster shelter occupants’ personal laundry shall be available for drop-off and pick-up daily or as directed, by FEMA task order. The contractor(s) shall ensure there is an accessible area available to receive and return laundry to shelter residents with disabilities. The contractor(s) shall ensure all survivors’ laundry is laundered separately from other survivors utilizing mesh laundry bags to ensure no cross contamination occurs between survivors’ laundry items. The time frame between disaster shelter survivors’ laundry drop off and ready for pick-up shall not exceed 72-hours turn-around, and shall be included in the contractor(s)’ base price. The contractor may also provide self-pay drop off and pick-up laundry service for authorized shelter visitors who are not disaster shelter occupants. The contractor(s) shall ensure pickup and delivery schedules are met, correct quantities of laundry are delivered, laundry is delivered free of all visible dirt, debris, dampness, offensive odors, mildew, cleaning chemicals, residue, has a uniform appearance, and items are properly finished and packaged in such a manner which is consistent with usual and customary laundry-industry standards.

5.2.2 The contractor(s) shall be responsible for the security of the goods and the safekeeping of laundry items in their possession. The contractor(s) shall ensure each customer receives the same items and quantities dropped off at the pick-up facility. The contractor(s) shall have an efficient and effective customer ticket mechanism in place to account for the receiving and return of customer laundry. The contractor(s) shall be responsible for loading and unloading all laundry items. The contractor shall ensure soiled laundry is physically separated from clean laundry, preferably with the use of a physical barrier to avoid cross contamination on the delivery vehicle. The vehicle shall be clean and completely enclosed with rear locking doors.

5.2.3 Contractor(s) shall be responsible for complying with all local, state and federal health and safety guidelines specific to OSHA, the EPA and any other relevant federal agency that pertains to the specific handling of contaminated or hazardous laundry to prevent cross-contamination. Contractors are responsible for ensuring that their personnel are properly protected (gloves) as required to perform the services.

5.2.4 Any items found to have been unsatisfactorily laundered as determined by the FEMA CO, COR or designated FEMA representative shall be re-laundered at no additional cost. The contractor is responsible for all cost necessary for re-performance, i.e., re-work. Such items will be identified by the COR or FEMA representative after the unsatisfactory condition is discovered. The original laundry ticket shall be annotated with the item(s) being returned for re-work. The item(s) shall be re-laundered and returned to the same exchange point within the same time standards required for the first-time laundry services. The contractor(s) shall place a “rush” priority on items re-laundered to provide for a quick resolution. The contractor shall ensure items are readily identifiable upon return to re-wash items, to include the date the item was originally returned.

5.2.5 If any laundry item is missing from a delivery, the contractor shall reimburse the individual owner the replacement cost of the item based on usual and customary laundry service industry standards. The contractor is responsible for all lost or damaged laundry in their possession.

5.2.6 The Offeror shall provide a detailed staffing plan to identify how the contractor intends to provide personnel to support the onsite technical representative, the laundry laborers and the delivery personnel requirements. The Offeror’s staffing plan shall demonstrate the contractor’s capability to increase and decrease personnel dependent upon the size of the requirement and size of the disaster. Offeror’s staffing plan shall include how the contractor intends to ensure personnel sustainability (e.g. work schedule, staff turnover and staff replacement). The offeror’s staffing plan shall include quantity of personnel and labor type category based on minimum and maximum disaster survivors identified. Also, the offeror’s staffing plan shall address any special training or skills required and how the vendor shall ensure compliance. Finally, the Offeror’s staffing plan shall identify all key personnel required to support the laundry requirements.

5.3 General – Applies to All Options:

5.3.1 For options 1, 2 and 3 above, the contractor(s) shall have the capabilities to provide fresh water deliveries and grey water removal services in support of mobile laundry facilities.

Potable water is defined as fresh drinking water of a quality not less than that prescribed in the following:

a. Current Drinking Water Standards, as published by the United States Environmental Protection Agency, Office of Water and shall comply with specifications of the National Primary and Secondary Drinking Water Regulations (NPDWR) http://water.epa.gov/drink/contaminants/index.cfm..

5.3.2 Fresh water deliveries shall meet Environmental Protection Agency standards and be in compliance with all Federal, state and local laws and regulations. If the water source does not meet the requirements of potable water, the contractor is required to provide fresh water from a compliant source at no additional cost to the government.

5.3.3 Contractor (s) shall pump out grey water daily and dispose of it in accordance with all federal, state and local laws.

5.3.4 Contractor(s) shall provide all setup and assembly of portable water bladders or portable cistern tanks needed to establish a fresh water supply infrastructure for laundry services use at the survivor shelter facilities. The contract shall provide an appropriate and operational heating mechanism or equipment to ensure portable water bladders or cistern tanks do not freeze during sub-freezing temperatures. Contractor(s) may provide multiple size bladders or cistern tanks to meet the minimum and maximum quantities identified. The contractor(s) services, operations and maintenance activities include, but are not limited to:

a. Daily delivery of fresh potable water to the designated shelter or kitchen facilities as requested by FEMA CO, COR or authorized FEMA on-site representative.

b. The on-site FEMA representative will be identified by the FEMA COR or the http://water.epa.gov/drink/contaminants/index.cfm

FEMA Contracting Officer.

c. Provide and install portable bladders or portable cistern tanks.

d. Provide necessary heating mechanism and equipment to prevent bladder or cistern tank freezing during sub-freezing temperatures.

e. Provide a 24 hour service telephone number in case of either routine or emergency repairs. No water bladder shall be inoperable for more than 24 hours.

f. When no longer required, the contractor shall remove laundry trailers, laundry containers and ancillary equipment (e.g. water bladders, cistern tanks and water) based on a negotiated timeframe executed between the contracting officer and the contractor.

5.4 FEMA leased equipment is not to be substituted and contracted services are not to be changed unless approved by the cognizant FEMA Contracting Officer.

6.0 Place of Performance

During a disaster response, the place of performance for the leased equipment and ancillary or requisite services will be determined by the FEMA task order. This includes, but is not limited to:

designated shelters, kitchens and warehouse facilities.

7.0 Period of Performance

The contract period of performance shall become effective on the date of contract award and remain in effect for one (1) 12-month base period with four (4) 12-month option periods.

8.0 Packaging

Due to the many unknown circumstances which can arise during emergency response; packaging requirements, if applicable, will be determined at the time the FEMA task order is executed, i.e., awarded.

9.0 Reporting

Contractor(s) shall maintain accurate records of all deliveries and pick-ups. The contractor(s) shall ensure proper signatures are obtained for tracking and accountability purposes, in accordance with the following paragraph, i.e., “9.1 Reporting Requirements.” Contractors’ invoices will clearly reflect the date of any executed FEMA Inspection and Acceptance, along with services provided and date services were received.

9.1 Reporting Requirements

Daily Reports – Following the award of a Task Order, contract awardees are responsible for providing the following daily reports to the FEMA COR or designated representative:

1) Total laundry service facilities equipment items by type with operational status ((e.g. 16 out of 18 washers operational, 1 dryer in-operable (e.g. awaiting parts, service…etc.)).

2) Total support equipment items by type with operational status (e.g.5 out of 6 generators operational, 1 generator in-operable (e.g. awaiting parts, service…etc.)).

3) Total equipment by type and status of cleaning/service activities completed with completion time (e.g. 1 of 2 laundry facilities cleaned and serviced by 7:00am);

4) Total number of water bladders (i.e. fresh water/grey water) and status of servicing activities to include water deliveries and grey water removal activities completed with completion time (e.g. 1 of 1 water bladders filled and 1 of 1 grey water bladders drained by 7:00am);

5) Total number of equipment currently under repair – specifically show date equipment identified as non-operational and corrective action plan (e.g. 2 washers found to be unserviceable at 5:00pm on July 26 – projected repair date/time by 4:00 pm on July27th).

6) The contractor(s) shall provide any other limiting equipment factors and constraints to the

FEMA COR.

7) The contractor(s) shall provide total number of new customer tickets issued per day.

8) The contractor(s) shall provide total number of customer tickets fulfilled per day. Fulfilled is defined as laundry dropped off and picked-up by the customer.

**Contractors may provide additional information for clarification as needed.

2.0 Scope: