Statement of Work_Rev 1 May 2023 .pdf

STATEMENT OF WORK

CLINICAL LAUNDRY 30th MEDICAL GROUP, VANDENBERG AFB, CA

1 May 2023

1.0 SCOPE:

The contractor shall furnish all equipment, tools, supplies, materials, transportation, labor, personnel, supervision, and management necessary to perform laundry service, including pick-up and delivery, at the

30th Medical Group (MDG), 338 South Dakota Avenue, Vandenberg SFB, Ca 93437. The government has the right to inspect the facility prior to acceptance/award to ensure it meets the standards outlined in this

Performance Work Statement (PWS) and the Inspection of Laundry Services Checklist.

1.1 SPECIFIC TASKS:

1.1.1 The MDG is a small outpatient clinic located on Vandenberg SFB and requires clinical laundry services.

The contractor will provide linens in accordance with the items list in 1.1.2 of this PWS with pick-up/deliveries occurring once a week. The linens will be provided on a “par level” basis. Additionally, the

MDG utilizes customer owned garments (COG’s) in the form of scrubs which will be included in the weekly pick-up/delivery and laundered on a “per piece” basis. Quantities may be adjusted at a later date.

1.1.2 Item List

Contractor Provided Items Par Level

Flat Sheet 150 Ea.

Pillow Case 100 Ea.

Doctor Towel 100 Ea.

Bath Towel 80 Ea.

Patient Gown 50 Ea.

Bath/Thermal Blanket 20 Ea.

Customer Owned Garments Avg. Weekly Totals

Scrub Top 80 Ea.

Scrub Bottom 50 Ea.

1.1.3 All pick-up/deliveries will be accomplished between the hours of 7:30 a.m. and 4:30 p.m. The day of the week the pick-up/delivery occurs will be coordinated between the contractor and MDG prior to contract start. Only with prior coordination/approval of the COR or Contracting Officer will pick-up/deliveries be made later in the day or on other than routine pick-up/delivery days. All pick-up and deliveries will be accomplished at the rear entrance of the MDG, 338 South Dakota Avenue, Vandenberg SFB, Ca 93437.

1.1.4 Vehicle interior shall be of appropriate material for proper cleaning. All clean items are to be protected from contamination and soiling during transit to the 30th MDG. After transporting dirty/soiled and contaminated laundry, the vehicle interior shall be cleaned and sanitized prior to the loading of clean linen.

Carts used for transporting linens must also be sanitized. Dirty and clean linen should not be transported in the same truck unless the truck has a separate compartment to place dirty linen. If this is not an option the clean linen shall be delivered first prior to collecting any dirty linen.

1.2 STATE OR LOCAL DEPARTMENT OF HEALTH REQUIREMENTS:

Compliance with all certification or labeling requirements arising from state or local department of health regulations is the responsibility of the contractor. Documentation of required certification is to be provided to the COR or authorized representative prior to award of contract.

1.3 WORKMANSHIP AND SANITIZATION:

All laundry under this contract, to include contractor provided linen and COGs, shall be processed by the contractor in accordance with The Joint Commission (TJC)/OSHA, and accepted industry standards of cleanliness, finish, and appearance for hospital linen and laundry services. The contractor has the right to determine its own internal processing system in meeting TJC/OSHA standards. All work performance shall be accomplished under sanitary conditions. The items as well as the laundry facility shall not only be clean in the sense of being free from soil and stains, but also free from bacteria, fungi, and other microorganisms to insure that the MDG remains in accordance with current TJC/OSHA standards.

1.5 REPERFORMANCE OF LAUNDERING:

1.5.1 Items not meeting the requirements of paragraph 1.3 shall be cleaned again at no additional cost to the government. Such items discovered by MDG personnel when packages are opened will be identified by the

COR to the contractor’s representative at the next scheduled pick-up after the unsatisfactory condition is discovered. After the items are cleaned again, the contractor shall pack these items separately and identify the package(s) by marking “ATTN: COR, RE-CLEANED LINEN”.

1.5.2 Items that are re-cleaned and still do not meet the requirements of paragraph 1.3 will be identified as a re-clean/unserviceable linen item. All the re-cleaned/unserviceable articles shall be returned to the MDG separated from serviceable articles, labeled, and wrapped in clear plastic bundles with like items, by the contractor after laundering has been accomplished. They will be labeled with the quantity of items and the following statement: “ATTN: COR, RE-CLEANED/UNSERVICEABLE LINEN”.

1.5.3 The contractor shall return all unserviceable articles and non-repairable articles to the MDG separated from serviceable articles, labeled, wrapped in clear plastic bundles with like items, by the contractor after laundering has been accomplished. They will be labeled with the quantity and the following statement:

“ATTN: COR, UNSERVICEABLE LINEN”.

1.5.4 Damaged Items that are identified due to the negligence of the contractor shall be repaired or replaced by the contractor. The replacement(s) or repair(s) must be acceptable to the Contracting Officer (CO) or representative.

1.6 PACKAGING:

All wrapping shall be accomplished with plastic film, unless otherwise specified in this Statement of Work.

All items on hangers shall be covered with plastic film bags. The material will be sufficiently durable to withstand normal handling, storage, and transportation.

1.7 CONTAMINATED/INFECTIOUS LAUNDRY:

1.7.1 The contactor shall comply with all local health regulations and state laws pertaining to the transporting and handling of linens contaminated with contagious disease.

1.7.2 Contaminated/infectious laundry will be given to the contractor in easily identified bags. The contractor is responsible for the proper handling of contaminated/infectious laundry in accordance with the

“infectious control” section, linen and laundry subsection of the TJC manual.

1.7.3 The contractor shall have facilities available where goods contaminated with infectious disease can be stored and received separately from other goods in the main plant and working area of the plant. Means shall be available and utilized to remove or completely destroy all contaminants in linens during the laundering process.

1.9 QUALITY ASSURANCE:

1.9.1 The contractor shall establish, plan, develop, document, implement and maintain a quality assurance system that ensures that the product or service conforms to the specified contract technical requirements according to industrial standards. The contractor shall establish a Quality Assurance Plan that will describe the approach to developing and implementing a quality assurance system that will encompass all aspects of the contract, and a description of the inspection system to cover all services listed in the Services Summary.

The government reserves the right to disapprove the contractor quality assurance program/plan or portions thereof, if it fails to meet contractual requirements. The contractor shall have prior experience with hospital linen and shall have in place a chemical exposure program and an OSHA/TJC safety program to ensure all infectious control procedures are being maintained.

1.9.2 The Government may inspect contract services using a variety of methods; however, the primary means of inspecting on this contract will be through customer complaint. The Government will inspect and evaluate the Contractor's performance to ensure services are received in accordance with requirements set forth in the contract. The COR may inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, or investigating a customer complaint(s); conferring with facility managers; or any combination of the above; or, otherwise inspecting the task or its results to determine whether or not performance meets standards.

2.0 ADDITIONAL REQUIREMENTS:

2.1 Delivery vehicles shall be cleaned and disinfected prior to delivery of clean linens. Vehicle carrier compartments shall be white Kemlite or other acceptable material for proper sanitation. Carts used for transporting linens must be sanitized. The aseptic technique required for daily sanitizing is a pressurized steam apparatus or manual cleaning with an EPA approved detergent germicidal.

2.2 A facility equipped and ventilated to prevent dissemination of contaminates. The ventilation system should include adequate intake filtration, exchange rate, and exhaust in accordance with local, state and federal requirements (Reference: Joint Commission on Accreditation Manual for Hospitals). The contractor facility shall be subject to inspection of sanitary conditions at any time by an authorized representative of the government using the Inspection of Laundry Services Checklist. (Reference: The APIC Curriculum for

Infection Control Practice) The contractor shall not use multiple facilities to perform contract obligations without written permission from the linen COR and Contracting Officer. Each facility used with permission, is subject to the same sanitary infection control inspection procedures stated in the contract.

2.3 Compliance with any certifications or labeling requirements arising from Federal, State, or local department of health regulations is the responsibility of the contractor. Healthcare Laundry Accreditation

Council (HLAC) Certification is preferred.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The government will provide a loading dock and an inside area for the purpose of loading and unloading linen. The government will provide disposable linen bags for soiled/contaminated linen items.

4.0 PERSONNEL:

4.1 The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name and telephone number of the contract manager, and an alternate, shall be designated in writing to the linen COR. The contract manager, or alternate, shall have full authority to act on behalf of the contractor on all contractual matters relating to daily operations. The contract manager and alternate must be able to read, speak, write, and understand English.

4.2 When on Vandenberg SFB, contractor personnel shall be easily recognized. This may be accomplished by wearing distinctive clothing/uniform bearing the name of the company and/or by wearing appropriate badges which may contain the company name and employee name. The contractor will maintain all OSHA and TJC mandated health requirements.

4.3 The Contractor shall ensure the pass, registration, and identification items required for contract performance are obtained for employees and non-Government-owned vehicles.

4.4 Safety of personnel and performance shall conform to Office of Safety and Health Administration

(OSHA) requirements as specified in AFI 91-301, Air Force Occupational Safety and Health Program.

4.5 The contractor will develop a hepatitis B vaccination program. Hepatitis B vaccine must be offered to employees upon hire if they are candidates for vaccination. Records must reflect the offering of hepatitis B vaccine by the employer and the acceptance or documented refusal of the personnel.

5.0 PUBLICATIONS:

5.1 Applicable publications and forms that apply to this SOW are listed below. The publications and forms have been coded as mandatory or advisory. The Contractor is obligated to follow those publications and use those forms coded as "mandatory" to the extent specified in other sections of this SOW. The Contractor shall be guided by those publications or use those forms coded "advisory" to the extent necessary to accomplish requirements. All publications and forms listed shall be provided by the Government at the start of the contract. The Government will provide follow-on requirements to the Contractor when changes occur. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

5.2 The Contractor shall immediately implement those changes that result in a decrease, or no change in the contract price and notify the Contracting Officer (CO) in writing of such change. Should a decrease in contract price result, the Contractor shall provide a proposal for a reduction in the contract price to the CO.

Before implementing any change that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal within thirty (30) calendar days following receipt of the change by the Contractor.

The CO and the Contractor will negotiate the change into the contract under the provisions of the contract clause entitled “Changes.”

CCR Title 22, 70825 Laundry Service Current Version Mandatory

AFI 41-209, Ch 1 Linen Supply Current Version Advisory

AFI 44-108

Infection Control

Program Current Version Mandatory

Linen Inspection

Checklist Linen Inspection Checklist Current Version Mandatory

DHA-PM 6430.02 Linen Services Management Current Version Advisory

6.0 TRAINING:

Employee Training. Training shall be accomplished for all individuals working with or around the medical center linens. This training shall consist of Infection Control, Safety, proper handling of clinic linens, and contamination of linens. This training shall be documented to show the duration of training, names of trainers, and names of attendees (signatures required).

7.0 RECORDS MANAGEMENT:

7.1 The Contractor shall be responsible for creating, maintaining, and disposing of those Government required records that are specifically cited in this SOW or as required by the mandatory directive as listed. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within five (5) working days of receipt of the request.

7.2 The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

8.0 SERVICES SUMMARY:

8.1 The Services Summary identifies the performance objectives and performance thresholds for all critical tasks associated with providing the services outlined in this SOW. The performance threshold describes the minimum acceptable levels of service required for each requirement.

Performance Objective

SOW

Paragraph

Performance Threshold

Pick-up and delivery schedule 1.1.3 90% of deliveries meet date/time standard

Packaging 1.6 95% per delivery

Contaminated linen processing 1.7 1 00% of performance period

Ventilation systems 2.2 1 00% of performance period

Employee training 6.0 100% of performance period

INSPECTION OF LAUNDRY SERVICES

30th Medical Group, Vandenberg SFB, California 93437 Date:

Conducted by:

Inspected Facility:

References:

AFI 44-108 Infection Control Program APIC Text of Infection Control & Epidemiology

A. PLANT FACILITY YES NO

1. Ventilation system has adequate intake, filtration, exchange rate and exhaust to keep dust/lint level down.

2. Separation of clean and soiled areas by physical barrier (separate room with closed door) or air flow (soiled linen room = negative pressure; clean linen room = positive pressure)

3. Environmental conditions are adequate: temperature, humidity, cleanliness of area etc.

4. Adequate hand washing facilities available

5. Eating, drinking and smoking is prohibited in all work areas

B. PERSONNEL

1. Employee participates in relevant continuing education program with documentation available. For example, training in personal hygiene, hand washing , and blood borne pathogen transmission and proper use of personal protective equipment (PPE)

2. Personal protective equipment available and in use: gowns, aprons, masks, eye protection

3. Employees remove PPE before leaving receiving/sorting area

4. Hepatitis B vaccine required for all employees

5. Personnel are free of infections

6. Staffing is adequate

C. DELIVERY

1. Clean linen transported in containers exclusively for clean linen, clean hampers lined with plastic or reusable liners, placed in clean cart with a secure plastic or reusable cover

2. Separation of clean and soiled linen. (The containers used to transport soiled linen may be used to transport clean linen if they are properly cleaned first)

3. Cleaning of carts/trucks is properly done by steam cleaning or with soap and water solution. In either case, followed by germicidal agent.

D. SOILED LINEN PROCESSING

1. Soiled linen is handled as little as possible with minimal agitation

2. Compliance with standard/universal precautions is observed in the soiled linen area – sharps disposal units available

3. Wash Formula: adequate temperature, time soap/detergent/bleach used: 71C/160F X 25 minutes

4. Washer thermometer visible

5. Thermometer calibration data available

6. Linens to be destroyed are processed prior to disposal

E. HOUSEKEEPING YES NO

1. Adequate cleaning procedures are developed and implemented regarding:

- Cleaning and care of equipment

- Maintenance of cleaning schedules

- Documentation of cleaning

F. QUALITY ASSURANCE

1. The provider shall have written policies and procedures covering areas of responsibility relating to the service provided

2. The provider shall maintain documentation of the identification of problem and methods to resolve them.

3. The provider and the user shall periodically review the laundry/linen program

NOTES: