IA02 - Draft PWS For Sources Sought - Uniondale Laundry.pdf

PERFORMANCE WORK STATEMENT (PWS)

LAUNDRY AND ALTERATION SERVICES

For

Uniondale High School JROTC

Part 1 General Information

1. General: This is a non-personal services contract to provide for laundry, dry cleaning, and alteration/repair services. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Laundry and Dry Cleaning (L&DC) and Alteration/Repair services for the Army Combat Uniforms (ACU), Physical Fitness Uniform (APFU), Army Service/Dress Uniform (ASU) as defined in this PWS except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: Uniondale High School JROTC is located at 933 Goodrich St, Uniondale, NJ 11553. The JROTC program has up to 118 students who wear the Army Service Uniform (ASU) consisting of coat and trousers that need to be dry cleaned annually. The contractor shall come out to the school a few times each year to take alteration measurements Dates and time will be coordinated with the contractor.

1.3 Scope: Services shall include laundry, dry cleaning, alteration, and repairs, pickup and delivery of Army Service Uniform (ASU) and Army Combat Uniforms (ACU) uniforms. Alterations/repair shall henceforth be known as alteration(s).

1.4 Objectives:

1.4.1. Launder Army Combat Uniforms (ACU) per label instructions.

1.4.2. Dry clean Army Service/Dress Uniforms (ASU) per label instructions.

1.4.3. Alterations and repair of service clothing per DA PAM 670-1.

1.4.4. Maintain accountability and tracking of all laundry, dry cleaning, alteration, and repair items.

1.4.5. Contractor pick-up and delivery of L&DC and alteration and repair uniforms.

1.5. General Information

1.5.1. Quality Control: The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with (IAW) this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which it assures that the work provided complies with the requirements of the contract.

1.5.2. Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3. Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day M. L. King Day Presidents’ Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

1.5.4. Operating Hours: Uniondale High School Army JROTC program hours of operation are 9:00 am to 3:00 pm except on Federal holidays, when school is closed due to local or national emergencies, administrative closings, state holidays or similar directed closings. Pickup and delivery outside of these hours require prior coordination with the JROTC staff.

1.5.4.1 Reserved

1.5.4.2 Reserved

1.5.4.3 Contractor Support Hours: Reserved

1.5.4.3.1 Contractor Work Plan: Reserved

1.5.5. Reserved.

1.5.6 Place of Performance: The contractor shall perform work at their normal place of business. The measurements for alteration shall be performed at Uniondale High School located at 933 Goodrich St, Uniondale, NJ 11553.

1.5.6.1 JROTC Cadre Pickup / Drop off: Uniondale High School Army JROTC Cadre may make unscheduled drop off and pick up at the contractor’s place of business during normal business hours. Uniondale High School JROTC Program will provide a roster of authorized personnel to pick up and drop off Cadet Uniforms.

1.5.6.1 Contractor Scheduled Pickup / Drop off: The contractor shall pick up from Uniondale High School located at 933 Goodrich St, Uniondale, NJ 11553 between 9:00 am and 3:00 pm. L&DC, alteration and repair services will occur at the contractor’s normal place of business. Pick-up and delivery outside of these hours require prior coordination with the JROTC Instructors.

1.6 Physical Security: The contractor shall safeguard all government property provided to the contractor.

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.8.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.10 Key Personnel: The following personnel are considered key personnel by the Government: Program/Contract Manager/Alternate Program/Contract Manager. The Contractor shall provide a Program/Contract Manager who shall be responsible for the performance of the work. The name of this person and an Alternate Program/Contract Manager, who shall act for the Contractor when the Program/Contract Manager is absent. The Contract Manager and Alternate Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or Alternate Contract Manager shall be available between operating our stated in section 1.

1.11 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.19 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s OCI Mitigation Plan will be determined to be acceptable solely at the discretion of the Contracting Officer. In the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field. (List definitions used in the PWS and what they represent. At a minimum, insert the definitions provided below.)

Contracting Officer – means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - means all property owned or leased by the Government.

Government property includes both Government-furnishedand Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Property Administrator - means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

High Level Objective (HLO) – means a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure. Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document, and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s).

Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Definitions: Contract Specific

Alteration- Modification and REPAIR of uniforms. Shall also mean TAILOR.

Bulk Uniforms- Those uniform items that are normally laundered in large quantities together. Bulk uniforms include Army Combat Uniforms (ACUs).

Non-Bulk Uniforms- Those uniform items that are normally dry cleaned. Non-bulk uniforms include Class A and Army Service Uniforms (ASU).

Clean- Free from dirt, soil, marks, lint, foul odors, alteration in color, or stains.

Combat Uniform- Current U.S. Army combat uniform. IAW AR 670-1

Dry- Free from water or moisture.

Label Instructions- Attached garment label or manufacturer’s instructions.

Physical fitness uniform- Current U.S. Army physical fitness uniform. IAW AR 670-1

Repair- Restore uniform items to serviceable condition.

Service Uniform- Current U.S. Army dress uniform (male/female). IAW AR 670-1

Tailor- Adjusting fit of outer garments to fit a particular person.

2.3. ACRONYMS:

ACOR Alternate Contracting Officer's Representative ACU Army Combat Uniform AFARS Army Federal Acquisition Regulation Supplement APFU Army Physical Fitness Uniform AR Army Regulation ASU Army Service/Dress Uniform CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DA PAM Department of the Army Pamphlet DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In Accordance With JCLC Junior Cadet Leadership Challenge JROTC Junior Reserve Officers’ Training Corps KO Contracting Officer L&DC Laundry and Dry Cleaning OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Reserved

3.2 Facilities: Reserved

3.3 Utilities: Reserved

3.4 Equipment: The government will provide the appropriate insignia/patches and authorized buttons to the contractor for sewing repairs and application to uniforms.

3.5 Special tooling and Test Equipment: Reserved

3.6 Materials: Uniondale High School JROTC Program will provide a roster of authorized personnel to pick up and drop off Cadet Uniforms.

3.7 Training: Reserved

3.8 Common Access Cards (CAC): Reserved

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance: Reserved

4.3 Materials: Contractor shall provide new zippers for ASU trousers, when they become unserviceable.

4.4 Vehicles and equipment: The contractor shall pick up from Uniondale High School between the hours of 9:00 am and 3:00pm as scheduled with JROTC staff. L&DC and alteration services will occur at the contractor’s normal place of business.

4.5 Security. The contractor shall store, secure, and protect all articles of clothing while in the possession of the contractor.

4.6 Taxes. The government will be exempt from paying any sales taxes related to this contract. Tax exemption forms will be provided to the contractor upon request.

4.7. Courtesy. The contractor’s employees shall be courteous to all persons under this contract. Courtesy rendered shall be equal to that rendered to other customers of the establishment and equal to that expected of any public facility.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. JROTC laundry and dry cleaning (L&DC) and alteration services.

5.1.1. The contractor shall conduct a joint inventory of uniforms with the JROTC program representative before acceptance of uniforms.

5.1.1.1. Contractor shall provide documentation to the JROTC program representative that details the date, time, item descriptions, and item count of the joint inventory before accepting possession of uniforms.

5.1.1.2. The JROTC program representative will conduct a joint inventory with the contractor upon delivery before acceptance of completed uniforms.

5.1.2. The contractor is responsible for pick-up and delivery of laundry, dry cleaning and alterations from August through May. The contractor shall schedule pickup and delivery directly with Army JROTC cadre at the school.

5.1.3. The contractor shall correct all deficiencies in services performed by the contractor at no additional cost to the government.

5.1.4. The government will furnish Army Service Uniform (ASU) buttons for repair services. The contractor shall provide the other buttons.

5.2. Tasks: Laundry and Dry-Cleaning Service (L&DC); The contractor shall:

5.2.1. Be responsible for pick-up and delivery of laundry and dry cleaning from/to the location listed in PWS 1.5.5.

5.2.2. Maintain accountability and tracking of all L&DC uniforms.

5.2.3. Launder / dry clean uniforms consistent with label instructions and DA PAM 670- 1.

5.2.4. Press, iron, or de-wrinkle uniforms consistent with label instructions and DA PAM 670-1.

5.2.5. Ensure all shrinkage is no more than what can be called natural shrinkage, based on cleaning or laundering instructions listed on the label provided by the manufacturer.

5.2.6. Box or bundle bulk laundered uniforms in quantities of 25.

5.2.7. Place dry cleaned uniforms on individual hangers.

5.2.8. Complete L&DC within a maximum of seven (7) calendar days.

5.3. Tasks: Alterations Service: The contractor shall:

5.3.1. The contractor shall pick up/deliver from/to Uniondale High School located at 933 Goodrich St, Uniondale, NJ 11553 between 9:00 am and 3:00 pm. Alternate times shall be coordinated with JROTC cadre.

5.3.2. Maintain accountability and tracking of all uniforms requiring alterations.

5.3.3. Tailor uniforms to the individual wearer.

5.3.4. The contractor shall repair rips, tears, holes, open seams, and other damages;

shall replace buttons, and shall repair or replace broken zippers to individual items identified at time of pick up and those that occur while in the contractor’s custody using thread, materials, zippers and buttons, of the same type, texture, quality, color, and color fastness as that used in the manufacture of the article. The contractor shall repair or replace items which become unserviceable while in his care. The government will presume that items not identified as unserviceable at the time of delivery to the contractor to have become unserviceable in the contractor’s care.

5.3.5. The contractor shall hem men’s trousers, women’s slacks, and adjust sleeve lengths as required using thread and materials of the same type, texture, quality, color and color fastness as that used in the manufacture of the article.

5.3.6. The contractor shall have an on-site tailor at the contractor’s normal place of business to provide alterations and repairs.

5.3.7. The contractor shall coordinate support to conduct cadet measurements for necessary alterations at Uniondale High School during the regularly conducted school day. The contractor usually comes to the school twice per semester to ensure all the cadets get their uniforms measured. Dates and times shall be coordinated with the contractor.

5.3.8. Repair uniforms to serviceable condition. If uniform is not able to be repaired, contractor shall notify the JROTC program representative no later than one (1) business day after discovery of non-repairable condition.

5.3.9. Complete alterations within a maximum of seven (7) calendar days.

5.4. JROTC Cadet Leadership Challenge (Summer Camp)

5.4.1. After JROTC Cadet Leadership Challenge (summer camp), the government will require that approximately 118 sets of camouflage ACU uniforms be cleaned. The contractor shall return all uniforms to Uniondale High School JROTC two weeks prior to the beginning of the school year.

5.4.2. The contractor shall have a storage area for the uniforms being cleaned over the summer. These are the only exception to the maximum turnaround times listed above.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 The Contractor shall abide by all current regulations, publications, manuals, and local policies and procedures to include but not limited to:

6.1.1 AR 670-1 Wear and Appearance of Army Uniforms and Insignia

6.1.2 DA PAM 670-1 Guide to the Wear and Appearance of Army Uniforms and Insignia

6.1.3 AR 210-130 Laundry and Dry-Cleaning Operations

6.1.4 AR 700-84 Issue and Sale of Personal Clothing

6.1.5 TM 10-227 fitting of Army Uniforms and Footwear

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit A – Performance Requirements Summary

7.2. Technical Exhibit B – Deliverables Schedule

7.3. Technical Exhibit C – Estimated Workload Data

TECHNICAL EXHIBIT A

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

PWS 5.1 and 5.2.

Laundry and Dry cleaning uniforms

Meet or exceed standards in PWS 5.1. and 5.2.

Not greater than 5% requiring re-work to correct defective or missed cleaning.

Re-perform at no additional expense to the government.

Trends of less than acceptable performance will be documented in the surveillance reports and used to document overall performance in the contract file.

PWS 5.3.

Alterations

Meet or exceed standards in PWS 5.1. and 5.3.

Not greater than 5% requiring re-work to correct defective or missed alterations.

Re-perform at no additional expense to the government.

Trends of less than acceptable performance will be documented in the surveillance reports and used to document overall performance in the contract file.

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Itemized Invoice for services rendered

As services rendered

Electronically

WAWF

TECHNICAL EXHIBIT C

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

1 Dry Clean ASU Trousers/Slacks 130 Annually

2 Dry Clean ASU Coats 130 Annually

3 Dry Clean ASU Skirts 70 Annually

4 Laundry ASU Shirt 130 Annually

5 Laundry ACU Coat 70 Annually

6 Laundry ACU Trousers 70 Annually

7 Laundry Windbreak Jackets 130 Annually

8 Hem / Adjust ASU Trousers/Slack Length 190 Annually

9 Hem / Adjust ASU Coat Sleeve Length 60 Annually

10 Hem / Adjust ASU Skirt Length 40 Annually

11 Letting out or taking up trousers / slack waist 90 Annually

12 Letting out or taking up ASU skirt waist 48 Annually

13 Sewing Buttons 40 Annually

14 On-site Measurements 14 Hours