LAW13Q0007_Lawton_Laundry.doc

LAW-13-Q-0007

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Laundry & Dry Cleaning Services

TABLE OF CONTENTS

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PERFORMANCE BASED WORK STATEMENT

LAUNDRY SERVICES AND MAT RENTAL

FOR THE LAWTON SERVICE UNIT

1.0 GENERAL. This performance based work statement (PBWS) describes the requirements for providing laundry and lab coat services and mats and dust mops rental for the Lawton Service Unit.

1.1 Background. Indian Health Service is an agency within the U.S. Department of Health and Human Services and is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government to government relationship between the federal government and Indian tribes. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to assure that comprehensive culturally acceptable personal and public health services are available and accessible to American Indian and Alaska Native people. The IHS currently provides health services to approximately 1.5 million American Indians and Alaska Natives who belong to more than 557 federally recognized tribes in 34 states.

1.2 Objective: Obtain laundry services for government owned linens and lab coats for the USPHS Indian Health Service facility as follows:

Lawton Indian Hospital Phone: 580-354-5000 1515 Lawrie Tatum Rd, Lawton, Oklahoma 73507 Services shall include pickup of Government owned soiled linens, laundering of the linens in a sanitary manner and return of the clean items to the hospital for reuse.

1.3 Scope. The Contractor shall furnish the necessary facilities, equipment, personnel, and materials to provide the following laundry services:

1.3.1.

Launder and dry clean articles by acceptable professional methods to ensure minimum damage, i.e., shrinkage, stains, soiling or deterioration.

1.3.2.

All laundry shall be picked up by the Contractor in bulk, in accordance with the work schedule and shall be returned cleaned, folded, and wrapped in plastic.

1.3.4.

Damages: The Contractor shall assume responsibility for any damages of articles in transit to or from, and at Contractor’s place of business and shall guarantee the return of such articles to the facilities in a condition reasonably comparable to condition upon initial receipt.

1.3.5. Poundage: The estimated poundage of laundry (soiled Linens):

Dietary – 100 lbs per Week

Housekeeping – 2000 lbs per Week

The Contractor shall furnish for each delivery a receipt for poundage (flat and dry) times the unit price and total extended price. All laundry shall be thoroughly dry on delivery.

1.3.6. Credit for Unacceptable Delivery: Upon delivery of clean laundry, the laundry shall be sorted and inspected by the Government: Laundry with stains, not removed soil, debris, or dampness will be placed in a separately marked laundry bag and when full shall be weighed, marked, and returned to the Contractor for cleaning at no additional cost to the Government.

1.3.7. Period of Performance.

1.3.7.1 Base Year: April 1, 2013 through March 31, 2014.

1.3.7.2 Option Year 1: April 1, 2014 through March 31, 2015.

1.3.7.3 Option Year 2: April 1, 2015 through March 31, 2016.

1.3.7.4 Option Year 3: April 1, 2016 through March 31, 2017.

1.3.7.5 Option Year 4: April 1, 2017 through March 31, 2018.

1.3.8 The Following Federal Legal Holidays are observed under this contract in which delivery is not required.

New Year’s Day 1 January Martin Luther King Jr’s Birthing 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December When a holiday occurs on a scheduled pickup or delivery day, the scheduled pickup and delivery will be rescheduled on a date agreed upon by the Housekeeping Supervisor and the Contractor

1.4 Applicable Documents

1.4.1 Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Surveillance, Prevention, and Control of Infection Standard.

1.4.2 Centers for Disease Control “Recommendations for Isolation Precautions in Hospitals” www.cdc.gov/ncidod/hip/isolat/isopart2.htm

1.4.3 Centers for Disease Control and Prevention “Guidelines for Laundry in Healthcare Facilities”.

1.4.4 American Institute of Architects “Guidelines for Design and Construction of Hospital and Health Care Facilities”.

2.0 DEFINITIONS.

2.1 Acceptance: Constitutes acknowledgement that the supplies or services conform to applicable contract quality and quantity requirements, except as provided in FAR subpart 16.5 and subject to other terms and conditions of the contract. See 52.212-4(a) Contract Terms and Conditions-Commercial Items (FEB 2012) Inspection/Acceptance.

2.2 Approval: Acknowledgement by the designated Government Employee that submittals, deliverables, or administrative documents (e.g., insurance certifications, installation schedules, planned utility interruptions, etc.) conform to the contractual requirements. Government approval shall not relieve the Contractor from responsibility for compliance with contract requirements.

2.3 Area: A defined geographical region for Indian Health Service administrative purposes. Each Area Office administers service Units.

2.4 Clean: Free from dirt, stain, impurities, objectionable or offensive odors, excessive lint, dampness, mildew and processing chemical residuals or other materials that may cause irritation.

2.5 Contamination: To pollute, taint.

2.6 Contracting Officer (CO): Individual at the Oklahoma City Area Office authorized and warranted to issue contracts and to make subsequent modification(s) on behalf of the Government. The CO has the authority to make determinations on all matters of dispute regarding the contract on behalf of the Government.

2.7 Contractor: The Individual or firm awarded a legal binding contract to provide supplies and services.

2.8 Contracting Officer’s Representative (COR) or Project Officer (PO): A federal employee who assists the ordering/issuing activity contracting officer in the administration of task orders. Ordering activities may have different designators for this employee (e.g. GTR-Government Technical Representative, COTR-Contracting Officer’s Technical Representative, or PO-Project Officer).

2.9 Customer: Patients, staff and visitors of at the Lawton Service Unit.

2.10 Customer Complaints: A written or verbal comment made to the Contracting Officer regarding Contractor’s performance. This is one of the criteria used to monitor the Contractor’s performance.

2.11 Dry Cleaning: To clean (clothing or fabrics) with chemical solvents that has little or no water.

2.12 Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive Agencies in the acquisition of supplies and services with appropriated funds.

2.13 Finished Laundry: Laundry items that have been processed as defined in “Laundering”.

2.14 Fold: To make compact by doubling or bending over parts. Fold the laundry

2.15 Holiday: A day marked by a general suspension of work in commemoration of an event.

2.16 Hospital Representative: The primary Point of Contact (POC) at the Lawton Service Unit authorized to report missing laundry and request non-scheduled deliveries.

2.17 Laundering: To wash, bleach, clean, treat, blue, rinse, sour, soften, starch, sanitize, fold and iron; by hand or mechanical means in proper water temperatures with solutions or detergents and other additives appropriate for the various types of fabrics and nature of the soil.

2.18 Laundry: Soiled, laundered, or dry cleaned clothes and linens (e.g., scrubs, patient gowns, protective garments, sheets, blankets, towels, dry cleaning items, etc.).

2.19 Objectionable: A reason or argument offered in opposition. The act of objecting; a feeling of disapproval, dislike or disagreement.

2.20 Odor: the property or quality of a thing that effect stimulates or is perceived by the sense of smell.

2.21 Ordering Official: An employee of Lawton Service Unit authorized and warranted to issue task orders and to make subsequent task order medication(s) under this contract. The Ordering Official has the authority to make initial determinations on all matters of dispute regarding task orders.

2.22 Packaging: A container in which laundry is packed for storage or transportation to protect from elements.

2.23 Past Performance Information: Information entered into NIH Database regarding contractor’s actions under the contract. This includes the contractor’s record of conformance to specifications and to standards of good workmanship; the contractor’s record of containing and forecasting costs on any previously performed cost reimbursable contract; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customer.

2.24 Performance Based Contracting. Means structuring all aspects of an acquisition round the purpose of the work to be performed with the contract requirements set forth in clear, specific, and objective terms with measurable outcomes as opposed to either the manner by which the work is to performed or a broad and imprecise statement of work.

2.25 Press: Tom make smooth by ironing (clothing for example) by hand or machine.

2.26 Quality Assurance Surveillance Plan (QASP): An organized written document prepared and used by the government for Quality Assurance surveillance of the contractor’s performance.

2.27 Quality Control: Actions taken by the contractor to control quality of services provided.

2.28 Shape: The characteristic surface configuration of an item; an outline or contour.

2.29 Smooth: Having a surface free from irregularities, roughness, or wrinkles.

2.30 Sort: To arrange according to type, kind or size; classify.

2.31 Standard Precautions: A protocol defined by the U.S. Public Health Service Centers for Disease Control and Prevention (CDC) in which all blood and body fluids are assumed to be potentially contaminated, therefore, not to be contacted by other individuals. Appropriate precautions are required to prevent contact with blood, body fluids (except sweat), and contaminated objects. See “Recommendations for isolation www.cdc.gov/ncidod/hp/isolat/isopart2.htm

2.32 Task Order: An order issued in accordance with the terms of the contract that details an ordering activity’s specific requirements. An ordering activities written order to obtain services, at a minimum will include the following where application: description of services, skill categories, hours, price, period of performance, contract number, and the ordering activities task order number.

2.33 Traditional: Characteristic manner, method or style consistent with standard commercial practice.

3.0 Government Furnished Property:

3.1 Property: Laundry from each medical facility will be clearly labeled so the Contractor can return laundered items to the proper location.

4.0 Contractor Furnished Property:

4.1 Property: Except for the property specified in paragraph 3.1 as Government furnished, the Contractor shall provide all facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, dry cleaning solutions, etc.).

4.2 Facility Requirements: The Contractor’s facility shall meet the requirements of the most current edition of American Institute of Architects, “Guidelines for Design and Construction of Hospital and Health Care Facilities” that pertains to hospital laundry facilities and sanitizing carts throughout the term of this contract. The Contracting Officer shall approve any exceptions.

4.3 Facility Inspections: The government reserves the right to conduct inspections of the contractor’s laundry facilities at any time as authorized in accordance with FAR 52.246-4.

5.0 Performance-based Requirements. The contractor shall provide all management, supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging an labeling materials, dry cleaning solutions, etc.) necessary to perform laundry and dry cleaning services to include pick-up of soiled laundry and delivery of clean laundry for the Lawton Indian Hospital listed in paragraph 1.2 of this Performance-based Work Statement (PWS). The contractor’s performance will be evaluated in accordance with the standards set forth in the Performance-based Matrix, paragraph 6.0. Specific tasks include:

5.1 Pick-up and Delivery:

5.1.1. Lawton Indian Hospital requires pickup and delivery six (6) times per week on Monday thru Saturday between the hours of 7:00 AM and 3:00 PM. If in the event the facility is closed due to holiday or another reason, then the delivery, pick up and mat exchange will be the next day. Laundry shall be picked up and delivered to the Housekeeping Office at the southeast doors on the east side of the Hospital. Unit prices shall include all pickup and delivery charges.

Estimated mat services and rental for Lawton Indian Hospital:

Blue floor mat, (4x6), bi-weekly cleaning and rental, quantity 30 mats every other Wednesday Dust mop, (36 in.) weekly cleaning and rental, quantity 52 dust mops every Wednesday

5.2 Laundering Process:

5.2.1. The contractor shall maintain color and durability of laundered and dry cleaned items in accordance with industry standards.

5.2.2. The contractor shall follow manufacturer’s recommendations (if available) in selecting appropriate laundering processes, products and procedures based on fabric content and nature of soil to ensure cleanliness, soil and stain removal, color and durability.

5.2.3. The contractor shall select laundering processes, products and procedures that comply with all applicable federal, state and local standards of health and safety regulations pertaining to healthcare laundry and facilities.

5.2.4. Standard Precautions: The contractor shall handle all soiled laundry as if potentially contaminated with blood or body fluids, as defined in Paragraph 2, Definitions, by the Centers of Disease Control and Prevention (CDC).

5.2.5. The contractor shall ensure Lawton Service Unit’s laundry is completely separated from all other laundry during processing.

5.2.6. Re-performance: In accordance with FAR 52.212-4(a), Contract Terms and Conditions for Commercial Items, Inspection/Acceptance, the government may require re-performance of nonconforming services at no increase in contract price.

5.3 Finished Laundry: The contractor shall ensure all finished laundry is clean, dry, folded, free of soil, stains, wrinkles, lint, mildew, objectionable odors, and pressed (as needed). The contractor shall replace broken or missing buttons, zippers or snaps, and mend torn items.

5.3.1 The contractor shall prevent contamination of finished laundry.

5.3.2 The contractor shall ensure no two types of articles are folded together.

5.3.3 The contractor shall ensure that all finished articles are smooth, without wrinkles and the original shape and dimension is retained.

5.3.4 The contractor shall collect and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal.

5.4 Packaging: The contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the specific medical facility.

5.4.1 Contractor shall ensure finished laundry is grouped by type, article(s) e.g., sheets, pillowcases, blankets, patient gowns, scrubs).

5.4.2 Contractor shall ensure finished laundry is packaged and labeled to identify contents, type or article(s).

5.4.3 Contractor shall ensure finished laundry is placed in linen carts that are lined with a disposable liner and sealed at the top to protect the finished laundry and packaging from contamination.

5.4.4 Identification, standard packaging and method of finish for the following items are the routine requirements for packaging of laundry and method of finish for this purchase order:

KEY:

B: Bundled BB: Bleach bath required CO: Contractor Option CF: Clear film sealed FB: Folded and Bundled STF: Steam tunnel finish P: Pressed OH: On Hanger NS: No Starch NB: No Bleach W: Warm Water Wash T: Tumble Dry F: Folded OHWCPC: On hanger with plastic cover LS: Light Starch

ITEM DESCRIPTION

PACKAGING/METHOD OF FINISH

1. Bedspreads-Tan

FB

2. Bedspreads-Teal

FB

3. Thermal Blankets-White

FB

4. Surgical Sheets-Green P, F

5. Surgical Towels-Blue

FB

6. Mattress Pads-White

FB

7. Pillow Cases-White P, F

8. Draw Sheets-White P, F

9. Flat Sheet-White P, F

10. Fitted Sheet -White F

11. Towels-White

FB

12. Washcloths-White

FB

13. Baby Blankets-White w/Green Stripes

FB

14. Baby Gowns Infant-Yellow

FB

15. Baby Gowns-S-Red/White

FB

16. Baby Gowns-L-Blue/White

FB

17. Children Gowns-S-Yellow

FB

18. Children Gowns-M-Light Blue

FB

19. Children Gowns-L-Light Green

FB

20. Youth Gowns-Light Green

FB

21. Patient Gowns-L-White

FB

22. Patient Gowns-XL-Tan

FB

23. Patient Gowns-XXL-Green

FB

24. Pajamas-M-Light Green

FB

25. Pajamas-L-Tan

FB

26. Pajamas-2XL-Light Blue, light color

FB

around collar (Tops & Bottoms)

27. Pajamas-3XL-Light Blue Dark

FB

28. Isolation Jackets-Yellow

FB

29. OB Gowns-L-Red/Gray

FB

30. OB Gowns-XL-White/Blue

FB

31. Scrubs-S-Green W/Yellow

FB

around collar

32. Scrubs-M-Green

FB

33. Scrubs-L-Light Blue

FB

34. Scrubs-XL-Maroon

FB

35. Scrubs-2XL-Dark Blue

FB

36. Scrubs\-2XL-Royal Blue

FB

37. Scrubs-3XL-Light Blue

FB

w/dark color around collar

38. Scrubs-4XL-Teal

FB

39. Lab Coats-White

LS, P, OHWCPC

40. Lab Coats-Blue

LS, P, OHWCPC

41. Lab Coats-Pink

LS, P, OHWCPC

42. Curtains-Light Blue

T, OHWCPC

43. Curtains-Teal

T, OHWCPC

44. Curtains Assorted Colors

TM IHWCPC

45. Dietary Uniforms-White

STF, OHWCPC

46. Dietary Apron -White

T, P, FB

47. Dietary Towels-White

FB

48. Mop Heads B

DIETARY LINENS

49. Uniforms

STF, OHWCPC

50. Aprons

STF, FB BUNDLED

(6) "Dietary ONLY"

51. Towels

T, FB, BUNDLED

(6) "Dietary ONLY"

5.4.5 Contractor shall ensure finished laundry is weighed by laundry type article(s) billing purposes.

5.5 Reporting Requirements:

5.5.1 Delivery Ticket: The contractor shall provide the service unit representative with a delivery ticket indicating the weight and article(s) of finished laundry returned for each delivery made. The contractor’s scales shall be calibrated annually by a state certifying agency. The Contractor shall maintain records of the calibration and provide copies to the Project Officer.

5.5.2 The contractor’s invoice shall be adjusted by the service unit’s Representative to reflect re-performed work and in accordance with FAR Part 52.212-4(a).

5.5.3 The contractor shall provide the project officer with a monthly summary report, indicating the weight and article(s) of finished laundry delivered to each facility by the fifth business day of the month.

5.5.4 The contractor shall provide the project officer with a copy of the laundry wash formulas (including time and temperature specifications); drying specifications; linen processing schedule; and the most current facility ventilation report prior to the start of the contract. The contractor shall notify the project officer when a formula, specification, or schedule changes.

5.5.5 The contractor shall provide the project officer annual compliance regarding infection control and safety as required by regulatory and hospital accrediting agencies. The report is due within five business days after award.

5.5.6 Invoice Submission The Contractor shall submit each invoice as follows:

Division of Financial Management, OCAO IHS

701 Market Center Drive Oklahoma City, Oklahoma 73114

FAX: 405-951-3873

Lawton Indian Hospital ATTN: Housekeeping Department 1515 Lawrie Tatum Road Lawton, Oklahoma 73507

Invoices shall cite delivery ticket numbers, delivery dates and match the information identified on the delivery tickets and any adjustments that may have occurred due to quantity errors, unaccepted linens, (Lost, damaged, damp, unclean, etc.)

6.0 Performance-based Matrix

Laundry (Paragraph 5.2)

Finished Laundry (Paragraph 5.3)

Packaging (Paragraph 5.4)

Laundry Weight

Delivery Ticket 100% of soiled and finished laundry picked up and delivered within delivery schedule.

100% color, size and durability maintained.

100% of finished laundry is clean, dry, folded, free of soil, stains, wrinkles, lint, mildew, objectionable odors, and pressed (as needed), broken or missing buttons, zippers or snaps and mend torn items.

100% of finished laundry is grouped, packaged, labeled, and placed in linen carts to prevent contamination during transportation and delivery.

100% accuracy of all laundry weight on correctly calibrated scales.

Delivery ticket with all deliveries See QASP Surveillance Systems will include periodic inspections and customer complaints.

Payment of contract price for satisfactory performance.