Linen Performance Work Statement.docx

PERFORMANCE WORK STATEMENT (PWS)

HOSPITAL LINEN RENTAL SERVICE FOR

MIKE O’CALLAGHAN MILITARY MEDICAL CENTER (MOMMC)

NELLIS AFB, NEVADA DATE: 17 Jan 2025

TABLE OF CONTENTS

Paragraph Number

Number

APPENDICES

E. Identification, Standard Packaging and Method of Finish F. Scrub Quantities G. Industry Regulations, Codes and Standards

14-15

1.0. DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK. The Contractor shall provide all management, tools, supplies, equipment, and all labor necessary to provide laundry & linen rental service, including pick-up and delivery at Mike O’Callaghan Military Medical Center (MOMMC), Nellis AFB, Nevada. The contractor will provide the scope of items listed in Appendixes D and E, as well as provide sufficient quantities that will meet the needs of the MOMMC and meet the general intent of this contract. MOMMC personnel and the contractor will agree to a scrub inventory with specific quantities, sizes, colors and styles. Performance shall be in accordance with the scope of this Performance Work Statement (PWS) and the Services Summary, Paragraph 2.0 or provisions of the contract. Pickup and delivery days are listed in 1.2.1.1, “Pick-up and Delivery Schedule.” The contractor will clean the list of COG items (Appendix E) in accordance with (IAW) national healthcare standards.

1.2. PICK-UP AND DELIVERY. Contractor personnel shall be responsible for physically unloading clean linen and delivering to the clean linen room. Clean linen will be delivered to 99 MDSS/SGSM, Room L220, 4700 Las Vegas Blvd N, Bldg 1300, Nellis AFB, Nevada, 89191-6601. Contractor personnel shall be responsible for loading soiled linen from the loading dock to the contractor's vehicle.

1.2.1. PICK-UP AND DELIVERY SCHEDULE. All pick-up and deliveries shall be accomplished between the hours of 6:30AM and 8:30AM. Pick-up and delivery will not be performed on observed Federal Holidays (see Paragraph 4.9.1.). When a holiday occurs on a scheduled pick-up or delivery day, the scheduled pick-up or delivery shall be performed on the first workday following the holiday (Monday through Saturday). If there is a reason the contractor has to pick-up or deliver laundry during hours other than stated above, the request shall be submitted in writing to the Contracting Officer Representative (COR) for approval prior to the delivery on the desired date(s) and time(s). The contractor shall list the desired date(s) and time(s) and identify the reason for the change. The COR shall be notified at least three (3) days in advance of the desired dates and times. If such notification is not approved in advance, the contractor bears the risk of possible non-payment of work and/or payment for damages incurred.

1.2.1.1. PICK-UP AND DELIVERY SCHEDULE

Pick-Up/Delivery

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

1.3. DELIVERY. Contractor shall deliver clean, finished, packaged linen. Soiled items and clean items shall not be transported in the same vehicle at the same time. The contractor shall weigh all clean linens (rented and COG) brought to the MTF and the contractor shall weigh all soiled linens leaving the facility to be cleaned. These weights should be validated daily with the Healthcare Environmental Cleaning linen staff to ensure there are no discrepancies in weights. Soiled linen weighs approximately 10 percent more than the same linen cleaned. The clean to soiled ratio variance is computed as follows:

If the soiled linen to clean linen weight differs by more than 10 percent, then the variance needs to be reported to the Linen Control Officer (LCO)/COR for reconciliation and remedy. Claims for linen known to have been lost, damaged or destroyed while in the possession of the laundry will be directed to the LCO/COR for appropriate action. All clean items are to be protected from contamination and soiling during transit. Plastic wrapped clean linen shall be in plastic carts that are either sealed by a lid or lined with a plastic liner that is sealed closed. The contractor shall furnish a delivery ticket with delivered items (see Paragraph 1.11.). On a daily basis, the contractor will manage the facility’s re-order needs by assessing quantities to fit the current demand following delivery.

1.3.1. CART CARE AND MAINTENANCE. Contractor shall provide standard commercial bulk plastic laundry carts to MOMMC. Carts shall be in good operating conditions at all times. Carts and/or covers shall be steamed cleaned or cleaned with a soap and water solution before they are used to transport clean linen. Carts shall be treated with a germicidal agent after each pick-up.

1.3.2. CART AVAILABILITY. Contractor shall supply a sufficient number of plastic laundry carts to the MOMMC to meet demand. The plastic laundry carts shall be available Monday through Sunday to meet the 24/7 demand; plastic laundry carts shall be used for returned clean linen and collection of soiled linen. Empty carts shall be used when the soiled linen carts are full. The contractor should be prepared to provide additional carts as follows: five additional carts on Friday and Saturday by 1000 and 1400; three additional plastic laundry carts on the day preceding a mid-week Federal Holiday by 1000 and 1400; seven additional carts on the day proceeding a three-day week-end by 1000 and 1400.

1.4. PACKAGING AND LAUNDERING SOILED LINEN. All packaged linen shall be wrapped in plastic film, unless otherwise specified in the contract, and transported in plastic lined containers. Physician coats shall be hung individually on hangers of a type that does not stain garments and be individually covered with plastic film bags. Laundered and clean linen shall be free of contamination.

1.5. BEDSIDE SCREEN CURTAINS. Bedside screen curtains shall be individually packaged and marked by size.

1.6. OPERATING SHIRTS, TROUSERS AND PAJAMAS. Operating shirts, trousers and pajamas (tops and bottoms) shall be packaged with like items according to color and size.

1.7. NURSERY AND PEDIATRIC GARMENTS. Nursery and pediatric garments shall be free of soap, treated with a souring agent for sterilization and a sufficient quantity of softening agent.

1.8. VETERINARIAN CLINIC. Green towels from the Veterinarian clinic will be packaged separately.

1.9. ACCOUNTING OF ARTICLES. Government personnel shall account for COG articles. Unserviceable COG items will be replenished by the government. Rented items will be tracked by the contractor IAW their established tracking system (i.e. bar code). Inventories of rented articles will be conducted annually using an agreed upon measuring system .The contractor is required to maintain the government’s levels/demand IAW Appendix E and F.

1.10. CONTAMINATED LAUNDRY/ALL SOILED LAUNDRY originating from the Military Treatment Facility (MTF) is CATEGORIZED AS CONTAMINATED. The contractor is responsible for proper training of the contractor personnel and the contractor personnel’s use of standard precautions in handling of contaminated laundry. The contractor shall handle contaminated laundry in accordance with Health Care Infection Control Practices Advisory Committee (HICPAC) Guidelines for Environmental Infection Control in Health Care Facilities.

1.11. SUPPLY OF INDIVIDUAL LAUNDRY TICKETS, ITEMIZED RECEIPT FORMS, GARMENT REQUEST FORM Contractor shall provide necessary Individual Laundry Ticket and Itemized Laundry Receipt for every pick-up day to the Housekeeping Program manager. The program manager will consolidate the tickets and receipts to turn in to the COR monthly. Sample forms of individual laundry ticket and itemized laundry receipt are provided at Appendix B and C. Adequate stock of individual laundry tickets and itemized laundry receipts shall be provided to COR prior to contract start date and throughout the entire contract period. Adjusted units needed for additional linen to include scrubs, and all other inventory owed by the rental service will need to be requested on the Garment Request form located on Appendix D.

1.12. REJECTED LAUNDRY. Linen is rejected when it fails to meet the standards of cleanliness as defined in accordance with 4.1.2. at the time of delivery or when unpacked. Stained and/or Ripped/Torn linen does not display or maintain a clean image, any stained/ripped/torn linen will be rejected. Rejected laundry shall be collected by MOMMC as discovered and returned to the contractor. The Government will reject by individual piece, package, or cart(s). The contractor shall pick up any rejects weekly and give credit for the pieces and maintain the Government’s established level.

2.0 SERVICES SUMMARY

1. LAUNDRY DELIVERY

The contractor shall comply with cleaned laundry delivery time and comply with packaging and laundering requirements in the PWS.

1.2 1.2.1 1.2.1.1 1.3 1.4 1.12 Contractor must meet requirement with no more than 1 validated customer complaint per month. With meeting 99 % of the needed value.

2. REJECTED LAUNDRY

The contractor shall pick up any rejects weekly and give credit for the pieces and maintain the Government’s established level.

1.12 4.1.2 Contractor must meet requirement with no more than 1 validated customer complaint per month

3. PACKAGING AND LAUNDERING SOILED LINEN

Comply with packaging and laundering requirements in the PWS

4. CART CARE AND MAINTENANCE

Contractor shall provide standard commercial bulk plastic laundry carts and shall be in good operating conditions at all times. Carts shall be cleaned and treated with a germicidal agent IAW the PWS.

1.3.1 1.3.2 Contractor must meet requirement with no more than 2 validated customer complaints per month

5. GARMENT REQUEST

Contractor shall supply the facility with the appropriated linen and scrubs as allocated in Appendix D and E and manage the facility’s re-order needs by assessing quantities to fit the current demand following daily deliveries.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Government-Furnished Property and Services. The Government will provide the item listed below.

3.1.1. Telephone. Contractor personnel shall be allowed the use of a Government telephone for local calls upon request.

4.0 GENERAL INFORMATION

4.1. CONTRACT MANAGEMENT. The contractor shall designate, in writing, a contract manager (CM) and an alternate who shall be responsible for all contractor services and personnel required to satisfy the requirements of this PWS and shall also function as a technical representative. Contractor shall maintain close coordination with the COR. The CM and alternate shall have full authority to act for the contractor on all matters relating to the daily operations of the contract. The CM or alternate shall also be available to meet with Government personnel within one business day of notification during normal business hours. The CM and alternate shall have the ability to read and speak English.

4.1.2. INDUSTRY REGULATIONS, CODES AND STANDARDS. The contractor shall maintain a sufficient number of qualified personnel to perform the requirements of this PWS. Contractor employees are expected to comply with reasonable dress and grooming standards based on comfort, productivity, health, safety and types of positions occupied when on Nellis AFB. Contractor employee attire shall be in good repair and shall not be considered offensive, disruptive, or unsafe. Contractor employees shall wear distinctive clothing or badges bearing the name of the company. Clothing or badges shall be provided by the contractor. Personal Protective Equipment (PPE) shall be used by the contractor IAW commercial, industry regulations, codes and standards for hospital linen and laundering services (see Appendix G) while performing services under this contract.

4.1.3. CONTRACTOR SHALL NOT EMPLOY AT RISK EMPLOYEE(S) AND UNITED STATES EMPLOYEE WITHOUT APPROVAL WITH DOD 5500.7 AND THE JOINT ETHICS REGULATION. The contractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The contractor shall not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DOD 5500.7 and the Joint Ethics Regulation.

4.1.4. SMOKING. Smoking is not permitted in any government building or work area. Contractor personnel are also prohibited from smoking in the vicinity of government-owned linens.

4.1.5. CONTRACTOR’S LICENSE AND PERMITS. The contractor shall obtain any necessary licenses and permits for complying with all applicable Federal, State, and local laws, codes and regulations in connection with performance as stated in this PWS. Personnel operating motor vehicles shall possess a valid state driver’s license. The contractor shall be liable for all personnel injuries and equipment damage that result from their negligence or failure to follow safety/health guidelines. The contractor shall take proper safety and health precautions to protect work, the workers, the public, and the property of others.

4.2. QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure laundry services are preformed IAW commonly accepted commercial practices and applicable industry regulations, codes and standards (see Appendix G). Contractor shall notify the Government by telephone or email when they receive other than articles for laundry services in the laundry picked up. As a minimum, the contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. These procedures will be included in the Contractor’s quality control plan. The contractor shall submit their quality control plan within ten (10) working days after the pre- performance conference for acceptance by the Government.

4.3. QUALITY ASSURANCE. The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received IAW the PWS. The Government representative will evaluate the contractor’s performance through intermittent onsite inspections or customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government will also receive and investigate complaints from various customers located on MOMMC. The Government shall be responsible for initially validating customer complaints. The Contracting Officer Representative (COR) shall make final determination of the validity of customer feedback in cases of disagreement between the contractor and customer.

4.4. DISRUPTION OF SERVICES. If routine services are disrupted through fault or negligence of the contractor for more than twenty-four (24) hours, the Government reserves the right to procure such services from another source. The cost of any re-procurement will be deducted from the contractor’s next invoice.

4.5. MULTI-FUNCTIONAL TEAMS (MFTs). The CM is required to meet with the Contracting Officer (CO), administrator and COR at least quarterly or more often, if needed, to discuss contract performance.

4.6. PERFORMANCE OF SERVICE DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS. Contingency or emergency tasking for laundry services shall be limited to large increases in patient census due to accident and rescue operation, civil disturbances, natural disasters, and military peacetime and wartime contingency operations. The workload generated by these events is dependent on the number of patients admitted and the severity of their injuries. The CO will notify the contractor at the beginning and end of the contingency and/or emergency period. For the duration of the contingency/emergency period, the contractor shall continue to provide the required service within the times specified within this document.

4.7. SCHEDULED SERVICES. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Contractor shall respond by phone within one hour and physically respond within eight (8) hours on emergency calls. In the event of medical facility emergencies and/or disasters, the contractor may be required to perform additional laundry services.

4.8. CONTINGENCY PLAN. Contractor shall have a contingency plan to provide uninterrupted service. The contingency plan shall be submitted within ten (10) working days after the pre-performance conference for acceptance by the Government.

4.9. HOURS OF OPERATION. Normal operation for base personnel is Monday through Saturday, 7:30AM to 4:30PM except for Federal holidays.

4.9.1. FEDERAL HOLIDAYS. The Federal Holidays listed below are observed by Nellis AFB. The contractor is not required to provide service on Federal Holidays except in emergency situations.

Holidays falling on a Sunday will be observed on the following Monday and holidays falling on a Saturday will be observed on Friday.

4.9.2. EMERGENCY LINEN DELIVERY. As requested by the COR or designated representative, the contractor shall provide emergency delivery of clean linen on hand at the contractor’s facility when linen runs out due to heavy consumption. Historically, there are approximately three (3) emergency calls per year. All clean linen ready for shipment shall be provided to the Government within four (4) hours of each request. The business and mobile phone numbers of the contractor and the names of his/her on-call representative shall be provided to the COR. Contact the COR at 702-653-2834/or Facility Manager 702- 653-2939 to coordinate hospital gate access. The primary COR will be a member of the Medical Logistics Flight. The COR will provide contractor badge that will grant access to MOMMC, Nellis AFB.

4.10. BASE CLOSURES. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.11. VEHICLES. The contractor shall operate vehicles in compliance with base traffic regulations.

4.11.1. VEHICLES CLEANNESS. Vehicles used by the contractor to transport linen to and from the contractor’s facility shall meet the cleanliness and sanitation standards IAW commercial, industry regulations, codes and standards for hospital linen and laundering services (see Appendix G) while performing services under this contract.

4.11.2. SECURITY OF GOVERNMENT EQUIPMENT. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned into the COR or designated representative daily (M - F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on.

4.12. SECURITY REQUIREMENTS

4.12.1. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property.

4.12.2. IDENTIFICATION AND BASE PASSES. The contractor shall obtain identification cards and base passes for all contractor employees requiring base access. Application shall be coordinated through the Contracting Officer Representative (COR) or designated representative. At time of application, Security Forces will conduct a background check on contractor employees. Upon termination of employment, the contractor shall return identification cards and base passes to the COR within 24 hours.

4.12.3. BASE ENTRY AND INSPECTION. When driving a contractor-owned vehicle or privately- owned vehicle (POV), the contractor shall enter Nellis AFB through the Area II gate (located on Las Vegas Blvd) prior to delivery to the Medical Group for inspection. The contractor vehicle will be inspected by Security Forces personnel. POVs may be inspected by Security Forces personnel on a random basis.

4.13. WEAPONS, FIREARMS AND AMMUNITION. Contractor personnel are prohibited from possessing weapons, firearms or ammunition on themselves or within their contractor-owned or POVs while on Nellis AFB.

4.14. REPORTING REQUIREMENTS. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate contractor supervisor upon initial on-base assignment.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the Enterprise Contractor Manpower Reporting Application (ECMRA) help desk.

APPENDIX A GENERAL DEFINITIONS

Contracting Officer Representative (COR): A functionally qualified person who performs quality assurance functions in support of the government-contracted services who ensures the services rendered by the contractor are verified, complete and acceptable.

Defective Service: A service output that does not meet the standards of performance specified in the contract and PWS for that service and may, at the option of the government, need to be re-performed to become acceptable under the contract.

Performance Objective: The services needed, identified within the Service Summary (SS), defined in terms of the end result required IAW AFI 63-138, Acquisition of Services.

Performance Threshold: Establishes the performance level required by the government by percentage of required conformance to or number of deviations from the performance objective to be considered acceptable.

Quality Assurance (QA): A planned and systematic pattern of actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purposes of the contract, quality assurance refers to actions by the government and actions as a result of customer complaint.

Quality Control (QC): Actions taken by the contractor to control the production of outputs to ensure that they conform to the contract requirements.

Rip/Tear: A one inch (1”) hole or greater in any piece of linen, fabric, clothing, etc. shall be pulled at identification and rejected by the government to the contractor.

Performance Work Statement (PWS): A performance–based description of the services required by an authorized U.S. Government’s functional activity.

Stain: Any two inch (2”) in diameter mark on the garment.

Water Repellent Treatment: The machine or hand treatment of fabric items with either solvents or aqueous solutions of water-repellent compounds.

APPENDIX B

--- SAMPLE ONLY ---

This is ONLY a sample.

Format and/or items displayed here may not match or reference items listed elsewhere in this PWS.

INDIVIDUAL LAUNDRY TICKET

CONTRACTOR'S NAME ADDRESS

TELEPHONE / FAX NUMBERS

CUSTOMER NAME ADDRESS

TELEPHONE / FAX NUMBERS

SPECIAL INSTRUCTIONS

TOTAL GARMENTS

Name: Date:

--- SAMPLE ONLY ---

APPENDIX C

--- SAMPLE ONLY ---

This is ONLY a sample.

Format and/or items displayed here may not match or reference items listed elsewhere in this PWS.

ITEMIZED LAUNDRY RECEIPT

Belt, White Uniform

Shirt, White

Smock, Dental

Coat, Lab

Trousers, White

Pantsuit, Top

Pantsuit, Bottom

Dress, White

Air Mattress

Mattress Cover

Table Cloth, 4’ X 4’

Table Cloth, 4’ X 8’

Napkins, Linen

Total Count: Total Cost:

Soiled Count Verified By:

Date:

Clean Count Verified By:

Date:

Rejected items to be credited:

QAE Signature:

Date:

Errors Noted:

APPENDIX D

--- SAMPLE ONLY ---

This is ONLY a sample.

Format and/or items displayed here may not match or reference items listed elsewhere in this PWS.

APPENDIX E

IDENTIFICATION, STANDARD PACKAGING AND METHOD OF FINISH

Laundering and Packing Instructions (Standard Items) METHODS OF FINISHING (CODES)

and Size

SPECIALTY ITEMS (COG)

Est. Qty by Each

Contingency Ops Bulk Scrubs

As needed

Contingency Ops Bulk Linens

As needed

APPENDIX F

Colors Needed: Five (5) Colors to be determined post award Surgical Operations Labor and Delivery Dental Students All others

Scrubs by Department Tops and Bottoms

Percentage

Circulating Inventory

Smalls 15%

Medium 40%

Large 30%

X Large 10 %

XX Large 5%

XXX Large

Surgical Operations (Navy Blue)

Labor and Delivery (Raspberry)

Jackets by Department

Percentage

Circulating Inventory

Smalls 15%

Medium 40%

Large 30%

X Large 10 %

XX Large 5%

XXX Large

Surgical Operations (Navy Blue)

Labor and Delivery (Raspberry)

APPENDIX G

INDUSTRY REGULATIONS, CODES AND STANDARDS

Regulations, codes, and standards applicable to this Performance Work Statement (PWS) are listed below. The contract has coded published regulations as mandatory (M) or advisory (A). The contractor shall follow those publications coded as mandatory to the extent specified in the PWS. The contractor shall be guided by those coded advisory to the extent necessary to meet requirements in this PWS. The contractor shall keep abreast of and comply with changes in all regulations and codes applicable to the contract.

APPLICABLE INDUSTRY REGULATIONS

Publication Title of Directive Mandatory (M) or Advisory (A)

OSHA Standards 29 CFR 1910.1030

Bloodborne Pathogens M

NIOSH 2000-135 What Every Worker Should Know: How to M Protect Yourself From Needlestick Injuries

Health Care Infection Control Practices Advisory Committee (HICPAC)

Guidelines for Environmental Infection Control in Healthcare Facilities - 2003 M

The Healthcare Laundry Accreditation Council (HLAC)

Accreditation Standards for Processing M Reusable Textiles for Use in Healthcare Facilities 2011 Edition

All portions of the above listed publications are applicable.

OTHER INDUSTRY STANDARDS

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