Linen PWS 11 Aug 2021.pdf

PERFORMANCE WORK STATEMENT – 11 Aug 2021

DESCRIPTION OF SERVICES:

SCOPE OF WORK: Non-personal services for laundry and dry cleaning services for Luke AFB, Arizona. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform Laundry and Dry Cleaning Service as defined in this Performance Work Statement (PWS) except as specified as Government furnished property and service at Luke AFB, Arizona. The contractor performs to the standards of this contract.

GENERAL: The Central Linen Exchange Point, Bldg 661, will be manned by the contractor. The hours of operation will be Monday, Wednesday, and Friday 0730-1630; Tuesday and Thursday 0800-1200. The customer service window will be open from 0900-1200 and 1400-1600 on Monday, Wednesday, and Friday. The customer service window will close from 1200-1300 for lunch. The contractor shall coordinate, direct, and control the receipt, collection, exchange, and distribution of linen exchange items to and from authorized users. The contractor is responsible for all cleaning to include shelves, floors, trash removal, and all cleaning supplies to include safety items such as gloves, masks, etc. The contractor shall be the primary custodian for and be accountable for all US government owned linen items maintained in Linen Exchange and linens being cleaned for organizations, IAW AFM 34-135, Chapter 8. The contractor is required to perform all tasks listed below.

GOVERNMENT FURNISHED SUPPLIES/EQUIPMENT: The contract laundry attendant will work out of a government provided facility, Bldg 661 Linen Exchange. The government will provide shelving, lodging and dormitory linens, bins to issue clean linens for transport to/from lodging buildings, a desk, phone, computer, and printer. The contractor will provide linen transport trucks, bins and hazmat transport bins to/from their laundry facility. They will also provide all necessary supplies such as hangers, plastic wrap, bags to secure and transport clean/dirty rags, and any other supplies needed to provide laundry service. They will also provide their own office/cleaning supplies. Inventory of government furnished items will be accomplished at the start of the contract to verify accountability of assets.

SPECIFIC TASKS

1. TURN-INS FOR LAUNDRY AND DRY CLEANING: Accept soiled items from authorized linen exchange customers and organizations. Verify items being turned in and issue a contractor receipt/ticket to the customer that contains sufficient information to identify the number of items being cleaned and the customer/owner of the property.

Linen contractor is responsible for ensuring dry cleaning is turned into vendor as well as tracking items.

1.1. DORMITORY AND VISITING QUARTERS (VQ) LINEN: The contractor will provide a one-for-one exchange of linens for lodging Visiting Quarters (VQ) and dormitory residents using Linen Exchange Inventories. If linen exchange inventories have been depleted on a particular day due to higher than expected exchange rates then the contractor will accept the soiled linen and issue the customer a receipt to return and pickup the article after it has been cleaned. Contractor is responsible for requesting linen from lodging due to shortages and must provide documentation for all salvaged items

1.2. TEMPORARY LODGING FACILITY LINEN (TLF): The contractor will not provide a one-for-one exchange of linen for TLF. Lodging will be issued a turn in receipt to account for the outgoing and incoming linens. The contractor will verify the count with lodging personnel prior to opening the customer service window at Linen Exchange. The TLF count will occur between the hours of 0730-0900. TLF Linen will be counted, picked up, and delivered at 13990 W. Lightning Street, Bldg. 1192, Luke AFB.

2. PICKUP AND DELIVERY: The contractor will record outgoing and incoming totals of items being cleaned on the excel spreadsheet downloaded in accordance with AFM 34-135, Chapter 8. The contractor will also maintain a copy on file for one year after payment on respective receipt, IAW AFM 34-135, Chapter 8. The contractor will ensure turn in items for laundry and dry cleaning services are sent out to be cleaned on the first scheduled pickup day following turn-in by the customer. Pickup and delivery days and locations are listed below.

2.1. PICKUP DAYS AND HOURS: The contractor shall pick up items for cleaning Monday, Wednesday, and Friday between the hours of 0800-1030, excluding Federal holidays. If the holiday falls on a pick up day, the contractor shall pick up linen the next business day after the holiday (i.e. holiday falls on Monday, pick up of linens will be on the next business day which is Tuesday) The contractor will pick up linens at the locations designated in paragraph 2.3, Pickup and delivery locations.

2.2. DELIVERY DAYS AND HOURS: The contractor shall deliver cleaned items Monday, Wednesday, and Friday between the hours of 0800-1030, excluding Federal holidays. If the holiday falls on a delivery day, the contractor shall deliver linen the next business day after the holiday (i.e. holiday falls on Monday, delivery of linens will be on the next business day which is Tuesday). The contractor will deliver linens to the locations designated in paragraph 2.3, Pickup and delivery locations. The contractor will ensure contractor personnel are available to accept delivery of clean items at Linen Exchange. If the contractor arrives past the established delivery times it will be at no additional cost to the government for the contractor to man the Central Linen Exchange Point to accept deliveries.

2.3. PICKUP AND DELIVERY LOCATIONS: The contractor shall pickup and deliver items for this contract, Laundry and Dry Cleaning Service, Luke AFB, Arizona are as follows:

Linen Exchange

Bldg. 661

Pickup Times Monday – Wednesday – Friday

0800-1030

Delivery Times

Temporary Lodging Facilities

13990 W. Lightning Street, Bldg. 1192

Pickup Times

Delivery Times

2.4. PICKUP AND DELIVERY PROCEDURES:

2.4.1. PICKUP: Contract personnel manning the Central Linen Exchange Point shall count and verify all items being turned in with each respective customer. The laundry that the contractor accepts will be soiled. The contractor will consolidate turn-ins by line item and fill out a contractor receipt/ticket. The contractor will track outgoing items by category and should have 3 consolidated tickets to track out-going and incoming items. There should be a consolidated ticket for Organizational items that include dormitory linens, coverall, shop rags, etc. The other two tickets pertain to Lodging. There should be a ticket for VQ Linen which is exchanged on a one for one basis with the Central Linen Exchange Point, and another ticket for Lodging TLF linen which is counted, picked up, and delivered at 13990 W. Lightning Street, Bldg. 1192. The contractor is expected to verify counts and sign the consolidated turn-in ticket for the items being cleaned and such signature shall constitute agreement to the count. The contractor will maintain a copy on file for one year after payment on respective receipt.

2.4.2. DELIVERY: Unless otherwise specified, all items picked up on a particular day shall be laundered or dry cleaned and returned the next delivery day (items picked up on Monday are to be returned Wednesday, items picked up on Wednesday are to be returned Friday and items picked up on Friday are to be returned on Monday.) Deliveries to be accomplished Monday, Wednesday, and Friday between the hours of 0800-1030, excluding Federal holidays.

If some items not delivered on a delivery day, the contractor will bring items the next business day (i.e. If contractor is short of 100 queen sheets on Monday, the contractor will deliver 100 queen sheets on the next business day which is Tuesday) at no additional cost to the Government. The contractor shall have 2 delivery days after the day re-laundered articles are picked up to return the articles. The contractor shall record number of pieces delivered on the delivery ticket and the Government representative will verify this amount. The laundry that the contractor delivers shall be clean and dry. The contractor shall provide the tickets and furnish the Contracting Officer Representatives (COR) one copy. Contractor must coordinate late deliveries with the COR.

2.4.3. REPAIRS: The contractor will identify items that need minor mending repairs as specified below.

2.4.3.1. NON REIMBURSABLE REPAIRS: Except for articles determined to be unserviceable, the contractor shall repair all minor rips, open seams, and holes, using thread of the same quality, compatible color, colorfastness, and texture as that used in the manufacture of the articles, and shall replace all broken or missing buttons with button of matching color and similar appearance and quality. All such repairs are performed at no additional cost the Government.

2.4.3.2. REIMBURSABLE REPAIRS: Items having other than minor rips and tears or requiring replacement of zippers, which the Government desires to have repaired by the contractor, shall be identified by the Government at the time of pick up. These repairs shall be paid for at the appropriate bid prices as outlined in the bid schedule. Reimbursable repairs shall also include, but not limited to rips and tears over four (4) inches in length on linen items, replacement of zippers on flight jacket, cook pants and sleeping bags. Replacement of cuffs and waist bands on jackets shall also be included. These repairs shall be paid for at the appropriate bid prices as outlined in the bid schedule.

2.4.4. SALVAGE: Items unserviceable due to normal wear and tear will be separated from serviceable items. Uneconomical repairable linens will be sprinkled with a distinctive dye, IAW AFM 34-135, Chapter 8, before issued to organizations. All unused unserviceable linen will be transported to DRMO at least twice a month. Salvage items from Linen Exchange will be listed on DD Form 1348-1 and enter the transaction on AF Form 2009-1. These are items which are beyond economical repair. Contractor shall wash and dry wet salvage linens before reissue or turn-in to DRMO. Damaged/salvage items must be inspected and approved by the COR prior to turn at DRMO.

2.4.5. STAIN WASH: The Contractor shall segregate all linens that qualify for stain wash and salvage, as determined by the COR. All salvage items shall be stamped with indelible ink before laundry pickup to ensure complete segregation from all other linens. The contractor shall re-check all salvage and stain wash linens delivered by the laundry contractor and remove any additional salvageable items from the stain wash items. If the contractor mixes any pre-segregated lot and the lot is delivered to any linen exchange location, the contractor shall desegregate all mixed items if deemed necessary by the COR.

2.4.6. SHOP TOWELS/ RAGS (Oily Rags): Due to fire hazards, soiled rags must be stored in 55 gallon drums. Containers are contractor furnished and by the government. Soiled rags will be dropped off by customer on scheduled pick up days, Mon, Wed, and Fri. No soiled rags will be kept overnight.

2.4.6.1 Turn In/Pick Up: Organizational customer will drop off soiled shop towel/rags. Customer will sign Item Count Card to identify agreement of shop towel/rag count at time of turn in. Shop towels/rags will be unloaded from laundry bag before cleaning/washing. Contractor will utilize an industrial strength laundry detergent to clean soiled shop towels/rags. Cleaned shop towel/rags will be ready for pick up on the next pick up date. Contract representative will provide an area inside the Linen Exchange for the organizations to verify shop towels/rags for cleanliness/count at time of pick up. Organization will verify quantity and accept shop/towels/rags by unit identifying dog tag.

2.4.7. RETURNS: Each organization or customer will verify count of all items to include shop towels/rags returned from contract laundry service and acknowledge receipt and accuracy by signing laundry tickets. Items not properly cleaned or pressed by laundry contractor shall be maintained separately and returned to laundry for rewash/repress at no charge to the government. Further, shop towels/rags are free from soil and count verified. The COR for the laundry/dry cleaning contract will be notified immediately each time laundry items are being returned for re-cleaning.

2.4.8. EXCHANGES: Make a direct exchange of clean linen, shop towels and rags for soiled items on a one-for-one basis with authorized customers. The contractor shall inspect all linen exchanged and shall identify and segregate all salvage/unserviceable linen before being laundered/dry-cleaned. A log will be maintained of daily exchanges by type, quantity, and organizations. Items in question should be verified by the COR before placed in salvage/unserviceable.

3. RECEIVE/INSPECT:

3.1. RECEIVING LINEN FROM ORGANIZATIONS: Contractor shall provide clean linen items, and verify description and quantities listed on laundry tickets by signature. Contractor will indicate the number of items sent to the laundry and annotate figures on contractor excel spreadsheet, as outlined in AFM 34-135, Chapter 8.

3.2. RECEIVING REPLACEMENT LINENS FOR BACKUP STOCK: Contractor shall inspect items upon receipt from Supply Technician to ensure that the goods received, in fact, do match the description and quantities requested. Contractor will post inventory transactions on AF Form 2009-1, IAW AFM 34-135, chapter 8.

3.3. LAUNDRY/DRY CLEANING CONTRACT: The linen exchange contractor shall accept for cleaning only those items listed in AFM 34-135, Chapter 8 and for which a price has been established.

3.4. BACKUP STOCK: Maintain backup stock of linen items to meet scheduled exchanges by authorized customers IAW AFM 34-135, Chapter 8, to replenish worn and damaged items, and as justifiable, to reserve for emergencies. Maintain on file computations used to establish amount of backup stock required.

3.4.1 Back Stock-Shop Towels/Rags: Organizational units will provide a stockpile of 200 shop towels identified with dog tag to be made available if required due to mission requirements and inability to meet the turnaround time of 2 days.

3.5. ACCOUNTABILITY: Maintain accountability of all Linen Exchange stocks using AF Form 2009-1.

AF Form 115a shall be used to support posting of AF Form 2009-1. Supporting documents shall be kept with the control register. Beginning 1 October each year, voucher numbers in numerical sequence shall be assigned to all documents affecting Linen Exchange accountability IAW AFM 34-135, Chapter 8.

3.6. DAILY LINEN EXCHANGE TRANSACTIONS: Maintain contractor excel spreadsheet, Daily Linen Transactions, IAW AFM 34-135, Chapter 8.

4. SPECIAL LAUNDERING AND DRY CLEANING TASKS: The following items require special handling (laundry/dry cleaned separately):

4.1 SHOP TOWEL/RAGS (Oily rags): Rags to be cleaned will contain a number of different lubricants from jet fuel, grease, hydraulic oil, etc. The rags will be washed, as many times as needed to ensure that the rags are free oil residue to the touch. Rags will be transported sealed with the 55 gallon drums. Drums shall be sanitized before placing cleaned rags. Rags shall come back in the sealed 55 gallon drum.

4.2 DRAPERIES: The Contractor shall resize draperies to their original size after cleaning.

4.3 STAINED LINENS: when stained linens have been identified by either the contractor or by the Government personnel, the contractor will pre-spot the item(s) before washing. The contractor shall have 2 delivery days to return all stained linen.

4.4 SLEEPING BAGS: When the contractor picks up 20 or more sleeping bags for cleaning, the Contractor will be allowed 2 delivery days to return the clean sleeping bags.

4.5 CHEMICAL PROTECTIVE SUITS: When the contractor picks up 20 or more chemical protective suits for cleaning, the Contractor will be allowed 2 delivery days to return the clean chemical protective suits.

4.5 UNSERVICEABLE ARTICLES: The contractor shall return all unserviceable articles in a separate bundle to the Government after laundering or dry cleaning.

5. WORKMANSHIP AND SANITATION: Contractor delivered finish article shall conform to the generally accepted industry standards of quality for cleanliness, finish, and appearance. Laundered articles are to be clean, dry, and free of lint, odor, spots, stains, and wrinkles. Fabric softeners are to be used where appropriate. Dry cleaned items are to be free from stains, spots, dust, and solvent and chemical odors.

6. RE-PERFORMANCE OF LAUNDRY/DRY CLEANING: Notwithstanding the provision of this contract covering inspection, acceptance, and deduction from payment; any item found to have been cleaned unsatisfactorily shall be re-cleaned at no additional cost to the Government. Such items shall be identified by the COR to the Contractor’s representative at the next scheduled pick up after they re-cleaned.

7. PACKAGING: All wrapping shall be accomplished with plastic film unless otherwise specified. All items on hangers shall be covered with plastic bags. The packaging shall be poly sheeting; heat sealed, approximately 34” wide, 1 millimeter thick. Bundling of linens/dry cleaned items as indicated:

Bath towels, washcloths, hand towels, bath mats, glove inserts, table cloths, and napkins - packs of ten (10). Flat sheet- packs of ten (10) and individually wrapped upon COR request, fitted sheets- packs of five (5) and individually wrapped upon COR request, pillow case- packs of ten (10) and individually wrapped upon COR request. Mattress pads, blankets, pillows, bedspreads – individually wrapped. Coveralls, shirts, pants, aprons, field jacket, chemical jacket, chemical trouser – individual hangers with wrap.

8. FOLDING: Folding will be done in a prescribed consistent manner as designated by the COR (Government representative) at the start of the contract.

9. MISSING ARTICLES: Any articles missing from a delivery shall be delivered by the contractor the next business day at no additional cost to the Government. If it is determined that missing items are lost, the issue shall be resolved under the dispute clause of the contract. The contractor shall have a total of ten (10) days to provide the missing item or replacement with a new item of the same kind.

10. DECEASED: Articles will consist of the deceased persons clothing. The contractor will either dry clean or launder the clothing.

11. INVENTORY: In accordance with AFM 34-135, Chapter 8, the contractor shall inventory Linen Exchange stock on the last day of March and September. Prepare two copies of AF Form 905, Linen Exchange Inventory Report. The inventory and necessary adjustments will be completed and provided to the COR no later than the last day of the contract period. Final payment may be withheld pending proper completion of inventory. Spot checks may be conducted upon request of Functional Area Chief (FAC) to insure AF Form 2009-1 balances are correct.

Where administrative errors cause overages or shortages after an inventory has been conducted, an AF Form 85, Inventory Adjustment Voucher, is required to correct records IAW AFM 34-135, Chapter 8.

12. INVENTORY BY COR: A linen inventory will be conducted, by either spot checking or complete physical inventory on a scheduled or unscheduled basis by the COR.

13. HOUSEKEEPING: The contractor shall perform daily housekeeping duties, daily and provide all supplies and equipment necessary to perform these services.

13.1. Immediately after each use, all equipment and supplies shall be properly stored.

13.2. All linen exchange areas shall be cleaned daily, floors swept daily, floors mopped once a week and shall present a neat appearance throughout the day.

13.3. Sweep sidewalks, docks, and entry areas daily before the close of business. Cleaning includes, but is not limited to, removing all paper, trash, from linen exchange area daily. Cleaning the bins that hold cleaned/soiled articles.

13.4. Floors will be waxed on an annual basis by base cleaning contractor.

13.5. The contractor shall properly maintain the linen exchange office and linen assets to ensure linen assets receive proper protection from damage caused by dirt, soiling, fabric pests, rodents, or other environmental factors.

13.6. The contractor shall follow appropriate guidelines for storage in accordance with base storage practices.

13.7. The contractor shall ensure that bulk linen assets not in original shipping packaging/boxes, shall be properly covered at all times.

13.8. Properly segregate soiled laundry from clean laundry in the Linen Exchange.

14. ADMINISTRATIVE REQUIREMENTS:

14.1 FORMS: The contractor will receive initial and annual training from the COR, explaining use of forms and reports etc. The contractor shall use the following forms:

AF IMT 2009-1 Manual Supply Accounting Record

AF IMT 115a Register of Control Numbers

AF IMT 85a Inventory Count Card

AF IMT 905 Linen Exchange Inventory Report

AF Form 904 Daily Linen Exchange Transactions (Excel Spreadsheet)

AF FORM 1297 Inventory Item Issue Receipt

14.2. REPORTS: The contractor shall prepare all reports and other deliveries required by this contract. The linen exchange contractor shall submit the previous month's Contractor excel spreadsheet, supporting documents and tickets, to the COR no later than the third workday of the new month to process contractor invoice for payment.

14.3. LINEN STATUS REPORT: The contractor shall submit, by the fifth (5th) workday of the new month, a monthly linen status report. This report shall list all linen items on hand and shall list any increases, decreases, and items ordered during the previous month. The contractor shall maintain all laundry and dry cleaning tickets from all using activities and at the end of each month complete the contractor excel spreadsheet and file documents in monthly folder.

14.4. CORRESPONDENCE: The contractor shall originate necessary correspondence and promptly reply to all correspondence and complaints relating to the linen exchange function. The contractor shall also provide input to budgets, operational plans, disaster preparedness plans, or other studies requested by government agencies by the date prescribed by the FAC.