Monterey Laundry Service SOW 2020.docx

NAVAL BRANCH DENTAL CLINIC MONTEREY

LAUNDRY SERVICES

STATEMENT OF WORK

SECTION A: GENERAL WORK STATEMENT

A. The purpose of the contract is to provide laundry services to the Naval Branch Dental Clinic Monterey, CA (NBDC) for the period of 11 June 2020 through 10 June 2021 with three option years.

SECTION B: EQUIPMENT

B.1. GOVERNMENT OWNED EQUIPMENT

The contractor may use the Herrmann Hall, BLDG 220A (Hotel Del Monte) loading dock for loading and off-loading. No U.S. Government owned equipment shall be used by the contractor or any other employees in the execution of this contract.

B.2. CONTRACTOR-OWNED EQUIPMENT

The contractor shall utilize contractor owned equipment for the execution of all aspects of this contract. The responsibility for the purchase, maintenance and replacement of equipment required to perform this contract is solely the responsibility of the contractor.

SECTION C: DESCRIPTION/SPECIFICATIONS

C.1. SPECIFICATIONS FOR THE NAVAL HOSPITAL Lemoore

All work under this contract shall be accomplished in accordance with specifications in MIL- STD 665D, with amendments and revisions thereto, and with any Military Specifications of Standards cited herein. In addition, because of the uniqueness of healthcare requirements, the contractor shall maintain adequate procedures for collecting, transporting, processing and storing linens. These procedures will be in accordance with Centers for Disease Control (CDC) guidelines, and any existing State, Federal Regulations and the Joint guidelines, and any existing State, Federal Regulations and the Joint Commission (TJC) Regulations.

C.2. SCOPE

The contractor will pick-up and launder dirty laundry, sort and deliver the clean linen once weekly between the hours of 0700 and 1400 on a day of the week agreed upon by contractor and NBDC, to exclude Federal Holidays. Transportation of soiled and clean linen will be in carts provided by the contractor. Folding specifications are necessary to meet existing storage requirements. The workload stated in the following schedule is approximate and in no way is to be considered as a guarantee by the Government. All linen will be supplied by the contractor.

1. COUNTING OF ARTICLES

a. DELIVERY. The contractor shall record the number of clean linen delivered on the delivery ticket and the government representative will verify the amount. Contractor will count pieces of clean linen and provide an original ticket indicating the count to NBDC for reporting purposes. The contractor shall provide the tickets.

b. PICK-UP. The contractor shall record the number of dirty linen picked up and the government representative will verify the amount. Contractor will count pieces of dirty linen and provide an original ticket indicating the count to NBDC for reporting purposes. The contractor shall provide the tickets.

c. RE-PERFORMANCE OF LAUNDERING/DRY CLEANING. The contractor shall re-perform cleaning of items identified as unsatisfactorily cleaned by the QAP at no additional cost to the Government. Item(s) shall be re-cleaned and returned to the same exchange point the next scheduled normal delivery day. If the return period falls on a holiday, item(s) shall be returned the next scheduled normal delivery day following the holiday. The contractor shall ensure item(s) re-cleaned are segregated from other cleaned laundry and identified as “re-cleaned” by a label or tag marked “re-cleaned,” and include the date and load number with which the items were originally returned. The number of the returned items shall be deducted from the total weekly number on the day the discrepancy was noted.

d. PACKING AND BUNDLING PROCEDURES FOR LAUNDRY. All items shall be separated by size, color, and content and clearly marked, bundled or hung with the quantity of each marked on delivery bin. Laundry delivered to Naval Branch Dental Clinic Monterey shall be wrapped in accordance with method of finish codes and bundled as follows:

METHOD OF FINISH CODES

WORKLOAD ESTIMATES DATA

C.3. TORN LINEN UNSERVICEABLE ARTICLES

All unserviceable and torn articles shall be separated from the serviceable linen and returned to the contractor and credit will be given government.

C.4. LAUNDRY

Laundry identified in the estimated pieced per year listed in Section C.2. is for use within NBDC. Colored linen shall be laundered separately from white linen items. Like items shall be separated, packaged, and labeled by size together to allow for ease of sorting upon delivery of clean items to NBDC.

C.5. ROUTINE HANDLING OF SOILED LINEN AND LAUNDRY PROCESS

1. Soiled linen shall be handled as little as possible and with minimum agitation.

2. All soiled linen will be received from the dental clinic in a closed plastic bag.

3. Linen that is saturated with blood or body fluids shall be processed to remove stains.

4. Heavily soiled items, shall be laundered separately from other linen items.

5. Linen will be washed with detergent in water hotter than 71 degrees centigrade (160 degrees F) for 25 minutes.

C.5.1. TRANSPORTATION OF LINEN

All clean linen will be stored and transported in carts used exclusively for clean linen or decontaminated with a disinfectant after being used for soiled laundry. Carts will have plastic liners to encase clean linen during transportation. Clean linen shall be packed by size, item, and double shrink-wrapped to further protect cleanliness during transportation. Each package shall be labeled with the size of item contained.

C.5.2. HANDLING OF LAUNDRY

Linen received by the contractor may include contaminated linen, however the linen will not be specifically identified as such. All employees handling untagged soiled linen shall wear appropriate protective gear (Section C.6). This gear will be worn by anyone having contact with the soiled linen from the time it is removed from the plastic bag, to the time it completes the initial wash cycle (detergent in water hotter than 71 degrees C for 25 minutes).

C.5.3. SORTING AND FOLDING OF LAUNDRY

1. Dirty linen will be separated by physical structures from areas where clean linen is handled. This physical separation will be without holes or other permanent openings.

2. In the laundry, dirty linen will be moved from the dirtiest to cleanest areas as it is being processed.

3. Air ventilation will flow from the cleanest to the dirtiest to cleanest areas.

4. All areas will be cleaned on a regular basis.

C.6. PROTECTIVE GEAR

In the laundry, hand washing facilities will be available and protective garb (e.g. gowns, gloves and masks) will be worn by personnel who sort dirty laundry.

C.7. NFPA STANDARDS

The contractor must ensure all polyester and cotton blend laundry meet the Static Generation Limitation Requirements set forth in National Fire Protection Association (NFPA) Standards 56A. All new polyester and cotton laundry, when identified shall be laundered with a suitable ionizing agent. Additionally, between 1 October and 30 April each year, all laundry shall be laundered with Ionizing Agent.

C.8. MATERIAL CLASSIFICATION AND PACKAGING

In accordance with paragraph 1.2 of MIL-STD 665D, the information contained in Section C.2, concerns the Type/Class of laundry services for items furnished to the contractor for laundering. Strict segregation of items shall be observed. Carts shall be covered during transportation to prevent contamination.

C.9. INFECTION CONTROL/SANITATION STANDARDS

The contractor shall provide a written Infection Control Policy to the Contracting Officer Representative (COR) or Government Designate Personnel prior to contract start date. The contractor must ensure that infection control/sanitation standards are upheld in the laundry area Government Representatives will have the right to hold periodic inspections of the contractor's facility. With or without prior notification, these inspections will be performed as required by the Infection Control Regulations of the clinic. The following minimum standards apply:

1. CLEAN LAUNDRY

a. The laundry processing chain shall be arranged so that there is no contact between soiled and processed laundry, and no interchange of personnel.

b. Clean and soiled laundry shall be transported in separate carts.

c. Laundry shall be handled with a minimum of shaking and agitating.

2. DIRTY LAUNDRY

a. Soiled laundry shall be sorted in a room set apart from the main laundry area. There will be separate entry doors for soiled laundry and clean laundry areas.

b. Soap, bleach, and germicide shall be used in accordance with the manufacturer's recommendations.

c. Trucks shall be cleaned on a rotating basis (but not less than weekly) and kept free of gross contamination, and stored in an area as free of contamination as feasible.

3. PLASTIC BAGS

a. At least weekly, all used bags shall be incinerated.

C.10. REQUIRED EMPLOYEE TRAINING

All laundry personnel must be specifically trained in their role in infection control by the contractor. New employees need intensive initial training. All employees need regular scheduled refresher training to include emerging healthcare laundry techniques and methods. Employee training is required as follows:

1. General orientation on basic personal hygiene and infection control concepts.

2. Complete instruction on obtaining, using, and care for supplies and equipment.

3. Documentation of training is required for site visits. A syllabus must be maintained to ensure adequate coverage of the proper subject matter.

C.11. QUALITY CONTROL/ASSURANCE PROGRAM

The contractor shall establish a complete Quality Control Program to assure that the requirements of the contract are provided as specified. One copy of the Contractor's Basic Quality Control Program shall be provided to the COR or Designated Government Personnel at the pre-award survey conference or not later than at the pre-performance conference if a pre-award survey is not conducted. An updated copy must be provided to the COR or Designated Government Personnel on contract start date and as changes occur. The program will include, but is not limited to the following:

1. An inspection system covering all the services stated. It must specify areas to be inspected on either a scheduled or unscheduled basis and the individuals who will do the inspection.

2. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

3. A file of all inspections conducted by the contractor, and the corrective action taken. This file shall be made available to the Government during the term of the contract. The COR and Lead Quality Assurance Evaluator (LQAE) reserve the right to conduct unannounced inspections of laundry facility and associated records.

4. Prevention of quality problems. The contractor shall employ his commercial quality control program/procedures to identify, prevent and ensure non-recurrence of defective services. Through implementation of the contractor's quality control program/procedures, the government shall receive quality services meeting the requirements of this contract.

C.12. DODI 3020.37, CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING CRISIS.

None of the services required by this contract as identified are essential as defined and described in DoD Instruction 3020.37, Continuation of Essential DoD Contractor Services During Crises.

C.13. DIRECTIVES

The following listed government directives will be provided by the Naval Hospital to the contractor and require mandatory compliance:

1. Contractor shall be required to participate in any and all government inventories of linen during the period of this contract. Instructions for inventories will be typed and given to the contractor two weeks prior to inventories.

2. All correspondence between government and contractor shall be responded to within five (5) working days or less.

C.14. CONTROLLED ITEMS

Contractor representative shall count controlled items with a government representative at the time of pick up/delivery and record quantity on the ticket. Controlled items are those linen articles placed on 100 percent surveillance by the COR/LQAE. The government will pay a reasonable fee to replace lost, stolen, or damaged items that occur within NBDC.

C.15. PICK-UP AND DELIVERY

Delivery of clean linen must be guaranteed at a consistent five (5) hours window between the times of 0700 and 1400 on the scheduled day of delivery. The contractor's representative (truck driver) shall ensure the amount of soiled linen (outgoing linen) is correct with a NBDC representative and recorded on the soiled linen ticket. Cleaned linen shall be verified by the contractor's representative and LQAE and recorded on delivery ticket. Each clean load of laundry delivered must be accompanied by a count indicating, by item, the quantity of linen delivered. One copy of each (soiled linen ticket and delivery ticket) shall be provided to the government. Payment to the contractor will be for the delivery of clean linen. The delivery ticket is considered the daily invoice. The monthly invoice for payment to the contractor shall be taken from daily invoices showing total linen delivered for the month and the total dollar amount.

C.16. PERFORMANCE REQUIREMENTS SUMMARY

a. THE REQUISITION SURVEYED BY SAMPLING: Criteria are derived from MIL-STD LO5D based on the lot size, sample size, and AQL for each contract requirement. When the number of defects in the contractor's performance discovered by the COTR exceed the allowable number defects, the contractor shall be required to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future. In accordance with the general clause 52.246-4, "Inspection of Services", the contractor will not be paid for services not rendered in accordance with the standards set forth in this contract. The contractor is required to rework the services found by the Government to be unsatisfactorily performed. Because the sample represents the entire work requirements, the rework of the defects found by the Government shall not reduce the overall rating of that served.

b. FOR REQUIREMENTS NOT SURVEYED BY SAMPLING: The criteria for these requirements were derived from estimates of the level of performance experienced when the service was done by the Government personnel and are the level of performance deemed acceptable to the Government personnel and are the level of performance deemed acceptable to the Government. The use of the contract discrepancy report and nonpayment provision, as described above, applies to these requirements as well.

3. The contractor shall be paid for all performed in accordance with the contract standards. Monthly payment will be reduced for unsatisfactory performance, using the following methods:

a. Each month contractor performance will be evaluated according to contract standards and acceptable quality assurance surveillance plan (QASP).

b. If performance in any required service is unsatisfactory, and the poor performance was not caused by Government action, or lack of action, an amount of money up to the monthly line item price times that percentage cost of the service summary shall be deducted.

4. Monthly payment to the contractor will be reduced for unsatisfactory performance using the following methods:

a. FOR AREA SURVEYED BY SAMPLING:

(1) Example of deduction computation using sampling surveillance. In a laundry services contract, the COTR would survey "wash formulas" as a single performance requirement for the performance requirement summary (PRS). Random sampling results show that the AQL of the 4% has been exceeded.

(a) Contract price per month for Laundry services $10,000

(b) Per cent total contract price for wash formulas x 10%

(c) Total price for wash formulas per month $1,000

(f) Number of defects found = 20 (exceed reject level)

(g) Percentage of sample found Defective (20/50) x 40%

(h) Deduction for services not performed (line c x line g) x 400

(2) Example of deduction computation for areas not surveyed by sampling: Transportation of laundry is unsatisfactory, when the inspection was made, five defects were found. Unsatisfactory performance is when four or more defects are discovered. Deduction computation is as follows:

(a) Contract price per month for laundry services $10,000

(b) Percent of total contract price for wash formulas x 5%

(c) Total price for wash formulas per month $500

(d) Lot size 96

(e) AQL x 4%

(f) Reject level (line d x line e) 4

(g) Number of defects 5

(h) Defective percentage of transportation of laundry (line h / line e) x 5%

(i) Deduction for service not performed to (line c x line h) $25

NOTE: When not using sampling, the deduction computation is the same as for sampling except that the number of defects found is divided by the lot size, not the sample size, to determine the percentage of service defective.