MWV SOW Uniform Rental and Laundry Services_DRAFT.pdf

Veteran’s Affairs Medical Center (VAMC) Martinsburg, WV 25405

Statement of Work for

Work Uniform Rental and Laundry Service

1. Purpose and Scope of Service

The purpose of this Statement of Work is to provide a work uniform rental and laundry service for identified employees in the Facilities Management Service at the Veteran’s Affairs Medical Center (VAMC) campus in Martinsburg, WV. Uniforms that are Occupational Safety and Health Administration (OSHA) compliant with respect to National Fire Protection Association (NFPA) 70E are flash level two protection are needed for workers on a daily basis. As part of their work assignments, these personnel may expectedly come in contact with live, electronically energized parts.

2. Uniform Requirements:

2.1 Contractor Furnished Items: The contractor shall furnish all facilities, labor, material, and transportation to provide a weekly work uniform rental and laundry service in accordance with the terms and conditions herein. The contractor shall provide good and usable uniforms.

2.2 Uniform Specifications: Employee uniforms shall consist of a long sleeve collared shirt (Arc Flash Rated as indicated), short sleeve collared shirt, a t-shirt under shirt (100% cotton) and a pair of pants (Arc Flash Rated as indicated). Long sleeve and short sleeve collared shirts shall have a breast pocket.

Employees requiring arc-flash level one protections shall have long sleeve collard and a pair of pants, both with flame resistant protection value of not less than 4 calories per square centimeter (4 cal/cm2) as defined in American Society for Testing and Material (ASTM) F 1959-99.

Provided clothing shall be OSHA compliant with respect to NFPA 70E arc flash level one protections. 100% Cotton short sleeve shirts FR rated are not available in short sleeve.

Employees requiring arc-flash level two protections shall have long sleeve collared and a pair of pants, both with a flame resistant protection value of not less than 8 calories per square centimeter (8 cal.cm2) as defined in American Society for Testing and Material (ASTM) F 1959-

99. Provided clothing shall also be OSHA compliant with respect to NFPA 70E arc flash level two protections.

2.3 Qualities and color: There are approximately 85 employees that shall require uniforms.

Approximately 40 of those shall require flame resistant level I or II uniforms. Attachment A provides the estimated number of personnel per shop/group and recommended number of uniforms per person.

The contractor shall provide identified employees with the specified number of properly sized uniforms within 4 to 10 weeks of receiving the Attachment B list of names and preliminary sizes. Or, as soon as possible due to Covid -19 shipping delays.

The contractor shall provide samples of a variety of uniform shirt and pants colors and styles from which to choose. Members of each shop will have the same color uniform.

As the overall number of employees requiring a uniform increase or if individual names of employees requiring a uniform change during the contract period, the contractor shall be notified in writing of these changes by VAMC. The contractor shall provide new, not previously worn uniforms as a result of these changes within two weeks of written notification.

2.4 Certificate of Compliance: The contractor shall furnish a certificate of compliance at the same time their offer is submitted. This certificate shall certify in writing that the uniform pants/shirts/coveralls they will provide under the terms of this contract do, in fact, meet the requirements of:

Provided clothing shall have flame resistant rating as indicated in attachment A in compliance with NFPA 70E.

2.5 Uniform measurements: To ensure a proper fit, the contractor shall visit the VAMC campus within 2 weeks or when the sizing kits is received by the contractor . The award of the Contract will commence prior to the ordering of garments and all employees are measured who are requiring a uniform. Measurements shall require more than one session and the contractor shall make arrangements with the Contracting Officer’s Representative (COR) to schedule these times.

The COR shall be an employee of the VAMC Facilities Management Service.

Within two days of the last initial measurement taken, COR shall forward a list of uniforms required, by name/quantity/size, to the contractor using Attachment B.

2.6 Weekly Laundry and Delivery: The contractor shall pick up soiled uniforms weekly, on a day set by the vendor for cleaning. If the particular set day occurs on a Federal holiday, the pickup and delivery day shall be on the next regular working day that VAMC is open for business. The uniforms shall be laundered to clean and remove all dirt, chemical residue, and sweat from everyday use. The uniforms shall be returned to the same pick-up point the following week (on the set day) after being properly cleaned. The returned pants and shirts shall be neat in appearance and clean after laundering. They shall be free of any defects that would detract from the uniforms’ ASTM/OSHA/NFPA 70E compliance, serviceability, or appearance.

The uniforms shall be delivered to Building 314 on hangers.

The contractor shall pick up soiled uniforms and deliver clean uniforms to Building 314. Pickup and delivery times shall be in the set but must occur within a mutually agreed 2-hour window between 7AM and 4PM. In the event the 2-hour window is missed due to events that are out of control of the driver this is understood. The rental and laundry costs shall be based on the number of individual garments involved, i.e. each shirt and pair of pants.

A list of returned laundered uniforms, by name and quantity, shall be submitted to the COR on a weekly basis along with a list of soiled uniforms, by name and quantity, which were removed from the previous week’s list. Uniforms not returned from the laundry after two weeks shall be replaced with good and usable garments at no extra charge to VAMC. The Contracting Officer shall be the final arbiter of all disputes.

2.6 Uniform Maintenance and Repair: The contractor shall maintain the uniforms in good order by ensuring they are free of any defects, i.e. holes, tears, fabric defects, spots, uneven dyeing, loose or missed stitches, or anything else that shall affect their ASTM/OSHA/NFPA 70E compliance, serviceability, or appearance. The contractor shall be responsible for replacing buttons, zippers, etc., and patching small rips and tears on a uniform as requested and returning these uniform garments to VAMC within two weeks at no additional cost to the Government.

The Government shall notify the contractor of requested repairs by affixing a tag provided by the contractor to the shirt or pair of pants and specifying the repair(s). Any repairs or replacements garments over a 2-week period must be communicated to the COR with expected date. Only accepted delays are for size 3X, and up, and or wait 42 and over.

The contractor shall perform minor alterations (e.g. adjustments to the waist and length of pants,) at no additional cost to the Government. Uniforms that are torn or worn beyond repair shall be replaced with good and usable uniforms at no additional cost to the Government. The COR shall make the final determination as whether a uniform is torn or worn beyond repair. All FR rated uniform shall have a wearing cycle of longer than eighteen (36) months, or 78 washings per the OSHA FR rated requirement for washing requirements

2.7 Uniform Returns: Uniforms that are no longer required shall be returned to the contractor and the weekly rental fee shall be reduced accordingly. If the VAMC fails to return a uniform and the uniform is less than nine months old, VAMC shall pay half of the replacement cost of the uniform. If the uniform is between nine and fifteen months old, VAMC shall pay one quarter of replacement cost of the uniform. If the uniform is more than fifteen months old, VAMC shall not be charged for that particular uniform. At the end of the contract, VAMC shall pay for unreturned uniforms in accordance with the above tapered price scheduled.

2.8 Uniform Exchanges: Uniform replacements for size change reasons shall be provided at no additional cost to the Government, except in those instances associated with lost, deliberately damaged or unreturned uniforms. (Subparagraph 2.6 above pertains). The contractor shall replace identified uniforms needing sizing changes within two weeks for standard sizes, and extended time for sizes over 3X, and 42 waist or higher, of the request date. The contractor shall allow the Government a minimum of four weeks to gather and return the former uniforms after the new uniforms have been received at the VAMC. Under certain circumstances (such as extended absence of an employee) and with prior mutual agreement between the contractor and Government, the contractor shall accept the return of the former uniforms after the four-week period has expired with no penalty to the Government.

2.9 Contractor Inventory: The contractor shall maintain an accurate inventory of all uniforms provided to VAMC. The contractor shall maintain a log, by employee’s name, for the number of individual uniform pieces (shirts and pants) laundered each week. A copy of this log shall be delivered to the COR during every drop-off / pick-up day, or notes will be made on the weekly invoice by each employee’s name for clear communication.

2.10 Invoices: Invoices shall be submitted monthly an shall be based on the number of items rented and cleaned. Invoices shall be accurate, up-to-date, free from duplications, and show the number of uniforms assigned to each employee.

The contractor shall affix the following certification to each monthly invoice:

Payment will be made to the contractor on a monthly basis after the submitting and certification of Invoice.

I certify in writing that the work uniforms provided during the past monthly billing cycle and to be provided during the upcoming monthly billing cycle do provide the VAMC employees with flame resistant protection of not less than 8 cal/cm2 as defined in ASTM F 1959-1999, and are OSHA compliant with respect to NFPA 70E arc flash level two protection.

2.11 Contractor Reports: The contractor shall provide a monthly report to the COR identifying the number of uniforms replaced and the number recommended for replacement, either because they cannot be cleaned, they are damaged beyond economic repair, they are approaching their wearing cycle of eighteen (36) months, or 78 washings. The contractor shall maintain an accurate accounting system that identifies each piece of clothing by the employee. Contractor shall monitor and track the number of times all arc flash rated clothing is washed and replaced when rated garments have reached their maximum number of washes at no extra expense to the VAMC. Contractor will provide VAMC monthly report indicating how many times each arc flash uniform component has been laundered.

2.12 Recovered Materials: Uniforms and garments provided by the contractor shall be made of recovered materials to the maximum extent practical and still be ASTM/OSHA compliant (with respect to NFPA 70E arc flash level two protection). In addition, the shirts shall be labeled in accordance with the Rules and Regulations under the Textile Fiber Products Identification Act and the Trade Regulation Rule concerning its care.

2.13 Health and Safety: The contractor shall supply the COR with material safety data sheets for each chemical used to launder uniforms. VAMC retains the right to reject any uniform that causes an adverse effect upon one of its employees. Adverse effects include, but are not limited to headache; eye, dermal, nasal, or throat irritation and/or sensitization; nausea; and dizziness. If the particular cleaning process used or the fabric supplied causes an individual employee to have an allergic reaction, the contractor shall provide an alternate cleaning method or alternative fabric for that employee at no extra cost to the Government.

3. Uniforms: Minimum Specifications

The contractor shall provide good and useable uniforms and shall individually label the shirts and pants on the inside collar and waistline, respectively, with the employee’s name and an identification number. For bidding purposes, prospective contractors shall use Attachment A for estimated quantities. Final initial quantities shall be provided using Attachment B, which shall specify individual employees’ names and their sizes. The contractor shall be prepared to provide identified employees with the specified number of properly sized uniforms within 4 weeks of receiving the Attachment B list.

As the overall number of employees requiring a uniform increase or if individual names of employees requiring a uniform change during the contract period, the contractor shall be notified in writing of these changes by VAMC. The contractor shall provide good and usable uniforms as a result of these changes within two weeks of written notification. To ensure a proper fit, the contractor shall measure these additional employees or employees requiring a uniform change. Measurements may be taken on Tuesday Morning at the same time and location where soiled uniforms are picked up and clean uniforms are delivered – VAMC’s FMS Operations & Maintenance Shop, Building 314.

3.1 Shirts:

3.1.1 Fabric and Style: Shirts shall be long sleeve and made of a flame-resistant material with a protective value of not less than 8 cal/cm2, and shall be ASTM/OSHA compliant (with respect to NFPA 70E arc flash level two protection). All shirts shall in good condition and usable upon delivery to the Government. The fabric shall have permanent press and soil release finishes.

Shirts shall have at least two front pockets and shall be of a quality and style generally accepted in the industry. Sleeves shall be reinforced at the elbow as to insure extended usage. Shirts shall have the employee’s name and his/her identification number marked on the inside for identification purposes. Bar codes are acceptable provided that written identification is also present.

3.1.2 Size: Shirts shall be available in men’s sizes from small to 6x. Quantities are indicated in Attachment B. If a woman will require a uniforms the men’s will be altered to fit as needed.

3.1.3 Identification: Shirts shall have employee’s First Name and Shop listed above front pocket for both short and long sleeve shirts. Short Sleeve T-Shirts do not require the employee’s names

3.2 Pants:

3.2.1 Fabric and style: Pants shall be made of a flame-resistant material with a protection value of not less than 8 cal/cm2, and shall be ASTMO/OSHA compliant (with respect to NFPA 70E arc flash level two protection). All pants shall be in good and usable condition upon delivery to the Government . The fabric shall have permanent press and soil release finishes. Pants shall have a plain front with two quarter top pockets and two back hip pockets. Pants shall have regular (not flared) leg bottoms and shall be double stitched with no cuff at the end of the legs.

Pants shall be reinforced at the knees and at the inseam as to ensure extended usage and shall be of a quality and style generally accepted in the work uniform rental industry. Pants shall be available in regular cut. Pants shall have the employee’s name and his/her identification number marked on the inside for identification purposes. Bar codes are acceptable provided that written identification is also present.

3.2.2 Sizes: Men’s pants shall be available in waist sizes from 28 inches to 54 inches with an inseam of 28 inches to 36 inches and shall be altered to fit as needed at no additional cost to the Government. Quantities are indicated in Attachment B.

4. Quality Assurance:

4.1 Contractor Quality Control Plan: The contractor shall maintain a documented and functioning quality control program. The contractor shall rely on its existing quality control system to assure that the services supplied to the Government meet the requirements of this specification.

4.2 Government Quality Assurance: The Government will verify that the contractor is meeting the requirements in this contract by reviewing the monthly reports described in sub-paragraph

2.11 and comparing the data to the Government’s internal records, randomly inspecting uniforms throughout the performance period of this contract, obtaining customer feedback, and reviewing the contractor’s quality control data.

5. Period of Performance:

The base period of performance will be one (1) year from the date of award with four (4) twelve-month option periods that may be exercised by written notice to the contractor.

Attachment A

Shop Est# Employees # uniforms Arc Flash Rating (Level I/ Level II/None)

Electric Shop 8 11 Level II AC Shop 4 11 Level II Plumbing Shop 11 11 Level II Chiller Plant 6 11 Level II Boiler Plant 5 11 Level II Water Plant 4 11 Level II Carpentry Shop 13 11 Level I Ground Shop 7 11 None Transportation 21 11 None 2nd Shift Maint. Shop 6 11 Level II