Solicitation_Laundry.docx

The Fleet Logistics Center San Diego (FLCSD) Contracting Department is announcing its intent to issue a solicitation for a Firm-Fixed Priced Service-type contract for a commercial service prepared in accordance with the information in FAR Subpart 12.6, using Simplified Acquisition Procedures for commercial items found at FAR 13.5, as supplemented with the additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. PAPER COPIES OF THIS SOLICITATION WILL NOT BE AVAILABLE.

NAVSUP Fleet Logistic Center San Diego is planning to purchase the stated services IAW Subpart 12.6, using Simplified Acquisition procedures for commercial items found at FAR 13.5, as a supplement with the additional information included in this notice, and FAR 52.212-2 Evaluation-Commercial Items. The following factors shall be used to evaluate offers:

NOTE 1: Quotes shall include technical information for review by the government technical representative, buyer, or other subject matter experts.

NOTE 2: Failure to provide specifications will result in rejection of quotation.

NOTE 3: The contract award will include award/points of contact/or payment information.

NOTE 4: The method of payment for this procurement shall be Government Commercial Purchase Card.

NOTE 5: Quotes shall include the following: a) Company name, b) company address, c) company point of contact (email and phone number), d) Facility cage code and DUNS number, e) 100 percent small business set-aside, f) past performance, g) lead time (ability to perform service IAW terms and conditions within contract) must be stated in quote, h) F.O.B. Destination.

NOTE 6: Offeror must bid the entirety of a lot. Partial bids will not be accepted.

NOTE 9: All questions must be submitted in writing 2 days prior to close of the RFQ.

52.212-2 EVALUATION—COMMERCIAL ITEMS (DEC 2014)

EVALUATION OF OFFERS – USING MINIMUM TECHNICAL CRITERIA, PRICE AND PAST PERFORMANCE FACTORS

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation in accordance with FAR 15.101-2 Lowest Price Technically Acceptable Source Selection Process, price and other factors considered. The following factors shall be used to evaluate offers.

(i) TECHNICAL CAPABILITY OF PROPOSED ITEM TO MEET THE REQUIREMENT

(ii) PAST PERFORMANCE

(iii) PRICE

Offerors' proposals will be evaluated first under Factor (i) above, which represents MINIMUM acceptable criteria. Under this factor, products offered will be determined to be either technically acceptable or unacceptable. Failure to meet the minimum criteria for this factor will render the offer to be technically unacceptable and it may not be considered further for award. See paragraph (b) below.

Only those Offers which meet the minimum requirements established by Factor (i) will be further evaluated under Factors (ii) and (iii). In the second step of evaluating those offers determined under Factor (i) to be technically acceptable, Factor (ii), PAST PERFORMANCE, shall be evaluated and only those Offers which meet the minimum requirements established by Factor (ii) to have acceptable or unknown past performance will be further evaluated under Factor (iii), PRICE.

At the discretion of the Contracting Officer, the Government intends to evaluate proposals and award a contract without discussions with Offerors’. Each initial offer should, therefore contain the Offerors’ best terms from both a price and technical standpoint.

NOTE: Offeror shall provide a technical capability statement that explains how they will perform tasking and subtasking from 1.1.1 through 1.1.14 of Performance Work Statement; must state and confirm, in proposal, adherence to period of performance as specified with terms and conditions of the contract.

(b) TECHNICAL CAPABILITY TO PERFORM, Factor i, represents MINIMUM acceptable criteria. Offerors' technical information will be used to determine whether the services proposed meet the specifications included in this solicitation. Services offered, as provided in Offerors' technical information, will be evaluated as technically acceptable or technically unacceptable. Offers which are determined to be technically unacceptable may not be considered further for award. Offerors must be rated technically "Acceptable" in all 6 criteria areas to receive an overall technically "Acceptable" and in order to be evaluated for Past Performance (Factor II). Failure to meet technically acceptable standards in any one of the 6 criteria areas may result in a finding of technically "Unacceptable" for the entire proposal and the proposal may not be considered further for award. The term "technical," as used herein, refers to non-cost factors other than past performance. The purpose of the technical factor is to assess whether the Offeror's proposal will satisfy the Government's minimum requirements. The Technical Evaluation Team shall evaluate the Offeror's proposal against these requirements to determine whether the proposal is acceptable or unacceptable, using the ratings and descriptions outlined in 52.212-2.

EVALUATION—COMMERCIAL ITEMS (DEC 2014).

A list of the technically acceptable/unacceptable ratings is listed below:

Technically Acceptable/Unacceptable Ratings

(c) Offeror’ s PAST PERFORMANCE information submitted as required by SECTION L Clause Contractor Performance Report, will be used to make a determination of whether the offeror has a satisfactory record of past performance. Offerors should, therefore, provide performance history and references to demonstrate satisfactory performance of laundry/dry cleaning service for a military installation performed within the last three years.

PAST PERFORMANCE information should be provided on the form provided as an attachment to this solicitation. Information utilized will be obtained from these references as well as any other sources that may have relevant information.

In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a) (2) (iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

Past Performance Evaluation Ratings

(d) Price will be evaluated Lowest Price Technically Acceptable (LPTA).

(e) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

ALL OF THE FOLLOWING PROVISIONS AND CLAUSES LISTED ARE APPLICABLE AND ARE HEREBY INCORPORATED INTO THE SOLICITATION BY REFERENCE AND BY FULL TEXT. THE FULL TEXT OF THE CLAUSES/PROVISIONS FROM THE FAR AND DFARS CAN BE ACCESSED VIA THE INTERNET USING THE FOLLOWING WEB-SITE ADDRESSES:

Federal Acquisition Regulation (FAR): https://www.acquisition.gov/browsefar DoD Federal Acquisition Regulation Supplement (DFARS): https://www.acq.osd.mil/dpap/dars/dfarspgi/current/

It is the responsibility of the interested contractors to obtain copies of the necessary provisions and clauses that are required as a part of the solicitation. Required clauses/provisions that are not submitted may render a quote not to be accepted by the Government.

52.204-7 System for Award Management 52.204-8 Annual Representations and Certifications (Jan 2018) 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations Representation (May 2012) 52.212-1 Instructions to Contractors - Commercial Items;

52.212-2 Evaluation – Commercial Items 52.212-3 and its ALT I, Contractor Representations and Certifications - Commercial Items;

Quoters are reminded to include a completed copy of 52.212-3 (Contractor Representations and Certifications Commercial Items) and its ALT I with quotes. All clauses shall be incorporated by reference in the order. Additional contract terms and conditions applicable to this procurement are the following DFARS provision and clauses:

52.212-4 Contract Terms and Conditions - Commercial Items;

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items [Applicable clauses: 52.203-6 Alt I; 52.204-10; 52.209-6; 52.209-10; 52.219-6; 52.219-8; 52.219-14; 52.219-28; 52.222-3;52.222-37; 52.222-40; 52.225-13; 52.232-33].52.222-26 Equal Opportunity (APR 2015);52.222-27 Affirmative Action Compliance Requirements for Construction (APR 2015);52.222-29 Notification of Visa Denial (APR 2015); 52.222-35 Equal Opportunity for Veterans; 52.222-36 Affirmative Action for Workers with Disabilities;52.222-37 Employment Reports on Special Disabled Veterans of Vietnam Era 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations Representation (May 2012) 52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations 52.212-1 Instructions to Offerors 52.216-18 Ordering 52.216-19 Order limitations 52.219-8 Utilization of Small Business Concerns 52.222-3 Convict Labor 52.222-19 Child Labor—Cooperation with Authorities and Remedies 52.222-21 Prohibition of Segregated Facilities 52.222-41 Service Contract Act 52.222-42 Statement of Equivalent Rates 52.222-50 Combating Trafficking in Persons 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving 52.225-13 Restrictions on Certain Foreign Purchases 52.232-18 Availability of Funds (APR 1984) 52.232-33 Payment by Electronic Funds Transfer— System for Award Management 52.232-36 Payment by third party 52.233-3 Protest after Award 52.233-4 Applicable Law for Breach of Contract Claim.

52.237-1 Site Visit 52.237-2 Protection of Government Buildings, Equipment, and Vegetation 52.246-17 Warranty of Supplies of noncomplex nature 52.247-34 F.o.b. – Destination (NOV 1991) 52.252-1 Solicitation Provisions Incorporated by Reference 52.252-2 Clauses Incorporated by Reference 252.203-7000 Requirements Relating To Compensation of Former DoD Officials 252.203-7005 Representation Relating To Compensation of Former DoD Officials 252.204-7003 Control of Government Personnel Work Product (DEC 2017) 252.204-7004 Alternate A, System for Award Management 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls 252.204-7011 Alternative Line Item Structure 252.204-7012 Safeguarding of Unclassified Controlled Technical Information (NOV 2013) 252.209-7998 Representation Regarding Conviction of a Felony Criminal Violation Under and Federal or State Law (Mar 2012) 252.211-7003 Item Unique Identification and Valuation 252.212-7000 Offer Representations and Certifications Addendum 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (MAR 2011) 252.216-7006 Ordering 252.225-7001 Buy American and Balance of Payments Program (DEC 2017) 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports.

252.225-7012 Preference for Certain Domestic Commodities (DEC 2017) 252.232-7010 Levies On Contract Payments 252.237-7012 Instruction to Offerors (Count-of-Articles) 252.237-7014 Loss or Damage (Count-of Articles) 252.237-7016 Delivery Tickets 252.237-7018 Special Definitions of Government Property 252.247-7023 Transportation of Supplies by Sea – Basic (APR 2014)

UNIT PRICES (OCT 2001)

Contractor unit prices, when incorporated into a Government contract, will be released under the Freedom of Information Act (FOIA) without further notice to the contractor submitter. If the Contractor takes issue with the release, it should submits its proposal data with the appropriate legends and explain in detail why such data cannot be released as public record under the Freedom of Information Act.

REVIEW OF AGENCY PROTESTS

The contracting activity, Fleet Logistics Center San Diego (FLCSD) will process agency protests in accordance with the requirements set forth in FAR 33.103(d). Pursuant to FAR 33.103(d)(4), agency protests may be filed directly with the appropriate reviewing authority; or, a protester may appeal a decision rendered by a contracting officer to the reviewing authority.

The reviewing authority for FLCSD is the Director, Regional Contracts Department, Fleet Logistics Center San Diego at 3985 Cummings Road, Building 116, San Diego, CA 92132-0060. Agency procurement protests should clearly identify the initial adjudicating official, i.e., the "contracting officer" or "reviewing official".

Offerors should note this review of the Contracting Officer's decision will not extend GAO's timeliness requirements. Therefore, any subsequent protest to GAO must be filed within 10 days of knowledge of initial adverse agency action.

Enclosures

Performance Work Statement………………………………………………………………………………….7

Laundry Service Base Year and Option Period Breakdown…………………………………………………..12

Quality Assurance Plan [QASP]………………………………………………………………………………13

Contract Administrative Plan [CAP]…………………………………………………………………………..20

PERFORMANCE WORK STATEMENT

FOR

INSPECTION, REPAIR AND LAUNDERING/DRY

CLEANING OF STRATEGIC COMMUNICATIONS WING ONE GARMENTS

1. Description of Services. The contractor shall provide all labor, materials, tools impermeable bags, transportation and other incidentals necessary to inspect, repair, launder, press, dry clean, package, bundle, pick up and deliver SCW-1 garments in accordance with Industry Standards and this Performance Work Statement (PWS). The contractor shall perform to the quality standards listed in the Quality Assurance Surveillance Plan (QASP).

1.1. Specific Tasks.

1.1.1. Pick- up and Delivery. The contractor shall pick up soiled laundry and dry cleaning and deliver clean laundry and dry cleaning from Tinker AFB. Daily receipt will be provided to the contractor’s representatives upon delivery with line item numbers, cost of each unit cleaned, and the extended price and total for each ticket. Pick-up and Delivery shall be on Monday and Thursday of each week between the hours of 8:00am – 10:00am via the contractor motor vehicle. The following Ops/Alert Facility phone numbers are provided for the vendor to contact the customer to bring the laundry to the pick-up/delivery location: primary phone number is 405-734-3353 and the alternate is 405-734-9923. Pick-up and Delivery location shall be the entry gate (Bldg. 987) to the Ops/Alert Facility.

1.1.1.1. Pick up. Counting of articles will be done by designated government personnel prior to pick up. The contractor shall verify the count on a daily basis and sign the pick-up ticket provided by the Quality Assurance Personnel (QAP) for the items being picked up. Such signature constitutes the agreement to the Government’s counts, unless specific exception is taken. A copy of the pick-up slip will be retained by the QAP.

1.1.1.2. Delivery. The contractor shall record number of pieces delivered on the delivery ticket and the QAP will verify this amount. Items not delivered on due date must be delivered the following business day, securely wrapped and labeled (Late Delivery). The contractor shall furnish the QAP the original and a copy of the delivery ticket. The contractor is responsible for the return of items picked up for servicing at the next regularly scheduled delivery. Routine turnaround times for all items are located in appendix C. For items received before required return time, the Government will incur no additional cost.

1.1.2. Packaging of Laundry/Dry Cleaning Items. Contractor shall ensure all linen quantities not packaged according to 1.1.6 and 1.1.11.1, shall state on the outside of the plastic the correct quantity enclosed in that particular bundle.

1.1.3. Correction of Delivery Ticket. The contractor shall notify the QAP of all delivery ticket errors. The QAP may authorize the contractor to correct any errors on the delivery ticket such as but not limited to incorrect item description numbers, quantity errors and line description errors. All corrections require the initials from both the QAP and the Contractor.

1.1.4. Marking of Sheets. The contractor shall ensure all bedding bundles be returned with like items wrapped together in sets of ten to ensure full accountability of linen that has been serviced.

1.1.5. Poorly wrapped bundles. Any bundles found to be poorly wrapped, plastic not securely wrapped around bundles, or bundles broken open between delivery to linen exchange or delivery to point of base, shall be returned to the contractor to be re-wrapped, or re-cleaned if necessary, at no additional cost to the Government and shall be delivered on the next regular scheduled delivery.

1.1.6. The Government bundle count. The Government shall count and wrap like items together for the contractor to ensure full accountability of linen to be serviced. Sheets and pillow cases shall be bundled in counts of ten (10) when possible.

1.1.7. Unserviceable and Missing Articles. The contractor shall ensure unserviceable articles and non-repairable articles shall be returned without any laundering or cleaning services performed on the article. These items are to be returned to the Government separate from serviceable items and identified as unserviceable. All stained linen shall also be marked stained and returned separate from clean items. Items damaged by the contractor and deemed not serviceable/not repairable, shall be ordered by the contractor within 2 business days and documentation of order must be provided to the QAP. Any articles missing from a scheduled delivery shall be delivered by the contractor on the next business day. The contractor shall provide a written or emailed explanation to the Contracting Officer (CO) and the QAP outlining circumstances concerning any missing articles, as well as corrective actions/measures taken to ensure a repeat incident shall not occur. Articles shall not be stock piled to be delivered at a later date.

1.1.8. State or Local Department of Health Regulations. Compliance with any certifications of labeling requirements arising from state or local department of health regulations is the responsibility of the contractor.

1.1.9. Environmental Protection & Safety. The contractor is responsible for compliance with all applicable federal, state, and local laws, regulations and requirements regarding environmental protection. In the event environmental laws or regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

1.1.10. Forms and Publications. The contractor shall obtain the forms and publications (see table below) expressly required to perform the work in this contract via the QAP upon written request (e-mail is acceptable) by the contractor. In the event that laws, regulations, or publications change during the term of this contract, the contractor is required to comply as such changes come into effect.

(A)/Mandatory (M)

1.1.11. Special Laundering and Packaging task.

1.1.11.1. Packaging. Mattress pads and blankets shall be single wrapped, and folded not rolled. All wrapping shall be accomplished with plastic film unless specified elsewhere in the PWS.

1.1.11.2. Laundering. The contractor shall ensure all items shall be laundered and dried in an appropriate controlled temperature to ensure minimum damage to the items.

1.1.11.3. Mildew Prevention. All articles received at the Contractor’s plant in a moist or damp condition shall be immediately dried or promptly processed in order to prevent the development of mildew.

1.1.11.4. Stains. The contractor shall accept segregated articles from Linen Exchange for stain wash. Stain wash shall be accomplished using special chemicals (rustication, special bleaching agents, etc.) and procedures to restore whiteness/color and to remove all rust and grease or oils from fabric. This may be performed to the extent of not more than 15% degradation of tensile strength per wash. Stain wash shall be returned in a segregated lot identified as “stained wash”.

1.1.12. Repairs. Except for articles deemed unserviceable, the contractor shall repair all minor rips, tears, open seams, and holes using thread and material of the same quality, compatible color, color fastness and texture that was used in the manufacture of the article and shall replace all broken or missing buttons with buttons of matching color and similar appearance and quality. All such repairs are performed at no additional cost to the Government.

1.1.13. Workmanship and Sanitation. Delivered finished articles shall conform to common commercial practices to include quality of cleanliness, finished and appearance.

1.1.14. Continuation of Essential DoD Contractor Services During Crisis. This requirement has been determined not to be essential and does not require continued support during a crisis as defined in DoDI 3020.37, E2.l.1 and E2.l.3.

2. Deliverables.

Contractor shall pick-up, clean and return clean laundry in accordance with PWS and state and local department of health regulations.

3. Laundry Items and Services.

3.1. The Government representative will provide and prepare a temporary issue receipt, verifying the total number of items picked up by the contractor. The government representative will verify by counting the total garments returned.

3.2. The government will provide DD Form 250, Material Inspection and Receiving Report, to be used as an invoice to request payment for services rendered.

3.3. The Government will provide a supply of carbon receipts at each delivery point for the accountability of articles picked up and delivered.

3.4. Exception. Loss, Damage, or Destruction (LDD) Including Theft.

When the Contractor receives the items for laundering or dry cleaning services , the Contractor is liable for Lost, Damaged, or Destructed (including Theft) items described in PWS 3.1. .

Except for reasonable wear and tear to laundry items within this contract, the Contractor shall be liable for Loss, Damage, or Destruction (including Theft). Immediate notification (within one workday) of a Loss, Damage, or Destruction (including Theft) incident/accident shall be made to the technical point of contact.

Appendix A

1.0 DEFINITIONS

1.1. STANDARD DEFINITIONS:

1.1.1. Reserved

1.1.2. Defective Service. A unit of service which contains one or more defects or non conformance with specified requirements.

1.1.3. Quality Assurance. Those actions taken by the government to assure services meet the requirements of the

PWS.

1.1.4. Quality Assurance Personnel (QAP). A Government representative responsible for surveillance of contractor performance.

1.2. TECHNICAL. DEFINITIONS PECULAR TO THIS PWS:

1.2.1. Unserviceable articles. Articles no longer useable or repairable for purpose intended.

1.2.2. Repairable Items. Articles with minor rips, tears, open seams, holes, missing buttons and broken zippers.

1.2.3. Laundering. The process by which soiled fabric items are cleaned and treated. The term includes cleaning by mechanical action or by hand in water solutions or detergents and other additives. For the purpose of this contract, the term includes repellent treatment, bleaching, bluing, chemical rinse (sour), starching, ironing and pressing operations as appropriate to the type of fabric and natural of soil.

1.2.4. Clean. Finished articles that are dry and free of visible soil, wrinkles, lint, hair, debris and objectionable odors. Spots and stains are removed when practical to do so without damaging the fabric.

1.2.5. Dry Cleaning. Cleaning of articles by immersion in dry cleaning solvent with the use of mechanical action. Dry cleaning may include pre-spotting and use of soaps and synthetic detergents as required in order to remove soil and stains. Drying is accomplished in a mechanical tumble dryer or in a drying cabinet with continuous flow of fresh air.

1.2.6Minor Rips and Tears. Normally less than 6 inches or when a repair does not alter serviceability or general appearance of the item.

Appendix B

2.0 Applicable Technical Orders, Specification, Regulations and Manuals

Compliance with the following publications and forms are mandatory. It is the responsibility of the contractor to comply with the latest version of the publications. Publications and forms applicable to this Performance Work Statement are listed above. The publications and forms have been coded as mandatory or advisory. The contractor is obligated to follow these publications and use those forms coded as Mandatory to the extent (that is, a specific procedure in a paragraph, section, chapter, or volume) specified in the PWS. The contractor shall be guided by those publications or use those forms coded Advisory to the extent necessary to accomplish requirements in the PWS. All publications and forms used listed shall be provided by the Government at the start of the contract

Appendix C

Workload Estimates, Turnaround Times, etc.

The following data identifies the estimated type and quantity as well as turnaround times and packaging requirements for items laundered/dry cleaned in this contract.

ITEM DESCRIPTIONS & WORKLOAD ESTIMATES

ALERT/OPS EST QTY (EA)

1 SEP 2018 –

31 AUG 2019

ALERT/OPS EST

QTY (EA)

1 SEP 2019 –

31 AUG 2020

ALERT/OPS EST

QTY (EA)

1 SEP 2020 –

31 AUG 2021

ITEM

NOTE: Above data is annual total workload estimates

Laundry Service Base Year and Option Period Breakdown

******Use to Price Proposal******

Bed Spread

Bed Spread

Flat Sheet

Flat Sheet

Fitted Sheet

Fitted Sheet

Pillow Case

Pillow Case

Wool Blanket

Wool Blanket

Mattress Pad

Mattress Pad

Towel

Towel

Floor Mat

Floor Mat

Option year 2 FY 21

Bed Spread

Flat Sheet

Fitted Sheet

Pillow Case

Wool Blanket

Mattress Pad

Towel

Floor Mat

*Substantial difference in base and option period quantities is due to current construction of facility; facility usage will increase during option periods.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

LAUNDRY SERVICES CONTRACT

1.0 INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to monitor and evaluate contractor performance in connection with CSCW-1,Tinker AFB Support. The QASP establishes the methodology for measuring key performance in the stated performance work areas and establishes the standard of performance for each.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the QASP and the contractor's quality control plan (QCP), and to ensure that the Government pays only the level of services received.

1.1.2 This QASP defines the roles and responsibilities of all members associated with the QASP, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance documentation requirements and describe the analysis of quality assurance monitoring results.

1.2 Performance Management Approach

1.2.1 The PWS structures the acquisition around "what" service or quality level is required, as opposed to "how" the contractor should perform the work (i.e. results, not compliance). This QASP will define the performance management approach taken by the COR to monitor and manage the contractor's performance to ensure the expected outcomes or performance objectives communicated in the QASP are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessments. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the contract are being achieved by the contractor.

1.2.2 Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state and local) and compelling business situations, such as safety and health. A "results" focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

1.3 Performance Management Strategy

1.3.1 The contractor is responsible for the quality of the work performed. The contractor measures that quality through the contractor's own quality control (QC) program. The QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction and other performance requirements in the QASP. The contractor will develop and implement a performance management system with processes to assess and report its performance to the COR. This QASP enables the Government to take advantage of the contractor's QC program.

1.3.2 The COR will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against performance objectives. The Government will notify the contractor when performance is less than satisfactory. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2.0 ROLES AND RESPONSIBILITIES

2.1 Contracting Officer

The Contracting Officer is responsible for monitoring contract compliance, contract administration and cost control and for resolving any differences between the observations by the COR and the contractor. The Contracting Officer has designated the COR as the Government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor's performance, and must be identified and designated by the Contracting Officer.

2.2 Contracting Officer’s Representative (COR)

The Contracting Officer's Representative (COR) is designated in writing by the Contracting Officer to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written Appointment letter. The COR is responsible for technical administration of the contract and ensures proper Government surveillance of the contractor's performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Any changes that the contractor deems may affect contract price, terms or conditions shall be referred to the Contracting Officer for action. The COR will be responsible for documenting the inspection and evaluation of the contractor's work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

2.3 Designated Acceptance Officials

Personnel authorized to submit or accept deliverables are designated below. While other personnel may physically deliver or receive deliverables and perform the reviews to determine acceptability, only designated personnel may authorize the submission of deliverables or approve/reject deliverables. Government personnel authorized to submit or accept/reject deliverables:

Mr. David Lanning, COR LS1 Jason Roberson

3.0 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/ QUALITY LEVELS

The required performance standards and/or quality levels are included herein in the QASP. The critical areas are also identified within the Statement of Work as subject to monitoring under this QASP.

4.0 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the Government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

Random Monitoring - Random monitoring shall be conducted if and when specified in the Contractor periodically as defined by the COR. The random monitoring shall be performed by the COR.

100% Inspection - This surveillance type is preferred for those tasks that occur infrequently. It is also used frequently for those tasks having very stringent performance requirements. When this type surveillance is used, the COR must inspect and evaluate the contractor's performance each time it is performed. The results of the contractor's overall performance are then evaluated to determine the acceptability of the lot.

Periodic Inspection - Periodic inspections shall be conducted if and when specified in the Contract. The COR typically performs the periodic inspection on a monthly basis.

4.2 Observing Contractor Performance

The COR must inspect task performance by either watching actual task performance, physically checking an attribute of the completed task, checking a management report, or otherwise inspecting the task or its results to determine whether or not the performance meets the standards contained in the contract. The COR should become familiar with the standards and requirements of compliance documentation set forth in the contract and incorporate surveillance of such requirements onto the overall plan. It is suggested that technical experts, who are most familiar with compliance requirements, be utilized as an extension of the COR.

4.3 Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant indicator of success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the COR, as opposed to the contractor.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR will accept those customer complaints and investigate further.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

5.0 QUALITY ASSURANCE DOCUMENTATION

5.1 Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes.

CSCW-1,Tinker AFB as an activity will be participating in the exchange of deliverables and will be subject to deliverable acceptance process. Items such as laundry system documentation, reports, and test results are examples of deliverables that the Contractor might provide to the Government for review and acceptance. Examples of Government deliverables are items such as review comments, and marked-up documents returned to the Contractor. Deliverable Acceptance provides an opportunity for the receiving party to formally review a product and assess whether or not it conforms to specifications or will satisfy the requirements for its intended use. Some products are complete as is when delivered while others will be work product inputs into the creation of other deliverables or form part of the baseline for subsequent work to be performed. Aspects of the Deliverable Acceptance process are detailed in the remainder of this section.

Final inspection and acceptance of all deliverables shall be performed at the place of delivery.

Pick up (PWS 1.1.1.1). Counting of articles will be done by designated government personnel prior to pick up. The contractor shall verify the count on a daily basis and sign the pick-up ticket provided by the Quality Assurance Personnel (QAP) for the items being picked up. Such signature constitutes the agreement to the Government’s counts, unless specific exception is taken. A copy of the pick-up slip will be retained by the QAP.

(PWS 3.1). The Government representative will provide and prepare a temporary issue receipt, verifying the total number of items picked up by the contractor. The government representative will verify by counting the total garments returned.

The Government bundle count (PWS 1.1.2) . The Government shall count and wrap like items together for the contractor to ensure full accountability of linen to be serviced. Sheets and pillow cases shall be bundled in counts of ten (10) when possible.

Delivery (PWS 1.1.1.2). The contractor shall record number of pieces delivered on the delivery ticket and the QAP will verify this amount. Items not delivered on due date must be delivered the following business day, securely wrapped and labeled (Late Delivery). The contractor shall furnish the QAP the original and a copy of the delivery ticket. The contractor is responsible for the return of items picked up for servicing at the next regularly scheduled delivery. Routine turnaround times for all items are located in appendix C of the PWS. For items received before required return time, the Government will incur no additional cost.

Packaging of Laundry/Dry Cleaning Items (PWS 1.1.2). Contractor shall ensure all linen quantities not packaged according to PWS 1.1.6 and 1.1.11.1, shall state on the outside of the plastic the correct quantity enclosed in that particular bundle.

Marking of Sheets (PWS 1.1.2). The contractor shall ensure all bedding bundles be returned with like items wrapped together in sets of ten to ensure full accountability of linen that has been serviced.

Poorly wrapped bundles (PWS 1.1.5). Any bundles found to be poorly wrapped, plastic not securely wrapped around bundles, or bundles broken open between delivery to linen exchange or delivery to point of base, shall be returned to the contractor to be re-wrapped, or re-cleaned if necessary, at no additional cost to the Government and shall be delivered on the next regular scheduled delivery.

Unserviceable and Missing Articles. (PWS 1.1.7) The contractor shall ensure unserviceable articles and non-repairable articles shall be returned without any laundering or cleaning services performed on the article. These items are to be returned to the Government separate from serviceable items and identified as unserviceable. All stained linen shall also be marked stained and returned separate from clean items. Items damaged by the contractor and deemed not serviceable/not repairable, shall be ordered by the contractor within 2 business days and documentation of order must be provided to the QAP. Any articles missing from a scheduled delivery shall be delivered by the contractor on the next business day. The contractor shall provide a written or emailed explanation to the Contracting Officer (CO) and the QAP outlining circumstances concerning any missing articles, as well as corrective actions/measures taken to ensure a repeat incident shall not occur. Articles shall not be stock piled to be delivered at a later date.

NO

98% Compliance

5.2 Monitoring Forms

The Government's QA surveillance will in part be reported using Delivery Tickets and/or DD250, Material Inspection and Receiving Report (as applicable and IAW Performance Work Statement), which shall accompany deliverable submissions. Delivery Tickets, when completed, will in part document the Government's assessment of the contractor's performance under the Contract to ensure that the required quality levels are being achieved.

The preferred method is for the individual originating the form to submit the original and a hard copy of the form directly to the Quality Assurance Personnel at the time of delivery.

Correction of Delivery Ticket (PWS, 1.1.3). The contractor shall notify the QAP of all delivery ticket errors. The QAP may authorize the contractor to correct any errors on the delivery ticket such as but not limited to incorrect item description numbers, quantity errors and line description errors. All corrections require the initials from both the QAP and the Contractor.

Forms and Publications (PWS, 1.1.10). The contractor shall obtain the forms and publications (see table next page) expressly required to perform the work in this contract via the QAP upon written request (e-mail is acceptable) by the contractor. In the event that laws, regulations, , or publications change during the term of this contract, the contractor is required to comply as such changes come into effect.

(A)/Mandatory (M)

6.0 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

The Government representative will provide and prepare a temporary issue receipt, verifying the total number of items picked up by the contractor. The government representative will verify by counting the total garments returned.

The government will provide without cost, DD Form 250, Material Inspection and Receiving Report, to be used as an invoice to request payment for services rendered.

The Government will provide without cost, a supply of carbon receipts at each delivery point for the accountability of articles picked up and delivered.

a. Acceptance of a deliverable means that the deliverable conforms to specifications or will satisfy the requirements for its intended use and will be considered completed by the submitting party. Accepted deliverables may become part of the baseline for subsequent work or may be work product inputs for future tasks. As important as it is to complete the review and acceptance of deliverables in a timely manner so as not to impede schedules, it is equally important that a thorough review be done so as not to overlook critical aspects that could adversely affect subsequent deliverables. Additional work on or changes to accepted deliverables will be considered to be new deliverables and may affect scope, cost, and or schedule.

b. Rejection of a deliverable means that it fails to conform to specifications or will not satisfy the requirements for its intended use. The reason(s) for rejection and actions necessary that may be deemed necessary to make the deliverable acceptable must be detailed in writing (email acceptable) to COR and/or CAP. This will form a basis for discussion and understanding between the two parties of the steps necessary to make the deliverable acceptable.

6.2 Reporting

The Government will use the results of the Delivery Ticket to demonstrate whether the contractor is meeting the stated objectives as IAW the PWS. The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government's performance of the quality assurance function. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

6.3 Reviews and Resolution

The COR may require the contractor's project manager, or a designated alternate, to meet with the COR or other Government personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor. However, if the need arises, the contractor will meet with the COR as often is required or per the contractor's request. The agenda of the reviews may include:

Monthly performance assessment data and trend analysis Issues and concerns of both parties.

Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis.

Recommendation for improved efficiency and/or effectiveness.

Issues arising performance monitoring processes.

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance in any critical area. The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds or service levels should be clearly documented. Changes to service levels, procedures and metrics may be incorporated as a contract modification at the convenience of the Contracting Officer.

7.0 Notification of Deficient Performance

Contractor performance deficiencies identified during the 6 month evaluation periods will be brought to the immediate attention of the COR. When contractor performance in any area approaches or reaches below the performance standard, or is not fully compliant with the requirements of the contract, the COR will notify the Program manager of the discrepancy in writing. The contractor will then have no more than one week to implement corrective action and to explain the corrective action in writing to the COR. If the contractor's response resolves the problem, no further action will be taken. If the problem continues after implementation of corrective action, the COR will submit a Contract Discrepancy Report (CDR) to the contractor. Unsatisfactory contractor performance that causes significant injury or damage to personnel or equipment, which puts personnel, or equipment unnecessarily at risk, or which results from gross negligence or inattention to standing procedures may result in an immediate Contract Discrepancy Report (CDR) with no advance notification by the COR. When the COR submits a CDR, the contractor is required to prepare a formal reply delineating corrective action. If the reply satisfies the COR, no further action will be taken. If replies are unsatisfactory and resolution cannot be obtained, the COR will forward the contractor's reply along with the recommended action to the Contracting Officer to initiate formal action against the contractor for unsatisfactory contract performance.

CONTRACT ADMINISTRATION PLAN (CAP)

FOR FIXED PRICE CONTRACTS

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications, or information regarding the administration function assigned.

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Administration Office (CAO) is responsible for matters specified in the FAR 42.302 and DFARS 42.302 except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing.