PERFORMANCE WORK STATEMENT.docx

PERFORMANCE WORK STATEMENT

Title: Provide Personal Protective Equipment Uniforms

Description of Services: The Contractor will provide all labor, supervision, equipment, management, and facilities required to provide the Ralph H. Johnson VA Medical Center (RHJVAMC) with Personal Protective Equipment (PPE) Uniform Rental for up to 40 employees. Uniforms must be arc flash rated, in accordance with the National Fire Protection Association (NFPA), at a minimum of 8cal/cm2. Service will include transportation of uniforms to contractor owned and/or operated laundry facility to accomplish required uniform cleaning and maintenance necessary to maintain the integrity of the PPE, as described in this SOW. All services will be performed in accordance with standard medical industry practices, as defined by the Healthcare Laundries Accredited for Patient Safety and Textile Rental Service Association, and quality control measures required for arc flash rated clothing. Services will include pick-up of soiled uniforms and delivery of clean uniforms by the Contractor on a recurring scheduled basis.

PERIOD OF PERFORMANCE

This contract will be awarded as an Indefinite Delivery Indefinite Quantity (IDIQ) contract with Base Year plus four (4) option years, awarded at the discretion of RHJVAMC Engineering Service.

PLACE OF PERFORMANCE:

Ralph H. Johnson VAMC 109 Bee Street Charleston, SC 29401

SCOPE

1. QUANTITY

Uniform services will be provided for up to 40 employees of the RHJVAMC. Quantity of employees may vary depending on vacancies. Facility will be billed based on the number of uniforms requiring cleaning each week. This is an IDIQ billing quantity.

Each employee will be supplied will 11 sets of uniforms.

2. UNIFORM TYPE

Each uniform will consist of:

(1) Uniform pant (color and style to remain constant for all uniforms provided)

(1) Uniform shirt (color and style to remain constant for all uniforms provided)

The Contracting Officer will have the right to change the style of uniforms every 12 months with 60 calendar days’ notice to the Contractor.

3. UNIFORM MEASUREMENTS

Upon award, the Contractor will arrange to measure all employees (less than or equal to 40) to be furnished with uniforms. This will be done in accordance with the work schedules in effect at the time of contract award and in coordination with the COR. The Contractor will coordinate directly with the COR to ensure all employees are measured no later than 30 days of contract award.

Uniforms will be made available in a variety of sizes. There will be no additional charge or cost for uniforms considered extra size, extended size, big and/or tall size, plus size, small size, or any other size which may be considered outside the ‘normal’ size. Uniform size change requests during the contract will be accommodated, at no additional cost.

The Contractor will be responsible for ensuring all uniforms are properly sized for each individual employee. Any uniform that is incorrectly fitted will be exchanged for the correct size at no additional cost. After initial acceptance of properly fitted uniforms, the Contractor will make necessary alterations or supply new uniforms for employees whose uniforms no longer fit properly at no additional cost.

The Contractor will arrange to measure any new employee(s) to be furnished with uniforms within 30 days of notification to the Contractor. This will be performed at the time of scheduled weekly pick-up/drop-off.

4. MAINTENANCE AND CARE

All work will be done in accordance with practices/guidelines established by:

2018 NFPA 70E – 130.7(C)(16) “Care and Maintenance of FR Clothing and FR Arc Flash Suits”

ASTM F 1506 “Standard Performance Specification for Textile Material for Wearing Apparel for Use by Electrical Workers Exposed to Momentary Electric Arc and Related Thermal Hazards”

ASTM F1449-08 “Standard Guide for Industrial Laundering of Flam, Thermal, Arc Resistant Clothing”

All services will include all processes necessary for the proper laundering of arc flash rated uniforms, though every step required is not specifically mentioned.

All work will be performed under sanitary conditions and adhere to professionally recognized infection control and prevention policies, though every requirement is not specifically mentioned. These requirements are specified by The Joint Commission Accreditation of Healthcare Organizations (IC.02.03.01 or (CDC, 2019)), Healthcare Laundries Accredited for Patient Safety (HLAC), and Hygienically Clean Healthcare Certified by Textile Rental Services Association (TRSA). Clean and soiled laundry will not be kept in the same physical space. Physical separation is required to maintain positive air pressure in the clean section relative to negative air pressure in the soiled section (i.e., use of a barrier wall or pass-through equipment).

The facility in which the work is done will be open to inspection of sanitary conditions by Government representatives. After processing, laundered uniforms will be in a serviceable and sanitary condition, meeting established quality and performance requirement standards as described in this SOW.

All uniforms will be treated for mildew prevention. All uniforms will be laundered using detergents or cleaners which leave the garment odor free. Uniforms retaining a residual odor after laundering will not be accepted. Expected types of laundering issues include uniforms soiled from grease, oil, dirt and mud; solvent damages, paint splatters, grass stains, tar stains, holes/burns, tears, battery acid, missing buttons, and torn pockets.

The Contractor will inspect all soiled uniforms weekly and provide necessary alterations and repairs, at no additional cost. This includes, but is not limited to, uniforms found to be broken, worn, torn, discolored, and/or malodorous. The Contractor will replace any uniform deemed non-repairable or in need of replacement, as determined by the COR. Uniform replacement can be made at any time after new uniforms are issued. Uniform repair and replacement decisions will be made at the discretion of the COR.

If a replacement uniform cannot be accommodated prior to the weekly delivery date, a ‘spare’ uniform will be provided for the employee, to be returned when the replaced uniform is delivered by the Contractor.

The Contractor will supply repair tags to the facility to mark uniforms in need of repair and/or replacement.

The Contractor will supply an Employee Uniform Use Status Report, (to include loss, ruin, and repair data) on a monthly basis to the COR.

All uniforms will be processed in a manner consistent with its intended use, free of wrinkles, damage, stains, etc. The Contractor will ensure quality will meet or exceed expectations of this SOW.

5. DELIVERY AND PICK-UP SCHEDULE

The Contractor is required to provide delivery to and from RHJVAMC and the laundry facility. Pick-up of soiled uniforms and delivery of laundered uniforms will be made once per week, on the same day every week, between Monday and Friday from 7:00am to 4:00pm, excluding Federal Holidays. Exact pick-up and delivery schedule will be agreed upon at the time of contract award. Pick-up and delivery times may be changed in order to meet the needs of the RHJVAMC, but will remain once per week, and will be agreed upon between the Contractor and Contracting Officer Representative (COR).

The Government reserves the right to order all Contractor personnel off site with no prior notice in the event of an emergent situation. Emergency situations, such as a national emergency, will be defined by the COR.

6. DELIVERY REQUIREMENTS

The Contractor will provide and maintain a soiled uniform cart and clean uniform rack to be kept on the RHJVAMC property. On delivery day, soiled uniforms in the designated cart will be picked-up and clean uniforms will be placed on the clean uniform rack, grouped by each individual employee.

The Contractor will provide the COR with a written report of all soiled uniforms processed and clean uniforms delivered. This information will be recorded on a weekly basis and delivered, in writing, to the COR at the time of pick-up/drop-off. The report must show date, item type, number of pieces received and delivered, where they were delivered, and signature of the individual accepting the delivery.

7. INVENTORY

Any item billed for, but missing, will be supplied by the Contractor in the next regularly scheduled delivery at the expense of the Contractor. Any items lost or damaged while in the possession of the Contractor must be replaced the following business day at the expense of the Contractor. Any shortages in delivery must be delivered the following business day at the expense of the Contractor.

Any lost inventory will be reported to the COR. The Contractor shall build in an assumption of a 1% loss of inventory into the contract. If the Contractor cites loss in excess of the 1%, Contractor must submit documentation to the CO and request compensation. All reimbursement will be made at the discretion of the CO. Cost shall not exceed the original market price of the item(s) in question.

Any items found to have been unsatisfactorily cleaned, according to quality and performance standards, will be re-cleaned at the Contractor’s expense. Such items will be identified by the COR and will be kept separate from normal soiled uniforms for separate processing.

8. UNIFORM RENTAL CHANGES

The Contractor will be notified by the COR in the event an employee is discontinued, and the employee will immediately be removed from the billing ticket and rental payment.

Uniform rental will be paid for an employee who is absent from work for two weeks or less. If an employee is absent from work for more than two weeks, the Contractor will be notified by the COR and rental payments will be stopped. RHJVAMC reserves the right, with proper notice to the Contractor, to temporarily delete an employee from the uniform rental schedule who may be on extended leave.

There will be no charge for the initial setup of a new employee. New employees will be furnished with uniforms at the contracted prices and within 30 days of notification to the Contractor.

9. QUALITY

The Contractor will have a Quality Control program to ensure that the requirements of this contract are provided as specified. A copy of the Contractor’s detailed, written program will be provided for review by the COR 15 days after contract award effective date. Subsequent changes to the approved program must be reviewed and agreed upon by the COR and Contracting Officer. The program will include, but not be limited to, the following:

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

b) A file of all quality control inspections, inspection results, and any corrective action required will be maintained by the Contractor for the duration of the contract. This file will be available to the COR upon request.

c) Performance Evaluation Meetings where the Contractor will meet with the COR at least once every quarter (at least 4 times per year).

10. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

This QASP has been developed to aid the COR in providing surveillance of all aspects of the uniform rental and laundry service. This plan sets forth the procedures and guidelines RHJVAMC will use to ensure required performance standards are achieved by the Contractor. This plan provides for monitoring all contract requirements through sampling guides, customer complaint surveillance guides, and surveillance activity checklists.

a) METHODS The primary method of surveillance will be done through random sampling of the quantity and quality of laundered uniforms. This plan contains sampling guides for use in random sampling and checklists used to record information.

Tasks not surveyed by random sampling will be evaluated through daily observation and periodic checklist inspections. Checklists are provided for recording observations in this surveillance plan.

b) HOW TO USE THE SURVEILLANCE PLAN A monthly schedule will show what the Government is monitoring each day. The COR or designated representative will select areas and times for random sampling to build the inspection schedule. Periodic checklist items to be surveyed during the month will be added to the schedule. Any changes will be posted weekly, and copies will be sent to the Contractor. Monthly checklists will be prepared for each sampling guide and will be used to record information on observations and discrepancies.

The maximum allowable degree of deviation from perfect performance for each requirement allowed by the Government before contract performance is considered unsatisfactory, known as the AQL, represents the level of service and quality required to maintain satisfactory standing. The observations and discrepancies documented at the end of each month will be compared to the AQL(s) in the relevant sampling guide. Any errors detected during surveillance, even if not sufficient to render the service unsatisfactory, will require corrective action by the Contractor. Errors detected by the COR or designated representative in the course of surveillance will be communicated to the Contractor within 1 working day. Specifics concerning any error will be recorded on the checklist. The Contractor will initial this record, and provide it to the COR.

c) PERFORMANCE REQUIREMENTS SUMMARY

The Contractor is required to perform all work specified in this SOW. If the Contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

The Performance Requirements Summary lists the contract requirements considered most critical to acceptable contract performance. The chart below defines the maximum allowable degree of deviation from perfect performance for each requirement that will be allowed by the Government before contract performance is considered unsatisfactory (AQL), the percentages of the major elements of the contract price that each listed contract requirement represents, and the procedure the Government will use to reduce the Contractor’s monthly payment if satisfactory performance is not rendered. If reduced, Contractor cannot ‘earn back’ the lest pay amount.

If the ‘Not to Exceed’ (NTE) limit is reached for any performance standard, the Contractor will incur an additional fee of 10% of the monthly bill. If performance in any of the specified categories is not fully corrected in the following month, RHJVAMC reserves the right to cancel the contract on the basis of non-performance.

If performance in these required services is determined unsatisfactory for the period of surveillance and poor performance is the fault of the Contractor, an amount of money up to the percentage cost of the service, as stated in the fifth column of the Performance Requirements Summary, will be withheld. Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following method:

Example per Discrepancy:

IF: Uniform delivery is not completed on schedule, for a 3rd time. (Contractor is allowed 2 discrepancies per year)

Deduction percentage is 2% for each discrepancy over 2, not to exceed 6%.

d) SAMPLING GUIDE

SAMPLING GUIDE 1: MAINTENANCE AND CARE OF UNIFORMS

If: AQL = 2% Maximum Allowable Degree of Deviation (2 Allowable Discrepancies per Month)

1. Lot size: _x_ (number of uniform sets received per delivery)

2. Sample size: _x_ (10% of the amount of delivered uniform sets)

3. Sampling and Inspection Procedure: Select _x_ random sets per week from each delivery of clean uniforms. Examine uniform sets on hangers for compliance with standards of maintenance and care, established in the contract.

4. Performance Guide: A minimum of 97% compliance with established standards for maintenance and care of uniforms is required.

*In order to standardize sampling among all orders within each month, which may have various lot sizes, the sample size will be 10% of the actual number of uniform sets received per delivery.

If the sampling guide indicates that the number of discrepancies is too high, the current month’s service will be considered unsatisfactory. If performance in any area is determined unsatisfactory, the COR with concurrence from the CO will be required to complete a Contract Discrepancy Report (CDR). The CDR will require the Contractor to explain in writing to the CO why performance was unacceptable, how performance will be returned to acceptable levels, and how the problem(s) will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract. The CDR and checklist will serve as the documentation supporting payment, nonpayment, or other actions as necessary for Contractor provided services.

e) CUSTOMER COMPLAINT SURVEILLANCE GUIDE

The COR will instruct employees on the designated method to complete the customer complaint form. Customers will be required to submit the complaint form within 1 working day of the discovery of the discrepancy. Once a complaint is received, the COR will verify the complaint and notify the Contractor of the discrepancy in writing. The Contractor will have three days following notification to offer a rebuttal of the complaint. Final determination of valid complaints will be made at the discretion of the COR. The COR will maintain a copy of all complaint forms. At the conclusion of each month, all validated complaints will be tabulated to determine satisfactory or unsatisfactory performance.

CUSTOMER COMPLAINT RECORD

Re-occurring complaint: Y/N

Date/time of complaint: XX/XX/XXXX

Source of complaint: ______________________________________________

Office: _________________________________________________________

Individual: ______________________________________________________

Nature of complaint: ______________________________________________

COR evaluation: _________________________________________________

Date/time Contractor or RHJVAMC informed of complaint: ______________

Action taken by Contractor or RHJVAMC:_____________________________

f) SURVEILLANCE ACTIVITY CHECKLIST

Contractual requirements that do not fit under the random sampling concept will be contained on the following checklist, to be performed weekly (as applicable).

GENERAL REQUIREMENTS

1. CHANGES TO STATEMENT OF WORK

Any changes to the SOW will be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be maintained in a project folder, along with all other documents related to the project. Costs incurred by the contractor through any action of parties, other than the Contracting Officer, will be the responsibility of the contractor.

2. REPORTING REQUIREMENTS

The Contractor will maintain all necessary licenses and/or permits required to fulfill the contract. The Contractor will provide the CO with a copy of any licenses, permits, or documentation required.

3. TRAVEL

The contractor is responsible for any and all travel and/or per diem. All pick-up and drop-off will be conducted at the facility:

Ralph H. Johnson VAMC 109 Bee Street Charleston, SC 29401

All laundering services will be conducted at the Contractor laundry facility.

4. GOVERNMENT RESPONSIBILITIES

RHJVAMC will grant the Contractor permission to perform site visits at the Ralph H. Johnson VAMC – 109 Bee Street, Charleston, SC facility only.

RHJVAMC will grant the Contractor facility access deemed necessary to provide the services required under this contract, Monday through Friday from 7:00am to 4:00pm, excluding Federal Holidays.

RHJVAMC will provide space for the Contractor to supply a soiled uniform cart and clean uniform rack on the premises.

5. CONTRACTOR EXPERIENCE REQUIREMENTS

The Contractor will be an authorized provider of the services specified. The Contractor will provide written verification of the competency of their personnel and a list of credentials of approved personnel for placement at the RHJVAMC. This information will be required when quotes are submitted and may be used during evaluations in determining contract award.

The Contractor will have experience in PPE uniform laundering, maintenance, delivery, and customer service.

The Contractor will follow standard procedures for all aspects described in the SOW.

6. CONTRACTING OFFICER REPRESENTATIVE

The RHJVAMC representative of the Contracting Office will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work to be performed under this contract. Delegation of Authority letter(s) will be forwarded to the Contractor after an agreement has been signed, identifying the individual(s) as the COR(s). All authorized representatives of RHJVAMC to order services and/or accept and reject services performed will be delegated as COR(s). This designation will be furnished in writing to the Contractor prior to commencement of the contract. No service may be provided without the approval of the COR(s).

7. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

It is agreed that:

All personnel will provide any and all required and/or requested documentation to gain access at RHJVAMC.

All personnel will need to register and login at the Blue kiosk, located in the 2nd floor elevator lobby, prior to conducting work on the premises.

The Contractor will receive any necessary access badges for the facility and/or be escorted during site visits by a RHJVAMC employee.

No photography on RHJVAMC premises is allowed.

8. CONFIDENTIALITY AND NON-DISCLOSURE

It is agreed that:

The preliminary and final deliverables, and all associated working papers, application source code, and other materials deemed relevant by RHJVAMC which have been generated by the Contractor in the performance of this task order, are the exclusive property of the US Government and will be submitted to the CO within 30 days. At the conclusion of the task order, all submittals will be audited by RHJVAMC in conjunction with the Contractor.

The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, or final deliverables pertaining to this task order. No information will be released by the Contractor.

Press releases, marketing material, or any other printed or electronic documentation related to this project will not be publicized without the written approval of the CO.