Performance Work Statement Draft Copy.pdf

Performance Work Statement

1.1 SCOPE OF WORK. Non-personnel services the Contractor shall provide all facilities, management, labor, equipment, and supplies necessary to perform laundry services for Reynolds Army Health Clinic (RAHC) Ft. Sill, Oklahoma in accordance with International Fabricare Institute (IFI), best standard commercial laundry and mandatory directives listed in Section 6. The Contractor shall ensure universal precautions (as discussed in 29 CFR, 1910.1030) are maintained while providing services under this contract.

The Contractor shall collect soiled laundry, provide laundry services, and deliver clean laundry in accordance with the scope of this Performance Work Statement (PWS) and Technical Exhibits. The Contractor shall possess all certifications and licenses to provide the required services in accordance with applicable Federal, State, and Local laws.

1.1.1 The laundry pickup and delivery location is at Building 4301 for the purpose of receiving and delivering MTF laundry items. The Contractor shall provide all facilities, equipment, tools, materials, and vehicles, and mobility fuels necessary to perform laundry services for Fort Sill, OK in support of RAHC. The Contractor shall transport the laundry to their facility off of the installation, launder the items, and return those items to the pickup and delivery location at Bldg. 4301 on Fort Sill.

1.1.2 LAUNDRY PICK UP AND DELIVERY OPERATIONS. RAHC hours of operation are 7:30 AM to 4:00PM. Items shall be picked up and delivered between 7:30AM and 2:30PM daily Monday/Wednesday/Friday except for federal holidays. For example items picked up at 0930 on Monday shall be delivered by 0900 on Wednesday. Laundry shall be processed every other workday.

1.1.3 Personnel. Provide project manager and personnel who possess the skills, knowledge, and training to perform all services herein.

1.1.4 Management:

1.1.4.1 Project Manager (PM). Designate in writing to the Contracting Officer five business days prior to contract start date the individual who shall be the PM. The PM shall be available at contractors laundry facility from 7:30 a.m. until 4:00 p.m. Monday through Friday, excluding Federal Holidays to conduct the overall management of operations at contractors facility. The PM shall act as the liaison with the Government and have the authority to act on behalf of the Contractor. The PM shall be responsible safeguarding and for performing all required inspections and inventories of Government property. The PM shall be available to meet, as necessary, with Government personnel designated by the Contracting Officer to discuss contract performance and/or problem areas.

1.1.4.2 Alternate Project Manager (APM). Designate in writing to the Contracting Officer five business days prior to contract start date the individual who shall be the APM. The APM shall be authorized to act on behalf of the Contractor in the absence of the PM or when the PM is unavailable.

1.1.4.3 Notify the Contracting Officer of PM or APM changes as they occur and provide written changes not later than one (1) business day before the effective date of the change.

1.1.4.4 Provide the Contracting Officer and his designated government representative with a list of employees operating at the pickup and delivery location at Bldg. 4301. The list shall be provided five business days prior to the performance start date. An updated list of employees shall be submitted within one day whenever there is a change in employees. An updated list shall be provided within five business days after exercise of an option year, if exercised.

1.1.1.5 Conflict of Interest. Any employee of the United States Government or the Department of Defense, military or civilian, shall not work for the contractor if such employment would create a conflict of interest in accordance with DoD Regulation 5500.7R, Joint Ethics Regulation.

1.1.6 Identification Badges. Provide each employee accessing the Fort Sill installation and RAHC with a numbered identification badge that shall be conspicuously displayed at all times. The badges shall include employees name, a recent photo suitable for individual identification, the legal name of the contractor, and the current contract number. The Contractor will recover all identification badges from employees who leave their employment.

1.1.7 Personal Appearance. Contractor personnel providing pickup and delivery services at the transfer point designated under this contract shall maintain a clean, neat, and professional appearance at all times.

Attire shall not include shorts more than two inches above the knee, spandex, halter or tube tops.

1.1.8 Conduct of Personnel. The Government has the right to remove and/or bar any Contractor employee, or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, or general well being of the installation and its population. The Contractor shall maintain full responsibility for mission accomplishment despite the removal.

1.1.9 CONTRACTOR ACCESS PROCEDURES TO FORT SILL (FEB 2015)

Effective 9 February 2015, personnel requiring access to the installation shall possess a Common Access Card (CAC), Long Term Unescorted Access Pass or Military ID, or Individual temporary pass issued by the Fort Sill Directorate of Emergency Services (DES) pursuant to Army Directive 2014-05, Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Un-cleared Contractors.

Fort Sill has initiated a system which provides three forms of access documentation based upon the duration of required access and DOD Network requirements. The three forms, described below, are as follows: (1) Common Access Card (CAC); (2) Long Term Unescorted Access Pass or Military ID; or an (3) Individual Temporary Pass.

Installation access cards from other DoD installations (for example: Tinker Air Force Base, Sheppard Air Force Base, Fort Hood) do not meet the criteria for installation access. Fort Sill has a “stand alone” installation access process and does not share information with other DoD installations The Prime Contractor shall provide a completed FS Form 118 for each prime or sub-contract employee who requires a CAC or Long Term Unescorted Access Pass in the performance of this contract. The required documentation shall be provided by the Prime Contractor to the Fort Sill Visitor Control Center (VCC) office between 7:00- 5:00 PM hours Monday – Friday. Required forms shall be provided to the VCC within 10 calendar days of notification of this requirement or of contract award (whichever occurs first).

Directions to the VCC: From Interstate 44, take the exit for Rogers Lane West. Go approximately 2 miles to the Sheridan Road North exit. Go north on Sheridan Road and follow the signs to the Visitor Control Center (on the right side of the road-Building T6701).

Required Documentation for Access:

‐ FS 118 REQUEST FOR UNESCORTED INSTALLATION CONTRACT ACCESS TO FORT SILL

The form is located at: http://sill-www.army.mil/ http://sill-www.army.mil/

1.1.9.1 Failure to receive a CAC may result in the contractor personnel being denied admission to the installation. Failure to receive a Long Term Unescorted Access Pass or Individual Temporary Pass will result in the contractor personnel being denied admission to the installation. Failure to receive required access shall not relieve the Contractor from execution of Contract Requirements.

Denial of a request can be appealed by completing and submitted FS 117 and a letter of recommendation from the employer to the VCC for action. Submission of an appeal shall not relieve the Contractor from execution of Contract Requirements.

Required Documentation for Appeal:

- FS 117 FORT SILL ACCESS CONTROL DENIAL WAIVER APPLICATION PROCESS AND

FORT SILL FORM 117 (FS ACCESS CONTROL DENIAL WAIVER APPLICATION)

The form is located at: http://sill-www.army.mil/

1.1.9.2 Three Forms of Access Documentation

1. Common Access Card (CAC): Contractor employees and staff (herein referred to as Contractors) requiring access to the installation on a recurring basis for a period of 6 months or more, and requiring access to a DOD computer network shall obtain a CAC. Contractor employees who do not require access to a DOD computer network are not eligible for a CAC but should apply for Long term, unescorted access as described below.

CACs are issued through the Trusted Associate Sponsorship System (TASS) program. Issuance of a CAC requires a favorable Federal Bureau of Investigation (FBI) fingerprint check, successful submission of a National Agency Check with Inquiries (NACI) (equivalent or higher) background investigation to the Army’s investigative service provider and a favorably adjudicated NACI (equivalent or higher) investigation from a Federal department or agency.

In order to avoid delays in gaining access to the installation, contractors requiring a CAC are encouraged to contact their Contracting Officer Representative (COR) to begin the process to obtain CACs as soon as possible.

2. Long Term, Unescorted Access Pass: This pass is required for Contractors, Sub-contractors and Vendors requiring physical access to the installation on a recurring basis (greater than 24 hours) and who do not require access to a DOD computer network. The expiration date of the access will be the end of the contract period of performance or 365 days whichever comes first. Sub-contractors shall be bound by this same requirement. Prime Contractors are responsible for obtaining timely sub-contractor documents necessary to secure required access documents.

Contractors and their employees shall pass a NCIC Interstate Identification Index check in order to secure this pass.

Military ID: Military ID cards for retirees, reservists and dependents are acceptable for unescorted access onto Fort Sill.

In order to avoid delays in gaining access to the installation, contractors are encouraged to contact their Contracting Officer Representative (COR) to begin the process of securing long term passes as soon as possible.

3. Individual Temporary Pass: All contractors and sub-contractors who do not possess a CAC, a valid Military ID, or a current long term unescorted pass shall report to the Visitors Control Center located near Sheridan gate to obtain an Individual temporary pass. A temporary pass will ONLY be issued to persons who produce a valid current federal or state issued ID with a picture, and must pass a NCIC Interstate Identification Index check and local exclusion roster.

Acceptable forms of ID are:

1. Valid current State issued Photo ID that is for driving or for identification.

2. Valid current Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

3. Valid current Employment Authorization Document (Card) that contains a photograph (Form

I-766)

4. Passport (Foreign Passports must show point of entry stamp).

1.1.9.3 The contractor shall return issued CACs and Passes to the designated COR at the end of the contract period of performance or the end of the individual employee’s tenure, whichever comes first. The contractor shall also coordinate with the COR for new or replacement CACs or Long Term Unescorted Passes as required.

For additional information, see: http://sill-www.army.mil

Fort Sill unescorted access regulation (to be published).

Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors located at http://www.dhs.gov/homeland-security-presidential-directive-12#1

Army Regulation (AR) 190-13, the Army Physical Security Program located at http://armypubs.army.mil/Search/ePubsSearch/ePubsSearchForm.aspx?x=AR

Army Directive 2011-08, Army Implementation of Homeland Security Presidential Directive -12 located at http://armypubs.army.mil/Search/ePubsSearch/ePubsSearchForm.aspx?x=ARMY DIR

*NOTE: Official Information on Access Control is provided on this web-site and contains the most current information. Information provided on this site http://sill-www.army.mil/vcc/ takes precedence over any conflicting guidance in this “Special Contract Requirement”.

1.1.10 QUALITY CONTROL

1.1.10.1 The Contractor shall develop and implement a complete written quality control plan which incorporates standard best commercial business practices for laundry services. The Quality Control Plan (QCP) shall identify as a minimum potential and actual problem areas, corrective actions, and their results, description of the inspection system and quality control records, and a customer comment and feedback system. The plan shall be implemented by the performance start date. The basic intent of the plan is that the Contractor is responsible for quality.

1.1.11 REQUIREMENTS SUMMARY. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The Performance Requirements Summary (PRS) is at Attachment 1. The Government will monitor the Contractor’s performance under this contract using the quality assurance procedures in the Performance Requirements Summary (PRS) and the Federal Acquisition Regulation (FAR) Clause 52.246-4, Inspection of Services.

1.1.12. CONTINGENCY PLANS AND PROCEDURES.

1.1.12.1. Government establishes contingency plans and conducts training exercises and missions to support mobilization, force protection conditions (FPCON), national emergencies or to augment local Government in the event of natural disasters.

1.1.12.2. Within 30 days after contract award, the Contractor shall submit a contingency plan to the Contracting Officer for review. As a minimum, the plan shall address the following:

1.1.12.2.1. Measure to meet changes in the installation threat conditions or installation mission changes to include provisions for extended work hours, reduction or expansion of the Contractor’s workforce and increases in security procedures and transportation restrictions and requirements.

1.1.12.2.2. A sudden build up of military forces in preparation for war, policy action, internal crisis, etc.

1.1.12.2.3. Natural disaster which impacts upon either the Government’s or Contractor’s ability to perform.

1.1.12.2.4. Civil Disturbances (i.e., riots, mass demonstrations, etc.).

1.1.12.2.5. Labor strikes which impact upon either the Government’s or Contractor’s ability to perform.

1.1.12.2.6. Local Government emergencies such as accidents, fire, etc. In all cases, the Contractor shall assume that the Government cannot provide any supplemental support to the Contractor and the Contractor shall continue the same level of support under the contract.

1.1.12.3. Contractor shall review, update, and validate current plans and procedures annually and submit any changes to the Contracting Officer.

1.1.13. ACCESS TO CONTRACTORS FACILITIES. The contractor shall provide access to their laundry facility and any subcontractor’s facility for inspection by any Government agency or individual authorized access by the contracting officer. Access shall be provided during normal business operations, i.e. 0730 to 1600 Monday thru Friday excluding Holidays. Project manager or alternate project manager shall be available during access times.

1.1.14 The use of non-compete conditions Contractor and subcontractors shall not include or use non-compete provisions with respect to the performance of Government medical service contracts in their employment, consultant, or third party contract agreements (hereafter agreements) with their Health Care Providers (HCPs) which are effective beyond the period of contract performance, base period and exercised option periods included. Non-compete provisions shall not prevent HCPs from being interviewed, employed, or accepting offers of employment or making other arrangements with potential competitors for follow-on contracts. Additionally, non-compete provisions shall not prevent HCPs from accepting offers of employment or making other arrangements with any contractors who provide services to the Government, or from accepting offers of employment with the US

Government, following the period of contract performance. In addition to any other remedies available to the Government, inclusion of such non-compete or similar conditions in agreements with HCPs may result in offeror’s proposal being determined unacceptable, termination of any awarded contract or task order, and an entry in the Contractor Performance Assessment Reporting System (CPARS) performance evaluation. Preventing HCPs from accepting these offers will hinder the Government’s ability to accomplish the mission of providing medical care to its beneficiaries.”

1.1.15 The contracting officer has identified all or a portion of the contractor services performed under this contract as essential contractor services in support of mission essential functions. The contractor provided services that have been determined to be essential contractor services in support of mission essential functions are listed in attachment 1, Mission Essential Contractor Services dated 10 May 2011.

SECTION 2

DEFINITIONS AND ACRONYMS

2.1 DEFINITIONS AND ACRONYMS: Definitions of terms and phrases included in AR 310-25 and AR 310-50, as well as terms included in this section, have been used throughout this Performance Work Statement (PWS).

DEFINITIONS:

ADJUSTMENT OF SCHEDULES FOR HOLIDAYS. In cases in which a federal holiday is declared or celebrated on a Monday through Friday work week, the schedule of services required by the terms of this contract shall be performed on the next regular pick-up/delivery (i.e., for a three workday service, a normal pick-up on Monday with delivery on Wednesday, might be interrupted by a holiday on Monday. In this event, the pick-up/delivery will be on Wednesday and pick-up/delivery will be on Friday).

Acceptable Quality Level (AQL): The AQL is the maximum percent defective (or the maximum number of defects per hundred units) that, for purposes of sampling inspection, can be considered satisfactory as a process average.

The allowable leeway or variance from a standard before the Government will reject a specific service. An AQL does not imply that the Contractor may knowingly perform in a defective way. It implies that the Government recognizes that if defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform all defective work at no additional charge to the Government and deductions will not be assessed against payments to the Contractor for the affected service.

Acceptance Sampling: A form of sampling used to determine a course of action. A procedure that gives a specified risk of accepting lots of given quality.

Advisory Documents: Those directives which the Contractor may use for information and guidance, but are not binding for compliance.

Attribute: The property a unit has of being either good or bad. That is, the quality characteristic of a unit is either within the specified requirements or it is not.

Attribute Sampling: A form of acceptance sampling that grades a service as defective or non-defective.

Change Order: A written order signed by the Contracting Officer, directing the Contractor to make changes.

Contracting Officer: A person duly appointed with the authority to enter into and administer contracts on behalf of the Government.

Contracting Officer's Representative (COR): An individual designated in writing by the Contracting Officer to perform specific contract administrative functions.

Contract Modification: Any written alteration to contract provisions of existing contract.

Lot: A collection of service outputs from which a sample is to be drawn and inspected to determine conformance with the standards.

Lot Size: The number of service outputs in a lot.

Mandatory Documents: Those directives that the Contractor is obligated to perform the effort strictly in accordance with the method specified in the directives to meet the stated results of the directives.

Performance Work Statement (PWS): Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor. (Other services may also be inspected under the authority of the Inspection of Services Clause).

Quality Assurance: Those actions taken by the Government to check goods or services to determine that they meet the requirements of the PWS.

Quality Assurance Evaluator (QAE): That person responsible for checking Contractor performance. A COR may perform this function in lieu of a QAE.

Quality Control: Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the PWS.

Random Number Table: A table of numbers arranged in random fashion. A table used to make random samples.

Random Samples: A sampling method whereby each service output in a lot has an equal chance of being selected.

Satisfactory Performance: Finished work produced within the percentage deviations identified in Attachment 1.

Shall: This word is used in connection with the Government and Contractor which specifies that the provision is binding.

Unsatisfactory Service: Finished work produced that exceeds the percentage deviations identified in Technical Exhibit 1 or, if not included in Technical Exhibit 1, does not meet other requirements contained in this contract.

Unserviceable Item: An item which, through normal fair wear and tear, misuse, mistreatment or neglect, can no longer be used for its intended purpose.

Will: This word is used to express a declaration of future action on the part of the purchaser (Government).

CONTRACT SPECIFIC TERMS:

Assembly: The process whereby finished items are inspected for quality and are assembled into bundles for return to customers.

Certified Technician: A person who has passed an examination that gives them license to practice a certain trade or occupation. See also AR 420-15.

Classification: The process of inspecting and classifying all garments or other articles as to the class and type of services to be rendered.

Clean: The state or condition whereby the finished garment or fabric is completely dry, sanitized, and free of soil, grit, lint, impurities, objectionable odors, or non-permanent stains.

Fair Wear and Tear Condition: The condition of an object resulting from normal usage rather than through negligent or intentional misuse.

FINISHING. Final touches to the process of laundering, i.e., pressing or not pressing.

Flame Retardant Finishing: A process by which clean fabrics are treated with flame retardant formulated solutions.

Identification: The process by which all items are classified, segregated by processing formula, identified and cited, so as to assure complete identification and control throughout the laundering operations and return to their owners.

Ironing: The pressing of clothes or cloth with a heated device, usually made of iron with a flat, smooth under-surface. Flatwork ironing is a machine process for pressing and smoothing cloth, especially sheets and other flat pieces between heated rollers.

Labor/Labor Hours: Actual physical hours worked. Does not include administrative costs and efforts.

Laundering: The process by which soiled clothing and other fabric items are cleaned by hand or with the aid of mechanical action in water solutions of detergents and other additives. The laundering process also includes water repellent treating, ironing, drying, pressing, packaging, etc., as may be required.

MANDATORY DOCUMENTS. Documents identified as mandatory are required to obtain specific results derived from the use of the document’s format and data. The Contractor may submit suggested changes or procedures to the Contracting Officer for review.

Miscellaneous: "Small, Medium, Large" is shown within certain sections of this contract to eliminate the need for extensive itemization of items that are received infrequently. This should be interpreted as follows:

Miscellaneous Laundry:

Small: An item requiring the approximate time, effort, and cost to process as a pillowcase, washcloth.

Medium: An item requiring the approximate time, effort, and cost to process as a sheet, bed spread, pants, or shirt.

Large: An item requiring the approximate time, effort, and cost to process as a sleeping bag, coat, or coverall.

Extra Large: An item requiring the approximate time, effort, and cost to process as a Tent Liner.

Operational Hours: Hours worked without respect to the number of people.

MTF Laundry: Involves processing Government-Owned Property for authorized customers as specified in the contract.

Packaging: Wrapped in clear plastic of not less than .005 gauge.

Piece Count: Articles, items, rags, etc., which are processed through the facility. Articles for which the common unit is "pair" (socks, gloves, etc.) will be considered and counted as one piece. Paired articles of which only one item is processed (1 glove, 1 sock, etc.) will not be counted as an item. Articles processed by weight shall be counted as one piece per pound (or major fraction thereof) at its receipt/soiled weight. Articles, which are measured such as rugs and draperies, shall be counted as one piece per square yard (or major fraction thereof). Each article on which minor repairs are made shall be counted as one-piece even though more than one repair is made to the item.

Pressing: The process for the insertion of required creases and pleats and the removal of undesired wrinkles from cleaned garments or items. Pressing also includes stretching, shrinking, and reshaping the cleaned garment or item to its original or intended shape and dimensions.

Production Day: A day during which production occurs, such as laundering activities.

Qualified Labor: Persons that have experience in work of a similar nature. Persons that have demonstrated competency performing work of this same type.

Rewash: Processed items still containing nonpermanent stains, dirt, or starch that require reprocessing. This rewash shall be accomplished at no additional cost to the government. Attached laundry ticket shall be marked “Rewash”.

Routine Maintenance and Repair: Work that is associated with general upkeep and operation. Includes all preventive maintenance, painting, inspections, testing, standard repairs, etc.

Supplies: All administrative items and expendable items such as tape, glue, lubricants, fuels, paint, production chemicals, salt, etc. Supplies are typically consumed upon use.

Work-In-Process: Any garment or other article which has been received by the Contractor for cleaning shall be considered as work-in-process until such garment or article is returned to its owner.

Workday: The time from a given time one production day (such as Monday through Friday, excluding Legal Federal Holidays) to the same time the next production day.

2.2.1 ACRONYMS:

AR....Army Regulation

AFARS....Army Federal Acquisition Regulation

APM….Alternate Project Manager

CFR....Code of Federal Regulation

CLIN….Contract Line Item Number

COR....Contracting Officer's Representative

DA….Department of Army

DFAR....Defense Federal Acquisition Regulations

DOD….Department of Defense

EPA....Environmental Protection Agency

FAR....Federal Acquisition Regulations

FM....Field Manual

IAW....In Accordance With

IFI....International Fabricare Institute

JCAH....Joint Commission on Accreditation of Hospitals

SDS....Safety Data Sheets

NTE....Not to Exceed

OSHA....Occupational Safety and Health Association

PM….Project Manager

PWS....Performance Work Statement

QCP….Quality Control Plan

TE….Technical Exhibit

TM....Technical Manual

SECTION 3

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 The Government will provide separate containers for soiled and laundered items.

SECTION 4

CONTRACTOR FURNISHED PROPERTY AND EQUIPMENT

4 Provide an adequate facility for the purpose of providing laundry to the government. The contractor shall provide all facilities, vehicles, mobility fuels, personnel, equipment and supplies necessary to fulfill all contract requirements.

4.1 Contractor shall furnish any tools required to perform minor facility maintenance and/or maintain contractor furnished equipment.

4.2 Supplies Provide all consumable administrative office, housekeeping, and operating supplies required to perform the services required at the contractor’s laundry facility.

4.3 PROTECTIVE CLOTHING AND EQUIPMENT. The Contractor and his subcontractors shall provide protective clothing, equipment, coveralls, etc. for their employees as required to handle items possibly contaminated by industrial or infectious substances, medical waste, blood borne pathogens or other contaminates or as required by local, state, and federal laws.

4.4 Contractor Vehicle Operation. The Contractor shall provide commercial licensed vehicles and licensed drivers to transport laundry to and from the pickup and drop off point at BLDG. 4301 on a regularly scheduled basis.

Contractor personnel operating vehicles on Ft Sill shall have all necessary operators’ licenses for the category of vehicles being operated and shall comply with applicable local, state, and federal laws and AR 600-55.

4.4.1 Vehicle Registration. Motor vehicles entering Fort Sill, Oklahoma shall comply with all State of Oklahoma requirements: a valid state registration, license, and liability insurance meeting the minimum requirements of the State of Oklahoma. Contractor vehicles shall comply with all Fort Sill vehicle registration directives.

4.4.2 Vehicle Markings. The Contractor shall ensure all Contractor-owned motor vehicles used in the performance of services under this contract are marked with the following information on the exterior of both sides of the vehicles, and be legible on the outside of the driver and passenger doors with letters/numbers at least 2 inches high:

Contractor's name Contractor’s address (local) Contractor telephone numbers (local) Vehicle identification number (Contractor assigned if more than one (1) vehicle)

4.4.3 Vehicle List. The Contractor shall provide a list of Contractor-furnished vehicle identification numbers with a brief description of the vehicle to include make, year, model, and color to the Contracting Officer or a designated representative within five (5) working days prior to contract start date. The Contractor shall submit changes to this list in writing to the Contracting Officer or a designated representative within five (5) workdays of any change.

4.4.4 Permits. Obtain all required licenses and permits for performance of work under the contract in compliance with all applicable federal, state and local laws.

4.4.5 Loss or Damage. The Government assumes no responsibility for loss or damage of contractor supplies, material, and/or equipment, or for the personal belongings of Contractor personnel.

4.4.6 Lost and Found Property. Lost articles found at Contractor facilities will be returned to a designated Clinic representative. The Contractor will safeguard all lost and found property against theft until they are remanded to the Contracting Officer or his designated Government representative.

4.4.7. Forms and Abstracts. Contractor shall supply contractor-developed abstracts to summarize all services provided to the government and all other forms and documents detailed in this PWS.

SECTION 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 GENERAL. The Contractor shall provide laundry service to Reynolds Army Health Clinic on Fort Sill.

5.1.1 PICK - UP AND DELIVERY SERVICE. The Contractor shall provide pick-up and delivery service of all Clinic items as specified herein. The Contractor shall provide sufficient vehicles and personnel to load, unload, segregate, transport, count and obtain necessary documentation for all transactions. The Contractor is responsible for verifying item counts, loading and unloading his vehicles. In the event road conditions on Fort Sill are declared condition “red”, indicating hazardous road surfaces, the Contractor will not be required to maintain the standard pick-up and delivery schedules for those days effected. The Contractor shall record his attempts to contact the appropriate personnel at RAHC and inform them of the change in schedule and plan to incorporate the pick-ups and deliveries missed into the next regularly scheduled workday.

5.1.2. Delivery and pick-up location will at the back dock area at Building 4301, RAHC.

5.1.3. Pick-up and delivery shall be between the hours of 7:30 AM through 2:30 PM. RAHC hours of operation are 7:30 AM and 4:00 PM, Monday through Friday, excluding federal holidays.

5.1.4. Contractor’s vehicles and vehicle operators shall be properly licensed, insured and operated IAW all local, state and federal laws. Contractor vehicles or other methods of conveyance, shall be configured in such a manner to ensure the physical separation and containment of soiled and laundered items. Laundered items shall be delivered in an uncrushed and unwrinkled condition. The Contractor shall ensure universal precautions (as discussed in 29 CFR, 1910.1030) are maintained while providing services under this contract.

5.1.5. The Contractor shall ensure that soiled items are not commingled with laundered articles. In the event laundered items become soiled or otherwise commingled with soiled items, through negligence or misconduct on the part of the Contractor or his employees, the Contractor shall re-launder all possibly affected items at no expense to the Government in accordance with the original possessing timeline. Contractor facilities used to store, process or launder Government items shall be maintained in a clean and orderly condition.

5.1.6. The Contractor shall pick-up and delivers all items between 7:30 AM and 2:30 PM, Monday through Friday daily, except for Federal holidays. The PM shall notify RAHC, in advance, of temporary schedule changes (earlier or later) and coordinate accordingly.

5.1.7. The Contractor shall adhere to all changes in Installation threat conditions to include, identifying and implementing procedural changes that involve RAHC. As threat conditions increase, at a minimum, the Contractor shall expect heightened security measures on Ft. Sill.

5.1.8. MISCELLANEOUS ITEM PROCESSING. Miscellaneous items are items not otherwise identified individually and infrequently processed.

5.2. MEDICAL TREATMENT FACILITY WORK

5.2.1. Medical treatment facility soiled items shall be picked up, processed, and delivered by the Contractor at Reynolds Army Health Clinic, Bldg. 4301. Soiled and laundered items shall not physically touch or become commingled during any process while in the possession of the Contractor.

5.2.2. Contractor shall launder clinic items to include: Pillowcases; Sheets, cotton, bed; Sheets, fitted; Tablecloth, plain, large; Towels, hand; Baby Items (less diapers); Bathrobes; Blankets, cotton; Blankets, wool; Wash Cloths;

Scrub Shirts; Operating Room Tunics; X-Ray Gowns; Operating Room Gowns, Pajama Coat; Pajama Trousers;

Patient Gowns (tie/snap); Scrub Trousers; Bath Towels; Medial Wrappers; Rugs (4’x8’ and 4’x10’); Pillows; Sheet Skin; Laundry Bags (large); Privacy Curtains; Napkins; Small, Medium and Large Miscellaneous Items; Smocks;

Bed Heating Pad; Blue Lab Coats; White Physician Smocks; White Physician Smocks must be washed, pressed and returned on “wire hangers”.

5.2.3. RAHC work hours are 7:30 AM to 4:00 PM. Unless otherwise scheduled, pickup and delivery shall be between 7:30 AM and 2:30 PM daily. There shall be a two-day processing time for pickup and delivery. For example, clinic work picked up at 8:30 AM on Monday shall be processed and delivered between 8:30 AM and 2:30 PM Wednesday. Clinic work picked-up on Friday or the day before a federal holiday shall be processed and delivered on the first regular pick-up/delivery day following the holiday or weekend.

5.2.4. Clinic work accumulated on Saturday and Sunday or long weekends will be combined by the Government for pickup on the first workday following the weekend.

5.2.5. The Clinic will provide separate containers for soiled and laundered items (carts and bags) for transporting clinic work. These containers shall be used solely to store and transport clinic work. Clinic laundry shall be laundered in an unsorted condition to reduce handling.

5.2.6. Selected clinic items shall be separated and packaged by color.

5.2.7. Clinic work shall be separately processed and stored from other laundry items.

5.2.8. The Contractor and clinic shipping personnel shall jointly weigh soiled items and enter the weight on Reynolds Army Health Clinic weight sheet. Both parties shall authenticate the weight sheet and the clinic representative will retain a copy.

5.2.8.1. Items being delivered shall be weighed in the presence of clinic and Contractor representatives to verify pick-up versus delivery weights recorded on the previous pick-up DA Forms 1974. Clinic work shall be packaged IAW 5.21.6 to allow for a joint count of pieces returned.

5.3. DYEING OF CLINIC SALVAGE ITEMS. The Contractor shall dye brown, items identified by clinic personnel as salvage. The Contractor shall apply the dye in accordance with the manufacturer’s instructions. Items which are brown shall be processed and delivered within three workdays of receipt by the Contractor.

5.3.1. The Contractor shall ensure all safeguards and protective measures are in place to ensure the safety of his employees or subcontractors IAW 29 CFR 1910.1030 Blood borne pathogens and local, state and federal laws.

5. 4. RECORDS AND REPORTS. The Contractor shall maintain and have available for government review all correspondence, reports, records and forms required under this contract.

5.4.1. Workload data shall be reported monthly IAW, Attachment 3. These documents shall be submitted to the Government Quality Assurance Evaluator by the eighth workday of the following month.

5.5 CLAIMS BY THE CLINIC. The Contractor shall establish procedures for the settlement of claims for loss, damage or improper cleaning to property of the clinic while in its possession. Claim procedures shall also cover claims made by the clinic that completed work does not meet the quality standard in Attachment 1. Procedures for claims settlement shall at a minimum include the following and be provided to the Contracting Officer with his proposal.

5.5.1. Contractor shall provide a monthly Rejection Summary Report for claims using the format at Attachment 4.

Copies of all associated claim documentation shall be attached to the report and provided to the Government Quality Assurance Evaluator within five workdays after the end of each month.

5.5.2. Claims shall be researched, processed and settled with the clinic within two workdays. The Contractor shall offer to repair, re-clean or replace the lost or damaged item in kind or to reimburse the clinic the depreciated value of the item (via DD Forms 1131 for military property). Any repairs agreed upon shall be completed within two workdays from date of settlement. Re-cleaning shall be accomplished within two workdays from date of settlement.

5.5.3. After contract award, the Contractor shall submit any proposed changes to its claims procedures to the Contracting Officer for approval at least 14 days prior to the proposed implementation date. The Contractor shall provide RAHC with a copy of its approved claims procedures.

5. 4. Repair. The Contractor shall repair, at his expense, all damages to articles which occur while in the custody of the Contractor. Damages include, but are not limited to rips, tears, holes, open seams and replacement of buttons and repair or replacement of broken zippers. Thread, material, zippers and buttons of the same type texture, manufacture, quality, color and color fastness as that used in the manufacture of the article shall be used for repair and replacement. The Contractor shall not be responsible for repair of items marked as damaged when the customer declines a concurrent count.

5.7. DISPOSITION OF PROPERTY FOUND DURING PROCESSING.

5.7.1. The Contractor shall make a diligent effort to ensure that items of personal property (e.g., jewelry, identification cards, driver’s licenses, wallets, checks, etc.) discovered during the laundering process are delivered and returned to the clinic. All personal property items discovered shall be promptly identified, collected and sealed in an appropriate sized Kraft or similar paper style envelope.

5.7.1.1. A record of the personal property items discovered shall be maintained and affixed to each sealed envelope. This record shall indicate the date the property was found, an item(s) description, quantity, serial number(s) if applicable and remarks. The details of the disposition of the property such as the date the item was delivered and returned to the Clinic shall also be recorded on the record.

5 7.1.2 Delivery and return of personal property to authorized clinic staff shall be accomplished within three workdays from the time the items are discovered.

5.71.2. MONEY OR NEGOTIABLE INSTRUMENTS. Money or negotiable instruments (e.g., travelers checks, etc.) discovered during the laundering process shall be processed using the same procedures as 5.7.1.1. The items shall be returned to the designated clinic representative within three workdays from the time of discovery. The Contractor shall maintain auditable copies of these transactions.

5.8. FOODSTUFFS. Upon discovery, the Contractor shall properly dispose of any foodstuffs, prepackaged food/beverage mix, condiments, candies or other such edible subsistence and remnants thereof.

5.8.1. FLAMMABLES. The Contractor shall ensure flammable items such as matches, disposable butane cigar/cigarette lighters, etc. are properly disposed of upon discovery. Nondisposable lighters shall be processed for return to the clinic as personal property. A record of this type returnable personal property shall be created using the same procedures as C.5.7.1.1. The envelope shall be over stamped with the words “Flammable” and delivered to the clinic within three workdays from the time the item was discovered. The Contractor shall ensure proper storage of flammable, returnable personal property to prevent damage or loss.

5.8.2. PERSONAL HYGIENE ITEMS. Upon discovery, the Contractor shall properly dispose of common personal hygiene items such as razors, shaving cream, soap, toothpaste, toothbrushes, hair combs, hair clips, nonprescription pharmaceuticals, etc.. Items such as dentures, partials, retainers, hearing aids, glasses, prescription drugs, etc. that are designed specifically for use by or for one person shall be processed for return to the clinic as personal property.

A record of returnable personal property shall be created using the same procedures as C.5.7.1.1. The envelope shall be delivered, within three workdays from the date the item was discovered, to the clinic. The Contractor shall document all communications with the clinic.

5.8.3. DESIGNATED REPRESENTATIVE. RAHC may appoint designated representatives who have authority to receive personal items, money or negotiable instruments on behalf of RAHC. This Memorandum of Authority must be signed by the RAHC commander. A copy of the commander’s assumption of command/appointment orders will also be attached to the memorandum. The Contractor shall maintain the memorandum of authority and commander’s orders on file and shall not release any personal items, money, or negotiable instruments to individuals other than the designated representative.

5.8.4. The Contractor shall take the necessary actions to prevent damage to, loss of, or improper use of any and all discovered personal, or clinic property. With the exception of unreturnable flammables, unreturnable personal hygiene items and foodstuffs, the Contractor shall develop and maintain a Chain of Custody and Property Transfer Log for all found property. The log shall be signed and dated by the designated clinic representative receiving any returned property.

5.9. Drying Temperatures. The final drying temperatures for various laundry items shall be within approved commercial industry drying standards, plus or minus 10 degrees Fahrenheit.

5.9.1. Wash Formula Standard. The finishing acidity and alkalinity levels on all wash items shall be PH of 6.5 plus or minus 1.

5.9.2. Water Temperature. Water temperatures for various stages during the wash cycle (Flush/Break/Bleach/Suds/Rinse/Sour/Etc.) shall be within approved wash formulas commercial industry standards, plus or minus 10 degrees Fahrenheit.

5.10. LAUNDERING PROCESS QUALITY. The Contractor shall provide and utilize a Washroom Control Kit to monitor and control the acidity and alkalinity of the wash formula. The Washroom Control Kit shall be used by the Contractor at least twice each week to conduct tests. More frequent tests shall be made as directed by the Contracting Officer. The Contractor shall maintain auditable written records reflecting dates and results of all checks conducted. These tests shall cover all functions and operations of the washing process, to include PH and titration of all operations in the wash formula, percent of available chlorine in the stock bleach and water hardness.

5.11. PACKAGING AND MARKING.

5.11.1. GENERAL. Commercial practice of general packaging and preservation is acceptable in bundling, wrapping or otherwise covering finished garments and fabrics to ensure protection of articles. The Contractor shall ensure that articles are protected from the elements from the time they are finished in the laundry facility until they are delivered to the patron.

5.11.2. WIRE HANGERS. Each hanger shall be of sufficient size and strength to preclude sagging; each hanger shall be a minimum of 12½ gauge steel. Items to be delivered on hangers are Physician, Laboratory and Cover Coats.

5.11.3. WRAPPING MATERIAL FOR FOLDED WORK. Wrapping material shall be plastic (shrink wrap) of sufficient strength and quality to preclude bursting or ripping.

5.11.4 CLININC WORK. All laundered clinic work shall be shrink-wrapped in plastic or placed in a plastic sleeve and transported in clinic provided containers with covers securely in place. The following shall be bundled and wrapped in plastic as listed: pillowcases – 25; sheets -10; hand towels – 25; cotton blankets – 25; scrub shirts – 10;

scrub trousers – 10; X-ray gowns – 10; O.R. gowns – 5; pajama coats – 10; pajama trousers – 10; patient gowns – 10; bath towels – 20; Privacy Screens; Physician coats, Laboratory and Cover coats shall be returned on hangers.

5.12. INTERNAL CONTROLS. The Contractor shall establish internal controls to ensure that the accounting data for the workload processed by the laundry operation is computed accurately and properly invoiced to the Government IAW the terms of this contract.

SECTION 6

MANDATORY AND ADVISORY DIRECTIVES

6. GENERAL: Documents applicable to services to be performed under this PWS are listed below. The listed documents have been coded as advisory (A) or mandatory (M). The contractor shall follow those coded as mandatory to the extent specified in this contract when a specific part of the document is referenced. When only a specific part(s) of a document is coded as mandatory, the remainder of that document may be considered advisory.

The Government will provide Department of Defense, Department of the Army, and Fort Sill documents listed as mandatory at contract start date. Supplements, amendments, or revisions to mandatory documents may be issued during the term of the contract and shall be in full force and effective immediately upon approval by the Contracting Officer. The contractor shall adhere to the requirements in these mandatory supplements, amendments, or revisions during the life of the contract.

6.1 Publications. The Contractor shall obtain, update and maintain all publications required for contract performance. Forms and publications will be accessed electronically to the maximum extent possible. The Contractor shall maintain an account through the Publications Distribution Office and request supplements, updates, and other publications in direct support of this contract.

6.2 CHANGES IN GOVERNING PUBLICATIONS: The contract shall be modified to address compensation for additional services which must be provided by the contract resulting from changes in governing publications.

Modifications will be reviewed on a case by case basis. Additional services must constitute a material increase in the amount of labor, supplies, parts, materials, or equipment to warrant additional compensation.

6.3 LIST OF DOCUMENTS:

NUMBER TITLE MANDATORY/ADVISORY

AR 385-10 The Army Safety Program M

AR 310-50 Authorized Abbreviations, A Brevity, and Acronyms

AR 385-40 Accident Reporting and M Records

AR 190-51 Physical Security M

CFR 29 Occupational Safety and Health Act M

IFI Fair Claims Guide M

TM 10-8400-201-23 General Repair Procedures A For Clothing

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (6 May 10)

Introduction

In accordance with DoD 6025.18-R "Department of Defense Health Information Privacy Regulation," January 24, 2003, the Contractor meets the definition of Business Associate. Therefore, a Business Associate Agreement is required to comply with both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security regulations. This clause serves as that agreement whereby the Contractor agrees to abide by all applicable HIPAA Privacy and Security requirements regarding health information as defined in this clause, and in DoD 6025.18-R and DoD 8580.02-R, as amended. Additional requirements will be addressed when implemented.

(a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DoD 6025.18-R or DoD 8580.02-R.

Individual has the same meaning as the term "individual" in 45 CFR 160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means…