PERFORMANCE WORK STATEMENT Uniforms 10-18-2021.docx

PERFORMANCE WORK STATEMENT

PROVIDE PERSONAL PROTECTIVE EQUIPMENT UNIFORMS

1.0. BACKGROUND

To provide Uniform Rental, Uniform Delivery and Uniform Cleaning Services for up to 120 employees of the Columbia Veterans Health Care System (CVHCS) Engineering Department.

2.0. CONTRACT OBJECTIVE

The Contractor shall be required to provide all labor, supervision, equipment, transportation, management, and facilities requirement CVHCS with Personal Protective Equipment (PPE) Uniform Rental for up to 120 employees. Uniforms must be Industrial Grade, with Ripstop Technology and washed to Hohenstein Standards. Service shall 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 Performance Work Statement (PWS). All services shall 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 shall include pick-up of soiled uniforms and delivery of clean uniforms by the Contractor on a recurring scheduled basis. There may be eight (8) inventory points where the uniforms are to be dropped off and picked up. These eight (8) points shall be determined after the awarding of this contract, all eight (8) points are on the campus of WJB Dorn VA Medical Center located at 6439 Garners Ferry Rd. Columbia, SC 29209.

3.0. PERIOD OF PERFORMANCE

January 3, 2022 through January 2, 2023 January 3, 2023 through January 2, 2024 January 3, 2024 through January 2, 2025 January 3, 2025 through January 2, 2026 January 3, 2026 through January 2, 2027

Work shall be during normal working hours, 8:00 a.m. – 4:30 p.m. Monday through Friday except federal holidays.

4.0. PLACE OF PERFORMANCE

Columbia VA Health Care System 6429 Garners Ferry Road Columbia, SC 29209

5.0. PERFORMANCE REQUIREMENTS

5.1. The Columbia VA Health Care System representative of the Contracting Office shall 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) are to be forwarded to the Contractor after an agreement has been signed, identifying the individual(s) as the COR(s). All authorized representatives of Columbia VA Health Care System to order services and/or accept and reject services performed are to be delegated as COR(s). This designation is to be furnished in writing to the Contractor prior to commencement of the service. No service may be provided without the approval of the COR(s).

5.2. Uniform services to be provided for up to 120 employees of the Columbia VA Health Care System. Quantity of employees may vary depending on vacancies. Facility shall be billed based on the number of uniforms requiring cleaning each week.

5.3. Each employee shall be supplied with eleven (11) sets of uniforms.

5.4. Each uniform shall consist of:

· Uniform pant (color and style* to be determined by the shop the employee is assigned)

· Uniform shirt (color and style* to be determined by the shop the employee is assigned) no less than eight (8) colors shall be available. Uniform shirt is to have embroidered occupation on right chest and Columbia VA Health Care System logo on left chest. Logo(s) shall be provided to the Contractor by the facility.

· Uniform (pant and shirt) to be white in color for Painters.

*Electric Shop shall have the option of Arc Flash rated uniforms (some or all).

6.0. UNIFORM MEASUREMENTS

6.1. Upon award, the Contractor shall arrange to measure each employee (less than or equal to 120) to be furnished with uniforms. This shall be done in accordance with the work schedules in effect at the time of contract award and in coordination with the COR and the shop supervisor. The Contractor shall coordinate directly with the COR to ensure all employees are measured no later than thirty (30) calendar days of contract award.

6.2. Uniforms are be made available in a variety of sizes. There shall be no additional charge over $0.10 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 period of performance shall be accommodated, at no additional cost.

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

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

7.0. MAINTENANCE AND CARE

The Contractor shall agree to have all work 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”

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

7.2. All work is required to 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).

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

7.4. All uniforms need to be treated for mildew prevention. All uniforms shall be laundered using detergents or cleaners which leave the garment odor free. Uniforms retaining a residual odor after laundering may 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.

7.5. The Contractor is to 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 shall 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 are to be made at the discretion of the COR.

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

7.6. The Contractor shall provide supply repair bags to the facility to mark uniforms in need of repair and/or replacement.

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

7.8. The Contractor shall provide detailed scanned reports while on-site, of garments that have been picked up, and delivery reports of what is being dropped off from the previous week.

7.9. All uniforms shall be processed in a manner consistent with its intended use, free of wrinkles, damage, stains, etc. The Contractor is to ensure quality is met or exceed expectations of this PWS.

8.0. DELIVERY AND PICK-UP SCHEDULE

8.1. The Contractor is required to provide delivery to and from Columbia VA Health Care System and the laundry facility. Pick-up of soiled uniforms and delivery of laundered uniforms shall be made once per week, on the same day every week, between Monday and Friday from 7:00 a.m. to 5:30 p.m., excluding Federal Holidays. Exact pick-up and delivery schedule can be agreed upon at the time of contract award.

8.1.1. Pick-up and delivery times may be changed in order to meet the needs of the Columbia VA Health Care System, but are to remain once per week, and be agreed upon between the Contractor and Contracting Officer Representative (COR).

8.1.2. 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.

9.0. DELIVERY REQUIREMENTS

9.1. The Contractor shall provide and maintain a soiled uniform cart and clean uniform rack to be kept on the Columbia VA Health Care System property for each delivery site. On delivery day, soiled uniforms in the designated cart shall be picked-up and clean uniforms are to be placed on the clean uniform rack, grouped by each individual employee.

9.2. The Contractor shall provide the COR with a written report of all soiled uniforms processed and clean uniforms delivered. This information can 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, and where they were delivered.

10.0. INVENTORY

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

10.2. Any lost inventory is to 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 is to be made at the discretion of the CO. Cost shall not exceed the original market price of the item(s) in question.

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

11.0. UNIFORM RENTAL CHANGES

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

11.2. Uniform rental is to be paid for an employee who is absent from work for two (2) weeks or less. If an employee is absent from work for more than two (2) weeks, the Contractor shall be notified by the COR and rental payments are to be stopped. Columbia VA Health Care System 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.

11.3. There shall be no charge for the initial setup of a new employee. New employees are required to be furnished with uniforms at the contracted prices and within thirty (30) calendar days of notification to the Contractor.

12.0. QUALITY

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

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

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

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

13.0. 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 the Columbia VA Health Care System is to 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.

· METHODS

The primary method of surveillance is to 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 shall be evaluated through daily observation and periodic checklist inspections. Checklists are provided for recording observations in this surveillance plan.

· HOW TO USE THE SURVEILLANCE PLAN

A monthly schedule is to show what the Government is monitoring each day. The COR or designated representative shall select areas and times for random sampling to build the inspection schedule. Periodic checklist items to be surveyed during the month is to be added to the schedule. Any changes are to be posted weekly, and copies shall be sent to the Contractor. Monthly checklists can be prepared for each sampling guide and shall 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 Allowable Quantity Level (AQL), represents the level of service and quality required to maintain satisfactory standing. The observations and discrepancies documented at the end of each month shall 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, is to require corrective action by the Contractor. Errors detected by the COR or designated representative in the course of surveillance shall be communicated to the Contractor within one (1) working day. Specifics concerning any error shall be recorded on the checklist. The Contractor is to initial this record, and provide it to the COR.

14.0. PERFORMANCE REQUIREMENTS SUMMARY

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

14.2. 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’ lest pay amount.

14.3. If the ‘Not to Exceed’ (NTE) limit is reached for any performance standard, the Contractor may 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, Columbia VA Health Care System reserves the right to cancel the contract on the basis of non-performance.

14.4. 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, may be withheld. Monthly payments to the Contractor may 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%.

15.0. SAMPLING GUIDE: 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 may 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 shall be considered unsatisfactory. If performance in any area is determined unsatisfactory, the COR with concurrence from the CO is to be required to complete a Contract Discrepancy Report (CDR). The CDR shall require the Contractor to explain in writing to the CO why performance was unacceptable, how performance can be returned to acceptable levels, and how the problem(s) is to be prevented in the future. The Contractor may not be paid for services not rendered in accordance with the standards set forth in the contract. The CDR and checklist shall serve as the documentation supporting payment, nonpayment, or other actions as necessary for Contractor provided services.

16.0. CUSTOMER COMPLAINT SURVEILLANCE GUIDE

16.1. The COR is to instruct employees on the designated method to complete the customer complaint form. Customers are to be required to submit the complaint form within one (1) working day of the discovery of the discrepancy. Once a complaint is received, the COR may verify the complaint and notify the Contractor of the discrepancy in writing.

16.2. The Contractor shall have three (3) working days following notification to offer a rebuttal of the complaint. Final determination of valid complaints is to be made at the discretion of the COR.

16.3. The COR is required to maintain a copy of all complaint forms. At the conclusion of each month, all validated complaints may 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 Columbia VA Health Care System informed of complaint: ______________

Action taken by Contractor or Columbia VA Health Care System

17.0. SURVEILLANCE ACTIVITY CHECKLIST

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

18.0. GENERAL REQUIREMENTS

18.1. CHANGES TO STATEMENT OF WORK

Any changes to the PWS may be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change shall 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, shall be the responsibility of the Contractor.

19.0. GOVERNMENT RESPONSIBILITIES

19.1. Columbia VA Health Care System shall provide space for the Contractor to supply a soiled uniform cart and clean uniform rack on the premises.

20.0. CONTRACTOR EXPERIENCE REQUIREMENTS

20.1. The Contractor shall be an authorized provider of the services specified. The Contractor is to provide written verification of the competency of their personnel and a list of credentials of approved personnel for placement at the Columbia VA Health Care System.

20.2. The Contractor is required to have experience in PPE uniform laundering, maintenance, delivery, and customer service.

20.3. The Contractor is required to follow standard procedures for all aspects described in the PWS.

21.0. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

It is agreed that:

· All personnel are to provide any and all required and/or requested documentation to gain access at Columbia VA Health Care System.

· All personnel are needed to register and login at Building 20 (Engineering) prior to conducting work on the premises.

· The Contractor can receive any necessary access badges for the facility and/or be escorted during site visits by a Columbia VA Health Care System employee.

· No photography on Columbia VA Health Care System premises is allowed.

22.0. 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 Columbia VA Health Care System which have been generated by the Contractor in the performance of this task order, are the exclusive property of the US Government and shall be submitted to the CO within thirty (30) calendar days. At the conclusion of each period of performance, all submittals are to be audited by Columbia VA Health Care System in conjunction with the Contractor.

· The CO is to 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 is to be released by the Contractor.

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