PWS - Aircrew Facility Linens.pdf

AIRCREW FACILITY LINENS SERVICE

PERFORMANCE WORK STATEMENT (PWS)

1. DESCRIPTION OF SERVICES: The Contractor shall provide all management, supervision, personnel, equipment, tools, supplies, transportation, materials, and other items necessary to ensure that aircrew facility linen services are performed for Building 917 (Aircrew Facility) located on Kirtland Air Force Base (KAFB) as defined in this Performance Work Statement (PWS), and in accordance with contract requirements.

Building 917 will be referenced as the Government from hence forward. The Government will not exercise any supervision or control over the Contractor. The Contractor shall perform to the standards in the contract as well as all local, state, federal, health, occupational safety, and professional industry standards.

1.1 Workmanship and Sanitation: Delivered finished articles shall conform to the accepted industry standards of quality of cleanliness, finish, and appearance. All work performed shall be carried out under sanitary conditions.

1.2 State or Local Department of Health Requirements: The Contractor is responsible for complying with any certification or labeling requirements mandated by the State or Local Department of Health Regulations.

1.3 Soiled Linen Handling Safety Guidelines: The Contractor must train all employees handling soiled linen, including those involved in collecting, transporting, sorting, and washing, on exposure risks. All Contractor employees must adhere to OSHA requirements and procedures and wear protective gear, such as gloves, gowns, and aprons to reduce the risk of contamination of exposed areas of skin and soiling clothing.

Contractor employees must follow hand washing procedures. The Contractor is responsible for the health and well-being of their employees.

1.4 Inventory Count & Weight: All pieces of laundry will be individual counted by the Government prior to pick-up. Billable weight will be determined by the average weight listed in Exhibit 2. Pick-up and delivery shall be made to building 917 on KAFB between the hours of 9:00 am and 11:00 am. Contractor personnel shall verify the count and provide the Government with the returned count and original copy of the ticket. All shall be accounted for; no percentage of variance shall be authorized on these items. The Contractor shall develop a list of services performed along with cost for each service on the pricing attachment prior to award of contract.

1.5 Pick-Up: The counting of articles will be done by Government personnel prior to pick-

up. The Contractor’s Representative shall verify the count at time of pick-up. Signature on the receipt constitutes agreement with the Government’s count for pieces of laundry. A copy of the pick-up ticket will be retained by the Government for computing variance in count when clean laundry is delivered.

1.6 Packaging: Packaging of laundry for delivery shall be as indicated in Exhibit “1” of the contract with materials furnished by the Contractor. Bulk linen shall be separated in carts by items, e.g. bath towels, hand, towels, wash clothes, blankets, etc., and bundled according to Exhibit “1”. It is acceptable to package linen items that do not form a complete bundle and send them out if the items are ready for shipment. However, the linens must be bundled with like items, wrapped correctly, and labeled with the accurate number/quantity on the packaging for proper accountability.

1.7 Special Laundering Tasks: The following items listed below are subparagraphs that require special handling (laundering separately). To include correct ticket, stain proof hanger, and protective covering.

1.7.1 Draperies: Must be resized to original size after cleaning and prior to packaging.

Coordination with the Contracting Officer Representative (COR) is required to schedule as these items are required to be cleaned semiannually.

1.7.2 Mops: Shall be washed and returned in plastic bags.

1.7.3 Microfibers: Shall be washed separately and returned separately from other linens due to the nature in which they are used to clean surface areas.

1.7.4 Pillows: Shall be washed and dried separately due to the delicate nature. Coordination with the COR is required to schedule these items as they require annual cleaning.

1.8 Unserviceable Articles: After laundering at the Contractor facility, if articles are deemed unserviceable and/or non-repairable as defined in the Appendix by the Contractor, they must be clearly marked as such and returned in a separate bundle to the COR. The COR will then make the official determination regarding the serviceability of the items.

1.9 Repairs: Except for articles determined to be unserviceable per definition in Appendix A, the Contractor shall repair all minor rips, tears, open seams, and holes using thread and materials of the same quality, compatible color, color fasteners and texture as that used in the manufacture of the articles. The Contractor shall replace all broken or missing buttons with buttons of matching color and similar appearance and quality. All such repairs shall be performed at no additional cost to the Government.

NOTE: Linens and terry item repairs shall only be required upon request.

1.9.1 Re-washing of Laundering Credits: Re-washing services shall be at no additional cost to the Government. Items shall be identified by the COR to the Contractor’s Representative at the next scheduled pick-up after the unacceptable condition is discovered. A credit will be processed and issued to the Government by the Contractor’s Representative upon pick-up.

1.9.2 Damaged Linen: When it has been determined by the Government that linen has been damaged or distorted due to Contractor error, the Contractor shall fully reimburse the current replacement cost without allowing for depreciation.

1.10 Missing and Lost Items: Any article missing from a delivery shall be delivered by the

Contractor in the next regularly scheduled delivery. Missing articles needed within 24 hours by the Government will be delivered before 4:00 PM on the same day at no additional cost to the Government. Lost articles will be paid for in full by the Contractor.

1.11 Vehicle Interior Requirements: Soiled items and clean items shall not be transported in the same vehicle at the same time. All clean items shall be covered during transit to the Building 917 to prevent contamination. After transportation of dirty laundry, the vehicle shall be vacuumed and sanitized with EPA approved detergent germicidal agent before loading the clean articles.

1.12 Contaminated Linens: The Contractor shall adhere to all local health regulations and state laws pertaining to the transportation and handling of all contaminated linen. The Government will place contaminated linens in water-soluble bags and a red plastic bag, which the Contractor must process without direct handling by individuals. Washing temperature shall be a minimum of 160 degrees Fahrenheit. Water-soluble bags will be furnished by the Government at no cost to the Contractor.

1.12.1 Infectious Diseases: The Contractor shall have dedicated facilities for storing and receiving articles contaminated with infectious disease, separate from the main plant and working area. The Contractor shall remove and destroy all contaminants in the linens during the laundry process.

1.13 Recognized Holidays: The Contractor shall not be required to conduct pickups or deliveries on the following federal holidays:

New Year’s Day 1st day of January

Martin Luther King’s Birthday Third Monday of January

President’s Day Third Monday of February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11th

Thanksgiving 4th Thursday in November

Christmas December 25th

1.14 Base Closure Notification Procedures: Kirtland Air Force Base could be closed due to various circumstances, including but not limited to adverse weather, a base or local disaster, security issues, or other events that would necessitate the closing of the base.

Once the Base Commander officially mandates the closure of KAFB, the following radio and television stations will be informed:

Television: KRQE 13 KOB-TV 4 KASA-TV FOX 3 KOAT-TV 7

Radio: KPEK 100.3 99.9 The Beat Power 100.9 The Q 93.3

The Contractor shall receive no other form of notification of the KAFB closure from the Government. The Contractor is responsible for notifying their employees of the closure.

1.15 Quality Control: The Contractor shall develop and maintain a quality control program to ensure laundry is performed in accordance with commonly accepted commercial practices and services identified in the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective services does not occur. As a minimum, the Contractor shall develop quality control procedures address the areas identified in the Services Summary.

1.16 Quality Control Plan (QCP): The Contractor shall submit a QCP no later than any pre-service orientation. The QCP shall outline how the Contractor intends to ensure quality performance during the contract. The Contractor shall maintain the QCP throughout the life of the contract. Any revisions to the plan must be shared with the Contracting Officer

(CO) for acceptance, with a copy provided to the COR when modifications are made. The

QCP shall include the following:

1.16.1 Inspection System: Written procedures for the inspection system that include the title/name of the individual responsible for the QCP and who will perform the inspections. The location of inspection records and key control logs shall always be made available to the Government during the period of performance of the contract.

1.16.2 Deficiency Prevention: An inspection form describing the method for identifying and preventing defects in the quality of service performed.

1.16.3 Inspection Record: All inspections will be performed at Building 917 by the

Government COR. The inspection record provides the following information:

a. Date and time of the inspection

b. Title and signature block for the person who performed the inspection

c. Ratings of acceptable or unacceptable for all work performance inspected

d. Total number of observations and defects

e. Type of inspection (daily, random, periodic, etc.)

f. Frequency of inspection (weekly, monthly, daily, etc.)

1.17 Government Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with FAR 52.212-4. For those tasks included in this PWS, the COR shall follow the methods of surveillance delineated in Section 2 of the Services Summary. The COR shall record all surveillance observations and, when an observation indicates defective performance, the COR shall notify the Contractor in writing and require written acknowledgement of the observation. The COR shall also notify the CO for action in accordance with the aforementioned clause and the terms of the contract.

1.18 Meetings: The Contractor is required to attend all meetings convened by the COR or CO. Periodic meetings will be held between the CO, COR, and other Government personnel to review the Contractor’s performance, during which the Contractor shall apprise the Government of any points of concern. The meetings will be at no additional cost to the Government.

2. DELIVERABLES: The Contractor shall submit a monthly report to the COR and CO containing services provided, the number and type of articles, and dollar amount for each.

Additionally, any lost items, including their quantity, type, and associated dollar amounts, shall be reported for each month. The report must be submitted no later that five business days following the last day of the month.

3. SERVICES SUMMARY: The performance objectives are directly related to mission essential items that are critical to mission success. The performance threshold defines the minimum acceptable levels of service required for each requirement.

SDS ITEM PERFORMANCE

OBJECTIVE

PWS

PARAGRAPH

REFERENCE

PERFORMACNE

THRESHOLD

SURVEILLANCE

METHOD

SDS-1

Pick-up linen from Bldg 917, Monday through Friday excluding holidays.

Para

1.4-1.6, 1.16

Performance is acceptable when no discrepancies are assessed per month.

100% daily surveillance

Performance is unacceptable if 1 or more discrepancies are assessed per month.

SDS-2

Meet scheduled delivery & pick-up time within scheduled timeframe:

9:00 am – 11:00 am

1.4 & 1.6 when no more than 2 unacceptable if 3 or more

SDS-3

All articles are processed in accordance with Industry Standards. All items packaged & labeled properly.

1.2 & 1.9

Daily spot checks of up to 5 different items by COR or alternate to verify labels match product in package and that the package is properly sealed. NOTE: Amounts not sufficient to make a bundle are authorized to be plastic wrapped and marked with actual quantity.

unacceptable if 3 or more

SDS-4

Return the same quantity of linen as was picked up 2 working days earlier.

1.5 Variance in bulk weight

for laundry returned shall not exceed 16.64% from bulk weight recorded at pick-up. The 16.64% variance shall be calculated by taking a monthly average.

SDS-5

Return linen free of damages caused by washing, drying, ironing, or transporting procedures. Damages may include, but are not limited to color alteration, burned or scorched fabric, and/or any other damage that limits the functionality of items like shrinkage

1.5 & 1.9.2 when items are delivered free of damages, which may include but are not limited to burned or scorched fabric, and/or any other damage that limits the functionality of items like shrinkage

Perform daily random sampling in the presence of the COR or alternate and conduct a weekly review of the housekeeping department's quality control report.

SDS-6

Maintain separation between clean and dirty linens.

1.7 – 1.7.4 when objective is full met.

unacceptable if 1 discrepancy is assessed in one month.

SDS-7

Provide pressed, wrinkle-free linen marked with a “P” to indicate their completion.

Performance is deemed acceptable if the Contractor receives no more than 2 official complaints from the COR regarding unfinished, wrinkled linen in a single month.

The COR or alternate will conduct daily random sampling of up to 5 packets during service transactions in the presence of the service provider's representative.

Additionally, biweekly housekeeping quality assurance reports will be reviewed.

unacceptable when more than 3 official complaints are presented to Contractor by COR due to unfinished, wrinkled linen in one month.

SDS-8

To produce a product with a faint favorable odor and a soft texture.

1.5 official complaints are presented Contractor by COR due to unfavorable odor and/or coarse finish over a quarter.

Daily random sampling of up to 5 packages will be performed by COR or alternate during service transaction in the presence of the service provider’s representative.

Additionally, unacceptable when more than 3 official complaints are presented to Contractor due unfavorable odor and/or coarse linen finish over a quarter.

housekeeping quality assurance and Customer Comment Cards will also be reviewed.

4. GOVERNMENT FURNISHED FACILITES, UTILIES, AND SERVICES

4.1 Facility: None. The Contractor will pick up and deliver on KAFB to building 917.

4.2 Emergency Medical Services: The Government will provide emergency medical services and patient transportation for Contractor personnel who are injured or become critically ill while performing deliveries to KAFB building 917 during the performance of the contract. The Contractor shall reimburse the Government for the cost of medical treatment and patient transportation at the current inpatient or outpatient treatment rate, as appropriate.

4.3 Incident Reporting Requirement: The Contractor shall record and report within one hour to the CO or designated Government Representative, all facts relating to each instance or damage to Government property or injury to either Contractor or Government personnel.

5. Security Requirements

5.1 Personnel Safety: The Contractor shall not employ person for work on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

5.2 Contractor Personnel Appearance and Hygiene: Contractor personnel should present a neat appearance and be easily recognized as Contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. The Contractor should specify that all his/her employees should wear a clean uniform every day without rips or tears. The Contractor should specify that all his employees must maintain cleanliness by bathing regularly to ensure clean area is not contaminated by employees.

5.3 Conflict of Interest Employment Policy: The Contractor shall not employ any person who is an employee of the United States Government if employing that person would create a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with the Department of Defense (DoD), Joint Ethics Publications.

5.4 Government QAP/Linen Officer Employment Prohibition: The Contractor is prohibited from employing off-duty Government QAP/Linen Officer who are surveying any contracts/subcontracts awarded to the Contractor.

5.5 Contractor Identification: The Contractor shall complete an “Application for Identification Card (DD Form 1172) for each employee of the Contractor requiring access to Kirtland AFB. The requests shall be submitted to the Building 917 COR. A long-term pass may be used as an alternate to the identification card.

6. Continuation of Essential Department of Defense Contractor Service During Crisis

6.1.1 Essential Services During Crisis: All basic services to be performed under this contract have been determined to be essential for performance during crisis and, according to Department of Defense Instruction (DODI) 1100.22 and Air Force implementation thereof, it is determined that the Contractor shall be required to perform during crisis. The CO or designated representative shall verbally advise the Contractor of the effort required.

6.1.2 Continuation of Contractor Essential Services: To ensure continuation of essential Contractor services under all circumstances, the linen service is hereby designated as Mission-Essential. There may be times when real world conditions dictate some, or all, Contractor services elevate to designated as Mission-Essential; example (snow removal, hurricane evacuation support, elevated FPCONs, etc.). Required support for Wing Plan(s) execution are designated as essential Contractor service as defined in Defense Acquisition Regulation Systems (DFARS) 252.237-7023, Continuation of Essential Contractor Services. Contractor shall be responsible for performing those services identified as essential Contractor services during crisis as directed by CO per DFARS regulation.

6.2 Workload Estimates

6.3 Exhibit 1 – Method of Finish

6.4 Exhibit 2 – Estimate Annual Weight

6.5 Exhibit 3 – Cost of Replacement Linen

7.1 WORKLOAD ESTIMATES

BASE Weight 40,000 lbs

OPTION 1 Weight 40,000 lbs

OPTION 2 Weight 40,000 lbs

OPTION 3 Weight 40,000 lbs

OPTION 4 Weight 40,000 lbs

7.2 EXHIBIT 1 – METHOD OF FINISH CODES

W – Wash H – Place on Hanger D – Dry (Tumble) P - Press F – Fold WP – Wrapped in Clear Plastic B – Bundle L – Label Bundles with Item Description & Quantity as Listed Below

Flat Sheets (Queen Size) 10’s W, D, F, B, P, WP, L Fitted Sheets (Queen Size) 10’s W, D, F, B, P, WP, L Mattress Pads (Queen Size) 1’s W, D, F, B, P, WP, L Box Spring Covers (Queen Size) 1’s W, D, F, B, P, WP, L Blankets (Queen Size) 1’s W, D, F, B, WP, L Pillow Cases (Standard Size) 25’s W, D, F, B, WP, L Hand Towels 25’s W, D, F, B, WP, L Wash Cloths 25’s W, D, F, B, WP, L Bath Towels 10’s W, D, F, B, WP, L Bath Mats 10’s W, D, F, B, WP, L

7.3 EXHIBIT 2 – ESTIMATED ANNUAL WEIGHT

Annual Laundry Weight Estimate Item Annual Cycles Average Item Weight Total Annual Weight

Blanket - Queen 1,720 3.375 Lbs 5,805 Lbs

Flat Sheet - Queen 1,720 1.875 Lbs 3,225 Lbs

Fitted Sheet - Queen 1,720 1.625 Lbs 2,795 Lbs

Mattress Pad 1,720 0.125 Lbs 215 Lbs

Pillow Case 6,880 0.375 Lbs 2,580 Lbs

Pillow 6,880 1 Lb 6,880 Lbs

Bath Towel 5,160 1.125 Lbs 5,805 Lbs

Hand Towel 5,160 0.313 Lbs 1,613 Lbs

Wash Cloth 5,160 0.125 Lbs 645 Lbs

Bath Mat 1,720 0.688 Lbs 1,183 Lbs

Micro Fiber Cloths 800 0.125 Lbs 100 Lbs

Shower Curtains (Cloth/Plastic)

1,720 1.188 Lbs 2,043 Lbs

Mattress Cover 1,720 2.5 Lbs 4,300 Lbs

Black Out Curtains

172 10 Lbs 1,720 Lbs

Mop Heads 260 1 Lb 260 Lbs

Box Spring Covers 86 2.5 Lbs 215 Lbs

TOTAL ANNUAL WEIGHT 40,000 Lbs

7.4 EXHIBIT 3 – PRICE BREAKDOWN FOR REPLACEMENT OF LINEN

Replacement items if lost or damaged Price per unit/case

Cs Pk

Cost Per Item

Queen Fitted Sheet Hodell/BABCO $349.39 24 $ 14.56

Queen Flat Sheet Hodell/BABCO $324.76 24 $ 13.53

Queen Mattress Pad Hodell/BABCO $ 168.74 10 $ 16.87

Queen Blanket Hodell/BABCO $ 152.63 4 $ 38.16

Bath Mat Hodell/BABCO $ 230.42 60 $ 3.84

Bath Towel Hodell/BABCO $ 282.02 36 $ 7.83

Hand Towel Hodell/BABCO $ 249.56 120 $ 2.08

Washcloth Hodell/BABCO $ 207.97 300 $ 0.69

Pillow (Standard) Hodell/BABCO $73.94 10 $7.39

Pillow Case (Standard) Hodell/BABCO $ 189.69 72 $ 2.63 Mattress Protector (Bed Bug Proof) w/zip- Queen (Mattress Cover)

Hodell/BABCO $ 306.72

6 $51.12 Box Spring Protector w/zip-Queen Hodell/BABCO $ 183.84 6 $ 30.64

Dry Mop Head Amazon* $ 124.88 12 $ 10.41

Microfiber Cloth Amazon* $ 158.99 240 $ 0.66

Shower Curtain BABCO $ 238.29 12 $ 19.86

APPENDIX A

DEFINITIONS

Unserviceable Items: Items damaged or worn beyond economical repair. Items shall be extracted from the system by the Contractor and COR shall determine in unserviceable.

Contaminated Linens: The linens originated in isolation (COVID positive rooms) or that are soiled and contaminated with contagious disease and infectious microorganisms.

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

Clean: Finished articles are dry and free of visible soil, lint, and odors. Spots and stains shall be removed without damaging the fabric.

Major findings are contract nonconformances which are considered critical or major. IAW FAR

46.101 a major nonconformance means a nonconformance, other than critical, that is likely to result in failure of the supplies, or to materially reduce the usability of the supplies or services for their intended purpose. A critical nonconformance means a nonconformance that is likely to result in a hazardous or unsafe condition for individuals using, maintaining, or depending upon the supplies or services; or in condition as having a significant adverse effect on the quality of the activity, such as those stated below. QAP/COR shall document their findings and notify the CO immediately in writing. Email is acceptable.

A. Contractor failure to meet a Performance Threshold.

B. Failure to provide adequate corrective action to preclude reoccurrence of

Government identified findings.

C. Failure to provide adequate corrective action to deficiencies identified by the

Contractor within a prescribed suspense period.

D. Any failure to adhere to security and/or safety regulations that results in a security or safety incident.

Minor findings are contract nonconformances that are not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. When QAP/COR identifies a minor finding, they shall document the findings, but is not required to notify the CO. However, if the same minor finding is repeatedly identified, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the QAP/COR shall notify the CO in writing.

Email is acceptable.