PWS and PRS RTI Linen service 3.12.21.pdf

PERFORMANCE WORK STATEMENT (PWS) FLARNG

FOR

211th REGT Regional Training Institute (RTI) Laundry Cleaning Services 3/12/2021

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Laundry Cleaning Services, as defined in this PWS.

1.1.1 Objectives: The Contractor shall provide linen cleaning services. The types of linens to be cleaned include, but are not limited to, sheets, pillowcases, mattress covers, blankets, comforters, and bath towels. All work shall be accomplished in accordance with the best commercial practices for laundry cleaning services. The contractor shall furnish all management, labor, transportation, pickup and delivery service, and facility operation in accordance with the terms and conditions of this Performance Work Statement (PWS). This includes all laundry and all other tasks and responsibilities deemed necessary and spelled out in this PWS. The contractor shall receive, account for, process, and return all items tendered for cleaning.

1.2 Background: The Regional Training Institute (RTI) is an Army schoolhouse that teaches various courses to Soldiers across the United States. The campus provides student housing for two buildings with 3 floors of rooms per building. There are a total of 308 rooms with 508 beds. They are located right next to the classroom/education buildings for convenience. The influx of students changes monthly, and more so with the effects of the pandemic. There is high visibility from all levels and departments of the National Guard and Active duty for the operations, resources, and advancement of technology utilized to support the TRADOC proponent learning model.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year starting in FY 2021 of 12 months and four (4) additional 12-month option years.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0730-1630 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at RTI campus, Building 3416 for reporting, and Buildings 3404 and 3406 for actual service. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is not authorized.

1.4.1.1 Telework:

The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance.

Telework shall be at no additional cost to the Government.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award.

After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.2 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website:

https://jko.jten.mil/courses/atl1/launch.html.

1.4.6 Special Qualifications: The contractor shall ensure all employees possess all required licenses for operating vehicles for transportation used in the performance of this contract. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE:

The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.11 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall be required to provide appropriate size and amount of portable linen bins (>9) that are clearly marked for both dirty linen disposal / storage prior to pick up, and for clean bins upon delivery. If the contractor will be required to purchase the appropriate amount of new bins to remain on campus, the Government will reimburse the contractor for those items and the items will become Government property after the contract ends.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements:

5.1 The contractor shall provide pickup and delivery service. Articles requiring cleaning will be picked up by the contractor within 48 hours of notification by the government representative, or upon a mutually agreed upon recurring schedule (i.e., every Thursday, every other Wednesday, etc). Cleaned items will be returned within 72 hours of pickup. In case of holiday, or severe inclement weather, contractor shall contact RTI representative to coordinate for alternate pick up and/or delivery date/time.

5.1.1 The amount of articles to be picked up and laundered vary throughout the year based upon the training population at RTI, and tend to spike significantly in the summer months. COVID has impacted the number of courses delivered on campus and will continue to impact how many students attend courses on campus versus distance learning. The government cannot guarantee a minimum amount of articles, and the services provided by the Contractor will be on an as needed basis only.

5.1.2 This service shall include loading, unloading, segregating, transporting, counting and obtaining necessary documentation for items picked up or delivered.

The contractor shall provide his own vehicles and they shall be maintained in safe operating condition at all times. All clean articles are to be protected from contamination and soiling during transit to designated delivery points. The contractor shall establish routes so as to gain access to the base for pick-up and delivery operations shall be made between the hours of 0730 - 1530 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Contractor shall be able to perform next day pickup, including weekends, at no additional charge during busy season. Contractor shall be able to load and unload linen without assistance from RTI Staff.

5.1.3 The contractor shall establish a stock inventory system to track all incoming and outgoing linen. The contractor shall perform a search for missing items in order to reconcile inventory with stock records. The return of the clean articles shall be inventoried with a checklist by the contractor and validated by the weight of all items sent compared to the return weight with the government representative from RTI.

5.1.4 Items being turned into the contractor will be weighed in the presence of the government representative and/or contractor representative and agreement reached on the weight before the totals are permanently affixed to the laundry list.

Both attesting parties shall sign the laundry list. The contractor shall stock the items in the storage closets by appropriate size.

5.1.5 Linen will be packaged in plastic and separated by types of laundry as Technical Exhibit 2.

5.1.6 Cleaned, finished items will be weighed in the presence of the Contractor’s Representative. All unserviceable articles and non-repairable articles will be returned after laundering to the Government by the Contractor in a separate marked bundle, clearly identified as “unserviceable.”

5.1.7 Contractor shall provide at least nine linen carts which will used for pickup and delivery of linen, as well as storage out of sight of used laundry during peak times. Contractor may increase above nine bins at their discretion. Contractor shall not place clean linen in dirty linen carts. Contractor shall maintain linen cart wheels in a manner that does not damage VTC flooring in barracks.

5.1.8 Sanitation: All soil, spots and stains shall be removed during processing.

Delivered finished articles shall conform to the generally accepted industry and local standards of quality, cleanliness, finish, appearance, and packaging. Each item should be cleaned, thoroughly dried, and free from lint. White fabrics should be free of yellow and gray tints and other unsightly appearances. Colored fabrics shall be bright and clean. Each item shall be free of objectionable odors, completely dry, and soft. There shall be no trace of Contractor’s laundering supplies left in or on any of the items. All items processed on flatwork ironers, such as sheets, pillowcases, etc.., shall be finished so that all surfaces are smooth, free of wrinkles, and retain their original shapes and sizes. All work performed shall be done under sanitary conditions. The contract facility shall be open to inspection of conditions at any time by a representative of the government, and the government reserves the right to perform or cause to have performed any test necessary to determine the sanitary condition of the articles delivered by the contractor.

5.1.9 Re-performance: Any article found to not meet the requirements of the PWS shall be re-cleaned at no additional cost to the Government. After the articles are re-cleaned, the Contractor shall pack these articles separately and identify them as “Re-performed.” In situations where re-performance is not practical, the Government reserves the right to adjust the invoice as appropriate.

5.1.10 Non-Reimbursable Repairs and Replacements. The Contractor shall repair at no cost to the Government all rips, tears, etc., caused by contractor’s personnel negligence, using materials of the same quality, compatible color, colorfastness, and texture as that used in manufacture of the articles. In the event the contractor damaged articles are no longer usable for the purpose intended, or in the event an article is lost by the contractor, the articles will be replaced at no cost to the Government with an article similar in size, quality, and color. The Government personnel will identify all repair/replacement requirements.

5.1.11 Contaminated Laundry: All contaminated laundry (i.e. COVID, Chicken Pox, bloodstained, bodily fluids) will be identified by Government personnel and placed in separate plastic bags for transport to the contractor. The Contractor is responsible for properly handling this contaminated laundry, in accordance with the generally accepted industry standards.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation Mandatory https://www.acquisition.gov/?q=browsefar Defense Federal Acquisition

Regulation Supplement Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars Homeland Security Presidential

Directive (HSPD)-12 Policy for a Common Identification

Standard for Federal Employees and Contractors

08/27/2004 Advisory https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 Advisory https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 Advisory https://www.esd.whs.mil/Directives/issuances/dodm/

AR 25-2

Information Assurance

04/04/2019 Mandatory http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 525-13

Antiterrorism

12/09/2019 Mandatory http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

NA

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom

5.1 Response time of pickup after government notification

The contractor shall provide pickup within 48 hours of notification by the government representative, or upon a mutually agreed upon recurring schedule.

Response time shall adhere to the standard 95% of the time each month.

Periodic Inspection / COR

5.1 Return time

The contractor shall deliver cleaned items within 72 hours of pickup.

The contractor shall perform within the established timeframes 95% of the time each month.

Periodic Inspection / COR

5.1.3 Stocking

The contractor shall use one established form to record weight, item count, and item description of each delivery.

That form will be signed by a government representative to validate receipt of the items.

Upon signature the items will be moved to the appropriate storage rooms and stocked on the provided shelving by appropriate size and type. The government shall provide labeling and identification on shelves.

The contractor shall perform within 95% of the time each month.

Periodic Inspection / COR

5.1.6 Cleanliness

standard

The contractor shall conform to the generally accepted industry and local standards of quality, cleanliness, finish, appearance, and packaging.

Meets the standard 99% of the time. All soil, spots, and stains shall be removed during processing.

White fabrics shall be free of yellow and gray tints or other unsightly appearances. Colored fabrics shall be bright and clean. Each item shall be free of objectionable odors.

There shall be no trace of Contractor’s

Periodic Inspection / COR laundering supplies left in or on any of the items. All items shall be completely dry and soft.

All items shall be inventoried and accounted for at pickup and delivery. All items shall be bundled separately by size.

Items processed on flatwork ironers, such as sheets, pillowcases, etc. shall be finished so that all surfaces are smooth, free of wrinkles, and retain their original shapes and sizes.

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.5.2 AT Level 1

Awareness Training

Certificates

Provide within 15 calendar days after employee completes training.

1 Electronic Submission

COR

2.1.7 Quality

Assurance plan

Provide the day of clean linen deliveries

1 Electronic Submission

COR

TECHNICAL EXHIBIT 3

Estimated Workload Data

This information is provided for historical background only. It is not a guarantee of workload quantities.

ITEM NAME ANNUAL ESTIMATED

QUANTITY

1 Historical annual average weight 49,000 lbs.

2 Bi-annual average weight of curtains 1,232 lbs.

Total annual average weight for all items 50,332 lbs.

Type 1: BED LINEN Type 2: TERRY

Twin Flat Sheets Bath Towels Twin Fitted Sheets Hand Towels Queen Flat Sheets Bath Mats Queen Flat Striped Sheets Cleaning Towels Queen Fitted Sheets Queen Fitted Striped Sheets Standard Pillow Cases

Type 3: BEDSPREADS/PADS/BLANKETS/WINDOW CURTAINS

Twin Comforter Queen Comforter Twin Blankets Queen Blankets Twin Mattress Pads Queen Mattress Pads Window Curtains