PWS - Cubicle Curtain Cleaning - Coatesville.pdf

Cubicle Curtain Cleaning Services

Section 1 – Scope of Work

1.1 Scope of work

1.1.1. This document contains the technical provisions for cubicle curtain dry cleaning services that are to be provided to the Coatesville Veterans Affairs Medical Center (CVAMC), 1400 Blackhorse Hill Road, Coatesville, PA 19320.

1.1.1.1. The work required by this Performance Work Statement (PWS), consists of furnishing the physical plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete cubicle curtain cleaning services, as outlined in Section 5.

1.1.1.2. All workmanship shall be in accordance with practices established by the Association for Linen Management (ALM) (formerly National Association of Institutional Linen Management), Drycleaning & Laundry Institute International (DLI) (formerly International Fabricare Institute), Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission (formerly the Joint Commission on Accreditation of Healthcare Organizations)

1.1.2. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by the Program Point of Contact (POC) and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage.

1.1.3. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in Section 5 shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for Contractor recognition by the POC when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

1.1.4. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the POC. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all dry-cleaning services required by the Medical Facility.

1.1.5. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the POC and the approval of the CO or other management official as may be deemed appropriate.

1.2 Contractor Experience

The Contractor shall have experience in providing cubicle curtain cleaning services. The firm must have gained this experience as a result of being primarily engaged, in the business of providing cubicle curtain cleaning services in health care/patient care environments (e.g.

inpatient, and outpatient medical treatment facilities); for a minimum of three consecutive years prior to submitting proposal.

1.3 Supervision By Contractor

1.3.1 The Contractor shall assign an on-site manager who shall be physically present during work hours. The on-site manager is solely responsible to supervise the provision of these dry-cleaning services to the CVAMC and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute the on-site manager in his absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

1.3.1.1 Certified by ALM or graduate of an independently controlled management training program emphasizing institutional laundry.

1.3.1.2 CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substitute for certification.

1.3.2 The CO and POC must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours and off duty within 15 days after award.

The same information will be provided for a qualified alternate when the CPM is not available.

1.3.3 The Contractor is responsible for the effective implementation of their Quality Control program and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the POC.

1.3.4 CPM or alternate shall respond in person, or by telephone, within one hour of notification by the POC. The CPM and any designated alternate shall have full authority to contractually commit for prompt action on matters pertaining to the contract.

1.4 Personnel Qualifications and Requirements for Contract Service

1.4.1 Employment

1.4.1.1 The CPM and qualified alternate must be able to read, write, speak and understand the English language.

1.4.1.2 The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract.

1.4.2 Training

1.4.2.1 No Contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor’s procedures manual is completed.

Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the

Government exercises one or more of the option years to the contract, the Contractor shall provide to the POC documentation that personnel attended refresher training.

1.4.2.2 Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial training will include but will not be limited to the following topics:

1.4.2.2.1 A general orientation of basic bacteriological concepts, including the basic of how disease is caused and transmitted.

1.4.2.2.2 Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification.

1.4.2.2.3 Proper use and handling of supplies and equipment.

1.4.2.2.4 Care and maintenance of Contractor and Government-furnished property.

1.4.2.2.5 Familiarization with local fire prevention and safety procedures.

1.4.2.2.6 Familiarization with equipment operational manuals.

1.4.2.2.7 Individual duties and responsibilities.

1.4.2.2.8 Procedures for replenishing supplies and obtaining equipment repair.

1.4.2.2.9 Role of Contractor personnel and their impact on patient care.

1.4.2.2.10 Techniques or methods for measuring the quality of work performance.

1.4.2.2.11 A general orientation of laundry operating procedures and policies.

1.4.2.2.12 Hazard communication, including location and access to the Material Safety Data Sheets (MSDS)

1.4.2.2.13 Compliance with Occupational Safety and Health Administration (OSHA)’s Bloodborne Pathogens Standard 29 CPR 19.10.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment).

1.4.2.2.14 Hepatitis B virus (HBV) requirement.

1.4.2.3 Safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

1.4.2.4 Personal Hygiene – Contractor personnel shall be clean and neat in appearance.

1.4.2.5 Exposure to Hazardous Working Conditions – Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal that become injured or ill on the job at cost to the Government.

1.4.2.6 Physical Examinations

1.4.2.6.1 The Contractor will be responsible for any physical examinations and emergency medical care of personnel.

1.4.2.6.2 Contractor’s personnel who acquire a communicable illness must not perform service under the contract. He/she must be free of illness before returning to work.

1.4.2.7 Miscellaneous

1.4.2.7.1 The Contractor is responsible for compliance with all appropriate Joint Commission, VA and other regulatory agencies record keeping requirements.

1.5 Quality Control and Quality Assurance for Contract Service

1.5.1 Quality Control – The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the POC and CO. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the POC. The program shall include but not be limited to the following:

1.5.1.1 An inspection system covering the performance of the Quality Assurance/Performance Requirements summary.

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

1.5.1.3 A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the Lead POC during normal working hours. The file shall be turned over to the Government within 14 days of the completion of termination of the contract.

1.5.2 Quality Assurance – The Government will monitor the Contractor’s performance under this contract using Quality Assurance Procedures. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

1.5.3 Pre-Award Survey – The Contractor shall have management officials, of an appropriate level, represent the firm. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. At a minimum, the Contractor shall address the following items of information in the presentation:

1.5.3.1 Start-up and phase-in schedule.

1.5.3.2 Procedures to secure Government property while under Contractor’s jurisdiction.

1.5.3.3 Availability of labor force (manning chart), plan for recruiting, type and extent of training.

1.5.3.4 The role of the CPM and extent of authority.

1.5.3.5 A copy of the Contractor’s Policy and Procedure Manual.

1.5.3.6 Plans and management procedures for logical administrative support of all functions;

that is receipt, processing, packaging and delivery of clean linens.

1.5.3.7 Procedures to be used to ensure contract requirements are met (Quality Control Program).

1.6 Government Representative

The POC is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting, and monitoring certification of the Contractor’s performance by the POC. The CO will furnish the name of the POC for the facility prior to the start date of the contract. The Contractor shall be advised the extent of the authority of the POC. The POC shall have access to plant facilities, without necessity of prior notification to Contractor. Each phase of the services render under this contract is subject to Government inspection during both the Contractor’s operation and after completion of task. The Government’s program is not a substitute for quality control by the Contractor.

1.7 Performance Evaluation Meetings

1.7.1 The CPM shall meet with the POC on a minimum frequency of once each month according to schedule establish by the POC. On occasion the POC may be accompanied by the

CO.

1.7.2 The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting (s) between the CPM, POC and the CO. A mutual effort will be made to resolve all problems identified. The POC will prepare written minutes of these meetings. Should the CPM not concur with the minutes, a written statement will be presented to the CO, and the CPM will be notified of the decision in writing by the CO.

1.8 Correspondence

All correspondence relative to this contract shall bear the VA contract number, title and name of the CVAMC, and shall be addressed to the POC with a copy to the CO.

1.9 Security

It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e. medical instruments and personal items) are turned in to the POC daily (M-F). A note will accompany the articles returned identifying the area or origination, and the type of linen item it was found on (ex:

general, special).

1.10 Safety and Fire Prevention

1.10.1 In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the plant and transportation vehicles.

1.10.2 Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

1.10.3 The Contractor will comply with Federal, State and local safety and fire regulations and codes. The Contractor should keep abreast of and comply with changes in these regulations and codes.

1.10.4 Contractor’s personnel shall follow policies concerning fire/disaster programs.

1.10.5 The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction and personnel hazard.

1.11 Damage and Equipment Loss

1.11.1 All tasks accomplished by Contractor’s personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment and architectural or building structures. The Contractor shall verbally report immediately to the POC, any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the POC and a copy forwarded to CO.

1.11.2 When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the POC will issue a CDR. The Contractor will reply in writing, to the POC within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

1.11.3 Any damage caused to Government property during the course of the Contractor’s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor’s own expense.

1.12 Delivery Requirements

1.12.1 The Contractor shall provide the POC with a written report of all cubicle curtains processed. The information must be recorded on a monthly basis and delivered to the POC at the end of the month. The report of clean cubicle curtains delivered must show date, the name of the item, number of pieces delivered, the size and where they were delivered. The Contractor is required to take down and replace with existing clean curtains. The Contractor then returns the next business day to re-install facility owned curtains. The Contractor is required to make sure there are no tears or rips in curtains they provide.

1.12.2 The POC will verify the deliveries daily and discuss any discrepancies with the CPM and

POC.

1.12.3 The Contractor shall disinfect carts after removing soiled cubicle curtains from them and before placing clean cubicle curtains in them, with a Tuberculocidal Germicide, which has been approved by the POC. Carts containing clean cubicle curtains being returned shall be covered with clean plastic covers to protect them against contamination while in transit between the laundry plant and the Medical Center. Laundry bags or liners used to transport soiled curtains must be laundered after use.

1.12.4 Clean cubicle curtains shall be available for transport Monday-Friday except for federal holidays. Soiled cubicle curtains and specialty items will be available for processing Monday- Friday except for federal holidays. Deliveries will be made at a time set by this contract or by the POC at the Coatesville VA Medical Center.

1.12.5 Clean cubicle curtains will be processed and packaged as specified in Section 5.

1.12.6 Contractor’s personnel shall clean the transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the POC.

1.12.7 Clean cubicle curtain delivery and soiled linen pickup shall be between the hours of 8:00 am and 4:00 pm, ET, Monday through Friday or as established by the POC at the following Medical Center location:

Coatesville VA Medical Center 1400 Blackhorse Hill Road Coatesville, PA 19320

1.13 Phase-out Plan

The Contractor shall have a phase out plan. This plan shall describe the Contractor’s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work on duties.

1.14 Circumstances to be reported

The Contractor shall report any circumstances which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately available, upon discovery by the Contractor, to the POC by phone and a follow-up fax.

1.15 Contingency Plan

Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor’s equipment and/or production facility failure. This Contingency Plan must also include transportation vehicle failure.

Section 2 – Definitions

2.1 Definitions

Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

Ancillary Equipment – Equipment required for Contractor’s operations but not directly related to laundry production, e.g., cleaning equipment.

AQL (Acceptable Quality Level) – The maximum percent of defective work, or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally.

As long as unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government. The Contractor, however, must correct all unsatisfactory work unless excused by the POC.

CDR (Contract Discrepancy Report) – Government formal documentation of Contractor’s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.

Clean – Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies – Those supplies used in the day to day operation of the laundry, e.g., detergent bleach, and alkali.

Contractor – An individual, partnership, or organization having a contractual relationship with the Government the provision of service.

CO (Contracting Officer) – The only person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

CPM (Contractor’s Plant Manager) – Contractor’s representative having supervisory responsibility and authority for total performance of work under the contract.

Cure Notice – A formal notification to Contractor to correct a deficient situation or risk termination of contract.

Defect – Each instance of non-compliance with a contract requirement. A defect may be caused by either non-performance or poor performance. Each defect is subject to deductions, as set forth in Section 7.

Delivery Point – Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Medical Facility.

VA (Department of Veterans Affairs) – Government agency requiring services under the terms of the contract.

Emergency – An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the POC.

Fair Wear and Tear Condition – Worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

Federal Holidays – The date of observance by the Federal Government of the following holiday:

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

25). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. (When such holiday falls on the second non-workday, the next workday will be considered a holiday.

Government – The United States Government, Headquarters, VA, VAMS, and the term used to refer to the official designated to administer the contract or their designated representatives.

Infection Control Committee – The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by the Joint Commission and the

VA.

Joint Commission – A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Linen Inventory – An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Coatesville VA Medical Center.

Manning Chart – A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

Medical Center Director –The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center.

Must – This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging – Packaging is the process by which cleaned cubicle curtains garments and linen are returned to the Medical Center. Cubicle curtains are delivered in linen carts by quotas according to established arrangement agreed upon by the POC and CPM. All linen is packaged securely to prevent possible contamination.

Personal Property – All Government property, except real property and expendable property.

Procedures Manual – A Contractor’s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/safety precautions.

PWS (Performance Work Statement) – A document that describes accurately the essential technical requirements for services, including the standards used to determine whether the requirements have been met.

Quality Assurance – Those actions taken by the government to check goods or services to determine that they met the requirements of the PWS.

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.

Sanitary – In a clean state, protected from the contamination of pathogenic organisms.

Satisfactory Performance – Within limits of the AQL, adherence to the requirements of the

PWS.

Separation – Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

Service – A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid.

Serviceable Articles – Articles usable in their current condition, or restorable by economically justified repair method to usable condition.

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

Standard – A Government acknowledged measure of comparison.

Start Date – The date work under the contract is scheduled to begin.

Surveillance Plan – An organized written document used for quality assurance surveillance.

Task and Frequency Chart – Displays the required tasks and the minimum frequencies of performance.

Textile Care Processing Facility – A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.

Trash – Rubbish or refuse.

Unsatisfactory Performance – Failure to meet the AQL.

Unserviceable Item – An item, which can no longer be used for its intended purpose.

Headquarters – Veterans Affairs Central Office.

Will – This word is used in connection with the Government and specifies that the provision is binding.

Section 3 – Acronyms

3.1 Commonly used Acronyms

AQL Acceptable Quality Level CDR Contracting Discrepancy Report CO Contracting Officer CPM Contractor’s Plant Manager

FW&T Fair Wear and Tear IAW In Accordance With DLI Dry cleaning & Laundry Institute International IG Inspector General MCD Medical Center Director ALM Association for Linen Management POC Program Point of Contact PWS Performance Work Statement QC Quality Control RS Random Sampling TRSA Textile Rental Services Association VA Department of Veterans Affairs

Section 4 – Government Furnished Property and Services

4.1 Materials

4.1.1 The Government will provide forms, publications and services specifically identified in this contract as Government furnished.

4.1.2 Fair/wear/tear or unserviceable condition of specialty items will be determined by the

POC.

4.1.3 The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Facility.

4.1.4 The Government will provide facility passes for Contractor’s employees as necessary to fulfill provisions of this contract.

Section 5 – Contractor Furnished Items

5.1 Materials

Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 4. The Contractor shall secure all materials and supplies that comply with local, state and federal environmental laws.

5.2 Vehicles

The Contractor shall provide all required vehicle fuels, lubricants and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicles efficiency is solely the responsibilities due to vehicle breakdown or failure of vehicles to operate. All operators must have current licensing and permits.

5.3 Miscellaneous

The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data.

Section 6 – Applicable regulations, manuals, specifications and technical exhibits

6.1 Applicable Regulations, manuals and specifications

Documents applicable to the PWS are listed below. These documents are mandatory. At the start of the contract the Government shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediate upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. It is the Contractor’s responsibility to ensure that all mandatory publications are posted and up to date.

MIL-STD-1916

Security Clearances or Access Controls Facility policies concerning fire/disaster programs Parking Infection control manual Facility policy on laundry, linen, uniform management Other applicable regulations, manuals and specifications as identified locally.