Laundry Services Performance Work Statement (PWS)

1. Background

The Mission of the Woodrow Wilson Keeble Memorial Health Care Center (WWKMHCC) - Indian Health Service (IHS) is to provide the best possible healthcare services to the Native American population on the Sisseton-Wahpeton Oyate of the Lake Traverse Reservation. To meet this mission, the WWKMHCC - IHS has identified a need for a Non- Personal Service Contract for facility Laundry/Linen services.

2. Purpose

The purpose of this contract is to provide the award of a facility wide full-service laundry services firm-fixed price type contract.

3. Scope

The Contractor shall furnish all management, supervision, labor, transportation, equipment, supplies, detergents, disinfectants, and other resources necessary to collect, transport, launder, process, package, and deliver Government-owned linen items.

Place of performance:

Woodrow Wilson Keeble Memorial Health Care Center

100 Lake Traverse Dr

Sisseton, SD 57262

Period of performance: 12 months from date of award.

Estimated annual laundry poundage: Up to 7,800 pounds

Services may include:

• Mop heads

• Dust mops

• Bed sheets

• Pillowcases

• Blankets

• Towels and washcloths

• Patient gowns

• Surgical linens (if applicable)

• Staff uniforms and scrubs (if applicable)

• Curtains and specialty linens (as requested)

4. Applicable Standards

Services shall be performed in accordance with all applicable federal, state, local, healthcare, infection-control, and occupational safety requirements.

The Contractor shall comply with:

• Occupational Safety and Health Administration (OSHA) requirements

• Centers for Disease Control and Prevention (CDC) healthcare laundry guidance

• Applicable state health regulations

• HIPAA requirements when handling patient-related materials

• Infection prevention and control standards

5. Performance Requirements

5.1 Collection Services

The Contractor shall:

• Pick up soiled linens from designated collection points.

• Prevent cross-contamination between clean and soiled items.

• Use covered carts or containers during transport.

• Follow established pickup schedules.

5.2 Laundry Processing

All items shall be:

• Properly washed and disinfected.

• Free of stains, odors, soil, lint, and foreign matter.

• Returned in serviceable condition.

• Processed using healthcare-industry laundry standards.

5.3 Delivery

The Contractor shall:

• Deliver clean linens according to established schedules.

• Separate and package items by category.

• Place items in designated storage locations when required.

5.4 Inventory Accountability

The Contractor shall:

• Maintain records of quantities received and delivered.

• Report discrepancies immediately.

• Investigate missing items upon request.

5.5 Customer Service

The Contractor shall:

• Respond to service concerns within one business day.

• Resolve issues within five business days unless otherwise approved.

6. Performance Requirements Summary (PRS)

Performance Objective

Performance Standard Acceptable Quality Level (AQL)

Pickup Performance Pickup completed on scheduled day and time

95%

Laundry Cleanliness Linen free from stains, odors, lint, and soil

98%

Infection Control Proper separation and sanitation procedures followed

100%

Delivery Timeliness Delivery completed as scheduled 95%

Linen Accountability No unexplained losses 99%

Performance Objective

Performance Standard Acceptable Quality Level (AQL)

Customer Service Response

Initial response within 1 business day 100%

Complaint Resolution Corrective action within 2 business days

95%

7. Deliverables

Deliverable Frequency

Pickup/Delivery Log Each service

Inventory Report Monthly

Lost/Damaged Linen Report Monthly

Quality Control Report Monthly

Corrective Action Report As Required

Quality Assurance Surveillance Plan (QASP)

1. Purpose

The QASP provides procedures for monitoring contractor performance and ensuring compliance with the performance standards identified in the PWS.

2. Roles and Responsibilities

Contracting Officer (CO)

• Maintains contractual authority.

• Approves modifications and remedies.

Contracting Officer's Representative (COR)

• Conducts surveillance.

• Documents contractor performance.

• Reports deficiencies to the CO.

Contractor

• Performs internal quality control.

• Corrects deficiencies.

• Provides required reports.

3. Surveillance Methods

Random Inspection

The COR or designee, will inspect randomly selected linen deliveries for:

• Cleanliness

• Packaging

• Proper quantities

• Physical condition

100 Percent Inspection

Critical infection-control deficiencies may be subject to full inspection.

Customer Feedback

Staff complaints and service concerns will be documented and tracked.

Record Reviews

The Government will review:

• Pickup logs

• Delivery logs

• Inventory reports

• Quality control reports

4. QASP Surveillance Matrix

Performance Standard Method of Surveillance Frequency AQL

Scheduled Pickup Log review Weekly 95%

Linen Cleanliness Random sample inspection Weekly 98%

Infection Control Compliance Observation/inspection Monthly 100%

Timely Delivery Delivery log review Weekly 95%

Inventory Accountability Inventory reconciliation Monthly 99%

Complaint Response Review complaint records Monthly 100%

Complaint Resolution Review corrective actions Monthly 95%

5. Deficiency Classification

Minor Deficiency

• Single isolated incident.

• No impact on patient care.

Action:

• Verbal or written notification.

Major Deficiency

• Repeated performance failure.

• Potential impact on operations.

Action:

• Written Corrective Action Request (CAR).

Critical Deficiency

• Infection-control violation.

• Health or safety risk.

• Significant disruption to patient care.

Action:

• Immediate notification to the CO.

• Immediate corrective action.

• Potential contract remedies.

6. Performance Documentation

The COR shall maintain:

• Inspection records

• Surveillance reports

• Complaint logs

• Contractor reports

• Corrective action documentation

• Monthly performance assessments

7. Incentive/Remedy Structure (Optional)

If included in the contract:

Performance Level Result

Exceeds AQL for 3 consecutive months Positive performance evaluation

Meets AQL Satisfactory performance

Fails AQL Corrective action required

Repeated failure Consider contractual remedies