PWS Rug Dust mop head and air freshener replacement service.pdf

Performance Work Statement

Project Title: Floor Rugs, Dust Mop Heads, and Air Freshener Services

Agency/Department: Ft. Thompson Indian Health Services Facility

Period of Performance: Date of Award X 1 Year, Base plus 4 Option Years

1. Introduction / Background and Purpose

The Indian Health Service (IHS) is committed to providing a safe, clean, and sanitary healthcare environment for patients, staff, and visitors. The Fort Thompson Indian Health Service Facility requires consistent and reliable floor care support to maintain high standards of cleanliness and infection prevention.

Proper maintenance of dust mop heads and floor rugs is essential to reducing the spread of contaminants, improving indoor environmental quality, and ensuring compliance with healthcare sanitation protocols. Regular replacement and servicing of these items directly support infection control efforts and overall facility safety.

The purpose of this Performance Work Statement (PWS) is to establish a contract for the provision of clean dust mop heads, rugs, and air fresheners on a bi-weekly basis. The contractor shall supply, replace, and maintain these items in accordance with all applicable safety, environmental, and infection control standards, as well as relevant federal and healthcare guidelines.

This service is necessary to support the facility’s operational needs and to uphold the standards required in a clinical setting, ensuring a clean and safe environment for all occupants

1. Objectives

To support safe foot traffic and uphold cleanliness standards throughout the facilities.

2. Performance Work Statement (PWS)

The Contractor will provide, replace, and maintain dust mop heads, floor rugs, and air fresheners for the Fort Thompson Health Care Center, Annex, and Wellness Center.

The Contractor will pick up used (soiled) dust mop heads and rugs and replace them with clean ones every two weeks (biweekly). All items must be kept in good condition and suitable for use in a healthcare environment.

The Contractor is also responsible for checking and replacing air fresheners at the Wellness Center as needed to ensure they are working properly and maintaining a clean, pleasant environment.

All services must follow applicable safety, environmental, and infection control standards.

3. Deliverables

Deliverable Frequency # of

Copie s

Medium/Format Submit to

Rugs, Dust Mops and Air Fresheners will be checked Bi-weekly

2 x per month 2 Invoices COR

4. Performance Standards and Quality Assurance

Performance Objective (The service required – usually a shall statement)

Standard Performance threshold (maximum error rate/approval rating)

Method of Surveillance

Service Satisfaction

Customer satisfaction

≥ 90% approval rating

Housekeeping Supervisor

5. Schedule & Timeline

Bi-Weekly

6. Roles & Responsibilities

Contractor Responsibilities:

The Contractor is responsible for maintaining satisfactory standards of conduct, competence, appearance, and integrity. Patient and staff safety shall always be the primary concern during the provision of services.

Government Responsibilities:

The Government shall:

• Provide facility and system access for contract performance

• Designate a COR and technical points of contact. OR contact information; Mitchell Franklin 605-245-1597. Email: Mitchell.franklin@ihs.gov.

• Coordinate required access approvals.

• Provide current operational procedures and documentation.

• Notify the contractor of operational changes affecting system performance.

1. Authority

1.1 No person other than the Contracting Officer has authority to bind the Government respect to the contract.

1.2 No Action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

1.3 In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract.

1.3.1 An understanding or agreement between the Contractor and anyone other than the Contracting Officer.

1.3.2 A purported modification or change order issued by anyone other than the Contracting Officer.

1.3.3 A promise by anyone other than the Contracting Officer to provide additional funding or make payments: or

1.3.4 An order, direction, consent, or permission from anyone other than the Contracting Officer to

1.3.4.1 Incur costs more than a specified estimated cost, allotment of funds, or other ceiling, or

1.3.4.2 Expend hours more than a specified level of effort.

mailto:Mitchell.franklin@ihs.gov

1.4 Funding Notification Threshold (75%)

1.4.1 The Contractor shall notify the Contracting Officer in writing whenever cumulative funding obligated, invoiced, or expended under this contract and/or any task order reaches or is expected to exceed seventy-five percent (75%) of the total funding obligated for the contract or applicable task order. The notice shall include the Contractor best estimate of the additional funding required to continue performance through completion (or through the end of the period of performance, as applicable) and shall identify the basis for the estimate. Such notice shall be provided no later than two (2) calendar days after the Contractor becomes aware of the condition.

1.4.2 No authorization implied: This notice does not authorize an increase in funding or any additional work. Performance beyond the funding currently obligated shall be at the Contractor’s risk unless and until the Contracting Officer issues a written contract modification obligating additional funds. The “unit price” is an all-inclusive const. All “inclusive cost” is defined to include travel, lodging, per diem, fringe benefits, i.e., life insurance, social security, federal, state, and local taxes, plus all other costs pertinent to the performance of this task order/delivery order.

7. Invoice Instructions

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system in compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors.

Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

“Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer”.

https://obamawhitehouse.archives.gov/sites/default/files/omb/memoranda/2015/m-15-19.pdf https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

Note for Invoicing: Acquisition personnel i.e. the Contracting Officer, do not have access to IPP. If any issues arise with invoicing or accessing the website, please contact the IPP Helpdesk for assistance at (866) 973-3131.

8. Acceptance Criteria

Rug care services shall be considered acceptable when rugs are clean, free of visible dirt, stains, debris, and objectionable odors, and exhibit a uniform appearance without contractor-caused damage. Cleaning activities shall not result in shrinkage, color loss, fiber damage, or safety hazards. All work areas shall be left clean, safe, and ready for normal use. Compliance will be verified through visual inspections and quality assurance surveillance.

9. Assumptions and Constraints

N/A

10. Compliance & Security Requirements

The contractor and staff that will be performing this service need to check in at patient registration, be issued a name tag, and be escorted around the building, annex and Wellness Center since they have no background investigation

11. Risk Management

12. Change Management & Modifications

Only the Contracting Officer can approve modifications to the contract.

Any changes to the contract scope, deliverables, schedule or budget must be formally requested and documented. The government or contractor may initiate a change request at any time during the period of performance.

Change requests initiated by the contractor must include:

• Description of proposed changes

• Rationale for changes

• Impact on scope, schedule, cost and resources as applicable

• Proposed implementation timeline

Contractor shall submit request in writing to Contract Specialist (CS) and Contracting Officer’s Representative (COR) for review.

Government will review all submitted change requests. The CS, in coordination with CO will review and evaluate the requested changes within 45 days and may:

• Approve as submitted

• Request additional information or clarification

• Propose additional modifications

• Reject change request

13. Termination Clause

Termination for convenience:

• The government may terminate a contract if the need for the goods or services is no longer necessary or if priorities have shifted.

• Technological Advancements: If new technologies or capabilities emerge that make the original contract requirements obsolete, the government may terminate the contract.

• Difficulty of Performance: If the contract requirements become impractical or impossible to fulfill due to unforeseen circumstances, the government may terminate.

• Funding Shortages: Lack of funding can also lead to contract termination for convenience.

• Other Factors: Domestic political changes, international events, and bid protests can also influence the government's decision to terminate for convenience.

Termination for Default:

• Failure to Deliver: The contractor fails to deliver the agreed-upon supplies or services within the specified timeframe.

• Quality Issues: The contractor fails to meet the required quality standards for the goods or services.

• Failure to Make Progress: The contractor fails to make adequate progress on the contract, endangering its completion.

• Violation of Contract Terms: The contractor breaches any other terms or conditions of the contract. If the contractor attempts to defraud the government, the contract can be terminated for default.

14. Appendices (if applicable)