Rosebud IHS Laundry Services PWS-Final-6.24.26.pdf

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PERFORMANCE WORK STATEMENT

Laundry and Linen Processing Services

Rosebud Indian Health Service Hospital

Rosebud, South Dakota

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SECTION 1: INTRODUCTION

1.1 Purpose

This Performance Work Statement (PWS) establishes the performance requirements for off-site laundry and linen processing services at the Rosebud Indian Health Service (IHS) Hospital, located in Rosebud, South Dakota. The contractor shall provide all personnel, equipment, transportation, supplies, and management necessary to perform soiled linen pickup, processing, and clean linen return in strict accordance with The Joint Commission (TJC) Environmental Care standards, Occupational Safety and Health Administration (OSHA) Bloodborne Pathogen standards (29 CFR 1910.1030), and applicable Centers for Disease Control and Prevention (CDC) Healthcare Laundry Guidelines.

1.2 Background

The Rosebud IHS Hospital is a federal facility operated by the Indian Health Service, U.S.

Department of Health and Human Services, serving the Rosebud Sioux Tribe and surrounding communities. The hospital generates soiled linen daily across three (3) patient care service lines: the Emergency Department (ED), Inpatient Services, and Outpatient Clinical Services.

Proper handling, transport, and processing of soiled linen is essential to patient safety, infection control program integrity, and TJC accreditation compliance. Rosebud IHS requires a contracted commercial laundry service capable of meeting federal healthcare linen standards and a scheduled pickup frequency that supports uninterrupted clinical operations.

1.3 Scope Summary

The contractor shall provide off-site commercial laundry and linen processing services three (3) times per week on a recurring schedule. Services encompass collection of soiled linen from the ED, Inpatient, and Outpatient departments; off-site thermal or chemical processing meeting TJC and CDC infection control standards; and delivery of clean, packaged linen back to the facility.

This is a Firm-Fixed-Price (FFP) contract for a base year of twelve (12) months. All processing shall occur at the contractor's off-site, contractor-owned and -operated facility. No government-furnished laundry equipment will be provided.

1.4 Applicable Documents, Regulations, and Standards

The following documents govern performance under this PWS:

• The Joint Commission (TJC) Comprehensive Accreditation Manual for Hospitals — Environment of Care (EC) and Infection Prevention and Control (IC) Chapters

• CDC Guidelines for Environmental Infection Control in Health-Care Facilities (2003, updated 2019) — Laundry and Bedding

• OSHA 29 CFR 1910.1030 — Bloodborne Pathogens Standard

• OSHA 29 CFR 1910.132 / 1910.138 — Personal Protective Equipment (PPE)

• American National Standard / Association for the Advancement of Medical Instrumentation (AAMI) ST65 — Processing of Healthcare Textiles

• FAR Part 37 — Service Contracting; FAR 37.104 — Personal Services (Note: this contract does not create a personal services relationship)

• Indian Health Service Infection Prevention and Control Policy — Linen Management

• HHS/IHS Environmental Health and Engineering Standards

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SECTION 2: DEFINITIONS AND ACRONYMS

Term / Acronym Definition

AQL Acceptable Quality Level — the minimum standard of performance the Government will accept before initiating corrective action.

COR Contracting Officer's Representative — the government official delegated by the Contracting Officer to monitor contractor performance under this PWS.

ED Emergency Department

FFP Firm-Fixed-Price — contract type where the price is not subject to adjustment based on contractor cost experience.

IHS Indian Health Service, U.S. Department of Health and Human Services.

IPCO Infection Prevention and Control Officer — the hospital official responsible for TJC infection control compliance.

OSHA Occupational Safety and Health Administration.

PWS Performance Work Statement — this document.

Soiled Linen Any linen, textile, or garment that has been used in patient care and is designated for laundering, including but not limited to bed linens, pillowcases, gowns, towels, washcloths, and surgical drapes.

TJC The Joint Commission — the accrediting organization whose standards govern hospital operations and infection control requirements at Rosebud IHS.

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SECTION 3: PERFORMANCE REQUIREMENTS

3.1 Objective 1: Scheduled Linen Pickup

Required Outcome: The contractor shall collect all soiled linen from designated collection points within the Rosebud IHS Hospital on a minimum of three (3) days per week on a recurring schedule established with the COR at contract kickoff. The schedule shall cover Monday through Friday business days unless an alternate schedule is approved in writing by the COR.

Performance Standards:

• Pickups shall occur on the three (3) agreed-upon days per week without exception, absent government-directed cancellation.

• Contractor personnel shall arrive within a two (2) hour pickup window agreed upon at kickoff (e.g., 7:00 AM – 9:00 AM).

• Contractor shall collect linen from all three (3) service lines in a single visit: Emergency Department, Inpatient Services, and Outpatient Clinical Services.

• Contractor personnel shall use TJC-compliant covered, labeled, and leak-proof carts or containers for all soiled linen transport. Open bins or uncovered vehicles are not permitted.

• Contractor personnel shall wear appropriate PPE (gloves, gown as needed) during soiled linen handling per OSHA 29 CFR 1910.1030.

3.2 Objective 2: Off-Site Linen Processing

Required Outcome: The contractor shall process all soiled linen at its own off-site, contractor-owned and -operated commercial laundry facility using thermal or chemical disinfection methods compliant with TJC EC and IC standards and CDC Healthcare Laundry Guidelines.

• Thermal processing: All linen shall be washed at a minimum of 160°F (71°C) for a minimum of 25 minutes, or per the current CDC/AAMI ST65 recommended cycle for healthcare textiles.

• Chemical (low-temperature) processing: If used as an alternative, contractor shall document chemical agent, concentration, contact time, and temperature per manufacturer specifications and CDC guidelines, and provide documentation to the COR monthly.

• Soiled and clean linen shall be physically separated within the contractor's facility at all times. Cross-contamination between soiled and clean linen constitutes an immediate non-conformance event.

• Contractor shall maintain wash temperature logs for each processing cycle. Logs shall be made available to the COR upon request and submitted monthly as Deliverable D- 002.

• The contractor's facility shall be capable of accommodating health and safety inspections by Rosebud IHS, IHS Environmental Health, or TJC surveyors, with reasonable prior notice.

3.3 Objective 3: Clean Linen Return and Packaging

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Required Outcome: The contractor shall return all processed linen to the Rosebud IHS Hospital in clean, properly packaged condition within twenty-four (24) hours of pickup.

• Clean linen shall be returned on the next scheduled pick up/drop-off day unless extended turnaround is approved in writing by the COR due to extenuating circumstances.

• All clean linen shall be individually packaged in sealed plastic bags or wrapped bundles and transported in covered, clean-designated carts. Clean linen shall never be transported in the same container used for soiled linen.

• Contractor shall reconcile each delivery with a pickup manifest to confirm all items are returned. Any items not returned shall be identified and documented.

• Clean linen shall be delivered to designated receiving areas identified by the COR.

Contractor shall not leave linen unattended in non-designated areas.

3.4 Objective 4: Infection Control Compliance

Required Outcome: The contractor shall at all times operate in full compliance with TJC Environmental Care and Infection Prevention and Control standards applicable to healthcare laundry, and shall ensure that no contractor action or omission creates an infection control risk at Rosebud IHS Hospital.

• Contractor shall designate a responsible point of contact (Laundry Services Manager or equivalent) who shall serve as the primary compliance liaison to the COR and IHS Infection Prevention and Control Officer (IPCO).

• Contractor shall immediately notify the COR in writing (email acceptable) within two (2) hours of discovering any processing failure, contamination event, or equipment failure that may affect linen safety.

• Contractor shall maintain current OSHA 29 CFR 1910.1030 Bloodborne Pathogen training records for all personnel handling Rosebud IHS soiled linen and shall provide copies to the COR upon request.

• Contractor's facility shall be licensed and in good standing with all applicable state and local health regulations for commercial healthcare laundry operations.

3.5 Objective 5: Reporting and Documentation

Required Outcome: The contractor shall provide monthly performance reports and compliance documentation sufficient for the COR to conduct quality surveillance and support TJC accreditation documentation requirements.

• Monthly Laundry Volume & Processing Report (D-001) submitted by the 5th of each following month.

• Corrective Action Reports (D-002) submitted within five (5) business days of any AQL non-conformance.

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• All documentation shall be submitted electronically in PDF or Excel format to the COR email address designated at contract kickoff.

SECTION 4: DELIVERABLES

ID Deliverable Description Format Frequency Acceptance

D-

Monthly Laundry Volume & Processing Report

Pounds processed by ward, items processed, pickup dates, any rejected/quarantined items.

PDF or Excel

Monthly — by the 5th of the following month

COR review within 5 business days

D-

Corrective Action Report

Root cause and corrective action for any failed AQL metric.

PDF Within 5 business days of non-conformance

COR approval required

D-

Transition-Out Plan Contractor plan for orderly transition of services at contract end.

PDF 60 days prior to contract end

COR approval required

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SECTION 5: CONTRACT LINE ITEM NUMBER (CLIN) STRUCTURE

This contract is structured as Firm-Fixed-Price (FFP) under FAR 16.202. The monthly unit price reflects all contractor costs including labor, transportation, processing, packaging, PPE, insurance, and overhead. The Government bears no obligation to order beyond the CLIN 0001 monthly schedule.

CLIN Description Unit Unit Price Type

0001 Laundry Processing Services — Inpatient, ED, and Outpatient linen pickup, off-site processing, delivery, and quality reporting. Three (3) pickups per week, Base Year.

LB FFP

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SECTION 6: PERIOD OF PERFORMANCE

Base Year: Twelve (12) consecutive months from the date of award. No option years are included in this PWS. The Government reserves the right to exercise options in accordance with FAR 17.207 if a subsequent option year requirement is established and funded.

Transition-In: The contractor shall be fully operational and performing scheduled pickups no later than fourteen (14) calendar days after the effective date of the contract. A kickoff meeting shall occur within five (5) business days of award to establish the pickup schedule, delivery points, and COR contact information.

SECTION 7: PLACE OF PERFORMANCE

Soiled linen pickup and clean linen delivery shall occur at:

Rosebud IHS Hospital

800 Hospital Drive, Rosebud, SD 57570

Linen processing shall occur at the contractor's off-site, contractor-owned and -operated commercial laundry facility. The contractor shall identify the processing facility address in its proposal. Any change of processing facility during the period of performance requires prior written COR and Contracting Officer approval.

SECTION 8: GOVERNMENT-FURNISHED PROPERTY AND

INFORMATION

The Government will not provide laundry equipment, processing chemicals, vehicles, or facility space. The Government will provide:

• Designated soiled linen collection points and clean linen receiving areas within the hospital.

• Access to the hospital loading dock or designated entrance for contractor pickup and delivery vehicles during agreed-upon service windows.

• COR designation and contact information within five (5) business days of award.

• Existing linen inventory count at kickoff for baseline reconciliation purposes.

SECTION 9: SECURITY REQUIREMENTS

Contractor personnel entering Rosebud IHS Hospital premises shall comply with all IHS and federal facility access requirements, including:

• Contractor personnel shall check in at the hospital security desk or designated entry point on each visit.

• Contractor vehicles shall display contractor identification and comply with hospital parking and traffic requirements.

• Contractor shall not access patient care areas beyond the designated linen pickup points without COR escort and authorization.

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• Contractor personnel are subject to identification verification upon request by hospital security or government personnel.

• Background check requirements, if imposed by local IHS facility security policy, shall be the contractor's responsibility to satisfy prior to accessing the facility.

SECTION 10: KEY PERSONNEL

The contractor shall designate one (1) Key Personnel position:

Role Minimum Qualifications Government Approval Required?

Laundry Services Manager / Primary Point of Contact

Minimum 2 years of supervisory experience in healthcare or commercial laundry operations; familiar with OSHA 29 CFR 1910.1030 and TJC laundry standards; available by phone or email within two (2) hours during service days.

No — Registered agent must be named in proposal.

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SECTION 11: REPORTING AND OVERSIGHT

11.1 Kickoff Meeting

A kickoff meeting shall be held within five (5) business days of contract award. The contractor's Laundry Services Manager and the COR shall attend. Agenda shall include: pickup schedule confirmation, delivery points, manifest procedures, emergency contact protocols, and reporting format review.

11.2 Monthly Status Review

The COR shall conduct a monthly desk review of Deliverables D-001 and D-002 within five (5) business days of receipt. The COR may request a brief phone or virtual meeting with the contractor's Laundry Services Manager if performance concerns are identified.

11.3 Ad-Hoc Communication

Contractor shall notify the COR within two (2) hours of any service disruption, contamination event, equipment failure, or missed pickup. COR contact information shall be established at kickoff. After-hours emergency contact protocols shall be documented in the kickoff meeting minutes.

11.4 Points of Contact

Role Name Contact

Contracting Officer (CO) Ladonna Collins Ladonna.collins@ihs.gov

Contracting Officer's Representative (COR)

Andrea Garrigan Andrea.garrigan@ihs.gov

Infection Prevention & Control Officer (IPCO)

[To Be Designated] [To Be Designated]

Contractor Laundry Services Manager

[Provided at Award] [Provided at Award]

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SECTION 12: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

SUMMARY

The COR shall conduct quality surveillance using the methods and metrics below. A full QASP may be developed as a separate document at the CO's discretion. Non-conformance with any metric at or below the AQL shall trigger a required Corrective Action Report (D-003) from the contractor within five (5) business days. Repeated or uncorrected non-conformance may result in a Cure Notice, Show Cause Letter, or other remedies available to the Government under the contract.

Performance Metric

Standard AQL Surveillance Method

Consequence of Failure

Pickup Schedule Adherence

Linen pickup occurs on all three

(3) scheduled days per week

100% of scheduled pickups per month

COR

calendar/log review

Corrective Action Report (D-002);

deduction per missed pickup if pattern persists

Linen Processing Turnaround

Processed linen returned within 24 hours of pickup

≥95% of pickups per month

COR log review and contractor report

Corrective Action Report required

TJC/OSHA Wash Compliance

All linen washed at ≥160°F for ≥25 min (thermal) or approved chemical equivalent per

CDC/TJC

guidelines

100% compliance

Monthly contractor temperature logs (D-002)

Immediate stop-work notice; re-wash at no cost;

Corrective Action Report

Clean Linen Packaging

All returned linen packaged separately from soiled; clean linen in sealed bags or covered carts; no cross-contamination

Zero incidents per month

COR inspection at delivery

Immediate rejection;

replacement at no cost; Corrective Action Report

Linen Loss/Damage Rate

Contractor-caused loss or damage to hospital linen inventory

≤2% per month of items processed

Contractor monthly report;

COR spot inventory checks

Replacement cost deducted from invoice; Corrective Action Report if >2%

Delivery Completeness

All soiled linen picked up is returned clean; no items withheld without written COR notification

100% return rate

COR manifest reconciliation

Replacement at contractor expense;

Corrective Action Report

Note on Non-Personal Services (FAR 37.104): This contract is structured to avoid a personal services relationship. The contractor retains full supervisory authority over its employees. The

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COR shall not direct contractor employees in the performance of their day-to-day tasks. All Government direction shall flow through the contractor's Laundry Services Manager.

SECTION 13: TRANSITION

13.1 Transition-In

The contractor shall achieve full operational performance — including the first scheduled three-times-per-week pickup — no later than fourteen (14) calendar days after the effective date of the contract. The contractor shall submit a written Transition-In Plan within five (5) business days of award identifying vehicle routing, staff assigned, processing facility location, and initial pickup schedule.

13.2 Transition-Out

No later than sixty (60) days prior to contract end, the contractor shall submit a Transition-Out Plan (D-003) describing how services will be wound down or transferred to a successor contractor, including: return of any government property, final linen inventory reconciliation, and cooperation with any follow-on contractor.

SECTION 14: CONSTRAINTS AND ASSUMPTIONS

The following constraints and assumptions apply to this PWS. Material changes to these assumptions shall be reported to the CO and may constitute grounds for equitable adjustment:

• Assumption: The hospital generates sufficient linen volume to justify three (3) weekly pickups. If volume decreases materially (e.g., facility closure), the COR and CO will negotiate appropriate contract modification.

• Assumption: The contractor's off-site processing facility is located within a reasonable driving distance to maintain the 24-hour turnaround standard. Proposed facility location shall be disclosed in the contractor's proposal.

• Constraint: All contractor personnel entering the hospital must comply with IHS facility access policies in effect at time of performance, which may include health screening requirements.

• Constraint: The contractor shall not substitute the designated processing facility without prior written CO approval.

• Constraint: This contract does not authorize the contractor to process linen from any facility other than Rosebud IHS Hospital under this award.

• Assumption: Government will designate a COR with sufficient availability to conduct monthly surveillance and respond to contractor communications within two (2) business days.

SECTION 15: CONTRACTING AUTHORITY

Authority

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1.1. No person other than the Contracting Officer has authority to bind the Government with respect to this 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 in excess of a specified estimated cost, allotment of funds, or other ceiling; or

1.3.4.2. Expend hours in excess of a specified level of effort.

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APPENDIX A: LINEN VOLUME ESTIMATES AND PICKUP SCHEDULE

The following estimates are provided for planning purposes only. Actual volumes may vary. The FFP monthly price shall not be adjusted based on volume fluctuations within normal operating ranges.

Service Area Estimated Avg.

Lbs/Pickup

Estimated Items/Pickup

Primary Linen Types

Emergency Department (ED) ~100–150 lbs ~80–120 items Gowns, sheets, towels, trauma drapes

Inpatient Services ~200–300 lbs ~150–250 items Bed linens, pillowcases, patient gowns, blankets

Outpatient Clinical Services ~50–75 lbs ~40–60 items Exam table covers, gowns, towels

TOTAL (estimated per pickup) ~350–525 lbs ~270–430 items —

Proposed Pickup Schedule (to be confirmed at kickoff):

• Monday, Wednesday, Friday — Pickup window: [TBD with contractor at kickoff]

• Holiday schedule: Contractor and COR shall establish an alternate pickup protocol for federal holidays at kickoff.