Department of Health and Human Services Indian Health Service Clinton Service Unit

Statement of Work (SOW) Contract Linen Services

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide contract linen and floor mat laundry services for the Clinton Service Unit (CSU) that is comprised of the Clinton Indian Health Center (CIHC), El Reno Indian Health Center (EIHC) and Watonga Indian Health Center (WIHC). The Indian Health Services (IHS) requires contract linen and floor mat laundry services without interruption during the term of this contract.

The Clinton Service Unit is a Joint Commission accredited federal facility. To meet the IHS mission, contract linen and floor mat laundry services have been deemed necessary to augment the services within the facility and as such are necessary to support health care operations within the CSU healthcare facilities.

The Indian Health Service, an agency within the Department of Health and Human Services (HHS), is responsible for providing federal healthcare services to American Indians and Alaska Natives. The mission of the IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level, assuring comprehensive, culturally appropriate personal and public health services are available and accessible to eligible members of federally recognized Tribes across the United States.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide contract linen and floor mat laundry services for the three (3) Clinton Service Unit locations, consisting of the Clinton, El Reno and Watonga Indian Health Centers.

Services must comply with The Joint Commission standard IC.01.02.01 and Healthcare Laundry Accreditation Council (HLAC) standards.

2.1. General:

2.1.1. The contractor shall provide blankets, towels, wash cloths, sheets, gowns, mammography capes, mops, microfiber mops, and microfiber cleaning cloths.

2.1.2. The contractor shall ensure all linens that are leased to the Clinton Service Unit are cleaned separate from other facilities/organizations.

2.1.3. All items must be returned in good condition with no tears, rips, or markings of any kind.

2.1.4. Delivery carts shall not harm the condition of the floors throughout the facilities.

2.2. Linens:

2.2.1. The contractor shall provide linen cleaning services for all soiled linens. Each facility will maintain all soiled linens in a designed area for contractor pickup.

2.2.2. The contractor shall conduct cleaning of all soiled linens in accordance with Joint Commission standard IC.01.02.01 and HLAC standards.

2.2.3. The contractor shall return all linens to each facility in a clean, pressed, and uniform manner. Linens shall be covered with plastic according to industry standards in order to maintain cleanliness and sanitary integrity to ensure there has been no adulteration during transit to the facility.

2.2.4. The contractor shall return all room dividers cleaned, pressed, and situated on hangers.

2.2.5. The contractor shall return all linens without tears or markings of any kind.

2.3. Floor Mat Services:

2.3.1. The contractor shall provide floor mat exchange services for each facility.

2.3.2. All floor mats shall be in good condition with no tears, rips, or deficiencies of any kind.

3. PERIOD OF PERFORMANCE

12 months from date of award Base plus an additional two (2) option years

Base year: 06/01/2026 – 05/31/2027 Option year 1: 06/01/2027 – 05/31/2028

Option year 2: 06/01/2028 – 05/31/2029

4. LEVEL OF EFFORT

4.1. The contractor shall be accredited by HLAC or demonstrate the ability to comply with current HLAC standards and any updates during the life of this contract.

4.2. The contractor shall demonstrate compliance with The Joint Commission Standard IC.01.02.01 and HLAC standards.

4.3. The contractor shall provide all permits, licenses, manifests, and safety data sheets as required by law and regulation, and upon request by Clinton Service Unit.

4.4. The contractor shall provide a current policy and procedure manual upon solicitation and upon the renewal of each option year.

4.5. The contractor shall provide linen and floor mat rental services at the intervals described below:

4.5.1. Clinton Indian Health Center - 4 times per month

4.5.2. El Reno Indian Health Center – 4 times per month

4.5.3. Watonga Indian Health Center - 4 times per month

4.6. Manifests: The contractor shall maintain a manifest documenting the receipt and return of linens from each facility to record the transfer of linen property.

4.6.1. The contractor shall provide a copy of the manifest to CSU personnel upon each pick-up and delivery.

4.6.2. Contractor manifests must document the following:

4.6.2.1. Date of service.

4.6.2.2. Facility location.

4.6.2.3. Contractor personnel.

4.6.2.4. CSU personnel.

4.6.2.5. Must designate pick-up or delivery.

4.6.2.6. Any variance from pickup receipt shall be noted.

4.6.2.7. Transfer of linens by description and poundage.

4.6.2.8. The delivery manifest shall also document the detergent used, water temperatures, and include notation that the linens were cleaned in compliance with Joint Commission standard IC.01.02.01 and HLAC standards.

5. SPECIAL REQUIREMENTS

5.1. The supervising official will determine if the contractor will be subject to PIV credentialing requirements for physical and logical access, in line with the below requirements.

5.1.1. Long-term contractors are defined as working in excess of four months (or 120 days, consecutively) for the purpose of background investigations. All long-term contractors must have, at minimum, a favorably adjudicated Tier 1 background investigation. Some positions may require a higher-tiered investigation, in accordance with the OMB M- 05-24 Sections, 7.F “Applying guidance to temporary employees and contractors.”

5.1.2. Short-term contractors are defined as working for less than six months or 1040 hours in a one-year period of service for the purpose of HSPD-12, in accordance with 5 CFR Part 316. Short-term contractors are not issued a PIV card, except when required for routine facility or network access. Short-term contractors are subject to an investigation conducted in accordance with the risk/sensitivity of the position.

5.1.3. Temporary hires and volunteers are defined as working for 120 days or less. The supervising official will determine whether a temporary hire working 121 days or more will be subject to PIV credentialing requirements based on the need for network and facility access. Temporary hires are subject to all personnel security requirements.

5.1.4. If onsite service employee does not require 5.1.1 through 5.1.3, then a visitor’s pass must be requested upon arrival with either the front desk or facilities and worn at all times while on the premises.

5.2. The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Service Unit official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of the Clinton Service Unit.

Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. PERSONNEL QUALIFICATIONS, CREDENTIAL VERIFICATION, AND INSURANCE

6.1. Applicability. This section applies to all Contractor and subcontractor personnel performing work under this contract.

6.2. Non-Personal Services. It is expressly agreed and understood that this is a non-personal services contract as described in the

Federal Acquisition Regulation. The Government may evaluate the quality of professional and administrative services provided, but does not supervise or control the Contractor’s professional methods, judgment, diagnosis, or treatment decisions. The Contractor is solely responsible for the professional aspects of performance and for the acts or omissions of its employees and agents. The Contractor shall indemnify the Government for liability-producing acts or omissions of the Contractor, its employees, or agents.

6.3. Contractor Responsibility for Credential Verification.

6.3.1. Primary Source Verification. The Contractor is responsible for primary source verification of the current status and validity of each individual’s licensure and/or certification(s) prior to the commencement of services and throughout performance.

Primary source verification means confirmation directly with the issuing authority or through a verification service that queries the issuing authority.

6.3.2. Cooperation. The Contractor shall fully cooperate and provide information or documentation reasonably requested by the Clinton Service Unit to facilitate confirmation of licensure, certification, or credentialing status.

6.3.3. Recordkeeping. The Contractor shall maintain a credential file for each individual, including copies of required credentials and dated proof of primary source verification. Upon request, the Contractor shall provide the requested documentation to the Government within two (2) business days.

6.4. Government Review. The Government may review rosters, sample credential files, and verification evidence at any time, on reasonable notice. Government review, acceptance, or failure to object does not waive or diminish the Contractor’s responsibilities under this section.

7. DELIVERABLES AND REPORTING REQUIREMENTS

7.1. Delivery: The contractor will coordinate the dates of service with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm.

Driver needs a valid ID.

7.1.1. Location information as the following:

7.1.1.1. Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

7.1.1.2. El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

7.1.1.3. Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

7.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

7.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

8. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. The Government shall supply facility access and on-site escort.

9. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

10. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

11. DELIVERABLES/PERFORMANCE MATRIX

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable. ☐YES ☐NO ☐N/A

Services provided 4 times per week, per facility.

☐YES ☐NO ☐N/A

Manifests provided as specified. ☐YES ☐NO ☐N/A

Quality Control met and provided when required. ☐YES ☐NO ☐N/A

Contractor maintained and provided verification of HLAC accreditation, or demonstrated compliance with HLAC and Joint Commission standards.

☐YES ☐NO ☐N/A

Comments:

Department Supervisor Signature: _______________________________

Administrative Officer Signature: _______________________________