SOW - Curtain Laundering-Removal-Installation Services.docx

Statement of Work Monroeville Community Based Outpatient Clinic (CBOC) Curtain Laundering-Removal-Installation Services

1. Scope of Work

1.1 This document contains the technical provisions for exam room curtain Cleaning, removal and installation services that are to be provided for the VA Pittsburgh Healthcare System’s Monroeville VA Outpatient Clinic, located at:

421 Mall Circle Drive Monroeville, PA 15146

1.2 All work under this contract shall be accomplished in accordance with current (a) Joint Commission, (b) the Centers for Disease Control (CDC) and Prevention Guidelines for Environmental Infection Control in Health-care Facilities (c) Occupational Safety and Health Administration Standards (OSHA) and (d) any other applicable federal, state and local regulations and guidelines. The curtain cleaning instructions (Attachment A) supersede any potential conflicts with these regulations and guidelines.

1.3 Every 90 calendar days, Contractor to present to the Monroeville VA Clinic during normal business hours (Monday through Friday, 8:00AM – 5:00PM, ET; note the clinic is closed on all federal holidays). Contractor will go through approximately 54 exam rooms, take down existing dirty exam room curtains and replace with clean curtains. The rooms consist of:

· 1 Physical Therapy Gym that has 16-foot ceilings

· Remaining exam rooms have 8-foot ceilings

1.4 Throughout the building and its 54 exam rooms, there are approximately 270 curtains that need servicing. Contractor will work to minimize exam room down time and coordinate this with onsite staff (for example, if exam room is occupied with a patient, contactor will come back to this room later in the day to service).

1.5 Contractor to remove the dirty curtains from the clinic and launder, in accordance with manufacturing laundering specifications (Attachment A). Note the curtain fabric is embedded with silver antimicrobial fibers that are susceptible to high temperatures, certain bleaches and oxidizers, and excessive pH.

1.6 Contractor to return to the clinic within 90 days to repeat this process.

1.7 If during the 90-day rotation schedule a curtain becomes visibly soiled, the Program Point of Contact (POC) will contact the Contractor POC to come and replace it with a laundered curtain out of cycle, within two business days. The Government estimates this to occur no more than four times per calendar year.

1.8 The period of performance includes a one-year base period and four one-year option periods as follows:

2 Points of Contact

2.1 For the Government, the Program POC is responsible for providing technical assistance to the Contracting Officer (CO) in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting, and monitoring certification of the Contractor’s performance by the Program POC. The CO will furnish the name of the Program POC for the facility prior to the start date of the contract. The Contractor shall be advised the extent of the authority of the Program POC. The Program POC shall have access to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered 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.

2.2 The Contractor shall assign one point of contact to this requirement who will serve as the Program POC’s main contact.

3. Personnel Qualifications and Requirements for Contract Service

3.1 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.

3.2 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 and provided to the Program POC upon request.

3.3 All workmanship shall be in accordance with practices established by the Association for Linen Management (ALM), International Textile Rental Services Association (TRSA), and accepted industry standards.

3.4 The Contractor shall have two years’ experience in Operating a commercial/industrial laundry & linen processing facility that deals with providing healthcare laundry or linen services.

4. Quality Control and Quality Assurance for Contract Service

4.1 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 Program POC and CO. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the Program POC. The program shall include but not be limited to the following:

4.2 An inspection system covering the performance of this requirement.

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

4.4 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 available to the Program POC upon request.

4.5 Quality Assurance – The Government will monitor the Contractor’s performance to ensure it’s accomplished with the standards outlined in this contract. Any errors or discrepancies will be discussed between the COR and Contractor. In the event laundering services do not conform to this contract, re-performance of the services shall apply. Any items that do not meet the requirements in the SOW shall be re-laundered, repaired/replaces at no additional costs to the government.

5. Performance Evaluation Meetings

5.1 The Contractor POC and Government’s Program POC will meet as needed. On occasion the Program POC may be accompanied by the CO.

5.2 The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the Contractor POC, Program POC and the CO. A mutual effort will be made to resolve all problems identified. The Program 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.

6. Damage and Equipment Loss

6.1 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 Program POC any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the Program POC and a copy forwarded to CO.

6.2 It is the responsibility of the Contractor to ensure that any defects in the curtains are reported to the Program POC on the service day report.

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

6.4 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. This includes if the Contractor does not follow the curtain cleaning specifications sheet, provided by the government which includes proper cleaning recommendations and a list of incompatible chemicals.

7. Linen/Curtain Control

7.1 Contractor shall comply with all Government request and policies relative to linen/curtain control.

7.2 Contractor shall participate, as required by VA policy, in inventories of Government provided curtains.

7.3 Any articles billed for, but missing shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government.

7.4 VA owned items lost or badly damaged while under the control of the Contractor must be replaced with a 30-day period at the Contractor’s cost.

7.5 Unusual losses, including suspected pilferage, shall be reported at once to the Program POC, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the CO, along with the approval of the Program POC, on a quarterly basis. The Vendor will supply an itemized list of linen that will be replaced, (including item description quantity and unit cost).

8. Delivery Requirements

8.1 The Contractor shall provide the Program POC with a written report of all exam curtains processed. The information must be recorded for every day of service and provided to the Program POC within two business days of the service day. The report must show date, amount of pieces delivered, where they were delivered, any defects in delivered curtains, amount of curtains taken down for laundering, and any defects in curtains taken down. The Contractor is required to make sure there are no tears or rips in curtains they provide and notify the Program POC on the servicing report of any defects in curtains they take down.

9. Circumstances to be reported

9.1 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 Program POC.

10. Government Furnished Property and Services Materials

10.1 The Government will provide the exam room curtains and laundering specifications. The current curtains are Glacier-X Curtains, manufactured by ArcCom. These laundering specifications are provided in Attachment A.

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

11. Contractor Furnished Items Materials

11.1 Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in section 10. The contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

11.2 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. All operators must have current licensing and permits.

11.3 Carts

Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the contractor.

11.4 Ladders

The Government does have ladders appropriate for accessing all ceiling heights in the building. The contractor may use these ladders that are already onsite or bring their own.

11.5 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.

12. Additional Contractor Responsibilities

12.1 ID Badging

The Program POC is responsible for ensuring that all Contractors comply with physical security policies. A compliant ID badge must be worn by Contractors at all times while on VA premises.

12.2 Privacy Training

All Contractors must receive Privacy Training annually using one of the following methods:

· Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/), Course VA 20939. Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The Program POC shall ensure that all contractors are validated in the PIH domain.

· Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information” (Attachment B). Signed training documents must be submitted to the Program POC.

Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the Program POC.