STATEMENT OF WORK (SOW)

Linen Processing PRSU IHS Pine Ridge Service Unit

607 Indian Health Road Pine Ridge, SD 57770

Purpose of Contract The Pine Ridge Indian Health Service (IHS) Hospital located on the Pine Ridge Indian Reservation in Pine Ridge, SD is a 45-bed hospital which sees medical, obstetrical, pediatric and surgical patients. The hospital processes an average of 27,000 pounds of soiled linen a month, with an approximate 324,000 pounds of soiled linen a year. This amount fluctuates depending on patient admissions at the facility.

Laundry Services This contract is for non-personal services that include but are not limited to personnel, equipment, transportation, and materials necessary for the collection and delivery of laundry, proper cleaning, disinfecting, ironing and folding of laundry, and effective inventory control. The contractor is required to provide all equipment, supplies, and materials; and pick up and deliver two times per week during normal operation hours, in accordance with this SOW.

Laundering will be done in accordance with accepted standards of The Joint Commission (TJC) and the Center for Medicare and Medicaid Services (CMS). Certifications and a business license required by the State of South Dakota should be available on file at the contractor’s place of business and be available to the Contracting Officer Representative (COR) upon request.

Description of Services

Test Piece Analysis

All washing procedures shall be subject to Laboratory Report of Test Piece Analysis when requested by the contractor. Tensile strength and whiteness retention measurement of test pieces shall be determined on the basis on 20 washings in accordance with methods of American Institute of Laundering. The washing procedures shall meet the following standards of tensile strength loss and whiteness retention.

Tensile Strength Loss: A – not over 5% - Excellent B – 6% to 10% - Good

Whiteness Retention: A – 95% or higher – Excellent B – 92% to 96% - Good

The following procedures are to be outlined in processing commercial laundry white formula to assure maximum sterilization as separate linen processing should be provided.

Processing equipment should be provided. Processing equipment should be arranged so the linen flows from soil to clean, i.e. sorting area, washing, extracting, drying, ironing, folding, storage, etc. Basic processing steps should include the following components:

Initial Flush

IHS Pine Ridge Service Unit

A cool water flush or split (half cold and half hot water) shall be utilized initially to prevent setting of certain stains. The laundry shall be soaked as needed to yield the desired stain-free results.

Sudsing States The principal washing action is achieved during the detergent sudsing stages.

The maximum temperature range should be between 150- and 170-degrees Fahrenheit. This temperature shall maintain for a minimum of 25 minutes to destroy any microorganisms. Bleach must be added after the last sudsing stage at a rate of at least 100ppm.

Rinsing Rates High temperature rinsing 165-170 degrees Fahrenheit shall occur following the sudsing stages. A sour shall be added after the final rinse to remove traces of detergent. The sour abruptly reduces the pH from 5.0 and reduction of microorganisms.

Fluff Drying

Twenty minutes at 165 degrees Fahrenheit

Ironing and Folding Ironing shall be performed by a laundry press or a flat-work ironer of approximately 100 pounds. Steam pressure of at least 130 degrees Fahrenheit shall be applied to reduce the number of microorganisms.

Clean Linen Storage

Final folding and storage should be accomplished in all areas which are separate from dirty laundry, and which have been sanitized with a 50-ppm chlorine solution. Handwashing facilities should be provided in this area.

Items stored should be placed in enclosed carts or on covered linen shelves. A sewing and repair operation may be included in this area.

Re-Performance The contractor shall re-perform cleaning of items identified as unsatisfactorily cleaned by the Facilities TPOC/COR at no additional cost to the Government.

Item(s) shall be re-cleaned and returned to the same exchange point on the next scheduled normal delivery day. The contractor shall ensure item(s) re-cleaned are segregated from other cleaned laundry and identified as “re-cleaned” by a label or tag marked “re-cleaned” and include the date and load number with which the items were originally returned. The number of items shall be deducted from the total weekly number on the day the discrepancy was noted.

IHS Pine Ridge Service Unit

Collection and Deliveries Collections and deliveries are required at least two times per week. They shall be made on Monday and Thursday of each week, prior to 12:00 p.m. MST, unless previously arranged with the COR. The contractor shall record pickup tickets on a weekly basis, and each ticket will be retained by the contractor. The monthly invoice of services shall be received no later than the first working day of the next month. The contractor shall consolidate and verify all pickup and delivery ticket with the Facilities TPOC/COR.

Collections shall be picked up by the laundry contractor in separate lots and shall be receipted by the contractor at the time of the collection. The vehicle shall transport dirty laundry to the contractor’s facility and shall be cleaned and sterilized with a 50-ppm chlorine solution prior to placement of clean laundry into the vehicle for transport return. Clean laundry shall not be transferred at any time in the same vehicle with dirty laundry.

Deliveries will be made directly to the hospital by the contractor in a closed laundry vehicle.

Deliveries by commercial delivery are not acceptable. Rough and flat work shall be packed by the type of garment and item in clear plastic wrap and sealed by beat of pressure methods and handled in such a manner as to prevent contamination.

Infection Control Hospital Laundry shall be processed separately from other customer laundry. All uniforms shall be washed separately. As the laundry progresses through the various stages it shall be kept separate from preceding stages. Reviving and sorting, laundering, finishing, and storing.

Contractor Furnished Items Contractor shall furnish all washing machines, dryers, detergents, ironing equipment, disinfectants, and other items required for the proper performance of the work called for by this contract. The materials furnished by the contactor shall conform with applicable federal specifications and shall be approved for use by the COR. No hazardous materials may be brought onto the Government facility without the written consent of the COR.

All necessary equipment such as washers and dryers shall be furnished by the contactor and shall conform to applicable OSHA requirements. Equipment deemed by the COR to be of improper type of design or inadequate for the purpose intended shall be removed from the premises and replaced with satisfactory equipment. It shall be the responsibility of the contractor to maintain the equipment in operable and safe condition.

Environmental Quality All Laundry facilities and vehicles must have constructions of interior finishes which are smooth and easily cleanable. The interior of the laundry carts should be thoroughly cleaned daily. An appropriately sized janitorial closet should be provided. Toilet facilities should be

IHS Pine Ridge Service Unit provided and located within or immediately adjacent to the laundry. Appropriate OSHA standards should be met by the laundry facilities.

Contractor’s Facilities Sanitation Inspections Facilities that are used to process must be inspected or otherwise meet the requirements of the Indian Health Service Office of Environmental Health

The Government reserves the right to have the contractors’ facilities inspected at all reasonable times during the performance of this contract. If an inspection reveals the existence of unsanitary conditions, the contractor shall be requested in writing by the COR to correct such conditions.

Refusal to correct unsanitary conditions shall constitute sufficient cause for the Government to terminate this contract immediately and within ten days for the refusal of correcting of the condition.

Inspection by the Government To assure compliance with all contract specifications, terms, and conditions, and to perform those services as provided for under the “inspection and acceptance” clause of the General Provisions, the Government has assigned to this contract a COR. The COR will, on a random basis, review the performance of services under the contract; check and report to the contracting officer all progress in accordance with the contractors submitted work schedules; receive, check, verify complaints related or alleged against contractor non-compliance with the contract specifications and requirements.

Contractor’s Employees

Supervision Prior to commencement of services under this contract, the contractor shall furnish to the COR a list of employees he/she proposes to use in the performance of on-site work required under this contract. The COR shall:

A. Be the contractor’s primary on-site representative having the contractor’s full authority to act on matters pertaining to the performance of services required under this contract. There will be annual inspections and a walk through at the contractor’s facility with the COR, Housekeeping Supervisor, and Infection Control Officer regarding any issues or concerns with the performance received by the contractor.

B. Ensure the required reports, as specified herein, are submitted to the government on time.

C. Notify the COR of any major work scheduled to be performed during the upcoming work shift or work week

D. Report damage to Government property, loss of keys, personal injuries, and/or hazardous conditions to the COR within 12 working hours after such occurrence.

IHS Pine Ridge Service Unit

Conduct of Employees Contactor personnel shall comply with the South Dakota State traffic laws and other regulations and instructions pertaining to conduct of a person of Government facilities. Contractor personnel shall not in any event enter any area to which access is restricted, unless specifically authorized by the COR. The contractor shall place their employees on notice that infraction of any of the above rules, regulations, or prohibitions may be grounds for dismissal from federal contract service.

Responsibility of Performance The contractor shall be directly responsible for all work performance specified in the contract. The contractor shall always provide adequate supervision for the work which his/her employees are performing to ensure its complete and satisfactory performance in accordance with the terms of the contract. Any working group assigned to any area shall have adequate supervision.

Contractors’ Quality Control The contractor shall establish a quality control program to incorporate an inspection system covering all the services to be performed under the contract. It must specify areas to be inspected on either a schedule or unscheduled basis and the title of the individuals who will do the inspections. In addition, the quality control program shall address a method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. The contractor shall maintain a file for all inspections conducted and all the corrective actions to be taken. This document shall be made available to the COR upon request.

Lost and Found Property The contractor shall ensure that all articles of possible personal or monetary value found by the contractor’s employees on the premises of the Pine Ridge Service Unit are turned over to the COR. At the time of their discovery, such items shall be tagged to identify the location at which they were found.

Deduction for Missing Inventory In instances where the contactor fails to return the same amount of laundry which was picked up from the Pine Ridge Hospital prior visit, the government shall assess the contractor charges $5.00 per pound. Such charges shall be deducted against the next invoice amount. All laundry weights shall be examined and verified with signatures by the contractor and the housekeeping department. Any discrepancies in laundry weights exceeding 10 pounds per visit shall be addressed by the COR in the next invoice, the contractor must submit justification for the missing laundry at the time of submission of the invoice corresponding to the day of service.

IHS Pine Ridge Service Unit

Procedure for Adjusting Payments to Contractor when Deductions are Required Payments for satisfactory work performed under this contract will be made no later than thirty days after receipt of acceptable invoice. Payment for the first month will be made at the amount as agreed on the Indian Health Service tickets. When laundry is delivered it will be signed and received by the housekeeping department. All laundry taken on Monday will be returned on Thursday. All laundry taken on Thursday will be returned on Monday. The contractor scales will be synchronized to ensure the weight of the cart is accurate prior to the award of this contract for the fiscal year.

Additional Alternatives to the Government In the event the contractor, for any reason whatsoever, fails to perform a task, the Government reserves the right to:

A. Obtain performance of the deficient task from another source. The cost of such performance, and any other additional costs to the Government incurred as the result of such action shall be charged to the contractor, or

B. At the discretion of the COR to terminate the contract upon ten days’ notice in writing to the contractor.

Period of Performance and Location Period of Performance is for one year and will be established at time of award. Location:

Pine Ridge IHS Hospital, 607 Indian Health Road, Pine Ridge, SD 57770.

General Information Normal workdays are Monday through Friday except US Federal Holidays. Core hours of work are from 0800 MST to 1630 MST daily. All employees are expected to be available during core hours. If there should be any change in normal working hours, this will be coordinated with the COR.

GOVERNMENT HOLIDAYS:

New Year's Day Martin Luther King, Jr.'s Birthday President's Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

*Any other day specifically declared by the President of the United States to be a national holiday (see Federal Holidays (opm.gov)*).

FACILITY CONTACT/COR

Chance Knutson, Facility Manager- 605-867-3042 or Chance.knutson@ihs.gov

PAYMENT

IHS Pine Ridge Service Unit

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.

CONTRACT OFFICER RESPONSIBILITIES

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality performance of this contract. No person other than the Contracting Officer has authority to bind the Government with respect to this contract. 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. 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: An understanding or agreement between the Contractor and anyone other than the Contracting Officer; A purported modification or change order issued by anyone other than the Contracting Officer; A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or An order, direction, consent, or permission from anyone other than the Contracting Officer to: Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or expend hours in excess of a specified level of effort.