SOW Laundry and Dry Cleaning Services.pdf

Hospital Laundry and Dry Cleaning Services Gallup Indian Medical Center

STATEMENT OF WORK

PURPOSE OF CONTRACT

The Contractor shall furnish all necessary labor, equipment, material, supplies, transportation, scales and supplies necessary to perform laundry and dry cleaning services to include pick up of soiled laundry and delivery of clean laundry for the Gallup Indian Medical Center.

1.0 General: This performance work statement describes the requirements of the laundry and dry cleaning services for Gallup Indian Medical Center located in Gallup, New Mexico.

1.1 The Contractor shall furnish all necessary labor, equipment, material, supplies, transportation, scales and supplies necessary to perform laundry and dry cleaning services to include pick up of soiled laundry and delivery of clean laundry for the Gallup Indian Medical Center.

1.2 Background: The Gallup Indian Medical Center is a primary provider of comprehensive inpatient care, ambulatory care, dental care, preventive and community health services, and environmental health services for members of the Navajo Nation (Tribe), Zuni Tribe and Apache Tribe.

1.3 Objective: To obtain laundry and dry cleaning services for the hospital medical facility.

1.4 Scope: Provide laundry and dry cleaning services for Gallup Indian Medical Center medical facility.

1.4.1 Period of Performance:

1.4.2 Base Year – March 1, 2022 to February 28, 2023

1.4.3 Option Year One (1) – March 1, 2023 to February 29, 2024

1.4.4 Option Year Two (2) – March 1, 2024 to February 28, 2025

1.4.5 Option Year Three (3) – March 1, 2025 to February 28, 2026

1.4.6 Option Year Four (4) – March 1, 2026 to February 28, 2027

2.0 DEFINITIONS:

2.1 Acceptance: Constitutes acknowledgement that the supplies or services conform to applicable contract quality and quantity requirements, except as provided in FAR subpart 46.5 and subject to other terms and conditions of the contract.

2.2 Approval: Acknowledgment by the designated Government employee that submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) conform to the contractual requirements. Government approval does not relieve the Contractor from responsibility for compliance with contract requirements.

2.3 Area: A defined geographical region for Indian Health Service administrative purposes. Each Area

Office may administer several Service Units.

2.4 Authorized Ordering Official: A Government employee with the authority to order/issue and sign individual task orders for a specific healthcare facility

2.5 Clean: Free from dirt, stain, impurities, objectionable or offensive odors, excessive lint, dampness, mildew, and processing chemical residuals or other materials that may cause irritation.

2.6 Contaminating: To pollute, taint or otherwise make unfit for use by the introduction of unwholesome or undesirable elements.

2.7 Contracting Officer (CO): A Government employee with the authority to enter into, administer, and/or terminate a contract and make related determinations and findings.

2.8 Contracting Officer’s Representative (COR): A Government employee responsible for administration of this contract. The COR closely monitors the contract for Contractor compliance and provides feedback to the Contracting Officer.

2.9 Contractor: The entity awarded legal binding contract to provide supplies and services.

2.10 Customer: Patients, staff and visitors of Gallup Indian Medical Center service unit.

2.11 Customer Evaluation/Input: Written comments made to the Contracting Officer regarding the

Contractor’s performance. This is one of the criteria used to evaluate the Contractor’s performance.

2.12 Dry Cleaning: To clean (clothing or fabrics) with chemical solvents that has little or no water.

2.13 Facility Representative: A Government employee designated by the facility receiving service, who assists the Authorized Ordering Official in the administration of task orders and payment of invoices issued under this contract. Has limited authority to contact Contractor regarding routine daily service issues and special requests within the scope of the contract. Assists the Contracting Officer’s

Representative to monitor the Contractor for performance.

2.14 Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

2.14 Finished Laundry: Laundry items that have been processed as defined in “Laundering” and are ready to be used by the customer

2.15 Fold: to make compact by doubling or bending over parts, e.g. fold the laundry.

2.16 Holiday: A day marked by a general suspension of work in commemoration of an event.

2.17 Laundering: Commercial practice to include washing, bleaching, cleaning, treating, rinsing, souring, and sanitizing at appropriate temperatures with solutions or detergents and other additives, to achieve hygienically clean linen. Also folding and ironing by hand or mechanical means at appropriate temperatures.

2.18 Laundry. Clothes and linens, example scrubs, patient gowns, protective garments, sheets, blankets, towels, dry cleaning items, etc.

2.19 Objectionable: A condition that is unacceptable, undesirable or offensive by commercial standards and serves as a reason for disapproval or rejection.

2.20 Odor: The property or quality of a thing that affects, stimulates, or is perceived by the sense of smell.

2.21 Packaging: A container in which laundry is packed for storage or transportation to protect from contamination.

2.22 Past Performance Information: Relevant information regarding a contractor’s actions under previously awarded contracts. This includes the contractor’s record of conformance to specifications and to standards of good workmanship; the contractor’s record of containing and forecasting costs on any previously performed cost reimbursable contracts; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customer.

2.23 Performance-Based Contracting: Structuring all aspects of an acquisition around the purpose of the work to be performed with the contract requirements set forth in clear, specific, and objective terms with measurable outcome as opposed to either the manner by which the work is to be performed or a broad and imprecise statement of work.

2.24 Performance-Based Matrix: Lists the services to be monitored and the standards to be applied.

2.25 Press: To make smooth by ironing by hand or machine

2.26 Quality Assurance Surveillance Plan (QASP): A written document prepared and used by the government for Quality Assurance surveillance of the contractor’s performance.

2.27 Quality Control: Those actions taken by the contractor to control quality of services provided.

2.28 Scheduled Delivery: Scheduled deliveries are those made on specific days of the week. Scheduled deliveries shall:

(1) Meet the needs of the medical facility;

(2) Be coordinated and approved by the facility representative.

2.29 Smooth: Having a surface free from irregularities, roughness or wrinkles.

2.30 Sort: To segregate according to type, kind, or weight.

2.31 Standard Precautions: A protocol defined by the Centers for Disease Control and Prevention (CDC) in which all blood and body fluids are assumed to be potentially contaminated, therefore, not to be contacted by other individuals. Appropriate precautions are required to prevent contact with blood, body fluids, (except sweat) and contaminated objects.

2.32 Task Order: An order issued in accordance with the terms of the contract that details an ordering activity’s specific requirements. An authorized ordering official’s written order to obtain services, at a minimum will include the following where applicable: description of services, skill categories, hours, price, period of performance, contract number, and the ordering activity’s task order number.

3.0 GOVERNMENT FURNISHED PROPERTY

3.1 Property: Laundry from each location will be clearly labeled so the Contractor can return laundered items to the proper location.

3.2 Protection of Government Buildings, Equipment, and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the

Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the

Contractor shall be liable for the cost, which may be deducted from the contract price.

4.0 CONTRACTOR FURNISHED PROPERTY

4.1 Property. Except for the property specified in paragraph 3.1 as Government furnished, the Contractor shall provide all facilities, equipment, transportation, scales and supplies.

4.2 Facility Requirements: The Contractor’s facilities shall meet the requirements of the most current edition of the Facility Guidelines Institute “Guidelines for Design and Construction of Health Care Facilities” that pertains to hospital laundry facilities and disinfection of laundry carts. The Contracting Officer shall approve any exceptions.

4.3 Facility Inspections: The Government reserves the right to conduct inspections of the contractor’s laundry facilities per Infection Control Standards.

5.0 Scope of Work

5.1 Overview. The Contractor shall provide all management supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging, and labeling materials, dry cleaning solutions, etc.) necessary to perform laundry and dry cleaning services to include pick-up of soiled laundry and delivery of clean laundry for the Gallup Indian Medical Center of this performance based work statement. The Contractor’s performance will be evaluated in accordance with the standards set forth in the Performance based Matrix at paragraph 6.0.

5.2 Contractor Employee Identification. Contractor employees shall wear easily visible photo identification badges while on government property that identifies the employee by photograph, name and company.

5.3 Pick-up and Delivery. Contractor shall coordinate all laundry pick-up and delivery schedules with the facility representative.

5.3.1 Scheduled Pick-up and Delivery. The Contractor shall pick-up soiled laundry and deliver clean laundry to the designated area for the Gallup Indian Medical Center, five days each week Monday through Friday, excluding holidays, between the hours of 7:00 a.m. and 7:00 p.m. The Contractor shall ensure that all soiled laundry packed up is laundered or dry cleaned and delivered the following delivery day, The Contractor shall not retain any laundry, except for items that must be mended or soaked as a pre-cleaning step need not be returned as finished laundry the following day.

5.3.2 Non Scheduled Delivery: The facility representative is authorized to contract the Contractor to report missing laundry items and request a non-scheduled delivery. Non-scheduled deliveries shall be made in case of performance deficiency caused by the Contract at no cost to the Government.

5.3.3 Holiday Delivery: The Contractor shall coordinate holiday deliveries with the facility representative for an alternate pickup date.

5.4 Laundering Process:

5.4.1 The Contractor shall sort and wash laundry to maintain color and durability of laundered items in accordance with industry standards.

5.4.2 The Contractor shall consider manufacturer’s recommendations (if available) in selecting appropriate laundering processes, products and procedures, based on fabric, content and nature of soil, to ensure cleanliness soil and stain removal, color retention and fabric durability.

5.4.3 The Contractor shall select laundering processes, products and procedures that comply with all applicable federal state and local standards of health and safety regulations pertaining to the healthcare laundry and facilities.

5.4.4 The Contractor shall handle all soiled laundry as if potentially contaminated with blood or body fluids, as defined by the Centers for Disease Control and Prevention (CDC) see definition 2.31.

5.4.5 The Contractor shall ensure Gallup Indian Medical Center‘s laundry is completely separated from all other laundry during processing.

5.4.6 Re-performance: As allowed by FAR 52.212-4 (a), Contract Terms and Conditions for

Commercial items, Inspection/Acceptance, the Government may require re-performance of nonconforming services al no increase in contract price.

5.5 Finished Laundry: The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed

(as needed). The Contractor shall replace broke or missing buttons, zippers or snaps, and mend torn items according to color and material.

5.5.1 The Contractor shall prevent contamination of finished laundry.

5.5.2 The Contractor shall ensure no two articles are folded together.

5.5.3 The Contractor shall ensure that machine and hand finished articles are smooth, without wrinkles, and the original shape and dimension are retained.

5.5.4 The Contractor shall collect and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal.

5.6 Packaging: The Contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the Gallup Indian Medical Center. The Contractor shall ensure finished laundry is:

5.6.1 Grouped by type of article(s) e.g. sheets, pillowcases, blankets, patient gowns, surgery scrubs.

5.6.2 Packaged and labeled to identify contents type of article(s), unless clear plastic wrap is used and the type of laundry is obvious.

5.6.3 Placed in clean linen carts that are sealed at the top to protect the finished packaged laundry from contamination.

5.7 Reporting Requirements.

5.7.1 Delivery Ticket: The Contractor shall provide the facility representative with a delivery ticket indicating the weight and article(s) of finished laundry returned for each delivery made. The Contractor shall weigh all finished laundry by category for billing purposes

5.7.2 The Contractor’s invoice shall be adjusted by the Contractor to reflect re-performed work directed in accordance with FAR Part 52.212-4(a).

5.7.3 Billing Summary Reports: The Contractor shall provide the COR with a summary report, indicating categories of laundry by weight and cost for Gallup Indian Medical Center by the 10 th business day of each month. Additionally, the Contractor shall provide the COR with an annual summary indicating categories of laundry by weight and cost in spreadsheet format at the end of the period of performance.

5.7.3.1 Monthly report, by the 10th business day of each month

5.7.3.2 Annual to date report by the end of the performance period or upon request.

5.7.4 Additional Information: The Contractor shall provide the COR with a copy of the following information prior to the start of the contract and upon request.

5.7.4.1 Laundry wash formulas, including time and temperature specifications.

5.7.4.2 Laundry drying specifications:

5.7.4.3 Weight scale calibration documentation. The Contractor’s scales used for billing weight shall be calibrated annually by a state certifying agency.

5.7.4.4 The most current facility ventilation report

5.7.4.5 A record log of all concerns related to the contract summarizing the concerns and corrective action taken.

5.8. Contingency Plan The contractor shall submit a Contingency Plan, and has the responsibility of notifying the COR if at any time the plan is changed. The contingency plan shall be submitted within thirty (30) working days after the pre-performance conference for acceptance by the Government.

The contractor shall notify the COR of any event that jeopardizes performance under this contract.

The plan shall include contingency operations for the following events, as well as any of which the contractor may also be aware.

5.8.1 Labor Disputes: In the event of a labor dispute, the contractor’s responsibility to provide the service will not be terminated. The contractor shall provide the COR a strike or other employee job action contingency plan to continue performance of service without interruption or degradation in the quality of service. In the event of a strike or other labor dispute interference with timely contract performance, the contractor shall immediately notify the COR and initiate action under the contingency plan.

5.8.2 Utility Failure: In the event of a major, extended (>2 days) disruption of utilities essential to the completion of contract services, the contractor shall determine a feasible alternative method of providing services and make recommendations to the COR.

5.8.3 Disaster: In the event of a disaster, to include but not limited to destruction of the facility, sabotage, or an act of God or nature that renders the contractor’s facility unsafe, the contractor shall determine a feasible alternative method of providing services and make recommendation to the

COR.

5.9 Environmental Compliance: The contractor shall comply with all applicable local, state, and federal environmental regulations. The contractor shall provide an annual report indicating an evaluation of existing work practices, environmental compliance, and opportunities to reduce environmental impact as related to the following topics: potable water consumption, hazardous chemical usage, air emissions, solid waste generation, and energy consumption.

6.0 Performance-Based Matrix

Performance-

Based Task

Indicator

Standard

Quality Assurance

Incentives

The Contractor shall provide laundry and dry cleaning services

Pick up and delivery schedule, (Paragraph 5.3)

100% of soiled and finished laundry picked up and delivered within delivery schedule

Surveillance systems will include periodic inspections and valid customer complaints.

Payment of contract price for satisfactory performance.

Contractor performance evaluated using the Contractor

Performance Assessment

Report (CPAR), Contractor

Performance Report for use in future contract selections.

Laundry, (Paragraph

5.4)

100% color, size and durability maintained.

Same as above Finished Laundry, (Paragraph 5.5)

Annual Report, (Paragraph

5.7.3.2)

100% of finished laundry is clean, dry, folded, free of soil, stains, wrinkles, lint, mildew, objectionable odors, and pressed as needed.

Same as above

7.0 CONTRACTING OFFICER RESPONSIBILITY

7.1 Authority to negotiate changes in term, conditions, or amounts cited in this contract is reserved to the Contracting Officer.

8.0 REPORTS: Contractor shall submit a summary statement listing each facility’s monthly service to the

COR within 30 days after sending invoices for payment to the government facilities. The Summary shall list each healthcare facility’s infectious waste type and number of containers picked up, volume, poundage, cost per pound, and total cost. Electronic access to the information is acceptable.

9.0 INVOICE SUBMISSION:

1. The Contractor shall submit an original monthly invoice(s) to:

NAV_GIMCAccountsPayable@ihs.gov. Invoices will then be forward the invoice to the approving official for processing of payment.

2. The Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

3. In accordance with FAR 52.212-4(g), a proper invoice must include the following:

a. Contract Number, Purchase Order Number, Contractor’s name, and invoice date and payment terms.

10.0 FACILITY REPRESENTATIVE

10.1 All work (except emergencies) shall be performed during regular working hours, 8:00 AM to 5:00 PM Monday through Friday, as scheduled with the designated facility representative listed below.

P. O. Box 1337, Gallup, NM 87305

Switchboard: 505-722-1000

Armondo Kaye, Housekeeping Supervisor armondo.kaye@ihs.gov

Telephone No.: 505-722-1531

10.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

10.2.1 The COR for this contract shall be:

Hoskie Becenti, Boiler System Supervisor Division of Administration, Facilities Maintenance Department Gallup Indian Medical Center Telephone: (505) 722-1000

FAX: (505) 722-1525

Email: hoskie.becenti@ihs.gov

10.2.2 The COR is responsible for:

10.2.2.1. Monitoring the Contractor’s technical progress, including surveillance and http://fedgov.dnb.com/webform mailto:hoskie.becenti@ihs.gov assessment of performance and recommending to the Contracting Officer changes in requirement(s).

10.2.2.2. Performing technical evaluation as required.

10.2.2.3. Performing technical inspections and acceptance required by this contract; and

10.2.2.4. Assisting the Contractor in the resolution of problems encountered in performance.

10.3 OFFICIALS AUTHORIZED TO PLACE ORDERS AGAINST THIS CONTRACT

10.3.1. The authorized ordering officials, as listed below, shall represent the Government for the purpose of issuing and signing Individual Task Orders under this agreement.

10.3.2. The authority to obligate the Government shall be in accordance with the acquisition delegation of his/her authority.

Gallup Indian Medical Center Facility Name

Gallup, New Mexico 87301

Phone: 505/722-1549

Fax: 505/722-1554

Jericho Lewis, Supervisory Contract Specialist

Misty Billy, Contract Specialist

Adrian Segay, Contract Specialist

Jerlyn Begay, Contract Specialist

Stephen Silversmith, Contract Specialist

Geralene Clark, Purchasing Agent

Kimberly Livingston, Purchasing Agent

Stefanie Atene, Purchasing Agent