SOW Laundry Services.docx

LAUNDRY SERVICES

STATEMENT

OF WORK

FRANCINE DAVIS (IHS/PHX) INDIAN HEALTH SERVICES MARCH 26, 2015

Scope of Work Laundry Services for the Rosebud Service Unit (RSU)

TABLE OF CONTENTS PAGE 1

SERVICES-Laundry

1. OVERVIEW………………………………………………………………………………………………………………………… 2

2. BACKGROUND…..……………………………………………………………………………………………………………….2

3. DUTIES AND RESPONSIBILITIES…………………………………………………………………………………………..2

4. REQUIREMENTS…………………………………………………………………………………………………………………2

5 ENVIRONMENTAL QUALITY…………………………………………………………………………………………………4

6 CONTRACTOR-FACLITY………………………..………………………………………………………………………………4

7. INSPECTION & INSPECTION………………………………………………………………………………………………..5

8. OTHER CONTRACTOR RESPONSIBILITIES……………………………………………………………………………..5

9. CONTRACTOR QUALITY CONTROL PROGRAM…………………………………………………………………..… 6

10. GOVERNMENT FURNISHED PROPERTY AND SERVICES/OR ITEMS……………………………………….6

11. GENERAL CONTACT INFORMATION……………………………………………………………………………………6

12. CONTRACT ADMINISTRATION DATA ………………………………………………………………………………….6

13. CONTRACT OFFICER REPRESENTATIVE RESPONSIBILITES……………………………………………………6

14. PERFORMANCE BASED ASSESSMENT…………………………………………………………………………………7

15. PERFORMANCE BASED MATRIX…………………………………………………………………………………………8

1. OVERVIEW

It is the intent of the Rosebud Indian Health Service to acquire a Laundry Services to provide laundry services for the Rosebud IHS Hospital in Rosebud SD 57570. Laundry services include the collection and delivery of various types of laundry, which include rough dry, flat work, finished work, pillows, mops and dry cleaning of window drapes. Laundry shall be done in accordance with the following specifications.

2. BACKGROUND:

The Rosebud Service Unit (RSU) hospital is located approximately in the south central part of South Dakota in Rosebud SD.

The Rosebud Hospital is a 35-bed, TJC-accredited acute care hospital associated with an Emergency Room, Inpatient Ward, OB, Surgery, Outpatient clinic, Physical Therapy, Dental & Housekeeping that all utilize laundry in their departments.

3. DUTIES AND RESPONSIBILITIES:

Contractor will pick up and deliver laundry to the Rosebud Hospital in a closed vehicle and are required at least three times a week and they shall be on Monday, Wednesday, and Friday. Clean laundry shall not be transferred at any time in the same vehicle as dirty laundry. Any issues with this where they can’t be here by 12:00pm each day can contact the COR

4. REQUIREMENTS:

Laundering will be done in accordance with accepted standards of the Joint Commission and the Certified Management Services (CMS) on the Health Care Financing Administration (HCFA) depending upon the Accreditation status of the receiving facility. All certifications required by the State of South Dakota should be available on file at the Contractor's place of business.

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

B. Deliveries will be made directly to the hospital by the contractor/representative in closed laundry vehicle. Deliveries by commercial conveyance are not acceptable. All rough and flat work shall be packed (by type of garment and wrapped with 6 items in each package) in clear plastic wrapping and sealed by heat or pressure methods and handled in such a manner as to prevent contamination. All uniforms jackets, coats and scrubs shall be delivered on hangers with envelopes and in separate envelopes according to color. A representative of the Public Health Service will receipt for all articles delivered by the contractor, noting any damages or shortages at the time of delivery.

Processing: Hospital laundry shall be processed separately from other customer laundry as a separate lot. All uniforms shall be washed separately. As the laundry progresses through the various stages it shall be kept separate from the preceding stage. Receiving and sorting, laundering, finishing and storing.

Infectious Disease Linen: The hospital will bag linens from infectious disease (isolation linen) cases separately from other linens in yellow bags or white bags labeled appropriately or marked "Infectious Disease Linen". Infectious disease lined (isolation linen) should not be sorted before it is washed. A water-soluble inner bag is deposited directly into the water, (provided by the hospital). Sorting is accomplished after processing, flat work, day cleaning, or finish should be indicated on an attached label, if applicable

Test Piece Analysis:

A. All washing procedures shall be subject to Laboratory Report of Test Piece Analysis when requested by the Contractor.

B. Tensile strength and whiteness retention measurement of test pieces shall be determined on the basis of (20) washings in accordance with methods of American Institute of Laundering.

C. 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

Wetness Retention: A-95% or Higher -Excellent B-92% to 96% -Good

Processing Laundry Procedures:

The following procedures are outlined in processing commercial laundry.

White formula to assure maximum sterilization. A separate linen processing should be provided. Processing equipment should be arranged so that linen flows from soiled to clean, i.e., sorting area- washing -extracting -drying -ironing -folding -storage -etc.

Basic processing steps should include the following components:

A. An Initial Flush A cool water flush, or split (half cold and half hot water), shall be utilized initially to prevent setting of certain stains

B. Sudsing Stages (4 stages minimum)

The principal washing action is achieved during the detergent sudsing stages. The maximum temperature range should be between 150 degrees Fahrenheit and 170 degrees Fahrenheit. (A water temperature above 71 degrees Centigrade (160 degrees Fahrenheit) for 25 minutes will destroy practically all microorganisms except spores). Bleach is commonly added after the last sudsing stage. Chlorine (approximately 100 ppm) is most commonly used for this purpose.

D. Rinsing Stages (4 stages minimum)

High temperatures rinsing (165 degrees Fahrenheit to 170 degrees Fahrenheit) normally follow the sudsing stages. A sour shall be added after the final rinse to remove traces of detergent. The sour abruptly reduces the pH from about 10.0 to 5.0 and thus aids in reduction of Microorganism.

E. Fluff Drying –

Twenty minutes at 165 degrees Fahrenheit Ironing

F. Ironing or Press:

Ironing shall be performed in a laundry press or a flatwork ironer of approximately 100 pounds of steam Pressure or (130 degrees Fahrenheit) to significantly reduce the number of microorganism

Clean Linen Storage:

Final holding and storage should be accomplished in an area, which is separate from dirty laundry, which has been sanitized with a 50 ppm chlorine solution. Hand washing facilities should be provided in this area. Items stored should preferably be placed in enclosed carts or on closed or covered linen shelves. A sewing and repair operation may be included in this area.

5. Environmental Quality:

Laundering will be done in accordance with accepted standards of the Certified Management Services (CMS) on the Health Care Financing Administration (HCFA) depending upon the Accreditation status of the receiving facility. All certifications required by the State of South Dakota should be available on file at the Contractor's place of business.

All laundry facilities should consider construction of interior finishes which are smooth and easily cleanable.

The interior of the laundry should be thoroughly cleaned daily. An appropriately sized janitorial closet should be provided.

Toilet facilities should be provided and located within or immediately adjacent to the laundry.

Appropriate OSHA standards should be met by the laundry facilities.

6. Contractors Facilities -Sanitary Inspection:

1. Award of items listed on this invitation for bid shall be made only to a bidder whose facilities at which such items are to be processed have been inspected or otherwise meet the requirements of the Indian Health Service Office of Environmental Health.

2. The Government reserves the right to have the contractor's 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 Contracting Officer to correct such conditions.

3. Refusal to correct unsanitary conditions shall constitute sufficient cause of the Government to terminate this contract immediately in accordance with clause entitled (default) and without waiting ten (10) days for the correcting of the condition.

7. INSPECTION AND ACCEPTANCE:

INSPECTION OF SERVICES-Fixed-PRICE (FAR 52.246.-4) (AFR 1984):

A. Definitions. "Services," as used in this clause, includes services performed, workmanship and material furnished or utilized in the performance of services.

B. The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

C. The Government has the right to inspect and test all services called for by the contract, to the extend Practicable at all times and places during the term of the contract. The Government shall perform inspections And tests in a manner that will not unduly delay the work.

D. If any of the services do not conform to contract requirements, the Government may require the contractor to Perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in service cannot be corrected by re-performance, the Government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) Reduce the contract price to reflect the reduced value of their services performed.

E. Contractor(s) acceptance of the government contract shall ensure that Contractor adheres to all terms and conditions of the contract. A Contractor shall be free of any non-prescribed substance in performance of the contractual requirements. However, if the government has suspicion and/or observation of Contractor's performance possibly being under the influence of non-prescribed substance (i.e., alcohol, etc.) the government reserves the right to terminate contract without further explanation.

G. The Contractor or individual performing services shall comply with all applicable Federal and State workers Compensation, health examinations, income tax withholdings, social security withholding and occupational Disease statues.

8. OTHER CONTRACTOR RESPONSIBILITIES

(a) All financial, statistical, personnel, and technical data which is furnished produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. Such data or information shall not be released nor legal rights claimed by the Contractor without prior written consent of the Contracting Officer. Any presentation of any statistical or analytical materials, or any reports based on information obtained from performance by this contract will be subject to review and approval of the Contracting Officer.

(b) Safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

(c) No interpretation of any provision of this contract, including applicable specifications shall be binding on the Government unless furnished or agreed to in writing by the Contracting Officer.

9. CONTRACTOR QUALITY CONTROL PROGRAM:

(a) The Contractor shall have a Quality Control program to assure compliance with contract. Quality Control program shall minimally have the following elements:

(1) A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

(2) 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 the property of the Government and shall be available to the Project Officer during normal working hours. The file shall be turned over to the Government within 14 days of completion or termination of the contract.

10. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

(a) Housekeeping will furnish laundry carts for transport of linen and the facility has a loading dock behind the hospital for loading if needed.

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

11. GENERAL CONTRACT INFORMATION:

(a) The contract will be for a term of one (1) year, and may be option extended for an additional four (4) years. This period shall commence (1/1/2022) from date of award.

(B) This government shall issue a firm, fixed-price contract. The firm-fixed price shall be inclusive of all cost associated in performance of a contract.

12. CONTRACT ADMINISTRATION DATA:

(a) Reimbursement for services provided will be made upon completion of services as specified in the Scope of work. The Contractor shall submit an invoice to the designated Contracting Officer’s Representative or designee.

13. CONTRACTING OFFICER’S (COR) REPRESENTATIVE RESPONSIBILITIES:

(a) The Contracting Officer’s Representative is responsible for providing technical assistance to the Contracting Officer in administration of the contract. This responsibility involves quality assurance inspection surveillance reporting and quarterly certification of the Contractor’s performance by the COR. The Contracting Officer will furnish the name of the COR prior to the start date of the contract. The COR shall inspect during and after tasks are completed.

(b) The Contracting Officer will designate in writing a Contracting Officer’s Representative who shall be Responsible for:

(1) Monitoring the Contractor’s technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer, changes in requirements;

(2) Interpreting scope of work;

(3) Performing technical evaluations required;

(4) Performing technical inspections and acceptances required by this contract;

(5) Monitoring funds available for obligation under this contract;

(6) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract;

(c) In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in the scope of work, contract price, quantity, and quality or delivery schedule shall be made only by the Contracting Officer by properly executed modification to the contract.

(d) The designation of a COR does not authorize or provide a legal right to change any kind of contractual terms regardless of the Contractor’s apparent difficulties in fulfilling contract requirements.

14. PERFORMANCE BASED ASSESSMENT:

(a) Introduction – Performance Requirements:

(1) A Quality Assurance Surveillance Plan (QASP) has been developed for in-house operations or to implement a service contract. It is designed to aid the COR in providing effective and systematic surveillance of all aspects services. This plan provides for monitoring the contract requirements

(b) The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. The government is primarily interested in the final service being provided and not in the details of accomplishment.

(c) The principal method of surveillance will be daily in some cases or by use or periodic inspections. Appropriate indicators are provided for recording observations in this type of surveillance.

(d) How to Use the Performance Based Matrix

(i) Each defect observed will be recorded on a report. These documents will then become a formal record for later reference.

(ii) Contracting Officer’s Representative shall forward a copy of Contractor’s compliance with performance and non- performance compliance reports.

(e) Quality Assurance Surveillance Plan (QASP):

(i) The Government shall monitor the Contractors’ performance through a Quality Assurance Surveillance Plan (QASP). The QASP is for informational purposes only and not considered part of the contract.

(ii) Surveillance systems will include periodic inspection and acceptance of all deliverables as cited in the contract.

15. PERFORMANCE-BASED MATRIX

SURVEILLANCE ACTIVITIES AND CONTRACTOR INCENTIVES

Performance surveillance monitors will be established to comply with regulatory guidelines and to monitor Contract performance. Performance-based incentives are consistent with the intent and purpose of the contract And are outlined on the following grid.

PERFORMANCE

OBJECTIVES

PERFORMANCE

MEASURE

PERFORMANCE

STANDARD

SURVEILLANCE

PLAN

CONTRACTOR

INCENTIVE

TASK 1

Develop a staffing plan to provide monitoring, data entry of laundry cleaned and stained coming back

All laundry staff must be knowledgeable in the cleanliness of the laundry coming in.

Contractor must demonstrate that their facility meets the standards of the Joint Commission, CMS and OSHA.

The COR and staff will monitor all laundry coming back from the laundry Stained, dirty, or torn.

IHS will provide an Acceptable performance to contractor if he meets all standards image1.png image2.png image3.png image4.png