Statement of Work Laundry Service (AutoRecovered)_Redacted.pdf

Department of Defense Defense Health Agency

STATEMENT OF WORK

LAUNDRY SERVICES

NUTRITION MANAGEMENT DEPARTMENT

NAVAL MEDICAL CENTER SAN DIEGO, CA

GENERAL REQUIREMENTS: The effort required hereunder shall be performed in accordance with this Statement of Work and with all other terms and conditions set forth herein.

1. SCOPE: The contractor will pick up soiled linen and perform laundry services which include but are not limited to wash, sort, fold wrap in plastic and deliver to Nutrition Management Department at the Naval Medical Center San Diego.

2. Laundry services include the cleaning, and delivery of government-owned linens, clothing, and equipage in accordance with this statement of work.

3. The laundry service Pick-up of all items is required every Tuesday between 0700 and 1000.

Drop-off of all items is required every Thursday between 0700 and 1000.

4. The hour of service is 0700 -1500 at Nutrition Management Department Naval Medical Center San Diego, Monday through Friday except for Federal Holidays.

Recognized Federal holidays:

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

5. A department linen representative will be present to provide access to the soiled linen, receive the returned cleaned linen and address any concerns.

2. Item Description:

2.a Chef Smock: Launder according to washing instructions on product. Stains shall be treated to the best of the contractor, using a stain remover agent. Two creases on front and back smock, 8 inches from each side seam. Medium starch and no folding.

Use hanger.

2.b Chef Pants: Launder according to washing instructions on product. Stains shall be treated to the best abilities of the contractor, using a stain remover agent. Hot press, light starch, no folding. Use hanger.

2.c Aprons: Launder according to washing instructions on product. Stain shall be treated to the best abilities of the contractor, using a stain remover agent. Hot press and light starch. Package no more than five (5) each, together with plastic.

2.d Chef Hats: Launder according to washing instructions on product. Stain shall be treated to the best abilities of the contractor, using a stain remover agent. Hot press and light starch. Package no more than ten (10) each, together with plastic.

2.e Tablecloths: Launder according to washing instructions on product. White table cloths may be bleached for harsher stains. All other colors shall be treated for stain removal by the best abilities of the contractor, using a stain remover agent. Hot press and medium starch. Minimum folding to avoid creases. Hang on large hanger.

2.f Cloth Napkins: Launder according to washing instructions on product. White cloth napkins may be bleached for harsher stains. All other colors shall be treated for stain removal by the best abilities of the contractor, using a stain remover agent. Hot press and light starch. Fold in half. Package no more than thirty (30) each, together with plastic.

2.g Cleaning Rags: Launder according to washing instructions on product. Fold in half.

Package no more than one hundred (100) each, together with plastic.

2.g.1 Flatwork ironing is a machine process for pressing and smoothing cloth, especially sheets and other flat pieces, between rollers.

2.g.2 Pressing is the process for the insertion of creases, if required, and the removal of undesired wrinkles from freshly laundered or cleaned garments or items. Pressing also includes stretching, shrinking, and reshaping the cleaned garment or item to its original shape and dimensions.

Extended cold weather clothing should not be pressed.

2.h Unserviceable Articles: Worn, torn, and excessively stained linen items shall be removed from the service by the contractor. These items shall be returned to the government laundered, folded, and separated from all other linen. The contractor shall be paid for the laundered item.

2.i Miscellaneous Items: Miscellaneous items received for laundering that are not listed in Item

Description shall not be laundered and returned to the government. There shall be no charge or payment for such items.

2.j Special Need or Requests: The government may, on occasion request that the contractor provide a special delivery of linen to meet immediate needs due to the shortages of items and /or emergencies that cannot wait until the regular scheduled delivery. Additionally, special handling of linen items may be required or requested at times. Examples include but are not limited to the following: to provide “detergent free” linen packets, special handling, and delivery of new item, etc. These requests are minimal and /or infrequent, twelve (12) times or less per year.

3. MINIMUM CONTRACTOR FACILITY REQUIREMENTS

3.a The contractor’s facility must be capable of laundering normally soiled and contaminated linens. The contractor must have facilities available where soiled and contaminated linen can be received, sorted, and stored separately from clean processed linen. Any physical barriers interposed between clean and soiled linen must be impervious to penetration by all disease agents. The contractor is to adhere to sanitation standards and infection control precautions in the processing of all laundry and consider laundry as "contaminated."

3.b The contractor shall comply with the State of California Regulations contained in Title 16, Professional and Vocational Regulations, Division 6, State Board of Fabric Care, Articles 1 through 7, while conducting a laundry service business in the state. If any requirement contained in this contract conflicts with any federal, state, or local regulations, the Contractor shall immediately notify the contracting officer and provide a copy of the regulation in question. The contracting officer shall modify this statement of work, if deemed necessary, to comply with regulations that control the operation of laundry facilities.

4. MINIMUM SANITATION AND QUALITY STANDARDS

The contractor must ensure that sanitation/infection control standards are in place and upheld in the laundry facility. All work shall be performed under sanitary conditions. The laundered articles when delivered shall be in serviceable and sanitary condition. The following minimum general sanitation and quality standards apply:

4.a The laundry processing chain shall be arranged so that there is not contact between soiled and processed linen, and no interchanges of personnel.

4.b Clean and soiled linens shall be transported in separate carts.

4.c Laundry carts or other equipment used to transport soiled linen shall not be used to transport clean processed linen, unless the contractor first sanitizes them.

4.d Soiled linen shall be sorted in a room set apart from the main laundry area.

4.e Soap, bleach, germicides, and other chemical compounds shall be used in accordance with the manufacturer’s recommendation.

4.f Trucks shall be cleaned on a rotating basis (but not less than weekly). They must be kept free of gross contamination and stored in clean dry areas when practicable.

4.g Laundered linens shall be free of removable soil, stains, and lint. They shall also be free of objectionable odors.

4.h Care shall be exercised to ensure that shrinkage of fabrics is no greater than that which can be termed "natural shrinkage." Special attention must be paid to ensure the prevention of shrinkage in items composed of animal fibers such as wool.

4.i Workmanship, including collection and delivery, shall be in accordance with the best practices of the laundry industry. It is intended that services shall include all processes necessary for the laundering of the articles although not every step involved is specifically mentioned this contract.

5. SEPARATION BY CUSTOMER

Linens, clothing, and equipage belonging to Nutrition Management Department identified in this contract will be laundered and transacted separately according to the stipulations on the contract.

The contractor must maintain a "keep separate” system or "non-commingling" method of pickup, sorting, laundering, folding, pressing, bundling, packaging, and delivery. The contractor is required to deliver or return the same or identical items to each customer activity as was originally picked up. Articles not belonging to a customer activity, including stenciled/marked linens, shall be rejected, deleted from the receipt, and not charged against the government purchase card account.

6. HANDLING OF SOILED LAUNDRY

6.a Inspection and Sorting. The articles received by the contractor shall be individually inspected for condition of serviceability and sorted by the type of service required. The contractor shall ensure that good judgment, consistent with accepted commercial laundry practice, is exercised in classifying items for washing, drying and finishing.

6.b Unserviceable Articles. All articles received at the contractor's plant that cannot be restored to a serviceable condition by the mending shall be returned by the contractor laundered and roughdried.

6.c Mildew Prevention. All articles received at the contractor's plant in a moist or damp condition shall be immediately dried or promptly processed to prevent the development of mildew.

6.d Stain Removal. The contractor shall take special action consistent with professional laundry management techniques to identify and remove all stains on linens. These procedures may require selected items to be subjected to additional flushes or complete washing cycles. All linen shall be free of stains prior to delivery unless acceptable methods of removal have been unsuccessful.

6.e Bleaching. Bleaching agents employed in washing formulas should be on white cotton and blended fabrics as appropriate. The concentration of liquid chlorine bleach shall not exceed the chemical and laundry equipment manufacturers’ recommended solution. Chlorine bleach used on polyester type fabrics shall be followed with anti-chlorine.

6.f Static Prevention. The contractor must ensure that all polyester and cotton blend linens meet the static generation limitation requirements set forth in National Fire Protection Association (NFPA) Standard 56A. All new polyester and cotton linen, when identified, shall be laundered with suitable ionizing agent.

6.g Cleanliness. Each finished item shall be clean; dry; and free of lint, removable stains, and objectionable odors.

6.h Labels. The contractor must furnish any labels required by the California Department of Health.

7. GARMENT IRONING OR PRESSING

All outer wearing apparel, except durable press garments and extended cold weather clothing, shall be pressed on commercial pressing equipment. Durable press garments shall be finished in steam tunnels or other suitable equipment. Extended cold weather clothing shall be processed according to the textile manufacturer’s label.

Items such as tablecloths, cloth napkins, cleaning rags, chef smocks, chef pants, aprons and other outerwear apparel will be finished (ironed) so that all surfaces are smooth and free of wrinkles.

After ironing or pressing, tablecloths, cloth napkins, cleaning rags, and other outerwear apparel will be hung on hangers.

8. FLATWORK IRONING AND PRESSING

8.a All flatwork shall be machine finished so that surfaces are smooth and without rough-dry spots or tails. The pressing and finishing operations for items shall be accomplished in accordance with industry standards. Polyester/cotton blend garments may be tumble dried or processed through steam tunnels, steam air finisher, or pressed on a dry-cleaning type of press (whichever is appropriate to obtain desired finish) and then placed in bundles.

8.b Flatwork finished linen shall be washed, dried, pressed, folded, and quantity packaged according to item, size, and color. Flat work finished items include (but are not limited to) sheets, pillowcases, surgical towels, surgical wrappers, tablecloths and napkins.

9. SORTING, BUNDLING, AND PACKAGING

The contractor is required to adhere to any folding, quantity packaging and/or plastic wrapping requirements set forth in this contract. Plastic wrapping materials shall be of reasonable thickness and quality to prevent heat softening or melting which may cause unsafe handling. Linens shall be sorted by like item, color and size (e.g., patient gowns with patient gowns, flat sheets separate from fitted sheets, twin sheets separate from full size sheets, etc.). The contractor shall provide an itemized list of delivered linens, showing contents and quantities, which shall be used in verifying invoices for payment.

10. SPECIAL HANDLING AND CLEANING REQUIREMENTS

In addition to general laundering requirements set forth elsewhere in this contract, the following special requirements apply to:

11.1 WHITE COTTONS

Through the proper use of detergents, bleach and sour, the finished white cotton articles shall present a uniform, bright white appearance.

11.2 COLORED COTTONS

Colored cottons shall be laundered without the use of any bleach. The temperatures of the wash solutions employed, and the alkalis selected shall be such as to minimize color fading. When required elsewhere in this contract, items shall be machine impregnated with approved insect repellents for protection against mites, fleas, ticks and mosquitoes.

11.3. ARTICLES CONTAINING WOOL AND SYNTHETIC FIBERS

11.3.1 Washing. The temperature of all washes and rinses shall be held below 100 F. Neutral, synthetic, low temperature detergent shall be used in a minimum of two suds. Water levels in all washes and rinses shall be high and the washes shall be stopped during the adding and discharging of water in order to reduce mechanical action and avoid felting or other damage to the articles.

11.3.2 Drying. When drying woolens or silks, the temperature of the dryer shall be not greater than 120 F to prevent injury or damage to the fabrics.

11.4. COATED FABRICS

11.4.1 Washing. Coated fabric items shall be thoroughly shampooed by hand with a soft bristled brush using a warm solution of neutral low titer soap or a neutral synthetic detergent. The items shall then be thoroughly rinsed free of soap or detergent and hung on racks to dry at temperatures not exceeding 110 F.

11.4.2 Spotting. Extreme care shall be exercised in the removal of spots using any organic solvents, such as dry-cleaning solvents or any other spotting agent containing solvents.

11.5. DURABLE PRESS CLOTHING

11.5.1 Washing. These items should be washed in accordance with the latest laundry wash formulas currently specified by laundry manager. Do not use starch or bleach.

11.5.2 Drying. The items (2/3 capacity) should be removed from the dryer as quickly as possible to avoid wrinkles. Garments should be put on coat hangers immediately.

11.5.3 Stains. Stains should be removed as soon as possible.

11.6. EXTENDED COLD WEATHER CLOTHING

11.6.1 Washing. These items should be washed (2/3 capacity) in accordance with the low temperature wash formulas specified by laundry manager. Do not use starch or bleach.

11.6.2 Drying. These items should be dried according to the drying instructions specified by the laundry manager.

11.6.3 Stains. Stains should be removed as soon as possible.

11.7. CONTAMINATED LAUNDRY FROM HEALTH CARE FACILITIES

11.7.1 Handling of Contaminated Linens and Clothing. Contaminated linens and clothing shall be handled as little as possible and with minimum agitation to prevent gross microbial contamination of the air and persons handling the items.

11.7.2 Bagged and Labeled. Linen designated “contaminated” may be placed in water-soluble bags and clearly marked as contaminated linen. Contaminated linen shall be placed directly into the washer-extractor in the soluble bags without sorting. Linen washed in bags shall be removed and then rewashed. Such linen shall be processed and identified separately from other clean linen when returned.

11.7.3 Unserviceable Items. The contractor shall remove excessively worn, torn or stained linens from service. These items shall be laundered, itemized on the delivery ticket and returned in a separate bundle with a notation affixed to the bundle that clearly identifies its disposition.

11.7.4 Hot-Water Washing. Hot water provides an effective means of destroying microorganisms, and a temperature of at least 71 C (160 F) for a minimum of 25 minutes is commonly recommended for hot water washing. Chlorine bleach provides an extra margin of safety. A total available chlorine residual of 50-150ppm is usually achieved during the bleach cycle. If hot water is used, linen shall be washed with a detergent (and bleach, if appropriate for type and color of fabric) in water at least 71 C (160 F) for 25 minutes or longer.

11.7.5 Low-Temperature Water Washing. Recent studies have shown that a satisfactory reduction of microbial contamination can be achieved at lower water temperatures according to the Office of Health and Safety, Centers for Disease Control and Prevention. Instead of the microbicidal action of hot water, low-temperature laundry cycles rely heavily on the presence of bleach to reduce levels of microbial contamination. Temperatures of 22-50 C may be used when the cycling of the washer, the wash formula, and the amount of chlorine bleach are carefully monitored and controlled. If low temperature (<70 C or <160 F) laundry cycles are used, chemicals suitable for low temperature washing at proper use concentration shall be used by the contractor.

11.7.6 Acid Sour. A mild acid sour to neutralize any alkalinity in the water supply, soap, or detergent shall be added during the washing process, since the rapid shift in pH from approximately 12 to 5 may inactivate some microorganisms.

11.7.7 Germicidal Textile Agent. A germicidal textile agent shall be used in the final rinse as additional protection against bacterial growth.

11.7.8 Drying and Ironing. Regardless of the water temperature used for washing, the temperatures reached in drying and especially during ironing provide additional significant microbicidal action. Therefore, drying and ironing are required for all clothing and linens from health care facilities.

11.7.9 Packaging. All clean linen shall be properly packaged for protection from contamination in accordance with requirements of the Joint Commission on Accreditation of Healthcare Organizations (JCAHO).

11.7.10 Transportation of Clean Items. Clean items shall be transported and stored by methods that will ensure its cleanliness.

11.7.11 Bacteriological Count. At the discretion of the receiving activity, government representatives may perform a bacteriological count on finished linen at the point of delivery.

The count shall not exceed 10 colonies per RODAC plate with an absence of staphylococcus aureus or coliform organism. Linen exceeding this count or containing the foregoing organisms will be returned to the contractor for re-laundering at no additional cost to the government. If the contractor fails to correct the problem by the next delivery, the matter will be referred to the contracting officer or his/her designated representative for resolution.

12. DAMAGED, DESTROYED, OR LOST ITEMS

12.aLinens shall retain their original shape and dimensions allowing for normal shrinkage for the specified treatment. Articles shall be laundered in such a manner to avoid excessive shrinkage, fading of colors, and loss in strength.

12.bThe contractor shall replace destroyed or lost government-owned linens with equivalent items at no additional cost to the government. If the contractor fails to replace an item, the procedures in DFARS Clause 252.237-7014, Loss or Damage (Count-of-Articles), shall apply.

For purposes of this contract, the “contracting officer” referred to in paragraph (a) (1) and (2) of the DFARS clause shall mean the government representative at each location responsible for handing-over or delivering soiled linens to contractor personnel.

13. COMMUNICATION BETWEEN CONTRACTOR AND GOVERNMENT

All contractor personnel who meet with government personnel about contract performance shall be able to speak and understand the English language. Such contractor personnel shall include but not be limited to billing, order processing, pickup and delivery personnel. The contractor shall designate one (*) phone which will be manned during working hours by responsible individuals capable of responding to questions regarding contract performance.

*An answering machine is a suitable alternative; however, a responsible individual capable of responding to questions regarding contract performance must return all calls within one (1) business day.

14. PERIOD OF PERFORMANCE

Base year: 25 Nov 2024 – 24 Nov 2025 Plus 4 option years.

Option year 1: 25 Nov 2025 – 24 Nov 2026 Option year 2: 25 Nov 2026 – 24 Nov 2027 Option year 3: 25 Nov 2027 – 24 Nov 2028 Option year 4: 25 Nov 2028 – 24 Nov 2029

15. RECORDS AND REPORTS

15.a The contractor shall provide the following documentation within five working days of a written request by the contracting officer.

15.a.1 Documentation such as a license or permits showing that the contractor’s facility is approved by the state and local authorities for the laundering of soiled and contaminated linens.

15.a.2 A sample delivery ticket or merchant receipt form. The ticket or form, at a minimum, shall include the following information:

Recipient Information: Name, address, contact details of the recipient.

Primary:

Alternate:

Phone:

Fax:

Delivery Details: Date and time of delivery, delivery address, delivery method.

Every Thursday of the week 0700-1000.

Nutrition Management Department

Description of Items: Clear description of the items delivered, including quantity, unit price, and total cost.

16. CONTRACTOR ACCESS TO HEALTH AFFAIRS (HA)/DHA NETWORK(S)

16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete 1.16.1 and

1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

16.2 Company’s FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

End of Statement of Work