Statement of Work - Laundry Services.pdf

WOODROW WILSON KEEBLE MEMORIAL HEALTH CARE CENTER SISSETON INDIAN HEALTH SERVICE

LAUNDRY/LINEN SERVICES

STATEMENT OF WORK

Background:

The Mission of the Woodrow Wilson Keeble Memorial Health Care Center (WWKMHCC) - Indian Health Service (IHS) is to provide the best possible healthcare services to the Native American population on the Sisseton-Wahpeton Oyate of the Lake Traverse Reservation. To meet this mission, the WWKMHCC - IHS has identified a need for a Non-Personal Service Contract for Laundry/Linen services.

Purpose:

The Contractor, within the limits of their qualifications, shall perform a full range of laundry/linen services. The commercial laundry service operator, who is awarded the Federal Government laundry contract for the WWKMHCC - IHS, I00 Lake Traverse Drive, Sisseton, SD 57262; is responsible for meeting all aspects of the contract specifications, i.e., soiled linen pickup, transport, laundry plant linen processing operations, packaging, and packing and delivery of clean processed linen.

Period of Performance: 12 months

Technical Requirements:

1. Quality of Work: Laundering will be done in accordance with accepted standards of Accreditation Agency used by WWKMHCC - IHS with the Joint Commission (JC) or Accreditation Association for Ambulatory Health Care (AAAHC).

2. Collection and Deliveries: Collections and deliveries are required at least two (2) times a week. The collection and delivery schedule shall be coordinated with the Facilities Manager or his/her designated representative.

A. Collections shall be picked up by the laundry contractor/representative in separate lots, and shall be receipted for the contractor/representative at the time of collection.

B. Deliveries will be made directly to the clinic 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 item) in clear plastic wrapping and sealed by the heat or pressure method and handled in such manner as to prevent contamination. ALL clean, washed, and dried laundry shall be packed in new, clean plastic wrapping for transportation to the clinic. A representative of WWKMHCC-IHS will receipt for all articles delivered by the contractor, noting any damages or shortages at time of delivery.

3. Processing: WWKMHCC - IHS laundry shall be processed separately from other customer laundry as a separate lot. All uniforms shall be washed separately. All rough flat work shall be properly sorted by type of garment, item, and color, prior to washing. All rough dry shall be neatly folded and smoothed by hand when hot to eliminate wrinkles. Bleach shall be added when laundering the mops.

4. Infectious Disease linen: WWKMHCC - IHS will bag linens from infectious disease (isolation linen) cases separately from other linens into white bags labeled appropriately or marked "INFECTIOUS DISEASE LINEN". Infectious disease linen (isolation linen) should not be sorted before it is washed. Preferably, a water-soluble inner bag is deposited directly into the washer. Sorting is accomplished after processing.

Flat work, dry cleaning, or finish should be indicated on an attached label, if applicable.

5. 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 twenty (20) washing in accordance with methods of American Institute of Laundering.

C. The washing procedures shall meet the following standards of tensile strength loss and whitening retention:

TENSILE STRENGTH LOSS WHITENING RETENTION

A - Not over 5% - Excellent B - 6% to 10% - Good

A - 95% or higher - Excellent B - 92% to 96% - Good

6. Processing Laundry Procedures: The following procedures are outlined in processing commercial laundry white formula to assure maximum sterilization. A separate linen processing room 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.

7. 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 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 micro-organisms except spores.

Bleach is commonly added after the last sudsing stage. Chlorine (approximately 1 00ppm) is most commonly used for this purpose.

C. Rinsing stage High temperature rinsing (165 degrees Fahrenheit to 170 degrees Fahrenheit) normally follows 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 micro-organisms.

D. Fluff drying Twenty (20) minutes at 165 degrees Fahrenheit. No softeners are to be used on Mops.

E. Ironing In a laundry press or a flatwork ironer of approximately 100 pounds of steam pressure (or 130 degrees Fahrenheit) ironing will significantly reduce the numbers of micro-organisms.

8. Clean linen storage: Final folding and storage should be accomplished in a separate room. Items stored should preferably be placed in enclosed carts or on enclosed carts or on closed or covered linen shelves. A sewing and repair operation may be included in this area.

9. Contractor's facilities - Sanitary inspection

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.

10. LAUNDRY CLASSIFICATION CHART

A. ROUGH DRY

Bath towels; Hamper bags; Flannel blankets; Woolen blankets; Hamper bags isolation;

Mattress pads, quilted; Pants, training, and Wash cloths.

B. FLATWORK

Bedspreads; Rags; Central supply; Hospital gowns*; Caps (surgeons & nurses); Circ drapes; Pillow cases; Sheets; Gowns surgeon*; Scrub suits*; Sheets; and Face towels (small).

C. FINISH WORK

Doctor's lab coat; Dental & pharmacy smocks; X-ray coats; and Uniforms/scrubs

D. Mops Dust mops, Wet mops

11. Damages or shortages: Incoming processed laundry will be weighed by a designated IHS employee in the presence of the laundry representative. Any damages and/or shortages will be noted on the receipt given to the contractor. The laundry representative will acknowledge these damages and/or shortages by signature on the receipt. Articles lost or damaged while in the contractor's possession must be immediately replaced in kind. In the event replacement is not made, deductions shall be made from payment due the contractor for damaged or lost linen.

Contract Administration:

1. Authority A. No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

B. 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.

C. 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.

2. Contracting Officer (CO): Contracting Officer means a person with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. The Contracting Officer signs all contractual documents, approves and signs all modifications to contracts, processes and approves payment requests, reviews and makes final decisions on contractual discrepancies, and administers the contract. The Contracting Officer is the only authorized individual to make changes to the contract.

3. Designation of Contracting Officer's Representative (COR): The person identified below is hereby designated as the COR for this contract. The responsibility of the COR (or his duly representative) is to ensure that the Government technical objectives are met. The COR will provide necessary information, direction, coordination, etc., within the contractual work description. Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only party authorized to bind the Government to the contract.

4. Invoices: A purchase order will be used for these services. Payment will be made at the bid price per pound on the basis of laundry weight. The Contractor shall submit a monthly invoice for services rendered as instructed on the awarded purchase order.

A. Invoices shall be submitted through Invoice Processing Platform (IPP). The IPP website address is: https://www.ipp.gov

B. 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 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).

C. Contractors 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. It will be the responsibility of the contractor to keep active and maintain there SAM.gov account, in order to keep there IPP account active. Payment is sent via E.F.T., through the account registered in SAM.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 or ihseinvoicingteam@ihs.gov

D. Should the contractor feel that use of the IPP would be unduly burdensome, their response to the solicitation should include an explanation of this position, for a determination by the contracting officer to allow non-IPP invoicing.

E. The contractor shall submit a signed and approved invoice to request payment through IPP, at least monthly.

F. The Contractor shall include the following information on each invoice in accordance with the Prompt Payment Act (5 CFR Part 1315.9(b):

• Contractor's name;

• Invoice number and date;

• Entire award number/Contract number or other authorization number for delivery of goods or services;

• Description (including dates of service), price, and quantity of goods and services rendered;

• Shipping and payment terms;

• UEI number and Taxpayer Identifying Number (TIN); and

• Contact name (where practicable), title and telephone number.

G. Only actual hours worked must be invoiced for, at the Fixed Rate referenced in the award document(s). The government reserves the right to not use all hours.