Updated 12.15.20 SOW.docx

SCOPE OF WORK

Introduction:

The Phoenix Indian Medical Center (PIMC) is seeking a vendor who can provide a Microfiber Mopping System Services that shall include the provision of supplies, maintenance and laundering of micro fiber mops for the Phoenix Indian Medical Center (PIMC) Housekeeping Department.

Scope of Work:

Contractor shall supply on a weekly basis the necessary inventory of microfiber cleaning products in order for the PIMC Housekeeping department to clean all of the PIMC buildings as follows:

a) Microfiber mop heads

· 18 inch = 4000 per week

· 36 inch = 2000 per week

b) Microfiber dust mops

· 18 inch = 4000 per week

· 36 inch = 2000 per week

c) Microfiber mop handles

· Telescophic/Adjustable = 15 per week

d) Quick connect microfiber frames

· 19 inch = 10 per week

· 36 inch = 5 per week

e) Microfiber wipes

· 16 in x 16 in = 9200 per week

f) Microfiber High Dusters = 100 per week

g) High duster handle = 10 per week

h) Floor Mats = 41 total

· 3’x5’= 17 per week

· 4’x6’= 19 per week

· 3’x10’ = 5 per week

All products provided shall be cleaned, maintained in a way that the products can be put in service immediately. The microfiber cleaning products to be placed in service are mop pads.

All materials shall be cleaned and sanitized prior to introduction or re-entry into the medical facility.

The Contractor shall furnish all wash formula laundry chemicals necessary to perform the services specified herein.

The contractor shall provide a daily count by units of all clean items shipped to PIMC Facility. The count shall be broken down to identify each item. The contractor shall mark each bin with the quantity of items shipped for verification. A copy of material safety data sheet for all chemicals furnished and used by the Contractor will be furnished to the COR.

The Contractor shall furnish all labor, supervision, management, management support, supplies, reports, and materials in performance of this contract.

The Contractor shall process, package, and assist in loading/delivering laundry, have the ability to offload tractor trailer trucks filled with large linen carts or have a commercial loading deck for receipt of soiled microfiber mops pads.

The Contractor shall ship soiled microfiber mop pads in closed laundry bags contained in facility identified linen shipping/receiving carts. The contractor shall separately process the facility’s soiled microfiber mop heads. The contractor shall transport each facility’s soiled microfiber mop pads to the laundry plant. Then, after the mop pads are cleaned and processed, the contractor shall transport the clean linens back to PIMC.

The contractor must have the ability to provide soil linen bins, to transport bins and linen carts trucks from the PIMC to their Laundry facility and back to PIMC and to segregate microfiber soil mops pads from clean mop pads through a permanent barrier.

The contractor shall ensure delivery personnel are COVID screened before making contact with PIMC employees. Contact with housekeeping personnel shall be made to verify and sign for content listed on manifest.

The Contract shall have the ability to wash and sanitize soil carts prior to loading clean items into return carts.

The contractor shall provide delivery services to transport clean and soiled microfiber mop heads on Monday, Wednesday and Friday. If delivery falls on a government holiday, the contractor shall deliver as scheduled, or schedule an agreeable delivery day with the COR before the holiday.

The Contractor shall be responsible for delivering and exchanging prepackaged clean linen carts for preloaded soiled linen carts. Carts are 28” wide x 54” long x 63” in height.

Any changes that require permanent adjustments in frequency or type of performance shall be coordinated with the Contractor by the Contracting Officer’s Representative (COR) and approved by the Contracting Officer (CO) in writing, prior to initiation of such change to assure adequate contractual coverage.

Any items found to be unsatisfactorily cleaned shall be identified by the COR or by PIMC Housekeeping staff. Items identified by the COR or by PIMC Housekeeping staff shall be returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items and packaged for separate processing at the local facility pickup point.

The contractor shall re-wash items as needed or directed by the COR. Responsibility for the cost of re- wash shall be borne by the party governing control over the cause for unsatisfactory cleaning. Re-wash items shall be at no cost to the Government.

Re-work will be completed within 24 business hours of linen identified as needed to be re-worked and sent to the sites within 72 business hours.

It is the responsibility of the Contractor to ensure that all extraneous articles found in microfiber mop heads are return back to PIMC Facility.

Contractor shall process all mops, cloths and dusters to prepare for shipment delivery in such a manner as not to interfere with the normal functions of the PIMC facilities pre-determined operational hours. Appropriate schedules shall be determined and agreed upon between the contractor, PIMC facilities and the CO or COR and/or designee.

The Government assumes no liability for loss of, or damage to Contractor-owned supplies held upon Government premises.

All Contractor personnel assigned to the performance of this contract are to wear a Contractor-provided, standard, distinctive uniform that clearly and prominently displays the contractor’s name when visiting the PIMC campus. The contractor personnel shall adhere to any health screening required by PIMC.

Exposure to hazardous working conditions: Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall inform contract personnel of potentially hazardous situations and shall train contract personnel in techniques required to recognize and deal with potentially hazardous situation in a manner which will minimize personnel risk. Contractor personnel shall adhere to standard techniques for personal protection.

Cleaning Standards:

Microfiber products will be cleaned according to manufacturer specifications and adhere to The Healthcare Laundry Accreditation Council Standards at www.hlacnet.org. All Marks, stains, etc., shall be removed as reasonably acceptable.

Scheduled Services:

Services will include pickup and delivery of all Microfiber three times weekly on Monday, Wednesday and Friday in the mornings before 7:00am.

Linen Control:

The contractor shall provide a daily count by units of all clean items shipped to PIMC Facility. The count shall be broken down to identify each item by packaging equal amounts of product for easy counting and labeling or writing the amount per package on the outside of said package. Contact with housekeeping personnel shall be made to verify and sign for content listed on manifest.

Hours of Operation:

The Phoenix Indian Medical Center normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding federal holidays. The federal holidays are as follows: January 1 (New Year Day), 3rd Monday in January (Martin Luther King's Birthday), 3rd Monday in February (President’s Day), last Monday in May (Memorial Day), July 4th, 1st Monday in September (Labor Day), 2nd Monday in October (Indigenous Day), November 11 (Veterans Day), 4th Thursday in November (Thanksgiving Day), and December 25 (Christmas). This list shall include any other day specifically declared a federal holiday by the President of the United States.

Equipment/Vehicles:

The contractor shall provide all trucks and drivers required to transport soiled and clean microfiber mop heads to and from The Phoenix Indian Medical Center at 4212 N. 16th Street, Phoenix, Arizona 85016.

Contractor shall comply with all standards found in Arizona State Commercial Driver License Manual.

The contractor shall furnish legally licensed drivers competent in over the road driving and responsible for meeting all Federal, State and Local Legal requirements, State Inspections and consistent with normal semi-truck delivery requirements.

Vehicle and cargo insurance, Liability for Loss/of and/or Damages to Freight and Property damages shall be the sole responsibility of the contractor. In addition the contractor shall furnish all diesel fuel, motor oil, antifreeze, and similar items needed for the service and operations of all vehicles. Contractor shall also be required to schedule maintenance, repairs, and service calls for said vehicles, as not to interfere with delivery deadlines. All trailers shall be kept clean and debris free at all times to avoid injury in the loading and/or unloading process.

Chemicals:

Chemicals shall be effective for varying water temperatures ranging from 120 degrees Fahrenheit to 160 degrees Fahrenheit water conditions and processing equipment. Contractor shall provide chemicals available in bulk storage tanks and drums of various sizes maintained inside all containment areas of the plant. An audio and/or visual alarm system shall be installed for the chemical injection system to alert of failure of chemical injections and/or leaks.

Prior to initial service start-up of the chemical vendor, contractor shall ensure the guidelines of this contract meet all Joint Commission standards. (www.jointcomission.org) all items within this document shall be adhered to regardless of whether a new chemical contractor provides services or contractor retains current chemical company.

Contractor shall provide the laundry staff with training on daily operator care and preventative maintenance of chemical dispensing systems. Contractor shall also provide this training in manual or handbook form to PIMC for future reference.

Contractor shall be responsible for ensuring vendor provides product identification to meet OSHA, Q:\GEMS\SPCC\138SAF_5001_Petroleum_Underground_StorageTank_Operations_Guideline_(11-7- 10).doc & EPA requirements; USEPA Community-Right-To-Know regulations for Emergency Planning [40 CFR 355 and 40 CFR 370] Sections 305, 311 and 312 of Superfund Amendment and Reauthorization Act (SARA) Title II. Contractor shall be responsible for assuring that all chemicals and wash formulas provided are specific to the HealthCare type soiled linens and compatible with the chemical in use during the initial fill-up/mixing of said bulk tanks.

Contractor shall be responsible for proper adjustment to current dispensing equipment being utilized. Contractor shall comply with all machinery manufacturers’ instructions as applicable. Contractor shall furnish a Material Safety Data sheet and technical data on each chemical prior to initial delivery of chemicals per OSHA regulation 29CFR, 1910.1200.

A copy of material safety data sheet for all chemicals furnished and used by the Contractor will be furnished to the COR.

Delivery Requirements:

As applicable, delivery personnel are to be health screened before making contact with PIMC employees. As applicable, delivery drivers are required to wear PPE to prevent the spread of COVID and practice social distancing.

Unit verification is required for each receipt and release of the laundry workload. Delivery tickets shall be furnished by the Contractor. The original of the delivery ticket shall be retained by the contractor and one (1) copy shall be forwarded with the shipment to the House Keeping Supervisor at PIMC.

A PIMC designee shall receive the clean microfiber mop heads and verify the list of articles returned on the delivery ticket. The delivery ticket shall show the items, and quantity.

Site Location:

Phoenix Indian Medical Center 4212 North 16th Street Central Supply Department Phoenix, AZ 85016

Government Furnished Property:

No Government Property to be furnished for use by the contactor.

Invoice Submission:

Invoices shall be prepared with the following information CLEARLY identified on the invoice:

1. Invoice Date and Number

2. Contract Number

3. Charges for service or products identified BY LINE ITEM Number

4. Brief description of products or services rendered

5. Charges should follow Line Item structure on contract to include Quantity, Unit of Issue, Unit Price, and Total Amount as applicable

6. Dates of Service or Shipment Invoices shall be prepared and submitted electronically and in accordance with rates and terms as stated in the contract. Invoices should be sent electronically to the following departments and addresses in the same e-mail:

Finance: PHX_PIMCAPInvoice@ihs.gov For purposes of interest accrual and time of official receipt, Finance is designated as the point of receipt for the Government. Invoices shall be submitted electronically to the e-mail address listed above.

Acquisitions:

A copy of the invoice should be sent electronically to the contract specialist(s) at the address listed above.

Service Unit Representatives: PHX_PIMCEngineering@ihs.gov A copy of the invoice should be sent electronically to the Service Unit Representative(s) at the address listed above.

Designated Contracting Officers Representative (COR):

David Scott, Chief of Housekeeping, Telephone No. (602) 581-6059, email address: David.Scott@ihs.gov, is hereby designated the COR to monitor the requirements of this order on behalf of the government.

1. The Contracting Officer shall designate the COR representing the Government for the purpose of this contract in writing. Such designation will set forth the duties specifically delegated in regard to the performance of this contract. A copy of the designation will be provided to the contractor.

2. The major responsibility of the COR is to ensure Contractor accountability, monitor contract performance, and assist the Contractor in the resolution of program problems encountered during the performance of this contract.

3. The COR shall be responsible for:

a) Monitoring the Contractor’s technical progress, including the surveillance and assignment of performance and recommending to the contracting Officer changes in requirements;

b) Interpreting Statement of Work;

c) Performing technical evaluation as required;

d) Performing technical inspection and acceptance required by the contract;

e) Assisting the contractor in the resolution of technical problems encountered during performance.

The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

Contracting Officer:

The Contracting Officer is the only person with authority to act as the agent of the Government under this contract. Only the Contracting Officer has authority to: (1) Direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the contractor for any costs incurred during the performance of this contract; or (5) otherwise changes any Terms and Conditions of this contract. The Government my unilaterally change its COR designation.

Arizona State Taxes:

The Department of Health and Human Service, Phoenix Indian Medical Center is tax exempt for the following: 42-5074.B.8, 42-5071.B.2(a), 42-5061.A.25(b), AND 42- 5159.A.13(d), State of Arizona Department of Revenue. (Copy of Certificate available upon request).

Contractor is responsible for determining and paying all required taxes. The final proposal amount shall include all applicable taxes. Award amount shall not be adjusted due to failure of the Offeror to include taxes into the proposal.

Operating Hours:

The contractor shall provide all maintenance, inspection, certification and/or regular and emergency repair services during normal operating hours Monday through Friday from 8:00am to 4:30pm excluding the weekend and federal holidays. Service schedule shall be agreed to by the contractor and the designated COR. Federally recognized holidays can be found online at http://www.opm.gov/fedhol/index.asp