Nctc Laundry Services

PROJECT STATEMENT and SCOPE OF WORK

FOR LAUNDRY SERVICES FOR

THE DEPARTMENT OF MILITARY AND VETERANS' AFFAIRS

Objectives.

General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of laundry service in accordance with this Project Statement.

Specific. Northeast Counterdrug Training Center (NCTC) is located at Fort Indiantown Gap, Annville, PA 17003.

The awarded contractor shall provide laundry management, laundry services and laundry pick-up/delivery services for Northeast Counterdrug Training Center (NCTC) on Fort Indiantown Gap Annville, PA. The awarded contractor will provide adequate supervision, labor, materials, supplies and equipment necessary to accomplish services as defined in this contract.

DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Pamela Fessler, Procurement Specialist II

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-8518

Fax: 717-861-2932

Email:

Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote.

It is DMVA's intent to establish a one-year term with four, one-year renewal options in accordance with the terms and conditions of the contract. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

Minimum Qualification Requirements.

Contractor Experience. Potential bidders shall provide proof of a minimum of 5 years' experience in personal laundry services at the time of bid submission. A valid certification or other similar documentation is required as proof.

Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

Small Business Reserve Procurement. This solicitation has been identified as a Small Business Reserve procurement. Only vendors that meet the Department of General Services requirements and are registered as Small or Disadvantaged Business may be awarded the contract from this solicitation.

Subcontracting. For this service contract, subcontracting will not be allowed. The awarded contractor shall provide all services directly.

Project Statement.

Contractor Furnished Services, Supplies and Equipment.

Laundry Services. The awarded contractor shall furnish all items, supplies, equipment, and services necessary to meet the requirements of this contract, except where DMVA-furnished support is identified in Section C, subsection e.

Laundry Supplies. The awarded contractor shall provide all laundry supplies required to support all serviced facilities. Supplies shall include, at a minimum:

Offsite laundry facilities

Laundry machines and dryers

Buckets and wringers

Laundry carts and caddies

Laundry detergents

Spot remover and stain remover

Disinfectant and germicide solution

Rubber gloves

Laundry chemicals

Trash bags or equivalent containers for dirty laundry consolidation

Laundry pickup and delivery vehicle

General Laundry Processing. The awarded contractor shall launder, fold, and sort all linen for return delivery. The awarded contractor shall ensure all linen is sorted by type and folded neatly prior to distribution. The awarded contractor shall separate any damaged linen, clearly label it as "DAMAGED," and return it to the originating entity. The awarded contractor shall ensure the quantity of linen returned matches the quantity collected for cleaning.

Pick up and Delivery. The awarded contractor shall furnish all transportation resources required to execute pick-up and delivery operations supporting contract performance. The awarded contractor shall collect linen weekly from each designated NCTC entity. The awarded contractor shall establish and maintain a PickUp and Delivery Control Plan documenting the quantity of linen collected and returned for each entity. The awarded contractor shall submit the PickUp and Delivery Control Plan to the Contracting Officer's Representative (COR) no later than 15 calendar days prior to the contract start date. The awarded contractor shall update and resubmit the plan prior to implementing any changes.

Discrepancy Reporting. The awarded contractor shall immediately report any discrepancies in linen quantities to the Contractor's Contract Manager, who shall in turn notify the COR without delay.

Required Deliverables. The awarded contractor shall prepare, maintain, and submit the following deliverables in accordance with required timelines:

Employee Roster

Due prior to the start of contract performance, upon onboarding of new employees, and annually thereafter

Submitted to the COR in hard copy or email

Quality Control Plan

Due prior to commencement of work for approval, and annually thereafter

Submitted to the COR in hard copy

PickUp and Delivery Control Plan

Due 15 calendar days prior to the contract start date, and prior to any changes

Submitted to the COR in hard copy or email

Quarterly Contract Manager Rodent and Insect Inspection Report

Due within 15 calendar days after each quarterly inspection

Submitted to the COR in hard copy

SemiAnnual Professional Rodent and Insect Inspection Report

Due within 15 calendar days after each semiannual inspection

Submitted to the COR in hard copy

Personnel Requirements.

General Staffing Standards. The awarded contractor shall employ personnel who are fully trained, qualified, and competent to perform all required work under this contract. The awarded contractor shall ensure all employees read, write, and speak English.

On-Site Supervision. The awarded contractor shall provide a full time, on site supervisor or a competent representative authorized to act on behalf of the Contractor. The awarded contractor shall ensure this supervisor is physically present at NCTC Building 8-65 during the hours of 0800-1600, Monday through Friday, to oversee the performance of all contract requirements.

Contract Manager Requirements. The awarded contractor shall designate a Contract Manager (CM) and an alternate in writing to the Contracting Officer (KO). The awarded contractor shall ensure the CM or alternate possesses full authority to act on behalf of the Contractor regarding daily contract operations. The awarded contractor shall ensure the CM works through the COR or KO to resolve issues, receive technical instructions, and maintain adequate performance. The awarded contractor shall ensure employees do not perform work outside the scope of the contract without an official modification issued by the KO. Any non-authorized work performed is done entirely at the Contractor's expense.

Communication Requirements. The awarded contractor shall establish and maintain reliable communication systems enabling immediate contact with the Contractor's laundry service representatives at any time.

Employee Roster and Notifications. The awarded contractor shall establish and maintain a current employee roster that includes each employee's name, home address, phone number, assigned duties, and shift. The awarded contractor shall provide this roster to the COR prior to commencement of work. The awarded contractor shall notify the COR immediately of any personnel changes.

Employee Uniform and Identification Badges. The awarded contractor shall provide employee uniforms including shirts/smocks, slacks, and any specialty protective clothing (such as rubber gloves). The awarded contractor shall provide identification badges that, at a minimum, display the Contractor's company name and the employee's photo, name, and title.

Employee Identification and Conduct. The awarded contractor shall ensure all employees wear Contractor provided smocks/shirts, slacks, and identification badges while on site. The awarded contractor shall ensure identification badges display the employee's photo, name, title, and the Contractor's company name. The awarded contractor shall ensure employees do not loiter in any area of the facility.

Worksite Access and Departure. The awarded contractor shall permit only those individuals listed on the employee roster and scheduled for work to access the worksite. The awarded contractor shall ensure employees depart the premises immediately upon completion of their assigned shift.

DMVA Property Requirements.

Use of DMVA Property. The awarded contractor shall use all DMVA-provided property solely for the performance of the functions and tasks required under this contract.

Control, Protection, and Administration of DMVA Property. The awarded contractor shall establish and maintain a system to control, protect, preserve, and maintain all DMVA-furnished property throughout the period of performance. The awarded contractor shall submit the proposed property-control system to the COR no later than the contract start date.

Linen Storage and Access Coordination. The awarded contractor shall coordinate linen pick-up and delivery directly with NCTC laundry personnel. The awarded contractor shall ensure laundry service personnel do not enter or utilize DMVA linen storage areas. All coordination for pick-up and delivery shall be conducted through NCTC's designated points of contact.

Responsibility for Damage. The awarded contractor shall be responsible for all damage to any persons or DMVA property resulting from the Contractor's fault or negligence during the performance of this contract. The awarded contractor shall ensure the proper care, protection, and preservation of all DMVA property and all work performed in or around DMVA facilities. The awarded contractor shall repair or replace, at the Contractor's expense, any DMVA property including equipment or other items belonging to DMVA personnel that is broken, lost, or damaged as a result of the Contractor's operations or the actions of any agent, subcontractor, or employee.

DMVA- Furnished Linen. The awarded contractor shall provide laundry services for all DMVA-furnished linen items utilized by NCTC. Items include, at a minimum:

Comforters

Flat sheets

Fitted sheets

Pillow cases

Pillow covers

Mattress covers

Blankets

Additional dormitory linens as required

Hours of Operation.

General Requirements. The awarded contractor shall provide services Monday through Friday, five days per week, including recognized holidays unless directed otherwise. The recognized holidays are as follows:

New Year's Day (January 1),

Martin Luther King Jr. Day,

President's Day, Memorial Day,

Independence Day (July 4),

Labor Day, Columbus Day,

Veteran's Day (November 11),

Thanksgiving Day, and;

Christmas Day.

The awarded contractor shall adjust or cancel scheduled services only upon written notification from the COR. The awarded contractor shall comply with any COR-approved written notice modifying service requirements for these holidays.

Onsite Daily Laundry Service Schedule. The awarded contractor shall provide onsite laundry services Monday through Friday from 0800-1600. The awarded contractor shall utilize contractor-provided communication systems and vehicles during all service hours. The awarded contractor shall ensure personnel take a personal lunch break from 1200-1230.

Pick Up and Delivery Schedule, Coordination, and Locations. The awarded contractor shall provide linen pick-up and drop-off services every Tuesday and Friday between 0900-1500 hours. The awarded contractor shall contact SSG Sean Maguire at 717-861-9635 to coordinate pick-up and delivery operations. The awarded contractor shall service the following locations:

Dormitories 8-66, 8-67, 8-68, 8-69, 8-70

Primary pick-up location: Building 8-67 Laundry Closet

Quality Control Plan.

Submission and Schedule Requirements. The awarded contractor shall submit a complete work schedule to the COR for approval prior to starting work. The schedule shall identify all daily, weekly, and annual tasks.The awarded contractor shall adhere to the approved schedule and shall not make changes without prior written approval from the COR.

Quality Control Plan Contents. The awarded contractor shall submit a Quality Control Plan that includes, at a minimum:

A daily schedule outlining all work to be performed.

An inspection system covering all tasks and services required under this contract.

Methods for identifying and correcting deficiencies before performance becomes unacceptable.

Communication procedures for interacting with DMVA and NCTC representatives, including current points of contact.

Processes for documenting and monitoring all work performed by subcontractors.

A customer complaint program that allows customers to report discrepancies and outlines procedures for investigating and responding to complaints.

Performance Evaluation Meetings. The awarded contractor shall meet with the COR on a monthly basis, or as otherwise determined by the COR, to evaluate performance and address issues related to contract compliance.

Additional Requirements.

Insect and Rodent Control. The awarded contractor shall ensure the Contract Manager notifies the COR immediately upon discovering any insect or rodent activity at the Contractor's offsite laundry facility, inside laundry transport vehicles, or within any laundry items. The awarded contractor shall ensure the Contract Manager conducts quarterly inspections of the offsite laundry facility, all transport vehicles, and shipped linens, and reports inspection results to the COR. The awarded contractor shall schedule Certified Professional Insect and Rodent Control Specialists to perform semiannual inspections of the offsite laundry facility and ensure findings are reported to the COR.

Communication and Telephone Use. The awarded contractor shall ensure that the telephone located in the Contract Manager's office is used solely for official business and that calls do not exceed ten minutes. The awarded contractor shall provide all necessary communication means for laundry service employees. The awarded contractor shall reimburse DMVA for any personal calls made by Contractor employees using DMVA equipment.

Combating Trafficking in Persons. The awarded contractor shall comply with the United States Government's zero-tolerance policy on trafficking in persons. Contractor employees shall not:

Engage in severe forms of trafficking in persons

Procure commercial sex acts

Use forced labor in the performance of the contract

The awarded contractor shall inform employees of these prohibitions and the consequences for violations, which may include removal from the contract, loss of benefits, or termination. The awarded contractor shall take appropriate action, including termination, against employees or subcontractors who violate FAR 22.17.

Organizational Conflicts of Interests (OCI). The awarded contractor shall notify the KO immediately if Contractor or subcontractor personnel gain access to information or participate in activities that may create an actual or potential OCI as defined in FAR Subpart 9.5. The awarded contractor shall submit a mitigation plan to the KO promptly when an OCI risk is identified. The KO will determine acceptability of the mitigation plan. If an OCI cannot be mitigated, the KO may impose remedies, including prohibiting the Contractor from future participation in related acquisitions.

Physical Security and Information Security Requirements.

Employee Compliance. The awarded contractor shall ensure all Contractor employees become familiar with and comply with installation regulations, including fire, traffic, safety, and security requirements. The awarded contractor shall ensure employees do not enter restricted areas unless accompanied and with prior approval. The awarded contractor shall ensure employees carry proper identification at all times and comply with all installation orders affecting performance.

Security Requirements and Access Control. The awarded contractor shall comply with all installation/facility access and local security policies and procedures as provided by the COR. The awarded contractor shall submit all information required for background checks needed to meet installation access requirements, which will be completed by the Provost Marshal Office, Director of Emergency Services, or Security Office. The awarded contractor shall comply with all personal identity verification requirements directed by DoD, HQDA, and local policy. If installation Force Protection Condition (FPCON) levels change, The awarded contractor shall adjust security processes accordingly. Laundry personnel shall not be granted unaccompanied access and shall require escorts to enter DMVA/NCTC facilities.

COMSEC and IT Security. The awarded contractor shall ensure personnel understand that communications with DoD organizations are subject to COMSEC monitoring and may be intercepted by hostile intelligence entities. The awarded contractor shall disseminate COMSEC guidance frequently to any employees communicating with DoD entities. The awarded contractor shall comply with all DMVA and DoD regulations governing authorized use of Government communication and computer networks. Laundry personnel shall not access Government computer networks or require system accounts to perform contract services

Government Information Systems. The awarded contractor shall ensure the Contract Manager maintains a favorable background investigation or required clearance commensurate with the information accessible on Government Information Systems (IS). Laundry personnel shall not access Government IS or Government networks.

Contract Administration Requirements.

Post-Award Conferences and Progress Meetings. The awarded contractor shall attend any post-award conference convened by the KO per FAR Subpart 42.5. The awarded contractor shall participate in periodic performance meetings with the KO, COR, and other DMVA personnel as required. During these meetings, the KO will review Contractor performance, and the Contractor shall address and resolve any issues raised. Contractor attendance shall be at no additional cost to DMVA.

Phase-In/Phase-Out. The awarded contractor shall ensure personnel are available during the 30-day phase-in/phase-out periods. During phase-in, The awarded contractor shall become fully familiar with all performance requirements to ensure seamless transition and full performance on the contract start date.

Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this PO.

Background Checks. The awarded contractor shall be required to certify compliance with the Commonwealth Standard Terms and Conditions Section V.43 Contract-036.1 Background Checks (February 2016).

The awarded contractor shall, at its expense, perform a background check on each of his/her/its employees who shall provide services at DMVA. Backgrounds checks can be conducted via the Request for Criminal Record Check form and procedure found at . The awarded contractor shall certify that a background check has been performed of each of the awarded contractor's employees not less than five (5) days prior to that employee providing services at DMVA. Thereafter, the awarded contractor shall certify that a background check has been conducted on each employee on an annual basis. If an employee of the awarded contractor has not been a resident of Pennsylvania for at least two (2) consecutive years prior to providing services at DMVA, the award contractor shall also have an FBI check conducted on the employee.

The awarded contractor shall maintain documentation confirming that the required background checks and FBI checks, if required. In the event of an investigation or audit by DMVA or another governmental entity, the awarded contractor shall be required to provide the documentation to DMVA.

The awarded contractor shall complete and return the background certification form and the RFQ to DMVA's point of contact prior to commencement of services and annually thereafter.

Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

Qualification/Scope of Work Changes. The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor's responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.

Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee's consent, assign a permanently removed individual to DMVA at any time.

Fort Indiantown Gap Access Control. Fort Indiantown Gap is an access-controlled installation, and all awarded contractor employees, subcontractors, partners, and delivery personnel ("Personnel") shall be required to complete a National Crime Information Center security check and be cleared prior to entering the installation. All Personnel shall present a valid United States government issued form of identification at the access control point. Examples of government issued identification include a valid driver's license, a state identification card, a passport, or federally issued identification cards. DMVA retains the authority to deny access based on the presented credentials. Long-term contractor Personnel may be issued an identification card for future use if approved by DMVA. Personnel may be required to be escorted for access to the installation. The awarded contractor shall provide Personnel that meet the requirements to access FTIG for the provision of all services and deliveries at Fort Indiantown Gap. Per Homeland Security Presidential Directive 12, Army Directive 05-2014 and , shall apply. All Personnel shall comply with all FTIG policies and Department of Defense regulations while at FTIG; policies and regulations may be obtained from the FTIG Visitors Center or the FTIG website at .

DoD Facility Or Installation Access. All awarded contractors, contractor personnel, and subcontractors, shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCICIII) and Terrorist Screening Database (Army Directive 201405/AR 19013), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative); or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

Access And General Protection/Security Policy And Procedures. All awarded contractors, contractor personnel, and subcontractors, shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.2049, Personal Identity Verification of Contractor Personnel) as directed by Department of Defense (DOD), HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

Contingent Upon the Availability of Funding. This contract is funded all or in part with federal funds and performance under this contract is contingent upon the availability of federal funding.

Points of Contact. The awarded contractor shall be responsible for direct coordination with the following office in the conduct of contract requirements:

Contracting Officer's Representative Building 19-126 861-9840

(COR) MAJ Louis Fabrizi Room 204

NCTC Building 8-47 861-9635

SSG Maguire, Sean

Post Billeting Office Building 11-7 861-2540

FTIG Police Building 7-5 861-2727

Reservation Maintenance Building 24-01 861-2142

Fort Indiantown Gap Fire Dept Building 5-117 861-2111