Agency: | HEALTH AND HUMAN SERVICES, DEPARTMENT OF |
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State: | Kansas |
Type of Government: | Federal |
Category: |
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Posted: | Apr 5, 2024 |
Due: | Apr 12, 2024 |
Solicitation No: | 246-24-Q-0095 |
Publication URL: | To access bid details, please log in. |
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Department of Health and Human Services
Indian Health Service
Statement of Work (SOW)
Medical Linen Services
1. PURPOSE OF THE PROJECT
Linen services are needed for the Haskell Indian Health Center, in Lawrence,
Kansas. Services are required to provide clean linen for patients during their
treatment and for employees in the performance of duties. This work statement
describes the requirements for providing laundry services for the Haskell Indian
Health Center, to include the main facility and Wellness Center.
2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS
The Contractor shall provide all management, supervision, quality control, labor,
facilities, equipment, transportation, scales and supplies (example: laundry detergent,
packaging and labeling, materials, dry cleaning solutions, etc.) necessary to perform
laundry services to include pick-up of soiled laundry and delivery of clean laundry.
The Contractor shall provide garments as requested by the Haskell Indian Health
Center including but not limited to: towels, sheets, pillow covers, and floor mats
Specific tasks include:
A. Pick Up and Delivery: The Contractor shall coordinate all laundry pick-up and
delivery schedules with the clinic representatives.
i) The Contractor shall pick up soiled laundry 2X/week from the designated pickup
area(s) and deliver clean laundry to designated area(s) at the Haskell Indian
Health Center, between the hours of 8:00 am and 4:30 pm, Monday -Friday.
The Contractor shall ensure that all soiled laundry picked up is laundered and
delivered as required.
ii) Holiday Delivery: The Contractor shall not deliver on federal holidays and
shall coordinate alternate delivery days with the Clinic Representative.
B. Laundering Process:
i) The Contractor shall sort and wash laundry to maintain color and durability of
laundered items in accordance with industry standards.
ii) The Contractor shall consider manufacturer’s recommendations (if available)
in selecting appropriate laundering processes, products and procedures base
on fabric content and nature of soil to ensure cleanliness, soil and stain
removal, color and durability.
iii)The Contractor shall select laundering process products and procedures that
comply with all applicable federal, state, and local standards of health and
safety regulations pertaining to healthcare laundry and facilities.
iv) The Contractor shall handle all soiled laundry as if potentially contaminated
with blood or body fluids, as defined by the Center for Disease Control and
Prevention (CDC).
v) The contractor will provide the following items 2X/week for Physical Therapy
Department.
• Pillow Covers: 75
• Sheets: 75
• Small Hand Towels: 45
• Large Towels: 30
• Laundry Bag: 1
vi) The contractor will provide the following items 2X/week for the Fitness
Center.
• Small Hand Towels: 10
• Large Towels: 10
• Laundry Bags: 3
vii) The contractor will provide the following items 2X/week to the Dental
Department.
• Small hand towels: 10
• Large towels: 10
• Laundry Bags: 2
viii) The company will provide the following items 2X/week to the clinic
• Wet mops (12oz): 5
• Microfiber mops (24 inch): 5
?? Microfiber Towels: 15
ix) The company will provide the following items 1X/week to the clinic
?? 3x5 Entrance mats: 4
?? 3x10 Entrance mat: 1
?? 5x10 Entrance mat: 1
?? 6x10 Entrance mat: 1
C. Finished Laundry:
i) The Contractor shall ensure all finished laundry is clean, dry, folded and
pressed.
ii) The Contractor shall prevent contamination of finished laundry.
D. Packaging: The Contractor shall group, package, label and place all finished
laundry in linen carts to prevent contamination during transportation and delivery
to the Haskell Indian Health Center. The Contractor shall ensure the finished
laundry is:
i) Grouped by type of article(s) e.g. sheets, pillow covers, towels.
ii) Packaged and labeled to identify contents type or articles, unless clear
plastic wrap is used and the type of laundry is obvious.
iii) The Contractor shall indemnify the Government for any property delivered
to the Contractor for servicing under this contract that is lost, torn,
mutilated, burned or defaced in any manner by Contractor’s laundry
equipment.
iiii) Any shortages or damages shall be reported to the Contractor by the Clinic
Representative within two (2) working days.
E. Reporting Requirements:
i) The Contractor shall provide the Clinic Representative with a delivery ticket
indicating the article(s) of finished laundry for each delivery made.
ii) The Contractor shall provide the Clinic Representative with a copy of the
laundry wash formulas (including time and temperature specifications).
Drying specifications, linen processing schedule, and the most current
facility ventilation report prior to the start of the project. The Contractor shall
notify the Clinic Representative when a formula, specification, or schedule
change.
iii) The Contractor shall provide the Clinic Representative with a monthly
summary report, indicating the weight and articles of finished laundry
delivered to the facility by the fifth business day of the month.
3. PERIOD OF PERFORMANCE
The base year Period of Performance will be 12 months from date of award with 4
option years.
4. LEVEL OF EFFORT
4.1. The contractor will pick up soiled items (specified above) 2 days each week (Tuesday
and Friday), 52 weeks per year and deliver freshly laundered items 2 days each week
(Tuesday and Friday) 52 weeks per year.
4.2. Training will be provided by Human Resources staff on IHS specific rules and
regulations.
4.3. Contractor will be accompanied by Haskell Health Center staff during on-site pick-ups
and deliveries.
4.4. As allowed by FAR 52.212-4(a), Contract Terms and Conditions for Commercial
Items, Inspection/Acceptance, the government may require re-performance on nonconforming
services at no increase in contract price.
5. SPECIAL REQUIREMENTS
5.1 Credentialing Requirements:
A) The Contractor shall provide the clinic with infection, safety, and quality
assurance policies and procedures upon request. The clinic will review and
consult with the Contractor on pertinent issues.
B) The laundry shall comply with the most recent Center for Disease Control
(CDC) Guidelines. Accreditation Association for Ambulatory HealthCare
standards, Accreditation Association for Ambulatory HealthCare Laundry
Guidelines Issuances and Occupational Health and Safety Administration
(OSHA) regulations. Specifically, all employees of the facility shall be protected
from communicable diseases by use of personal protective equipment and
appropriate procedural guidelines as appropriate for compliance with OSHA’s
Blood Borne Pathogen standard.
C) The Contractor shall furnish a statement meeting the Accreditation
Association for Ambulatory Health Care requirements for hospital laundries upon
request by the Clinic Representative.
5.2 Sanitary Inspections: 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 or
ingredients in the wash formula that could be harmful to clinic patients, the
Contractor shall be required, in writing by the Contracting Officer, to correct
such actions.
5.3 The Haskell Indian Health Center is a tobacco/smoke free environment (buildings
and grounds). No tobacco use/smoking/vaping/smokeless will be tolerated during
service.
5.4 Security Requirements: Contractor personnel will be required to contact the
government designated point of contact upon arrival when reporting for service
calls or delivery supplies. The contractor shall be responsible for the security of
all organizational information. Current rules and regulations applicable to the
premises, where the work shall be performed shall apply to the contractor and its
employees while working on the premises. These regulations include but are not
limited to, escort by Haskell Indian Health Center staff, presenting valid
identification, smoking restriction and any safety procedures.
5.5 The contractor shall not disclose or cause to disseminate any information
concerning operations of Haskell Indian Health Center. Such action(s) could result
in violation of the contract.
5.6 All inquiries, comments, or complaints arising from any matter observed,
experienced or learned of as a result of or in connection with the performance of
the contract, the resolution of which may require the dissemination of official
information, shall be directed to the Contracting Officer Representative (COR).
6. DELIVERABLES AND REPORTING REQUIREMENTS
6.1. The Contractor shall:
A) Provide the Clinic Representative with a delivery ticket indicating the
article(s) of finished laundry for each delivery made.
B) Provide the Clinic Representative with a copy of the laundry wash formulas
(including time and temperature specifications). Drying specifications, linen
processing schedule, and the most current facility ventilation report prior to
the start of the project. The Contractor shall notify the Clinic Representative
when a formula, specification, or schedule change.
C) Provide the Clinic Representative with a monthly summary report, indicating
the weight and articles of finished laundry delivered to the facility by the
fifth business day of the month.
6.2. Contractor Point of Contact:
The contractor shall furnish one designated point of contact (POC) to the
government’s designated representative for coordination of services. The POC
will be empowered to make daily decisions to ensure that the contract
implementation and day-to-day maintenance meets the terms and conditions of this
contract.
6.3. Contractor’s Phone Numbers:
The contractor shall provide a toll-free telephone number for service calls, which
must be answered during at least eight working hours, between 8:00 am and 4:30
pm, Monday through Friday.
7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES
The Government shall not provide the facilities, equipment and PPE for the use by the
contractor for the provision of the services required under this contract.
8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES
Required personnel, materials, supplies and equipment: The contractor shall furnish all
personnel, materials, supplies and equipment required to perform work under the
contract.
9. CHANGES TO THE STATEMENT OFWORK (SOW)
Any changes to this SOW shall be authorized and approved only through written
correspondence from the Contracting Officer. Costs incurred by the contractor through
the actions of parties other than the Contracting Officer shall be borne by the contractor.
10. DELIVERABLES/PERFORMANCE MATRIX
10.1 Contractor provided stat sheets indicating numbers of items serviced on per visit
basis
10.2 Contractor provided professional service of soiled linens and delivered free of
stains, rips, or fraying.
10.3Contractor picked up and delivered at designated times each week.
10.4 Contractor complied with all special requirements.
Apr 19, 2024 | [Combined Synopsis/Solicitation (Original)] HASKELL IHS MEDICAL LINEN SERVICES |
Apr 29, 2024 | [Combined Synopsis/Solicitation (Updated)] HASKELL IHS MEDICAL LINEN SERVICES |
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