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.