LINEN PROCESSING SERVICES FOR PINE RIDGE IHS HOSPITAL

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive linen processing services for the Pine Ridge Indian Health Service (IHS) Hospital, a 45-bed facility serving medical, obstetrical, pediatric, and surgical patients. The hospital processes approximately 27,000 pounds of soiled linen monthly.

• The contractor shall manage, supervise, and provide labor, transportation, vehicles, equipment, supplies, packaging, documentation, and quality controls for the collection and delivery of laundry.

• This is a non-personal services contract.

• Laundering must comply with accepted standards of The Joint Commission (TJC) and the Center for Medicare and Medicaid Services (CMS).

• Contractor must possess a business license required by the State of South Dakota.

• Contractor responsibilities include proper cleaning, disinfecting, ironing, and folding of laundry, and effective inventory control.

• Hospital laundry and uniforms shall be washed separately.

• Test Piece Analysis: Subject to laboratory report of test piece analysis. Standards for tensile strength loss (Excellent: not over 5%; Good: 6-10%) and whiteness retention (Excellent: 95% or higher; Good: 92-96%) must be met.

• Washing Procedures: Initial flush, sudsing stages (150-170°F for minimum 25 minutes), bleach addition (at least 100ppm after last sudsing stage), high-temperature rinsing (165-170°F), sour addition, and fluff drying (20 minutes at 165°F).

• Ironing: Performed by a laundry press or flat-work ironer (approx. 100 lbs capacity) with steam pressure of at least 130°F.

• Clean Linen Storage: Must be in areas separate from dirty laundry, sanitized with a 50-ppm chlorine solution, with handwashing facilities provided. Items stored in enclosed carts or on covered shelves.

• Re-Performance: Unsatisfactorily cleaned items must be re-cleaned at no additional cost and returned on the next scheduled delivery day, segregated and marked as "re-cleaned" with date and load number.

• Quality Control: Contractor must establish a quality control program with inspection systems, methods for identifying deficiencies, and corrective actions. A file of inspections and actions must be maintained.

• Lost and Found Property: Any valuable items found must be turned over to the COR, tagged with the location found.

• Deduction for Missing Inventory: Failure to return the same amount of laundry picked up will result in a charge of $5.00 per pound, deducted from the next invoice. Weights must be verified by signatures. Discrepancies exceeding 10 pounds require justification.

• Service Quality: All laundered items must meet PWS criteria and be suitable for healthcare settings (98% compliance).

• Timely Delivery: Within scheduled delivery window unless approved delay (95% of routine deliveries).

• Documentation Accuracy: Invoices, delivery tickets, and proof of delivery must be complete, legible, and consistent (98% compliance).

• Personnel Conduct: Courteous, compliant with safety protocols, ability to deliver to rural facilities, provide accurate invoices/records (no sustained pattern of noncompliance).

• Supply Continuity Communication: Timely notice of delays or disruptions (100% compliance).

• Deliveries: Twice weekly, on Monday and Thursday, prior to 12:00 p.m. MST, unless otherwise arranged.

• Place of Performance: Deliveries to the designated hospital loading dock (east side of the facility) at 607 Indian Health Road, Pine Ridge SD, 57770.

• Delivery Vehicle: Must be a closed laundry vehicle, cleaned and sterilized with a 50-ppm chlorine solution before loading clean laundry. Clean and dirty laundry must not be transported in the same vehicle.

• Delivery Challenges: Contractor must plan for challenges associated with the rural location, including weather, road closures, fuel availability, and vehicle breakdowns.

• Contractor Furnished Items: Contractor must provide all washing machines, dryers, detergents, ironing equipment, disinfectants, and other required items. Equipment must meet OSHA requirements and be approved by the COR. Hazardous materials require COR consent.

• Government Furnished Property: Access to designated receiving area, receiving support, approved delivery schedules, ordering documents, and facility-specific safety/sanitation instructions.

• Contract Management: Monthly reports to the COR are required, detailing contract performance, capacity expended, and projected utilization. Written notification to the COR is required upon expending 60% of the contract ceiling.

• Non-Personal Services: This is a non-personal services contract. The contractor is solely responsible for managing and supervising its personnel. Government employees shall not exercise supervision or control over contractor personnel.

• Invoicing: Payments made no later than 30 days after receipt of acceptable invoice. Invoices must align with delivery documentation and be submitted via the Invoice Processing Platform (IPP).

Solicitation / RFP / RFQ

This is a 100% Total Small Business Set-Aside solicitation for Firm Fixed-Price, Non-Personal Services for Linen Processing Services for the Pine Ridge Indian Health Service (IHS) Hospital in Pine Ridge, South Dakota. The contract will be for a period of one (1) year.

• Linen Processing Services for the Pine Ridge IHS Hospital.

• The solicitation requires adherence to the Office of Management and Budget (OMB) memorandum on "Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing." Invoices must be submitted using the Invoice Processing Platform (IPP).

• Contract Type: Firm Fixed-Price, Non-Personal Services.

• Period of Performance: One (1) Year.

• Estimated Value: Not explicitly stated, but quantities listed are for evaluation purposes to determine total evaluated price.

• Offers must be submitted by 07/01/2026 at 1200 MD.

• Evaluation will be based on Technical Capability and Price.

• The government will evaluate quotes using the listed quantities to determine the total evaluated price.

• This acquisition is a 100% Total Small Business Set-Aside.

• The document includes extensive information on Service Contract Act wage determinations, including specific occupational rates and benefits (Health & Welfare).

• It also details various FAR clauses related to contract terms, conditions, payments, disputes, and other requirements.