04-02-01 CNS ILS SOW Svc Sec 02 Annex 01 Laundry RFP Version 2.0

NATO/KFOR UNCLASSIFIED Version 2.0 06 Nov 2014

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NATO/KFOR UNCLASSIFIED

STATEMENT OF WORK

FOR

INTEGRATED LOGISTICS SUPPORT

CONTRACT

IN SUPPORT OF

NATO LED KOSOVO FORCE

AT

CAMP NOVO SELO, KOSOVO

SERVICE SECTION 02 ANNEX 01

PROVISION OF LAUNDRY SERVICES

NATO/KFOR UNCLASSIFIED Version 2.0 Section 2 Annex 01 06 Nov 2014

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AMENDMENT RECORD

REVISION/AMENDMENT PAGES(S) DATE OF ISSUE REMARKS

0.1 version 13 15 Oct 2014 Initial Draft for Participants board review

1.0 version N/A N/A Participants board and NSPA review

2.0 version 13 06 Nov 2014 RFP release

3.0 version Final updates for contract approval


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APROVAL RECORD

Office / Position Name (LAST, First) Unit / Function Signature Date

AUT Customer Representative

CHE Customer Representative

DEU Customer Representative

DNK Customer Representative

GRC Customer Representative

HUN Customer Representative

ITA Customer Representative

LUX Customer Representative

POL Customer Representative

SVN Customer Representative

TUR Customer Representative

USA Customer Representative

NATO Customer Representative

NSPA Project Lead

NSPA Contracting Officer


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TABLE OF CONTENTS

1. Scope ................................................................................................................ 5

2. Applicable Documents ....................................................................................... 5

3. Command and Control ....................................................................................... 5

4. Planning Factors, Constraints ............................................................................ 5

5. Description of the Services Required ................................................................. 6

6. Schedules, Milestones and Operating Hours ..................................................... 9

7. Contractor Human Resources Required and Qualifications, Language Skills .. 10

8. NATO Furnished Equipment, Infrastructure (NFE/NFI) and Supplies ............... 10

9. Contractor Assets (CA) and Supplies............................................................... 10

10. Communication Information Systems Requirements ........................................ 10

11. Security and Safety Requirements ................................................................... 11

12. Environmental Requirements ........................................................................... 11

13. Data and Reports ............................................................................................ 11

14. Quality Assurance and Performance Measurement ......................................... 11

15. Mobilisation / Demobilisation ........................................................................... 12

16. Templates and Forms ...................................................................................... 12

17. Summary of Plans, Reports and Delivery Dates .............................................. 12


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1. Scope

1.1. This Annex defines the Laundry Services to be provided by the Contractor.

1.2. This Annex is applicable to all Customer-funded and contractor-provided services required in support of the KFOR Forces.

1.3. The objective of this SOW is to provide professional, efficient and quality Laundry Services for the soldiers and civilians in support of the mission.

2. Applicable Documents

2.1. As defined within the SOW Main Body and additionally, as identified within this Section-Annex.

2.2. STANAG 7141 Joint NATO doctrine for environmental protection during NATO led Military Activities.

3. Command and Control

3.1. Shall be as detailed in the SOW Main Body and additionally, as identified within this Section-Annex.

3.2. Validation of services will be confirmed and done through the NSPA TO/CO in coordination with the Nations.

4. Planning Factors, Constraints


4.2. One (1) Management Staff shall reside on base / camp and Real Life Support (RLS) will be provided to the individual.

4.3. Accommodation space for the Management Staff might be provided. Clarification on accommodation availability will be provided during the Bidders conference. The Contractor shall price though a backup option to provide his own accommodation setup as well as office requirements.

4.4. The Contractor shall identify any additional facility or refurbishment requirements within the Technical Proposal and include the price within projected Mobilisation Cost.

4.5. Laundry services for the Contractor staff are not included as part of contract RLS.

4.6. The asset list will provide the details of assets that shall be turned over to the new Contractor. This breakdown includes the current facilities (pick-up and drop-off points) and equipment requirements to be used as a planning


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basis by the new Contractor. The detailed asset list shall be provided during the Bidders conference.

4.7. Contractor shall provide a detailed planning for requirements during mobilization phase in order to prepare a shadowing of the services with a previous service provider. Planning forecast shall include any requirements from temporary construction, equipment and staffing or other requirements deemed necessary for the provision of the services.

4.8. As a planning purpose, the Contractor will have to provide its own laundry facility(ies) off camp that are able to process the required services.

4.9. Each Nation/Agency is entitled to two (2) laundry bags/tags per individual. All damaged laundry bags and tags have to be replaced free of charge. Charges for lost bags and/or tags are Customers responsibility.

4.10. Military and civilian personnel are authorized to submit up to 5 kilograms, 3 times per 7 day period.

4.11. The Contractor shall be self-sustained off camp and shall furnish and maintain Real Life Support (RLS) for the staff/equipment necessary for the provision of all Laundry services. Contractor-furnished RLS shall include, but is not limited to: food, accommodations, transportation, insurance, utilities, etc.

5. Description of the Services Required


5.2. The laundry services shall include but not limited to washing, drying, disinfecting, folding and ironing (if applicable) of uniforms, clothing items, blankets, linen, etc.; the return of items in the submitted laundry bag for each group or individual. Laundry articles shall not be dried inside laundry bags.

5.3. The Contractor shall provide laundry services with a turnaround time of no longer than 36 hours, VIP/RSOI services shall not exceed a turnaround time of 24 hours. In the event of delays in entry access process to the base / camp due to security and safety measurements and / or instructed by the respective Base / Camp Commander, the agreed turnaround times will be adjusted accordingly during the time frame of the additional access security checks. Contractor shall immediately notify NSPA TO in writing of any entry delays.

5.4. The Contractor shall provide the equipment and supplies necessary to perform the tasks described in this SOW. In the event, the Contractor is not provided with facilities, the Contractor shall provide the facilities necessary for the performance of the required services.


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5.5. The Contractor shall operate all equipment in accordance with manufacturers instructions and recommendations to include the type, quality, and quantity of cleaning and treatment agents.

5.6. All laundry shall be washed using clean water and laundry detergent.

5.7. The Contractor shall only use washing powder, detergents, and other additives and compounds that guarantee a good washing and cleaning effect and gentle treatment of textiles and are environmentally compliant with national environmental requirements.

5.7.1. The Contractor shall use phosphate free detergent and work with NSPA to identify and implement an environmental and economic detergent product that launders the clothes to the desired standard and minimizes the impact to the environment. All work shall be in compliance with either North American or European Standards.

5.8. The Contractor shall handle the clothing and textiles given for service with care and carry out the works in a professional manner.

5.9. The Contractor shall use protective clothing (gowns, gloves, face mask, hair caps, etc.) when handling soiled laundry and will change to freshly washed, clean protective clothing before handling clean laundry.

5.10. The Contractor shall ensure that the washed items are maintained and returned with their original appearance, excepting normal wear and tear. This includes minimising fading, wrinkling, and shrinking. Spots and stains are to be removed where practical to do so without damaging the fabric.

5.11. All laundered articles shall be fully dried in order to prevent mildew/odour, folded and adequately wrapped in a perforated plastic bag prior to return in the same laundry bag as the items were received in. VIP laundry shall be ironed.

5.12. The Contractor shall provide laundry bags and tags, with integrated rugged waterproof and heatproof RFID tokens, free of charge in numbers as defined under paragraph 4.2.9.

5.13. The Contractor shall provide an automated tracking system for the accounting of the laundry bags through RFID (Radio-frequency identification) marked laundry bag system. The Contractor shall implement the RFID laundry bag tracking system to assure that clothing and textiles from each military/civilian unit and/or location, and any other customer/client, is carefully segregated to prevent loss and mix-up and adequate reporting capability. The RFID sensor shall be located in the laundry bag tag.

5.14. The Contractor shall use a software package which is composed of a management program for accountability and a web based front-end system to allow NSPA and the customers the ability to track and validate their laundry consumption as and when desired.


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5.15. Garments and textiles are to be processed and stored in such a way that they will not come into contact with other customers orders. This applies, above all, to textiles from the medical, kitchen, detainee sectors and for the petroleum contaminated laundry.

5.16. The Contractor shall initiate a Drop Off and Pick Up procedure/system to ensure correct return of laundry items. In addition, the Contractor shall be prepared to receive bulk drop off and pick up by customer-equivalent units, e.g. 100 persons. The Contractor shall publish procedures and brief personnel on procedures as units rotate.

The contractor shall provide at each pick up and drop off point a minimum of 1 female staff.

5.17. The Contractors obligation is to ensure that incidents such as lost, stolen and damaged items are kept to a minimum. The Contractor will be financially liable for any lost, stolen or damaged items. The Contractor shall establish and maintain a recording system of all lost, stolen and damaged items and provide reports as required.

5.18. Items found damaged prior the laundering process shall be documented with picture taking, a remark on the respective laundry sheet and a report listing damages found shall be provided to NSPA on a weekly basis. This will serve to prevent eventual claims. Any other repair service (i.e. replacing of broken zipper, buttons, etc) shall not be executed by the Contractor unless the damage was caused by the Contractor in accordance with section 5.17 above.

5.19. The Contractor shall provide and manage a lost and found service, in the pick-up / drop-off point, to ensure the return of any items to the respective customer. If ammunition, explosive substances, identification documents, medication/drugs, sensitive items, electronic items or other contraband are found the Contractor shall immediately inform the military authorities.

5.20. Types of Laundry

5.20.1. Medical The Contractor shall process medical laundry separate from all other laundry. Linens soiled with blood and other body fluids shall be deposited and transported in separate bags that prevent leakage. Medical laundry, containing blood and body fluids, shall be washed with a detergent in water at least 71 C (160 F) for at least 25 minutes. Medical laundry shall be returned ironed if requested by the customer.

5.20.2. Kitchen The Contractor shall process kitchen whites separately from all other laundry. They shall be washed with detergent in water at least 71 C (160 F) for at least 25 minutes.

5.20.3. Detainee - The Contractor shall process detainee laundry separately.

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5.20.4. Petroleum The Contractor shall process petroleum contaminated laundry separate from other laundry. They shall be washed in a detergent in water at least 71 C (160 F) for at least 25 minutes.

5.20.5. The Contractor shall provide dedicated washers and dryers for each of the following: Medical, Kitchen, Detainee and Petroleum laundry types.

5.20.6. VIP Services - The Contractor shall process VIP clothing according to the regular laundry services with the exception of returning the clothing folded and ironed with a turnaround time of maximum 24 hours. VIP requirements will be determined by the customer in coordination with NSPA.

5.20.7. Oversize items The Contractor shall weigh and label/mark the laundry items appropriately in order to avoid loss or mix up of the items. Oversize laundry items shall be handled according to basic laundry as described in section 5. Accounting/pricing shall be applied as follows: if oversize items exceed the 5kg of a regular laundry bag, the item(s) shall be accounted/priced in 5 kg lots. (i.e. item weighs 12 kg, this shall be accounted/priced as three (3) 5 kg lots.

5.20.8. Laundry Priorities:

Medical

VIP

Military or Work Uniforms (including Kitchen)

Detainee

Issue items including sleeping bags

Civilian

Bulk/oversize items

6. Schedules, Milestones and Operating Hours

6.1. Shall be as detailed in the SOW Main Body, and additionally, as identified within this Section-Annex.

6.2. Laundry Services specific Schedules and Operating Hours.

6.2.1. The Contractor shall be able to operate the services 24 hours a day 7 days a week to be able to meet the turnaround times as requested and be open to receive laundry for Drop-off and Pick-up at least 12 hours per day from 07.00h 19.00h local time.

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7. Contractor Human Resources Required and Qualifications, Language Skills


7.2. In case one or more of the key personnel identified in the proposal will no longer be able to provide the required services, the Contractor ensures that this (these) person(s) is (are) replaced without any negative impact on the timely delivery and quality of the services provided to NSPA. Prior to engagement of such personnel the Contractor shall provide evidence to NSPA that the replacement offered is at the required standard. NSPA reserves the right to interview the proposed individual(s) at no cost to NSPA and to refuse those, which it judges to be below standard.

8. NATO Furnished Equipment, Infrastructure (NFE/NFI) and Supplies


8.2. The Contractor shall transport all staff, equipment, facilities and personnel required to the agreed area of duty.

9. Contractor Assets (CA) and Supplies


9.2. The Contractor shall provide all facilities to meet the office and accommodation needs of their staff if not provided as part of the NFE/NFI assets.

9.3. The Contractor shall ensure a 30 days stock of consumables for the required services.

9.4. The Contractor employees shall present a neat appearance and be easily recognizable.

10. Communication Information Systems Requirements


10.2. The Contractor shall provide all CIS equipment to meet the provision of the requested services.

10.3. The Contractor shall provide an automated tracking, reporting and validation system for the status tracking of the laundry bags; this through an RFID marked laundry bag and appropriate back-end and front-end system. A sharepoint type solution is not acceptable.

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11. Security and Safety Requirements

11.1. Shall be as detailed in the SOW Main Body.

11.2. Security requirements (escorts & designated areas) will be identified by the customer and relayed to the Contractor via the NSPA CO/TO. The Contractor shall be provided with escorts in secure areas, where necessary, from the customers.

12. Environmental Requirements


12.2. The Contractor shall use and store detergents, softeners, etc that are environmentally friendly in accordance with the principles of STANAG 7141, national environmental and any other applicable requirements.

13. Data and Reports

13.1. Shall be as detailed in the SOW Main Body, and additionally, as identified within this Section-Annex under Paragraph 17 - Summary of Plans, Reports and Delivery Dates.

13.2. Weekly statistical reports of services consumption data.

13.3. The Contractor shall operate and maintain an automated tracking, reporting and validation system. This system shall be composed of a database back-end system and a front-end web-based system available for NSPA and 3rd party customers (Nations) inquiries, reporting, services and status validation purposes. The Contractor web-based system must offer secure access through the application of user credentials at the minimum level of a user/password log-on request (HTTPS / Form-based authentication). A sharepoint type solution is not acceptable.

13.4. The Contractor shall provide a detailed medical plan for all staff members on and off camp in their technical proposal.

13.5. The Contractor shall provide reports and any relevant information as reasonably requested by NSPA.

14. Quality Assurance and Performance Measurement


14.2. Performance criteria / Key Performance indicators will be identified and provided during the mobilization phase.

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15. Mobilisation / Demobilisation


15.2. All costs shall be included in the unit price.

16. Templates and Forms


16.2. Any templates/forms deemed necessary by NSPA TO/CO shall be provided as required.

17. Summary of Plans, Reports and Delivery Dates


Reference SOW

Description Frequency

Remarks (and

subsequent deliveries)

5.12, 5.13, 5.14

RFID Tracking System and Tracking Software package which is composed of a management program for accountability, validation via a web based solution.

Shall be operational 30 days before start of services.

5.16 Drop Off and Pick Up procedure/system including bulk drop-off and pick-up process by customer-equivalent units, e.g. 100 persons.

Technical Proposal Mobilization phase Start of Services

Draft with the technical proposal, final version to be coordinated with the NSPA TO during mobilization.

13.2; Weekly statistical reports of services consumption data including reports of lost, stolen and damaged items.

Weekly upon start of services

13.4 Detailed Medical Plan Technical Proposal Mobilization phase Start of Services

Draft with the technical proposal, final version to be coordinated with the NSPA TO during mobilization.

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Reference SOW

Description Frequency

Remarks (and

subsequent deliveries)

5.17, 5.18, 5.19

Lost/Found, damage report Weekly upon start of services