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Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain a qualified vendor for Scrubs Management & Dispensers at the Manchester VAMC This is a Sources Sought n... Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain a qualified vendor for Scrubs Management & Dispensers at the Manchester VAMC This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought, please ensure that you indicate your DUNS number on your response. The Veterans Health Administration (VHA) is seeking to obtain a qualified vendor to provide Replace both Suspended Pumps Services per the general requirements below. The services shall be provided at the location below. The standard of services shall be of quality; meeting or exceeding those outlined in the general performance work statement as described below. Refer to the Performance Work Statement section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Performance Work Statement Surgical Scrubs Services at Manchester VA Medical Center INTRODUCTION: Manchester VA Medical Center has a requirement for medical scrubs rental and laundry, to include automated scrubs dispenser service. The service shall encompass the supply, installation, and maintenance of automated scrub dispensing machines and return units; scrubs rental; removal of soiled scrubs and stocking fresh scrubs in the dispensing machines; laundering, sanitizing, folding, poly-bagging scrubs for on-site delivery and service three (3) times weekly; an auto-loss replacement program, inventory and usage statistics. All personnel, equipment, tools, materials, and service shall be provided by the contractor. Contractor shall provide, install and maintain three (3) automated scrub dispensing machines and six (6) automated return units, along with all scrub rentals. Contractor shall remove soiled scrubs, launder and restock the dispensers three times weekly per schedule below. All automated dispensing and return units shall adhere to the provided size restraints annotated. Scrubs shall be laundered, folded, poly-bagged and tracked in accordance with this Performance Work Statement. PERFORMANCE REQUIREMENTS: The Contractor shall provide, install and maintain: Three (3) automated Scrub dispensers to fit into the dimensions of 100 H x 79 W x 30 D Six (6) automated Scrub Return Units: All units shall fit into the dimensions of 109 H x 37 W x 24 D The Contractor shall track weekly use of garments via an electronic monitoring system and provide a report of items serviced upon request. The Contractor shall provide a rental program for scrub pants, shirts and jackets and provide the VA with an auto-loss replacement policy to replace any scrubs that may become damaged or deemed no longer usable. Automated Scrub Dispensers shall be delivered to proper locations, and install, program, stock and insure proper operations of all systems. The dispensing machines units shall be provided by the Contractor on a rental basis for as long as the contract is in place. The machines are to be installed and be fully functioning by the contractor. The machines shall be serviced/maintained by the Contractor for any technical difficulties or machine malfunction. The Contractor shall make every effort to resolve the issue by coming on site as needed, as well as maintain open communication with the COR. Automated Scrub Dispenser locations: Dispenser #1 shall be housed within Building 1 Operating room Dispenser #2 shall be housed within Building 1 Textile room Dispenser #3 shall be housed within Building 1 Urgent Care Automated Scrub Returns locations: Return unit #1 shall be housed within Building 1 Operating Room locker room Return unit #2 shall be housed within Building 1 Operating Room locker room Return unit #3 shall be housed within Building 1 Main Locker Men s Return unit #4 shall be housed within Building 1 Main locker room Women s Return unit #5 shall be housed within Building 1 Urgent Care Return unit #6 shall be housed within Building 1 Urgent Care Locker Room Garment Services The Contractor shall provide hygienically clean scrubs, individually folded and poly-sealed garments. The Contractor shall have a management system that uses barcoded garments to determine lifecycle of the garments for replacement. Contractor shall deliver disinfected, sterilized, and cleaned scrub within 24 hours to the facility. Contractor shall barcode each item to maintain precise management of rental garments in accordance with contractor s regular business practices. Contractor shall sort and stock/restock clean scrubs into dispensing machines in designated areas of the medical center. Contractor shall empty out soiled items from the return units located in designated areas of the medical center. Contractor shall launder scrubs to infection control standards as well as the removal of foreign material (e.g., soil, and organic material) from scrub supply using high-level disinfection and sterilization process. Also, provide cleaned with no stained, marked, tinted, or any other foreign material that did not come with the original fabric of the surgical scrubs. All scrubs shall be cleaned within Howenstein and CDC approved standards. Each item shall be individually folded, and scrubs sealed individually in poly-sealed bag prior to delivery and loaded individually as to allow for mix matching of sizes to be dispersed as needed. Contractor shall track the weekly use of garments and provide a report of what items have been serviced to the COR upon request. Contractor shall have the ability to custom tailor garments to fit staffing sizing needs and requirements. Each dispenser is to stock complete sizes of scrub sets, i.e., extra small, small, medium, large, extra-large, 2XL extra-large, 3XL extra-large, 4XL extra-large, etc. Request for more or less of certain sizes due to employee needs, and or new sizes of scrubs, due to change of employees, shall be communicated on a written request thru the COR. Contractor shall fill the dispensers to full capacity on each visit. Sizes for each dispenser shall be adjusted based on the average weekly demand history after the contract is awarded. The contractor is to establish, track, and modify distribution based on demand history. The contractor shall provide all personnel, rental equipment, tools, materials, supervision, and other items and services necessary to manage the required garments. Schedule to be three times a week pick- up (Monday, Wednesday and Friday) and three times a week (Monday, Wednesday and Friday) drop off and restocking of cotton/polyester blend scrub uniforms and scrub jackets for the Manchester VA Medical Center as defined in this Statement of Work. The following Scrub colors shall be used for the following locations: Grey Operating Room Blue Urgent Care Dolphin Green SPS Forecasted demand per dispenser by REGULAR SIZES: 4-XL-5% 3-XL-5% 2-XL 10% XL-25% LARGE 25% MEDIUM 10% SMALL-5% EXTRA SMALL-5% Hours of Operation Manchester VA Medical Center is located at 718 Smyth Rd., Manchester NH 03104. The contractor shall perform the tasks as required by the PWS under this contract Monday through Friday between 6:00am and 2:30pm unless other time is specified. Holidays: Delivery of scrubs shall not occur on Federal holidays. Should a delivery be regularly scheduled on a holiday, the delivery shall occur on the working day prior to the holiday. The observed Federal Government of the following holidays: New Year s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. When such holiday falls on first non-workday, the preceding workday shall be considered a holiday. When such holiday falls on the second non- workday, the next workday shall be considered a holiday. Special event or adjusted work hours: If circumstances arise wherein the contractor desires a different work schedule than required; the contractor shall request the same in writing. Submit a written request to the government Contracting Officers Representative (COR) a minimum of 72 hours before the requested adjusted work schedule, to include inclement weather. GENERAL INFORMATION: Quality Control: The contractor shall monitor its employees' performance. Based upon the results of such monitoring, the contractor shall ensure employees are performing their duties in a manner consistent with all federal, state, and local rules and regulations, and as set forth by applicable regulatory agencies and this contractual agreement. Quality Assurance: The government shall, at all reasonable times, have access and permission to inspect the delivery truck and carts. If the Government performs inspections or tests, the contractor shall furnish, without additional charge, all reasonable facilities and assistance for the safe and convenient performance of these duties. Inspections: Infection Control: Contractor employees, including truck drivers, shall be educated and practice proper hand-washing techniques and shall also participate in educational programs to learn about blood-borne pathogen management and the use of personal protective equipment (PPE). Care shall be taken to contain pathogens during transport (separation of clean from soiled), efforts to avoid cross contamination between soiled and clean and use of a consistent thorough wash process. A quality assurance program to ensure life of textile is not exceeded per manufacture recommendations. Transportation of any scrubs shall be covered with heavy plastic prior to leaving the plant to avoid any pathogen contamination and handled in accordance with industry best practice to ensure that they remain hygienically clean. This includes the use of a truck dedicated to healthcare transport and proper use of Personal Protective Equipment (PPE). Contractor Staff Information: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of the contract. The contract manager and alternate or alternates shall be able to read, write, speak, and understand the English language. Uniforms: All employees shall wear contractor provided uniforms, (contractor code of dress), which include pants, shirts or blouses, and protective clothing which are clearly distinguishable from other VAMC uniforms currently in use. The uniform shall be worn as designed by the manufacturer. Open toe shoes or sandals shall not be worn. A basic leather shoe covering the entire foot is recommended. All personnel shall display identification badges on their uniforms, which shall show the employee s last name and the contractor s full name. Personal Hygiene: Contractor s personnel shall be clean, bathe daily (including hair), and wear a clean uniform daily. Fingernails shall be clean and free of dirt. Hair shall be neatly trimmed and combed. Security Requirements: The contractor s employees shall always wear visible identification while on the premises. It is the responsibility of the contractor to park in the appropriate designated parking areas. The Department of Veterans Affairs shall not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited on VA grounds. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. All contractor employees performing tasks related to this SOW, while on Manchester VAMC property, shall have proper valid identification. All applicable background checks shall be completed before contractor employees may begin work. Badges after security clearances shall be worn at all times while on VA locations. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage shall be reported to the COR immediately for appropriate action. Any damage caused by the contractor shall be repaired and or replaced to the satisfaction of the VA at the contractor s expense. Damage to the building, its contents or loss of government property, in excess of $100,000 shall require a Report of Survey or Investigation Report by the VACC. Appropriate Government personnel shall conduct the investigation. The responsible party shall be required to replace and/or submit payment for damage or loss. Access (Keys): If the COR provides keys for access, it shall be the Contractors responsibility to safeguard and control keys provided. COVID-19 Precautions: Precautions regarding COVID-19 can potentially change at any time; contractors shall be required to follow all current Federal, State and Local VA COVID-19 regulations. See internal VA POC for precaution updates prior to arrival on station. Contractors shall wear PPE (mask) covering their mouth and nose while on VA property, to include outside areas and parking lots. The mask shall be worn throughout the entire period of service. GOVERNMENT FURNISHED MATERIALS (GFM): None END OF STATEMENT OF WORK