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Page 1 of Page 4 of 29 Page 1 of The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Ann Arbor VA Medical Center in Ann Arbor, Michigan, is... Page 1 of Page 4 of 29 Page 1 of The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Ann Arbor VA Medical Center in Ann Arbor, Michigan, is conducting market research through this sources sought notice to seek sources that can provide both medical facility laundry services and hospitality hotel-quality linen cleaning services to the VA Ann Arbor Fisher House and Green Road VA Clinic, both located in Ann Arbor, Michigan. The Performance Work Statement has been attached for reference. The NAICS Code for this acquisition is 812331, size standard $35 million. The product service code is S209 Housekeeping Laundry/Dry-cleaning. The contracting office is contemplating award of an Indefinite Delivery Indefinite Quantity contract for two years beginning May 29, 2024. Pursuant to FAR Part 10, Market Research, the purpose of this notice is to determine if sources capable of satisfying the agency's requirements exists and to determine the commercial practices of company's engaged in providing the needed service. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. Contractors that can provide this requirement and meets the requirements below are requested to send: 1. Company Name 2. DUNS number 3. Business size under NAICS 812331 4. If the service(s) are available on an FSS contract or not and the FSS contract number if it is available on contract. 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. Contractors must be registered and certified in VETBIZ to be considered VOSB/SDVOSB. 6. If you believe another NAICS code is more suitable for these services, please include the code. 7. Is there any reason you would not be interested in responding to a solicitation? 8. Please provide a short narrative on the technical capability and interest in providing the requested services. 9. Any questions, comments, or concerns, that may otherwise assist us. Disclaimer This Notice is issued for information and planning purposes only and does not itself constitute an RFP, RFQ or IFB. The Government does not intend to award a contract based only on responses to this RFI. Responses to the notice will not be returned. Responders are solely responsible for all expenses associated with responding to this Request for Information (RFI). The VA will not pay for information received in response to this Request for Information. Do not submit pricing information in response to this Request for Information. Responses must be received NLT 3:00 PM EST on January 9, 2024. Please email all responses to Alexis.Alexander1@va.gov with subject line RFI 36C25024Q0217 Laundry Service Page 29 of 29 A.1 PERFORMANCE WORK STATEMENT ANN ARBOR VA FISHER HOUSE & GREEN ROAD VA CLINIC LINEN CONTRACT PERFORMANCE WORK STATEMENT (PWS) Section 1 - Performance Requirements Background The Ann Arbor VA Medical Center has a requirement for off-site linen service at various locations, including the Ann Arbor Fisher House, the Green Road VA Clinic, and other locations in Michigan that could be added by modification in the future. The Fisher House consists of one building with 16 bedroom/bathroom/suites. The Fisher House requires hospitality linen services. The Green Road VA Clinic for Sleep and Dermatology is one building and consists of six bedroom/bathroom suites and eight exam rooms. The Green Road VA Clinic requires hospital laundry services. Scope The Contractor shall be responsible for laundering, processing, and delivery of all linens, which shall include bath towels, bathmats, shower curtains, sheets/ pillowcases, duvet covers and duvet inserts, coverlets, pillow shams, mattress covers (pad/bed bug cover), pillow protectors, throw blankets, decorative pillows, and bathrobes. The Contractor shall provide hospitality and hospital linen service in a manner that will maintain a satisfactory facility condition as determined by the Contracting Officer s Representative (COR). The Contractor shall provide all necessary labor, transportation, supervision, equipment, supplies, laundry facilities, and coordination required to complete these services. Service shall be required two (2) days a week at the Fisher House and one day a week at the Green Road VA Sleep Clinic. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the COR and the approval of the CO or other management official as may be deemed appropriate. It is impossible to determine the exact quantities that will be required during the contract term. The Contractor shall be required to provide all services that may be ordered during the ordering period of this contract. Quantities not ordered shall not constitute a price adjustment. Place and Time of Performance These services shall be provided FOB at the following delivery locations: VA Ann Arbor Fisher House 2215 Fuller Court Building 36 Ann Arbor, MI 48105 Green Road VA Clinic (Sleep and Dermatology) 2500 Green Road, Suite 200 Ann Arbor, MI 48105 TBD (Other locations in Michigan could be added via future modification) Regular working hours are Monday through Friday, 8:00 a.m. EST to 4:00 p.m. EST. Additional services beyond this window may be required (see below in section 8). The following federal legal holidays are observed by this facility*: New Year s Day 1 January Martin Luther King s birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December Any day deemed a holiday by the President TBD *Any holidays falling on Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following Monday. Period of Performance The IDIQ ordering period is two years from date of award. Task Orders can be awarded at any time for up to one year of performance. Contractor Personnel The Contractor shall have experience in providing laundry/linen services. The firm must have gained this experience as a result of being primarily engaged in the business of providing laundry/linen services in for a minimum of three consecutive years prior to submitting proposal. Experience in both hospitality linens and medical linen services is required. Contract Manager/Point of Contact: The Contractor shall assign a Contractor Plant Manager (CPM) to be an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The CPM is solely responsible to supervise the provision of these laundry/linen services to VA and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the CPM in his absence or during periods of work performed after normal work hours. The CPM must meet the following requirements: Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established. CPM shall have at least three years of specialized experience in this capacity. This specialized experience maybe substituted for certification. The CO and COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours and off duty hours within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available. The Contractor is responsible for the effective implementation of their Quality Control program, and shall be responsive to the requirements of the Government s Quality Assurance Plan conducted by the COR. CPM or alternate shall respond in person, or by telephone, within two (2) hours of notification by the COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract. Contractor Employees: All services shall be performed by qualified skilled and trained personnel who are able to converse in English, and who are licensed and authorized to perform the work defined herein. All contractor personnel shall be paid at the prevailing wage rate as provided by this contract. Contractor personnel shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by wearing distinctive clothing bearing the company name and/or by wearing appropriate badges that prominently display the Contractor s company name or a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. Contractor personnel shall conduct themselves in a professional manner (i.e., timeliness, communication (spoken and written), etc.). The CO may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. The Contractor shall not employ persons for work on this contract if such an employee is identified to the Contractor by VA Police or CO as a potential threat to the health, safety, security, general well-being, or mission of the medical center and the VA. The contactor shall not employ any person who is presently an employee of the U.S. Government when and if the employment of that person would create either a conflict of interest or the perception of such a conflict. Specific Tasks The Contractor shall clean all linen IAW this PWS at its place of business. Pickup and delivery of all linens will be from/to the locations identified above in Place and Time of Performance. Pick Up and Delivery Requirements The contractor shall provide all necessary labor, travel, supervision, equipment, supplies and coordination. The Contractor is to pick up soiled linen and deliver clean linen from all locations between the hours of 9:00 a.m. EST and 1:00 p.m. EST. Linens for the Fisher House shall be picked up and delivered two days per week, excluding all holidays, and laundry shall be picked up and delivered one day per week at the Green Road VA Sleep Clinic, excluding all holidays. The days will be based on prior agreement with the COR. Schedule modification/alteration opportunities, which would improve operations and turn-around time, without major interruption to either contractor or the Government, shall be negotiated between the Contractor and COR and shall not be implemented until all parties have concurred. When soiled linens are picked up, the cleaned linens from the previous pick up day shall be delivered (i.e., Monday pick up delivered completed on Thursday, and Thursday pick up delivered on Monday). The clean linens shall be delivered wrapped in clear plastic or in covered cart. Linen from each location under this PWS shall be kept segregated from all other linens at all times during the laundering process. All exchanges should be completed at agreed time. If an emergency causes laundry to be missed on one of these days, the Contractor shall pick up/drop off the laundry on the following business day. Additional As-Needed Services Due to the possible variations of lodging census and emergent situations, additional services may be required on an as-needed basis on off schedule days. Contractor shall respond to immediate calls within two (2) hours during regular working hours, Monday - Friday, 8:00 a.m. - 4:00 p.m. EST. Procedures and Documentation Linens Processed Report The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart tare weight and linen weight. This information must be on a delivery day basis and delivered to the COR at end of the current delivery week. The reports of soiled linen received, and clean linen delivered, must show date, name of item, and number of pieces received. This report must be submitted via email to the COR in Excel format. Contractor shall maintain documentation of all delivery services rendered, all replacement linen, and fair wear and tear rag outs. The COR will verify the deliveries daily and discuss any discrepancies with the CPM. Invoice The Contractor shall provide the COR a copy of an invoice identifying items picked-up and delivered, upon scheduled pick up / delivery timeframes. The invoice shall include: Time and date Driver Cost of the invoice The Contractor shall submit monthly invoices via Tungsten by the fifth business day of each month after services have been performed. Payment will be made via electronic payment directly to the Contractor. Invoices must be in accordance with FAR 32.905 or the COR will reject the invoice for proper submission. Ensure the dates of service and PO number are listed on the invoice. The Contractor shall not invoice for linen services for cleaned items until those linens have been delivered to the government. Re-performance of laundry service must be completed by the next scheduled delivery following notification, for no additional cost to Government. If the contractor does not comply with a request for re-performance or service cannot be re-performed, no payment will be made for the original cleaning services. The quantity of the laundry services not rendered shall be determined by the COR and CO and shall be deducted from the monthly invoice. The contractor shall be informed in writing on the amount of the payment reduction. If the contractor does not meet contractual obligations, the CO reserves the right to have the laundry services accomplished by a third party, in the business of laundry/dry-cleaning services, at the cost of the contractor. Packing Slip and Manifest A packing slip should be attached to each cart indicating item description, actual verified quantities (pieces) and/or weight, cart number, and packer s initials (legible). If any cart does not have the required packing slip, or if any part of the packing slip does not meet these requirements, or if the returned items do not match the count of the packing slips, the Contractor will be required to pick up the cart and return it with the proper quantity of clean linen to match the attached packing slip. The cart must be returned to the designated site by 2:00 p.m. EST the same day. A consolidated manifest is required for each delivery. Safety and Environmental Inspections In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract. The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes. Contractor s personnel shall follow policies concerning fire/disaster programs. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. Contractor will be subject to frequent unannounced safety and environmental inspections. The Laundry Plant shall be open to inspection of sanitary conditions by the COR and/or the Fisher House representatives. Contractor will have ten (10) working days to correct sanitation infractions designated as non-critical and two (2) working days to correct critical infractions. Compliance Standards All workmanship shall be in accordance with practices/guidelines established by the Association for Linen Management (ALM), Dry Cleaning & Laundry Institute (DLI) www.ifi.org (formally International Fabricare Institute), and accepted industry standards to include Infection Prevention and Control Guide. It is intended that services shall include all processes necessary for the laundering and finishing of the articles even though every step involved is not specifically mentioned. The soil to clean variance should not exceed 8%-12% in alignment with national standards. All services shall be performed by qualified Contractors who are licensed and authorized to perform the work defined herein. All services shall be completed in a timely manner and in accordance with the state, local, federal, and VA standards as listed in the PWS. In no case shall clean and soiled linen share the same physical space. The Contractor must have a physical barrier separating the clean from soiled linen. The Contractor must maintain physical between clean and soil processing. All linens, either soiled or new, must be washed under the full soil formula of that item. The rinse and spin practice is unacceptable for VA healthcare linens. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards. The Contractor shall report any circumstances which may affect the performance of the work, unhealthy or hazardous conditions, or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the COR and Fisher House Manager by phone. A follow-up shall be sent to the COR and Fisher House Manager via email or facsimile. Training and Records Maintenance Contractor will be trained by the COR and Fisher House Manager on what the exact expectations of the linen are to look like once cleaned and returned to the respective facility. Orientation and initial training of all personnel shall be accomplished within the first fourteen (14) days of employment with written documentation furnished to the COR. All training shall be documented, and written copies of signed attendance sheet provided to COR within ten (10) days of completion of training. This training shall include procedures on how to accomplish the services according to the requirements in this PWS. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR documentation that personnel have had refresher training. Linen Control The government will supply a 5-day inventory of operating linens. On an as-required basis the Government will replace these linens as needed through normal wear and tear. The Contractor will notify the COR of any damaged or worn items needing replacement and shall return items separately for inventory requirements. The Contractor shall inventory the outgoing soiled linens and re-inventory the incoming clean linens. Items deemed too fragile to be cleaned by the laundry service due to high-temperature levels will be cleaned by housekeeping staff in the Fisher House washers and dryers as needed. NOTE: Fisher House utilizes hotel quality linens (high thread count, satin banding, etc.) vs. hospital quality linens at the Green Road VA Sleep Clinic. VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor s cost. Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government. Unusual losses, including suspected pilferage, shall be reported by the Contractor at once to the COR who will take immediate action to investigate the loss. If the loss is not recovered and deemed to be caused by the Contractor, the cost of replacement will be negotiated with the CO, along with the approval of the COR, on a quarterly basis. The COR will supply an itemized list of linen that will be replaced, (including item description, quantity and unit cost). Contractor shall comply with all Government request and policies relative to linen control. Contractor shall participate, as required by VA policy, in inventories of Government provided Hospitality linen. Any items found to have been unsatisfactorily cleaned according to quality and performance standards shall be re-cleaned at no additional cost to the government. Such items shall be identified for contractor recognition by the COR when they are returned on the next scheduled pick up after the unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing so they are not included with invoiced clean items that are satisfactory. Linen Handling Instructions Refer to handling instructions on linen tags if available. Otherwise: Fisher House Linens: Bottom Sheets are to be cleaned, dried, and folded immediately to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items. Top Sheets are to be cleaned, dried, and folded immediately to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items. *NOTE: The embroidered decorative pleated edge must be cleaned and pressed with care to avoid accelerated wear/tear. Pillowcases are to be cleaned, dried, and folded immediately to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items. *NOTE: The embroidered decorative pleated edge must be cleaned and pressed with care to avoid accelerated wear/tear. Pillow protectors are to be cleaned, tumble dried on low, and folded immediately to avoid excessive wrinkling. They are to be kept separate from other items. Pillow shams are to be cleaned, and dried, and folded immediately to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items. Mattress Covers/Protectors are to be cleaned, dried, folded, and kept separate from other items. NO HOT DRYERS Duvet inserts/Comforters are to be dry cleaned and folded immediately to avoid excessive wrinkling (pressed as needed). Duvet Covers are to be cleaned, dried, and pressed to avoid excessive wrinkling. Coverlets are to be cleaned, dried, folded, and kept separate from other items. Thermal/Down blankets are to be cleaned, dried, folded, and kept separate from other items. Bath Towels are to be cleaned, dried, folded, and kept separate from other items. Hand Towels are to be cleaned, dried, folded, and kept separate from other items. Wash Cloths/Makeup Towels are to be cleaned, dried, folded, and kept separate from other items. Bathmats are to be cleaned, dried, and kept separate from other items. Throw blankets (lightweight) are to be cleaned, dried, and kept separate from other items Shower curtains are to be cleaned, dried, and kept separate from other items. Avoid excessive wrinkling but do not press. Bathrobes are to be cleaned, dried, and kept separate from other items. Decorative pillows shall be cleaned, dried, and kept separate from other items. Green Road Sleep Clinic Linens: All sheets, blankets, towels, and mattress protectors are to be cleaned, dried, and kept separate from other items. Items shall be cleaned in accordance with normal hospital linen cleaning procedures. Contaminated Laundry The Contractor will treat all linen with universal precaution: Linen should be handled as if contaminated with potentially infectious material and shall be collected by housekeeping in such a manner as to prevent the spread of microorganisms to the environment, or personnel who may be required to handle such items during transportation. The contractor shall ensure articles identified as contaminated with potentially infectious material potentially infectious (material soaked in blood, other body fluids, feces, or human tissue) shall be separated from other soiled articles for scouring them before laundering. The housekeeping aide shall ensure double bagging of all soiled potentially contaminated linens to prevent any instance where the outside of a bag used in the carrying of such linen may become contaminated, when given to the linen Contractor. The linen carts shall protect the linen from spreading microorganisms when soiled and from the environment (rain, dust, contamination) and shall have closable lids. Before the linen carts (clean or soiled) are moved from; the storage location, linen facility, or mode of transportation, the lid shall be closed to protect the linen. All Fisher House and Green Road linen should be processed separately from other linen using keep separate techniques. The Fisher House Manager and COR reserves the right to visit Contractor s plant at any time to ensure that the Contractor is using the proper procedures to process the linen separately from any and all other linen. Unserviceable articles Unserviceable and non-repairable articles no longer usable for the purpose intended shall be returned by the Contractor to the COR in a separately marked bundle, prior to mending or patching, for directions and approval. Items Found in Linen All personal items (photos, billfolds, jewelry, glasses, dental devices, etc.) and medical items (splints, etc.) found in the soiled linen carts should be safely packaged and returned to the COR promptly. Any hazardous item (sharps, etc.) found in the soiled linen should be documented with a photo and then properly disposed of by Contractor. Cleanliness and Finish Contractor shall supply all carts required for the delivery of clean linen as well as carts for the pickup of soiled linen. The linen storage carts used for the transportation shall be kept clean, neat, and sanitary at all times. All linen carts of cleaned and packaged linen will be covered while in transit or laundry will be wrapped in plastic to protect the packaged linen from environmental contamination, (i.e. rain, dust, or other such hazards). The COR and Fisher House Manager, prior to the beginning of the service, shall approve all carts supplied by the Contractor. Carts will be of generally uniform weight and size. All carts and other equipment must be appropriately cleaned and sanitized between loads or uses. Lost/Damaged Items: The Contractor shall replace any items lost or damaged due to negligence or poor work performance at no additional expense to the VA. The Contractor shall indemnify the VA for any Contractor responsible loss or damage to articles furnished for service under the contract. Validation of any claims for loss or damage shall be made by the CO based on factual (documentary) evidence produced by the VA s COR, representatives, and/or Contractor. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) Fisher House and Green Road Clinic will be supplied with an inventory of linens. On an as-required basis, the Government will replace these linens (see 13., Linen Control). The Contractor will not be required to replace linens, except in the case where linens are lost and/or damaged through the negligence of the Contractor. The Contractor shall however inventory the outgoing soiled linens; re-inventory the incoming clean linens. Items deemed too fragile to be cleaned by the laundry service due to high-temperature levels will be cleaned by housekeeping staff in the Fisher House washers and dryers as needed. NOTE: Fisher House utilizes hotel quality linens (high thread count, satin banding, etc.) vs. hospital quality linens. Vehicles The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate. All operators must have current licensing and permits. Damage to VA Property All tasks accomplished by Contractor s personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the COR by the end of the workday on the day of occurrence. If damage is not discovered on the day the work is performed, it shall be repaired within 72 hours of notification to the Contractor by the VA. In cases of disputes between the COR and the Contractor, the Contractor shall notify the CO in writing as soon as possible to avoid any delay in conflict resolution. If the CO is not notified in writing within thirty (30) days of the date of the incident, the incident shall be considered to have been resolved to the satisfaction of the Contractor. Phase-out Plan The Contractor shall have a phase out plan. This plan shall describe the Contractor s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor shall fully cooperate with the successor Contractor and the Government at each facility, and especially with the transfer of the 3-day par of Fisher House linen received in the beginning of contract, so as not to interfere with their work or duties. Contractor Performance Assessment Reporting System (CPARS) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment evaluations will be conducted in order to record your contract performance as required by FAR 42.15. The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action. Please furnish the CO with the name, position title, phone number, and email address for each person designated to have access to your firm s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public. When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site. Within 60 days after the end of a performance period, the CO will complete an interim or final past performance evaluation and the re...