S209--Linen Laundry Processing Services in accordance with the Performance Work Statement. * Full and Open Competition without Exclusions
PERFORMANCE WORK STATEMENT FOR LAUNDRY SERVICES AT VACCHCS, Fresno DEPARTMENT OF VETERANS AFFAIRS June 16, 2022 Scope of Work Contractor shall furnish all labor, equipment, supervision, management, su... PERFORMANCE WORK STATEMENT FOR LAUNDRY SERVICES AT VACCHCS, Fresno DEPARTMENT OF VETERANS AFFAIRS June 16, 2022 Scope of Work Contractor shall furnish all labor, equipment, supervision, management, supplies, bulk delivery carts, transportation, and facilities (except as identified elsewhere in this solicitation) necessary to perform contractor owned/contractor operated bulk laundry/linen services and tasks required under this contract for VACCHCS, Fresno 2615 E. Clinton Ave Fresno, CA 93703. All services are to be performed in accordance with standard industry practices and quality control measures. VACCHCS, Fresno is required to provide 24-hour support operations essential to patient care and contractor services turn-around shall be performed accordingly to support operations. Services shall include pick-up and delivery of items by contractor personnel. The work required by this Performance Work Statement (PWS), consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services. All workmanship shall be in accordance with practices established by the Association for Linen Management (ALM), Dry Cleaning and Laundry Institute International (DLI), and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission (JC). Physical separation, through the presence of a staph barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards. The Contractor will deliver processed linens in covered carts that have been cleaned and sanitized. Carts will contain like items. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by the COR and CO prior to initiation of such a change to assure adequate contractual coverage. Any items found to have been unsatisfactorily cleaned, 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 pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. Period of Performance Services required herein shall be as follows: Period of Performance: BASE: May 15, 2023 May 14, 2024 OPTION 1: May 15, 2024 May 14, 2025 OPITON 2: May 15, 2025 May 14, 2026 OPTION 3: May 15, 2026 May 14, 2027 OPTION 4: May 15, 2027 May 14, 2028 Contractor Pickup and Delivery Linen shall be picked up and delivered between 6:00AM and 9:00AM daily, Monday through Sunday. 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. Estimated Quantities: Historical data is provided below. However, it is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation. Contractor Responsibilities The contractor shall be responsible for the security of the goods and the safekeeping of the laundry in its possession. The contractor shall ensure each customer receives the same linen and quantity shipped to the facility. The contractor shall be responsible for loading and unloading all laundry and linen items. The contractor shall ensure soiled laundry is physically separated from clean laundry, preferably with the use of a physical barrier to avoid cross contamination on the delivery vehicle. The vehicle shall be clean and completely enclosed with rear locking doors. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to SLCVA and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his absence or during periods of work performed after normal work hours. 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. Contractor s Plant Manager (CPM) or alternate shall respond in person, or by telephone, within 1 hour 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. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR daily (M - F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general, OR, special). Contractor Experience The Contractor shall have experience in providing Medical Center 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 Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years prior to submitting proposal. The Contractor s Plant Manager must meet the following requirements: Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. CPM shall have at least three years of specialized experience in this capacity. This specialized experience maybe substituted for certification. MISCELLANEOUS The Contractor is responsible for compliance with all appropriate JC, FDA, VA, and other regulatory agencies requirements. VA Directive 1850.03 VA Directive 1850.04 VA Directive 1850.07 Procedures to secure Government property while under Contractor s jurisdiction. Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens. Procedures to be used to ensure contract requirements are met (Quality Control Program). Certification that Contractor s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly). The Contractor shall maintain a copy of all laundry invoices for the life of the contract. The contractor shall review and maintain a copy of all reports and records of customer transactions, attempts to contact customers, and disposition of unclaimed property. The contractor shall maintain these records on a yearly basis. All records are subject to inspection by the contracting officer or QAP at any time. Contractor Furnished Items Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section III. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws. Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have empty weight indicated on both ends. If available, salvaged items and or items to be used as rags when requested by the COR. Ie: terry material Government Furnished Property and Services The Government will provide forms, publications and services specifically identified in this contract as Government furnished. Fair/wear/tear or unserviceable condition of specialty items will be determined by the COR. The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Facility. The Government will provide facility passes for Contractor s employees as necessary to fulfill provisions of this contract. The Government will provide a detailed list of specialty items to be laundered. Applicable Regulations, Manuals and Specifications Documents applicable to the PWS are listed below. These documents are mandatory. At the start of the contract the Government shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall always be adhered to . It is the Contractor s responsibility to ensure that all mandatory publications are posted and up to date: MIL-STD-105D Security Clearances or Access Controls Facility Policies concerning fire/disaster programs Parking Infection Control Manual Facility Policy on Laundry, Linen, Uniform Management ANSI/AAMI ST65:2000 Other applicable regulations, manuals and specifications as identified locally. Government Representative. The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor s performance by the COR. The CO will furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR. The COR shall have access to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the Contractor s operation and after completion of tasks. The Government s program is not a substitute for quality control by the Contractor. Performance Evaluation Meetings: The CPM shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and the COR. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of these meetings. Should the CPM not concur with the minutes, a written statement will be presented to the CO, and the CPM will be notified of the decision in writing by the CO. Correspondence All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR with a copy to the CO. Security This contract does not require security clauses in accordance with VA Directive 6500 and 6500.6 Damage and Equipment loss 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 verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor s personnel. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated. Any damage caused to Government property during the course of the Contractor s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor s own expense. Linen Control 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 specialty linen. 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. 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. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR, on a quarterly basis. The Vendor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity, and unit cost). The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor s possession, the procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date. Contingency Plan Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure. Delivery Requirements: The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded on a daily basis and delivered to the COR at the end of the current workweek. The reports of soiled linen received, and clean linen delivered must show date, the name of the item, number of pieces received or delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered. The COR will verify the deliveries daily and discuss any discrepancies with the CPM. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Medical Center. Laundry bags or liners, used to transport soiled laundry, must be laundered after use. Clean linen and specialty items shall be available for transport Monday - Sunday except for federal holidays. Soiled linen and specialty items will be available for processing Monday - Sunday except for federal holidays. Clean linen will be processed and packaged as specified in technical exhibit 2. Contractor s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the COR. Clean linen delivery and soiled linen pickup shall be between 6:00 am and 9:00am daily, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday or as established by the COR. Specific Tasks The Contractor shall accept for processing all soiled linens. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below. Flatwork items that must be conditioned, ironed, and folded: Apron, cook Pillowcases, regular Pillowcases, surgical Sheets, poly/cotton, bed Tablecloth Wrappers, surgical and misc. surgical linen: Surgical scrubs Tops Surgical scrubs Bottoms Items that must be finished and placed on hangers: Patient personal clothing (shirts / pants) Shirt, uniform Trouser, uniform Smock, knee length long coats Coveralls Coat, short Pantsuit, top Pantsuit, bottom Scrubs used as a uniform Items that must be tumbled dried and folded: Bathrobe Blankets, bath Blankets, bedspread Cover, mattress Curtains, shower Curtains, cubicle Gown, operating Gown, patient Gown, isolation Pads, absorbent Pads, mattress Pajamas Coat Trousers Towel, kitchen Towel, huck Towel, bath Warm-up jacket Items that must be cleaned, dried and returned in bulk: Mops, wet Mops, dust Mops Microfiber Items that must be dried and placed in laundry bags: Linen bags Cloth, wash Rags Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging: Patient s Personal Clothing, which is not on hangers Packaging Linen is packaged in bulk by item per quotas and established arrangement. Items finished and placed on hangers are returned in a cart with a coat bar. They are placed on the hanger so identification number and size is showing, if any. Designated Pick-Up and Delivery Locations Laundry is picked up at Building 1 loading dock and delivered at Building 14 Loading Dock. Rewash Any items found to have been unsatisfactorily laundered as determined by the contracting officer or the QAP shall be re-laundered at no additional cost to the Government. The contractor is responsible for all necessary re- performance. Such items will be identified by the QAP to the contractor s representative after the unsatisfactory condition is discovered. The original laundry ticket shall be annotated that the item(s) are being returned for re- accomplishment. The item(s) shall be re-laundered and returned to the same exchange point within the same time standards that are required for first time washes. The contractor shall ensure that items are readily identifiable upon return to the Government as re-wash items, to include the date the linen was originally returned. Quality Assurance Surveillance Plan PERFORMANCE OBJECTIVE *Critical PWS PARAGRAPH PERFORMANCE THRESHOLD Items are delivered to drop off and pickup locations on time. Complete Requirements 100% of the time. Delivery vehicles are clean, closed vehicles with cross contamination prevented Complete Requirements 100% of the time Laundry is delivered free of all visible dirt, debris, dampness, odor, mildew, cleaning chemical residue, and has a uniform appearance. Complete Requirements 100% of the time PERFORMANCE OBJECTIVE *Non- Critical PERFORMANCE THRESHOLD Laundry is properly packaged. Complete Requirements 100% of the time Correct quantity of items delivered Complete Requirements 100% of the time Laundry tickets are accurately transcribed and logged for invoicing. Complete Requirements 100% of the time. Technical Definitions Peculiar to This PWS. Ancillary Equipment. Equipment required for Contractor s operations but not directly related to laundry production, e.g., cleaning equipment. CDR (Contract Discrepancy Report). Government formal documentation of Contractor s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future. Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present. Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service. CO (Contracting Officer). The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR (Contracting Officer s Technical Representative). Any person or persons authorized to act for the Contracting Officer within authority limits. CPM (Contractor s Plant Manager). Contractor s representative having supervisory responsibility and authority for total performance of work under the contract. Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose. Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year s Day (1 January), King s Birthday (3rd Monday in January), Washington s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday. General Linens. Linens which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items identified in Attachment 1. Contractor supplied linens do not have to have a logo. JC (Joint Commission). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities. Launder. To clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry. Linen. Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers. Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center(s). Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the COR and CPM, All linen is packaged securely to prevent possible contamination. Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear. Personal Property. All Government property, except real property and expendable property. Procedures Manual. A Contractor s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions. Quality Control. Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the PWS. Sanitary. In a clean state, protected from the contamination of pathogenic organisms. Specialty Items. All textile items not classified as general linens. Example soap free linen, restraints, cubicle curtains, etc. Surgical Linen. Linen utilized by surgical and / or specialized units. Normally blue or green linen. Trash. Rubbish or refuse. Uniforms. Government owned clothing worn by VA employees as a means of identification. TECHNICAL EXHIBT 1 EXAMPLE OF WORKLOAD ESTIMATES LINE ITEM NO ITEM SERVICE UNIT OF ISSUE Estimated Quantities per month Unit Price Extended Amount 0001 LAUNDRY SERVICE 1 PC 2 Sheets Flat 3 Sheets Fitted 4 Bead Spreads 5 Bath Blankets 6 Incontinent Pads 7 Pajamas 8 Scrubs Tops 9 Scrubs Bottoms 10 Towels 11 W.C 12 Bar Towels 13 Uniforms 14 OR Sheets 15 OR Pillow Cases 16 Gowns 17 Laundry Bags 18 Blue Rags 19 Warm Up Jackets 20 OR Cover Sheets 21 Fisher House Sheets 22 Fisher House PC 23 Blankets 24 Fisher House Towels 25 WC 26
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