Laundry Services for the West Texas VA Health Care System
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25718U0037 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE: A This requirement is Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 561720 and the small business size standard is $18.0 Million. In accordance with VAAR 852.219-10, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) upon submission of quote. Only qualified offerors may submit bids. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: 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 the Department of Veterans Affairs, West Texas VA Health Care System (WTVAHCS). All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of a patient care programs. See attached Performance Work Statement (PWS) and Line Item CLIN for complete details. Place of Performance: West Texas VA Health Care System (WTVAHCS) as outlined in the Performance Work Statement. Period of Performance Base Year: October 1, 2018 tu September 30, 2019 Option Year One: October 1, 2019 tu September 30, 2020 Option Year Two: October 1, 2020 tu September 30, 2021 The following clauses and provisions apply to this solicitation: 52.209-5, Certification Regarding Responsibility Matters 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. Evaluations of Options (July 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s). (End of Clause) 52.217-9, Option to Extend the Term of the Contract a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 3 (tee) years. 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right 52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements 52.219-14, Limitations on Subcontracting 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside 52.222-3, Convict Labor 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-19, Availability of Funds for the Next Fiscal Year 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005) 52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html) 852.203-70, Commercial Advertising 852.219-10 VA Notice of Total Service-Disabled Veteran Owned Small Business Set-Aside 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments. (b) The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments. (End of clause) Submission of Quote (FAR 52.212-1 Instructions to Offerors Commercial Items): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered. All questions must be received no later than September 13, 2018, 8:00am CST. Email your questions to Victoria.Rone3@va.gov. The subject line must specify 36C25718U0037/Laundry Services. There will be no automated email notification of receipt of questions. All questions will be addressed via an amendment/modification posted to the solicitation on the www.fbo.gov. Quotes must be received no later than September 21, 2018, 8:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify 36C25718U0037/Laundry Services. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All offerors must submit training certifications and all applicable documentation illustrating authorization from the vendor to service the contractor owned equipment with quotes in order to be considered. Quote should be broken down as follows: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Laundry Services Contract Period: Base October 1, 2018 September 30, 2019 12.00 MO $ $ 1001 Laundry Services Contract Period: Option Year 1 October 1, 2019 September 30, 2020 12.00 MO $ $ 2001 Laundry Services Contract Period: Option Year 2 October 1, 2020 September 30, 2021 12.00 MO $ $ GRAND TOTAL $ _________________ SIX- MONTH EXTENSION - PRICE/COST SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 3001 Laundry Services Contract Period: Base October 1, 2021 March 30, 2022 12.00 MO $ $ GRAND TOTAL $ _________________ The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. WAGE AND DETERMINATION: These services are subject to the WD 15-5270 (Rev.-9) (Service Contract Act) first posted on www.wdol.gov on 07/10/2018 and can be viewed at https://www.wdol.gov/sca.aspx Wage Determination No.: 2015-5270 Revision No.: 9 Wage Determinations Date of Revision: 07/03/2018 PERFORMANCE WORK STATEMENT (PWS) DESCRIPTION: 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 the Department of Veterans Affairs, West Texas VA Health Care System (WTVAHCS). All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of a patient care programs. Services are required weekly. WTVAHCS is required to provide 24-hour support operations essential to patient care and contractor services turn-around shall be performed accordingly to support operations. CONTRACTOR PICK-UP AND DELIVERY HOURS: Pick-up and delivery schedule shall be coordinated with the COR at the Medical Center. 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 the PWS. 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. CONTRACT AWARD: The Government contemplates award of a Firm Fixed-Price contract. Contract period will be 12 consecutive months from the date of award, with 2 (two) 1-year renewal option periods. PERIOD OF PERFORMANCE: Base: October 1, 2018 September 30, 2019 Option Year One: October 1, 2019 September 30, 2020 Option Year Two: October 1, 2020 September 30, 2021 SCOPE OF WORK: This document contains the technical provisions for laundry/linen services that are to be provided to the WTVAHCS located in Big Spring, TX. 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, as described in the PWS. All workmanship shall be in accordance with practices established by the Association of Linen Management (ALM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) 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 (TJC). Physical separation, tough the presence of a barrier wall and the use of pass-tough 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 as shown in Section 7. The Laundry Plant layout/design should incorporate a design for asepsis where by clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed. 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. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in the PWS, 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. 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 tough 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. 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 tee consecutive years prior to submitting proposal. SUPERVISION BY CONTRACTOR: 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 WTVAHCS 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 Contractor s Plant Manager (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 tee 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 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. PERSONNEL QUALIFICATIONS AND REQUIREMENTS FOR CONTRACT SERVICE: EMPLOYMENT: The CPM and qualified alternate must be able to read, write, speak and understand the English language. The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract. TRAINING: No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. 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. Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial training will include but not limited to the following topics: A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted. Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained tough proper environmental sanitation methods and to the technical provisions of this specification. Proper use and handling of supplies and equipment. Care and maintenance of Contractor and Government-furnished property. Familiarization with local fire prevention and safety procedures. Familiarization with equipment operational manuals. Individual duties and responsibilities. Procedures for replenishing supplies and obtaining equipment repair. Role of Contractor personnel and their impact on patient care. Techniques or methods for measuring the quality of work performance. A general orientation of laundry operating procedures and policies. Hazard communication, including location and access to the Material Safety Data Sheets (MSDS). Compliance with Occupational Safety and Health Administration (OSHA) s Bloodborne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment). Hepatitis B Virus (HBV) requirement. Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor s own expense. Personal Hygiene. Contractor personnel shall be clean and neat in appearance. Exposure to Hazardous Working Conditions. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal who become injured or ill on the job at no cost to the Government. PHYSICAL EXAMINATIONS The contractor will be responsible for any physical examinations and emergency medical care of personnel. Contractor s personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work. MISCELLANEOUS The Contractor is responsible for compliance with all appropriate TJC, FDA, VA and other regulatory agencies record keeping requirements. QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE: Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor s basic Quality Control Program shall be available for review by the COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR. The program shall include, but not be limited to the following: An inspection system covering the performance indicators given in the PWS, of the Quality Assurance/Performance Requirements summary. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor toughout the duration of this contract. This file shall be the property of the Government and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract. Quality Assurance. The Government will monitor the Contractor s performance under this contract using the Quality Assurance Procedures outlined in the PWS. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies. PRE-AWARD SURVEY: The Contractor shall have management officials, of an appropriate level, represent the firm. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. As a minimum, the Contractor shall address the following items of information in the presentation: Start-up and phase-in schedule. Procedures to secure Government property while under Contractor s jurisdiction. Availability of labor force (manning chart), plan for recruiting, type and extent of training. The role of the CPM and extent of authority. A copy of the Contractor s Policy and Procedure Manual. 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). 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: 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). SAFETY AND FIRE PREVENTION: 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. 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. A follow-up written report will be given to the COR. 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). Claim of Patients and Employees. 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. 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 and COR. 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 - Friday except for federal holidays. Soiled linen and specialty items will be available for processing Monday - Friday except for federal holidays. Deliveries will be made at a time set by this contract or the COR at the Medical Center served. Clean linen will be processed and packaged as specified in this PWS. 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 9:00 a.m. and 2:30 pm, M-F or as established by the COR at the following Medical Center location: WTVAHCS, 300 Veterans Blvd, Big Spring, TX 79720 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 so as not to interfere with their work or duties. CIRCUMSTANCES TO BE REPORTED: The Contractor shall report any circumstances, which may affect the performance of the work and 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 by phone and a follow-up fax. 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. GOVERNMENT FURNISHED PROPERTY AND SERVICES: MATERIALS: a. The Government will provide forms, publications and services specifically identified in this contract as Government furnished. b. Fair/wear/tear or unserviceable condition of specialty items will be determined by the COR. c. 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. d. The Government will provide facility passes for Contractor s employees as necessary to fulfill provisions of this contract. e. The Government will provide a detailed list of specialty items to be laundered. 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. 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. LINEN: All Standard Linen Items which are commercially available, as listed in this PWS and/or have been agreed to by the COR and Contractor. CARTS: 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. RAGS: If available, salvaged items and or items to be used as rags when requested by the COR. Ie: terry material REPORTS AND DATA: The Contractor shall provide, in writing, to the COR the data and reports identified in this PWS. MISCELLANEOUS: The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data. SPECIFIC TASKS: The Contractor shall accept for processing all soiled linens, OR scrubs, mops, etc. 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 Towel, kitchen Towel, huck Wrappers, surgical and misc. surgical linen: Small Medium Large Misc. Items: Medium Large Surgical Scrubs: Tops Bottom Items that must be tumbled dried and folded: Batobe Blankets, bath Blankets, bedspread Cover, mattress Curtains, shower Gown, operating Gown, patient Gown, isolation Pads, absorbent Pads, mattress Pajamas Coat Towel, bath Misc. items: Small Medium Items that must be cleaned, dried and returned in bulk: Mops, wet Mops, dust Items that must be dried and placed in laundry bags: Linen bags Cloth, wash Rags PACKAGING: Linen is packaged in bulk by item according to quotas and established arrangement. ADDITIONAL GUIDANCE: To eliminate the need for separate listing of items that are received infrequently, the item Miscellaneous: Small, Medium, large is shown at the end of each lot. This should be interpreted as follows: LAUNDRY: Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper. Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread. Large: An item requiring the approximate time, effort and cost to process as a blanket. APPLICABLE REGULATIONS, MANUALS, SPECIFICATIONS AND TECHNICAL EXHIBITS: 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 considered to be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. 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. QUALITY ASSURANCE EVALUATOR (QAE) SURVEILLANCE PLAN INTRODUCTION: This QAE Plan has been developed for in-house operations or to implement a service contract. It is designed to aid the Government's QAE in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements tough a combination of methods. These are: Sampling guides Customer complaint surveillance guides; and Surveillance activity checklist. The objective of this surveillance plan is to evaluate how the Government or Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment. The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples. Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance. HOW TO USE THE SURVEILLANCE PLAN: This surveillance plan has been organized to facilitate use by the QAE. It is the QAE s responsibility to develop a monthly schedule for activities based on the surveillance plan s requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month. To build the inspection schedule, the QAE will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the QAE is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a QAE s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the QAE perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management s actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR. Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services. Errors detected by the QAE in the course of surveillance will be transmitted to the Contractor or in-house management for correction. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or in-house management, as applicable, should be asked to initial this record. If the sampling guide indicates that the number of defects is too high, the current month s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Summary Table 7.3.1. Performance Requirements Summary, of the Laundry Performance Work Statement, a Contractor or in-house management official will be given a CDR by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for contractor provided services. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor or the Government is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Requirement Summary in the PWS. PERFORMANCE REQUIREMENTS SUMMARY METHOD OF APPLICATION: The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task. The purpose of this section is to: List the contract requirements considered most critical to acceptable contract performance. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of quality required in a VA run operation. Show the percentages of the major elements of the contract price that each listed contract requirement represents. Explain the quality assurance methods the Government will use to evaluate the Contractor s performance in meeting the contract requirements. The Government s quality assurance procedures are based in part on statistical random sampling of the recurring critical output products of the contract using the criteria in MIL-STD-105D. Other areas will be reviewed periodically (e.g., monthly, quarterly, semi-annually). CUSTOMER COMPLAINT SURVEILLANCE GUIDE: The checklists attached hereto contain those contract requirements that can best be monitored by the individual or activity receiving the service. At the start of the contract, the QAE shall instruct customers on the requirements of the contract and on the proper method to complete the customer complaint form. A written copy of the specific contract requirement will be provided to each customer. Customers shall be required to submit the complaint form within 1 working day of the discovery of the discrepancy. Once each year, the QAE will contact each customer to assure that there is an understanding of the contract requirements. The QAE will document the annual visits. When a complaint is received, the QAE will contact the customer to verify the complaint. If the complaint is valid, the QAE will notify the Contractor of VA management whoever is applicable of the defect in writing. The QAE will retain the complaint form in the files. At the end of each month, all validated complaints will be tabulated to determine satisfactory or unsatisfactory performance, in each are, based on the criteria in the AQL column in the Performance Requirements Summary. CUSTOMER COMPLAINT RECORD: Date/time of complaint: Source of complaint: Office: Individual: Nature of complaint: QAE evaluation: Date/time contractor or VA informed of complaint: ___________________ CPM initials _________________ Action taken by contractor or VA: QAE signature: ___________________________________________.
36C25718U0037 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
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