2023 PWS Laundry Reno.docx
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- Solicitation number
- 36C26123Q0026
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This document is a draft performance work statement outlining the requirements for bulk laundry and linen services at the VA Sierra Nevada Health Care System in Reno, Nevada. The performance period is anticipated to include a base year plus four option years for a firm fixed price contract. Services required include pick-up and delivery of soiled and clean linen seven days a week, laundering a range of items from flatwork to bulk items. The contractor must meet quality standards including cleanliness, proper finishing and packaging, and no damage to items. The contractor will also be responsible for cleaning carts used for transport. The VA is conducting market research and requests capability statements from potential sources by October 20, 2022 to determine if this requirement can be set aside for SDVOSBs or VOSBs. Responses should include organization details and point of contact information.
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Performance Work Statement All-Inclusive Bulk Laundry and Linen Service VA Sierra Nevada Health Care System
| 1.1 | GENERAL INFORMATION | ||
| 1.1 | NOTE OF EXPLANATION: The Performance Work Statement (PWS) following the Schedule is intended to permit VA Sierra Nevada Health Care System (VASNHCS) to solicit and award a contract in the most efficient and effective manner possible, in order to successfully satisfy the requirements of the VASNHCS. Significant process improvements are desired and "how to" procedures have been removed, wherever possible, to facilitate process improvements. The requirements in this PWS are defined based on the output products and services. | ||
| 1.2 | PLACE OF PERFORMANCE: | VA Sierra Nevada Health Care System | |
| 975 Kirman Ave. | |||
| Reno, Nevada 89502 |
| 1.3 | SITE VISIT: A site visit to the identified location above is recommended prior to submitting quotation for consideration and can be scheduled by the Contracting Officer's Representative (COR), Larry Hillson at 775-789-6689 or Larry.Hillson@va.gov to arrange time and date. Site visit is by appointment only, and for the purpose of viewing the physical locations only. All technical questions are to be addressed to the COR. | ||
| 1.4 | CONTRACTOR PICK-UP AND DELIVERY HOURS: The standard pickup and delivery times will be Monday - Friday at 5 am. Pickup and delivery schedule shall be coordinated with and approved by the VA COR. If it is found that there are opportunities to alter or modify the schedule, which would improve operations and tum-around time without major interruption to either contractor or the Government, such schedule modifications shall be negotiated between the Contractor and the Contracting Officer (CO) and shall not be implemented until all parties have concurred. Only the CO has the authority to execute modifications and negotiate the terms and conditions of the contract. | ||
| 1.5 | ESTIMATED QUANTITIES: Historical data is provided in Section 2.6. However, it is impossible to determine the exact quantities that will be required during the contract term. The Contractor 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. | ||
| 1.6 | CONTRACT AWARD: The award will be a firm-fixed price contract with a period of six (6) consecutive months from the date of award in accordance with the terms and conditions of the contract. | ||
| 1.6.1 | PERIOD OF PERFORMANCE: | Base Year: March 1, 2023 – February 28, 2024 | |
| Option Year 1: March 1, 2024 – February 28, 2025 | |||
| Option Year 2: March 1, 2025 – February 28, 2026 | |||
| Option Year 3: March 1, 2026 – February 28, 2027 | |||
| Option Year 4: March 1, 2027 – February 28, 2028 | |||
| 1.6.2 | REMEDIAL TRAINING: When notified, contract employees must complete remedial training and education to address any detected compliance exceptions. | ||
| 1.6.3 | PROOF OF TRAINING: Contract employees are responsible for submitting proof of awareness and remedial training completed to the Contracting Officer's Representative (COR) for this contract. The COR will retain proof of training in accordance with applicable Records Control Schedule. | ||
| 1.7 | EMPLOYEE BACKGROUND INVESTIGATION: Contractor's employees are required to have a background investigation initiated prior to performance on this contract. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening. | ||
| 1.8 | FACILITY INSPECTION: The contractor shall allow the inspection of the laundry facility by VA personnel at any time, during normal operational hours with reasonable notice by the VA. Inspections will be on a non-scheduled basis for the purpose of observing infection control standards. | ||
| 1.9 | INVOICES: Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number and obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice. |
All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.
More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.
Vendor e-Invoice Set-Up Information:
Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:
· Tungsten e-Invoice Setup Information: 1-877-489-6135
· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
· FSC e-Invoice Contact Information: 1-877-353-9791
· FSC e-invoice email: vafsccshd@va.gov
| 2.1 | SPECIFIC TASKS |
| 2.1.1 | Scope of Work |
2.1.1.1 Contractor shall furnish all labor, equipment, supervision, management, supplies, soiled linen carts and liners, bulk delivery carts, transportation, and facilities, except as identified elsewhere in this solicitation, necessary to perform complete and all-inclusive contractor operated bulk laundry/linen services and tasks required under this contract for the Department of Veterans Affairs, VA Sierra Nevada Healthcare System, 975 Kirman Avenue, Reno, NV 89502. All services are to be performed in accordance with Occupational Safety and Health Administration (OSHA), The Joint Commission (TJC), Federal, State, and Local regulations and codes. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of patient care programs.
| 2.1.1.2 | Services are required Monday through Friday, including federal holidays as directed. VA Sierra Nevada Healthcare System is required to provide 24-hour support operations essential to patient care. Contractor services turnaround shall be performed accordingly to support the medical center operations. |
| 2.1.1.3 | 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, in accordance with specific tasks as described in Section 2.5. |
| 2.1.1.4 | All workmanship shall be in accordance with practices established by the "Healthcare Laundry Accreditation Council". The processing facility utilized to meet the requirements of the Performance Work Statement shall demonstrate proof within the past two years of contract award "HLAC Accreditation". In the event the processing plant does not have current accreditation with the HLAC or has allowed for such accreditation to expire, the contractor shall within six months to one year agree to attain such accreditation. Accreditation warrants that a laundry organization that processes healthcare linens has successfully passed an inspection of its facility, policies and procedures, training programs, and its relationships with its healthcare customers. The inspection is based on Accreditation Standards for Processing Reusable Textiles for Use in Healthcare Facilities, 2011 Edition. These Standards have been developed, published, and are based on federal regulations and guidelines, as well as best industry practices. The HLAC standards can be found at www.hlacnet.org. The HLAC standards are in full compliance with "The Joint Commission (TJC)". TJC is the accreditation body that the VASNHCS must meet and provide proof to TJC via the HLAC accreditation process. 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 standards as shown in Section 2.7 “Quality Assurance”. In the event of a catastrophic failure of the processing facility the contractor shall possess an emergency back-up plan that demonstrates to the VA that no interruption of services shall be allowed to occur. |
| 2.1.1.5 | 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 Lead COR and CO prior to initiation of such a change to assure adequate contractual coverage. |
| 2.1.1.6 | 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 Section 2.7, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the Lead 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. |
| 2.1.1.7 | Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules appropriate. Emergency situations will be defined by the Lead COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. |
2.1.1.8 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 Lead COR and the approval of the CO or other management official as may be deemed.
| 2.1.2 | Contractor Experience: The Contractor shall have a minimum of three years of 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 quotation. |
| 2.1.3 | Supervision by Contractor: |
| 2.1.3.1 | 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 the VASNHCS 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: |
2.1.3.1.1 Certified by NAILM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established.
2.1.3.1.2 CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substituted for certification.
2.1.3.1.2 The CO and Lead 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.
2.1.3.1.3 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 Lead COR.
2.1.3.1.4 CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility 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
| 2.1.4 | Personnel Qualifications and Requirements for Contract Service: | |
| 2.1.4.1 | Employment: | |
| 2.1.4.1.1 | The CPM and qualified alternate must be able to read, write, speak and understand the English language. | |
| 2.4.1.2 | 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. | |
| 2.1.4.2 | Training: | |
| 2.1.4.2.1 | 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. | |
| 2.1.4.2.2 | 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 is not limited to the following topics: | |
| 2.1.4.2.2.1 | A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted. | |
| 2.1.4.2.2.2 | Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification. | |
| 2.1.4.2.2.3 | Proper use and handling of supplies and equipment. | |
| 2.1.4.2.2.4 | Care and maintenance of Contractor and Government -furnished property. | |
| 2.1.4.2.2.5 | Familiarization with local fire prevention and safety procedures. | |
| 2.1.4.2.2.6 | Familiarization with equipment operational manuals. | |
| 2.1.4.2.2.7 | Individual duties and responsibilities. | |
| 2.1.4.2.2.8 | Procedures for replenishing supplies and obtaining equipment repair. | |
| 2.1.4.2.2.9 | Role of Contractor personnel and their impact on patient care. | |
| 2.1.4.2.2.10 | Techniques or methods for measuring the quality of work performance. | |
| 2.1.4.2.2.11 | A general orientation of laundry operating procedures and policies. | |
| 2.1.4.2.2.12 | Hazard communication, including location and access to the Material Safety Data Sheets (MSDS). | |
| 2.1.4.2.2.13 | Compliance with Occupational Safety and Health Administration (OSHA)'s Bloodborne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of Personal Protective Equipment (PPE). | |
| 2.1.4.2.2.14 | Hepatitis B Virus (HBV) requirement. | |
| 2.1.4.3 | Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor's own expense. | |
| 2.1.4.4 | Personal Hygiene: Contractor personnel shall be clean and neat in appearance. | |
| 2.1.4.5 | 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 personnel who become injured or ill on the job at no cost to the Government. | |
| 2.1.4.6 | Physical Examinations: | |
| 2.1.4.6.1 | The contractor will be responsible for any physical examinations and emergency medical care of personnel. | |
| 2.1.4.6.2 | 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. Contractor Delivery drivers must have received a COVID vaccine. | |
| 2.1.4.6.3 | Miscellaneous: The Contractor is responsible for compliance with all appropriate TJC, FDA, VA and other regulatory agencies record keeping requirements. | |
| 2.1.5 | Quality Control and Quality Assurance for Contract Service: | |
| 2.1.5.1 | 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 Lead COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the Lead COR. The program shall include, but not be limited to the following: | |
| 2.1.5.2.1 | An inspection system covering the performance indicators given in Section 2.7, of the Quality Assurance/Performance Requirements summary. | |
| 2.1.5.1.2 | A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. | |
| 2.1.5.1.3 | A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the Lead COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract. | |
| 2.1.5.2 | The Government will monitor the Contractor's performance under this contract using the Quality Assurance Procedures outlined in Section 2.7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies. | |
| 2.1.5.3 | The Contractor shall have documentation that Contractor's scales used for weighing soiled and clean linens have been calibrated on a regular basis (at least annually, preferably quarterly) | |
| 2.1.6 | Government Representative: The Lead 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. The CO will furnish the name of the Lead COR prior to the start date of the contract. The Contractor shall be advised in writing of the extent of the authority of the Lead COR. The COR and the CO 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. | |
| 2.1.7 | Performance Evaluation Meetings: | |
| 2.1.7.1 | The CPM shall meet with the Lead COR on a minimum frequency of once each month according to schedule established by the Lead COR. | |
| 2.1.7.2 | The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and the Lead COR. A mutual effort will be made to resolve all problems identified. The Lead 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. | |
| 2.1.8 | 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 Lead COR with a copy to the CO. | |
| 2.1.9 | 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 Lead COR daily (Monday - Friday). 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). | |
| 2.1.10 | Safety and Fire Prevention: | |
| 2.1.10.1 | 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. | |
| 2.1.10.2 | 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. | |
| 2.1.10.3 | 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. | |
| 2.1.10.4 | Contractor's personnel shall follow policies concerning fire/disaster programs. | |
| 2.1.10.5 | The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. | |
| 2.1.11 | Damage and Equipment loss: | |
| 2.1.11.1 | 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 Lead COR, any damage or disfigurement to these items when caused by Contractor's personnel. A follow-up written report will be given to the Lead COR. | |
| 2.1.11.2 | When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the Lead COR will issue a CDR. The Contractor will reply in writing, to the Lead COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated. | |
| 2.1.11.3 | 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. | |
| 2.1.12 | Linen Control: | |
| 2.1.12.1 | Contractor shall comply with all Government request and policies relative to linen control. | |
| 2.1.12.2 | Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen. | |
| 2.1.12.3 | 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. | |
| 2.1.12.4 | 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. | |
| 2.1.12.5 | Unusual losses, including suspected pilferage, shall be reported at once to the Lead 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 Lead COR, on a quarterly basis. The Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost). | |
| 2.1.12.6 | 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. | |
| 2.1.13 | Delivery Requirements: | |
| 2.1.13.1 | The Contractor shall provide the Lead 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 Lead 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. | |
| 2.1.13.2 | The Lead COR will verify the deliveries daily and discuss any discrepancies with the CPM. | |
| 2.1.13.3 | 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 Lead 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. Non-disposable laundry bags or liners, used to transport soiled laundry, must be laundered after use. | |
| 2.1.13.4 | Clean linen and specialty items shall be available for transport Monday - Friday and federal holidays as directed. Soiled linen and specialty items will be available for processing Monday - Friday and federal holidays as directed. Deliveries will be made at 5 am Monday - Friday at the Medical Center served. | |
| 2.1.13.5 | Clean linen will be processed and packaged as specified in Section 2.5. | |
| 2.1.13.6 | Contractor's personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the Lead COR. | |
| 2.1.13.7 | Clean linen delivery and soiled linen pickup shall be at 6 am Monday - Friday or as established by the Lead COR. | |
| 2.1.14 | 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. | |
| 2.1.15 | 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 Lead COR by phone and a follow-up fax or e-mail. | |
| 2.1.16 | Contingency Plan: Contractor shall furnish with his quotation 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. |
2.1.17 Off site Storage: Contractor will provide an off-site storage location within 30 miles of the Reno VA Medical Center. This offsite storage location will be minimum 1000 square feet (for example: 20’ x 50’) in a climate-controlled warehouse with adequate lighting. Contractor will provide use of pallet jacks for movement of linens/items that will be stored at this location. Contractor will provide this off-site storage during the duration of the contract.
| 2.2 | DEFINITIONS AND ACRONYMS | ||
| 2.2.1 | Definitions: Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below: | ||
| 2.2.1.1 | All-inclusive bulk laundry services. All-inclusive means that that contractor shall pick-up soiled laundry and linen, wash, fold, and delivery clean laundry and linen to the facility in accordance with the schedule requirements specified in this Performance Work Statement. | ||
| 2.2.1.2 | Ancillary Equipment. Equipment required for Contractor's operations but not directly related to laundry production, e.g., cleaning equipment. | ||
| 2.2.1.3 | AQL (Acceptable Quality Level). The maximum percent of defective work, or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed in an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally. As long as unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government. The Contractor, however, must correct all unsatisfactory work unless excused by the Lead COR. | ||
| 2.2.1.4 | CDR (Contract Discrepancy Report). Government formal documentation of Contractor's failure to provide services as required wider 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. | ||
| 2.2.1.5 | 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. | ||
| 2.2.1.6 | Consumable Supplies. Those supplies used in the day-to-day operation of the lawidry, e.g., detergent, bleach, and alkali. | ||
| 2.2.1.7 | Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service. | ||
| 2.2.1.8 | CO (Contracting Officer). The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. | ||
| 2.2.1.9 | COR (Contracting Officer's Representative). Any person or persons authorized to act for the Contracting Officer within authority limits. (Lead/Facility) | ||
| 2.2.1.10 | CPM (Contractor's Plant Manager). Contractor's representative having supervisory responsibility and authority for total performance of work under the contract. | ||
| 2.2.1.11 | Cure Notice. A formal notification to Contractor to correct a deficient situation or risk termination of contract. | ||
| 2.2.1.12 | Defect. Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions, as set forth in Section VII. | ||
| 2.2.1.13 | Delivery Point. Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Medical Facility. | ||
| 2.2.1.14 | Department of Veterans Affairs. Government agency requiring services under the terms of the contract. | ||
| 2.2.1.15 | Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the Facility COR and/or the Lead COR. | ||
| 2.2.1.16 | 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. | ||
| 2.2.1.17 | 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), Juneteenth (June 19), 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), Christmas Day (25 December) and any other holiday declared by the President of the United States. When a legal holiday falls on a Saturday, the preceding Friday is considered a legal holiday and when the holiday falls on a Sunday, the following Monday is considered a legal holiday. | ||
| 2.2.1.18 | 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 must have the VA logo. | ||
| 2.2.1.19 | Government. The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives. | ||
| 2.2.1.20 | Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by TJC and the VA. | ||
| 2.2.1.21 | TJC (The Joint Commission). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities. | ||
| 2.2.1.22 | 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. | ||
| 2.2.1.23 | Linen. | Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers. | |
| 2.2.1.24 | Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center(s). | ||
| 2.2.1.25 | Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers. | ||
| 2.2.1.26 | Medical Center Director (s). The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center. | ||
| 2.2.1.27 | Must. This word is used in connection with the Contractor and specifies that the provision is binding. | ||
| 2.2.1.28 | 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 Facility COR, CPM, and Lead COTR. All linen is packaged securely to prevent possible contamination. | ||
| 2.2.1.29 | Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear. | ||
| 2.2.1.30 | Personal Property. All Government property, except real property and expendable property. | ||
| 2.2.1.31 | 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. | ||
| 2.2.1.32 | PWS (Performance Work Statement). A document that describes accurately the essential technical requirements for services, including the standards used to determine whether the requirements have been met. | ||
| 2.2.1.33 | Quality Assurance. Those actions taken by the government to check goods or services to determine that they meet the requirements of the PWS. | ||
| 2.2.1.34 | Quality Assurance Evaluator. Government employee(s) assigned to monitor and evaluate the quality and compliance with the Performance Work Statement requirements. | ||
| 2.2.1.35 | 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. | ||
| 2.2.1.356 | Sanitary. In a clean state, protected from the contamination of pathogenic organisms. | ||
| 2.2.1.367 | Satisfactory Performance. Within limits of the AQL, adherence to the requirements of the PWS. | ||
| 2.2.1.38 | Separation. The physical division of space through the use of an impermeable barrier wall in order to prevent cross contamination of clean materials with soiled or contaminated materials. The physical division of clean and soiled area must be accomplished by the use of pass-through equipment to prevent recontamination of materials by human or environmental contacts. This physical barrier is necessary to insure the maintenance of positive air pressure in the clean section relative to negative air pressure in the soiled section. | ||
| 2.2.1.39 | Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid. | ||
| 2.2.1.40 | Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition. | ||
| 2.2.1.41 | Shall. This word is used in connection with the Contractor and specifies that the provision is binding. | ||
| 2.2.1.42 | Specialty Items. All textile items not classified as general linens. Examples - soap free linen, restraints, cubicle curtains, etc. | ||
| 2.2.1.43 | Standard. A Government acknowledged measure of comparison. | ||
| 2.2.1.44 | Start Date. The date work under the contract is scheduled to begin. | ||
| 2.2.1.45 | Surgical Linen. Linen utilized by surgical and I or specialized units. Normally blue or green linen. | ||
| 2.2.1.46 | Surveillance Plan. An organized written document used for quality assurance surveillance. | ||
| 2.2.1.47 | Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance. | ||
| 2.2.1.48 | Textile Care Processing Facility. A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner. | ||
| 2.2.1.49 | Trash. Rubbish or refuse. | ||
| 2.2.1.50 | Uniforms. Government owned clothing worn by VA employees as a means of identification. | ||
| 2.2.1.51 | Unsatisfactory Performance. Failure to meet the AQL. | ||
| 2.2.1.52 | Unserviceable Item. An item, which can no longer be used for its intended purpose. | ||
| 2.2.1.53 | VA (Department of Veterans Affairs). The Government agency requiring services under the terms of the contract. | ||
| 2.2.1.54 | VAMC. Veterans Affairs Medical Center | ||
| 2.2.1.55 | Headquarters. Veterans Affairs Central Office. | ||
| 2.2.1.56 | Will. This word is used in connection with the Government and specifies that the provision is binding. | ||
| 2.2.2 | Commonly used Acronyms | ||
| 2.2.2.1 | AQL | Acceptable Quality Level | |
| 2.2.2.2 | CDR | Contracting Discrepancy Report | |
| 2.2.2.3 | CO | Contracting Officer | |
| 2.2.2.4 | COR | Contracting Officer's Representative (Lead and or Facility) | |
| 2.2.2.5 | CPM | Contractor's Plant Manager | |
| 2.2.2.6 | DLI | Dry-cleaning & Laundry Institute | |
| 2.2.2.7 | FW&T | Fair Wear and Tear | |
| 2.2.2.8 | IAW | In Accordance With | |
| 2.2.2.9 | IG | Inspector General | |
| 2.2.2.10 | MCD | Medical Center Director | |
| 2.2.2.11 | MIL-STD-lOSD | Specification for sampling procedures and tables for inspections by attributes. | |
| 2.2.2.12 | N/A | Not Allowable or Not Applicable | |
| 2.2.2.13 | NAILM | National Association of Institutional Linen Management | |
| 2.2.2.14 | PWS | Performance Work Statement | |
| 2.2.2.15 | QAE | Quality Assurance Evaluator | |
| 2.2.2.16 | QC | Quality Control | |
| 2.2.2.17 | RS | Random Sampling | |
| 2.2.2.18 | TJC | The Joint Commission | |
| 2.2.2.19 | TRSA | Textile Rental Services Association | |
| 2.2.2.20 | VA | Veterans Affairs | |
| 2.3 | GOVERNMENT FURNISHED PROPERTY AND SERVICES | ||
| 2.3.1 | Materials: | ||
| 2.3.1.1 | The Government will provide forms, publications and services specifically identified in this contract as Government furnished. | ||
| 2.3.1.2 | Fair/wear/tear or unserviceable condition of specialty items will be determined by the Lead COR. | ||
| 2.3.1.3 | 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. | ||
| 2.3.1.4 | The Government will provide facility passes for Contractor's employees as necessary to fulfill provisions of this contract. | ||
| 2.3.1.5 | The Government will provide a detailed list of specialty items to be laundered. | ||
| 2.4 | CONTRACTOR FURNISHED ITEMS | ||
| 2.4.1 | Materials: Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 2.3 (Government-furnished property and services). The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws. | ||
| 2.4.2 | 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. | ||
| 2.4.3 | Linen: All Standard Linen Items will be furnished by the government. Any replacements by the contractor due to contractor damage or loss will be a similar replacement and/or have been agreed to by the Lead COR and Contractor. | ||
| 2.4.4 | Bulk Delivery Carts: Contractor shall maintain an adequate supply of bulk delivery carts. All carts shall be numbered and have empty weight indicated on both ends. Contractor will maintain serviceability and cleanliness of these carts. | ||
| 2.4.5 | Soiled Laundry Carts: Contractor shall maintain an adequate supply of soiled linen carts required to fulfill the terms of this contract. Contractor shall repair carts as necessary, for employee safety/ergonomics. Contractor will maintain serviceability and cleanliness of these carts. | ||
| 2.4.6 | Soiled Laundry Bags: Government shall provide an adequate supply of soiled laundry bags. | ||
| 2.4.6.1 | Description: Soiled Linen Liner: Contractor shall provide soiled cart liners as appropriate. | ||
| 2.4.6.2 | Estimated Quantity: Estimated Quantities required are based on VASNHCS use for the one-year period. | ||
| 2.4.7 | Rags: If available, salvaged items and or items to be used as rags when requested by the Lead COR, ie: terry material. | ||
| 2.4.8 | Reports and Data: The Contractor shall provide, in writing, to the Lead COR the data and reports identified in Technical Exhibit 2. | ||
| 2.4.9 | Miscellaneous: The Contractor shall furnish any other items as identified elsewhere within this contract, including but not necessarily limited to, orientation and training, medical exams, procedures manual, quality control program, required data. | ||
| 2.5 | SPECIFIC TASKS | ||
| 2.5.1 | Accepted items: The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, pillows, etc. All returned items must be neatly folded (as applicable) in a consistent manner. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below. | ||
| 2.5.1.1 | Flatwork items that must be conditioned, ironed, and folded {NOTE: items must be folded and stacked in a consistent manner with every delivery throughout the contract.): | ||
| 2.5.1.1.1 | Pillowcases, regular | ||
| 2.5.1.1.2 | Under pads | ||
| 2.5.1.1.3 | Sheets, poly/cotton, bed | ||
| 2.5.1.1.4 | Tablecloth | ||
| 2.5.1.1.5 | Tablecloth linen napkins | ||
| 2.5.1.1.6 | Towel, huck | ||
| 2.5.1.1.7 | Misc. Items: Medium, Large | ||
| 2.5.1.1.8 | Surgical Scrubs: Tops, Bottom, Jackets | ||
| 2.5.1.1.9 | Microfiber cleaning cloths | ||
| 2.5.1.2 | Items that must be finished and placed on hangers: | ||
| 2.5.1.2.1 | Shirt, uniform | ||
| 2.5.1.2.2 | Trouser, uniform | ||
| 2.5.1.2.3 | Smock, knee length long coats | ||
| 2.5.1.2.4 | Coveralls | ||
| 2.5.1.2.5 | Coat, short | ||
| 2.5.1.3 | Items that must be tumbled, dried, and folded or stacked {NOTE: items must be folded and stacked in a consistent manner with every delivery throughout the contract.): | ||
| 2.5.1.3.1 | Bathrobe | ||
| 2.5.1.3.2 | Blankets, bath | ||
| 2.5.1.3.3 | Blankets, bedspread | ||
| 2.5.1.3.4 | Cover, mattress | ||
| 2.5.1.3.5 | Curtains, cubicle | ||
| 2.5.1.3.6 | Gown, operating | ||
| 2.5.1.3.7 | Gown, patient | ||
| 2.5.1.3.8 | Gown, isolation | ||
| 2.5.1.3.9 | Pads, absorbent | ||
| 2.5.1.3.10 | Pads, mattress | ||
| 2.5.1.3.11 | Pajamas | ||
| 2.5.1.3.12 | Coat | ||
| 2.5.1.3.13 | Trousers | ||
| 2.5.1.3.14 | Towel, bath | ||
| 2.5.1.3.15 | Misc. items: Small, Medium | ||
| 2.5.1.3.16 | Warm-up jacket | ||
| 2.5.1.3.17 | Wash Cloths | ||
| 2.5.1.4 | Items that must be cleaned, dried, and returned in bulk: | ||
| 2.5.1.4.1 | Mops, wet | ||
| 2.5.1.4.2 | Mops, dust | ||
| 2.5.1.4.3 | Microfiber cleaning cloths | ||
| 2.5.1.4.4 | Bedding, similar to a sleeping bag (used in Mental Health ward) | ||
| 2.5.1.4.3 | Lifting slings | ||
| 2.5.1.5 | Items that must be dried and placed in laundry bags: | ||
| 2.5.1.5.1 | Linen bags | ||
| 2.5.1.6 | Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging: | ||
| 2.5.1.6.1 | Patient's Personal Clothing, which is not on hangers (Small, Medium) | ||
| 2.5.2 | Packaging: | ||
| 2.5.2.1 | Linen is packaged in bulk by item according to quotas and established arrangement. | ||
| 2.5.2.2 | 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. | ||
| 2.5.3 | 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: | ||
| 2.5.3.1. | Laundry: | ||
| 2.5.3.1.1 | Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper. | ||
| 2.5.3.1.2 | 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. | ||
| 2.5.3.2 | Items returned in below groups as follows: (COR will provide detailed guidance upon site visit at VASNHCS) | ||
| 2.5.3.2.1 | Blankets, towels, washcloths, towels, etc. | ||
| 2.5.3.2.2 | Pajamas, patient issued clothing | ||
| 2.5.3.2.3 | Mops, rags, etc. | ||
| 2.6 | APPLICABLE REGULATIONS, MANUALS, SPECIFICATIONS, AND TECHNICAL EXHIBITS | ||
| 2.6.1. | 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: | ||
| 2.6.1.1 | MIL-STD-1050 | ||
| 2.6.1.2 | Security Clearances or Access Controls | ||
| 2.6.1.3 | Facility Policies concerning fire/disaster programs Parking | ||
| 2.6.1.4 | Infection Control Manual | ||
| 2.6.1.5 | Facility Policy on Laundry, Linen, Uniform Management ANSI/AAMI ST65:2000 | ||
| 2.6.1.6 | Other applicable regulations, manuals and specifications as identified locally. | ||
| 2.6.2 | Technical Exhibits: | ||
| 2.6.2.1 | Technical Exhibit #1: Annual Workload Information: | ||
| 2.6.2.1.1 | The workload stated in the following schedule of services is approximate, based on the volume handled in FYI 2015, and in no way is to be construed as a guarantee by the government as to work that will be processed under contract. In this regard, the workload is subject to changes resulting from many factors, i.e. hospital admissions, weather, mission changes, product changes (new light weight fabrics), etc. |
| 2.6.2.1.1.1 | VASNHCS, 975 Kirman Ave, Reno NV. 89502 |
| Total Clean Pounds | |
| 690,000 |
| Total Soiled Pounds |
| 690,000 |
Above pounds does not include standard items and station unique items not identified such as restraints, cubical curtains, spreads, and the like.
| 2.6.2.1.1.2 | NOTE: VASNHCS also will require a mat exchange cleaning process at the following locations: | ||
| 2.6.2.1.1.2.1 | Homeless program: 350 CAPITOL HILL BLVD RENO, NV 89502 | ||
| 2.6.2.1.1.2.2 | VA Dental Clinic: 3674 South Virginia St. Unit E4, Reno, NV 89502 | ||
| 2.6.2.1.1.2.3 | Main Campus: 975 Kirman Ave, RENO, NV 89502 | ||
| 2.6.2.1.1.2.4 | VA Sierra Nevada Health Care System East Campus: 1201 Corporate Blvd. Suite 100, Reno, NV | 89502 | |
| 2.6.2.1.1.2.5 | VA North Campus Clinic, 1140 Selmi Drive, Reno, NV 89512 | ||
| 2.6.2.1.1.2.6 | VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Ste 101, Gardnerville, 89410E | ||
| 2.6.2.1.1.2.7 | VA Rural Outreach Clinic, 3298 Trader Way, Winnemucca, NV 89445 | ||
| 2.6.2.1.1.2.8 | VA clinic, Susanville, CA VA Diamond View Outpatient Clinic | ||
| 110 Bella Way, Susanville, CA 96130 |
| 2.6.2.1.1.2.9 | VA Lahontan Valley Outpatient Clinic, 1020 New River Parkway, Suite 304, Fallon, NV 89406 | |
| 2.6.3 | Contractor Furnished Reports (as needed by Government) | |
| 2.6.3.1 | Damage to Government property | |
| 2.6.3.2 | Monthly report of washroom chemical titration and Ph. | |
| 2.6.3.3 | NAILM, DLI laboratory test piece report (monthly unless a problem develops) or independent Textile Laboratories. | |
| 2.6.3.4 | Weekly Soiled Linen per Medical Facility(s) Report to include: | |
| 2.6.3.4.1 | Pounds per Schedule Line Item Received from Medical Facility(s) | |
| 2.6.3.4.2 | Number of Pieces per Schedule Line Item Received from Medical Facility(s) | |
| 2.6.3.4.3 | Weekly report of clean linen shipped to delivery points, showing pounds and pieces. | |
| 2.6.3.4.4 | Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Part 52.212-4. Invoice will also include a total dollar value of current textile inventory replacement costs and total dollar value of unexplained textile losses for the facility(s). The latter 2 items shall be provided as a notation on the total bill; however, payment will not be made without the required information. | |
| 2.6.3.4.5 | Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B. | |
| 2.6.3.4.6 | Other reports as required by the Lead COR. | |
| 2.6.4 | Designated Pick-Up and Delivery Locations: | |
| 2.6.4.1 | VA Sierra Nevada Health Care System, 975 Kirman Avenue, Reno, NV 89502 | |
| 2.6.4.1.1 | Dock Location: Building 1, north wing, ground floor. |
| 2.7 | QUALITY ASSURANCE SURVEILLANCE PLAN |
| 2.7.1 | Introduction: |
| 2.7.1.1 | This Quality Assurance Surveillance Plan has been developed to implement a service contract. It is designed to aid the Government's COR in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are: |
| 2.7.1.1.1 | Sampling guides |
| 2.7.1.1.2 | Customer complaint surveillance guides; and |
| 2.7.1.1.3 | Surveillance activity checklist. |
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