36C24418R0647-001.docx

36C24418R0647

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

693-19-1-526-0002 36C24418R0647 08-03-2018 Debra Willard 302-332-0940 08-31-2018

12:00 PM EST

36C693 Department of Veterans Affairs Network Contracting Office 4 Wilkes Barre VA Medical Center 1111 West End Blvd Wilkes Barre

PA

18701 X X 812320 $5.5 Million X N/A X 36C693 Department of Veterans Affairs Network Contracting Office 4 Wilkes Barre VA Medical Center 1111 East End Blvd Wilkes Barre

PA

18711 36C460 Department of Veterans Affairs Network Contracting Office 4 WVAMC Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington

DE

19805

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin

TX

78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page

RFP WILL ONLY BE ACCEPTED BY EMAIL TO DEBRA.WILLARD@VA.GOV

AUGUST 3, 2018 THRU AUGUST 31, 2018 SOLICITATION FOR RFP

ON FBO UNTIL 12:00 PM EST.

See CONTINUATION Page X X Debra Willard Contracting Officer

SECTION B - CONTINUATION OF SF 1449 BLOCKS

36C24418R0647

Table of Contents

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE YEAR 10-1-2018 TO 9-30-2019 PICK UP AND LAUNDERING OF SOILED LINEN AND THE RETURN OF CLEAN LINEN TO THE WILKES BARRE FACILITY 2 TIMES PER WEEK ON TUESDAYS AND FRIDAY.

Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019

OPTION YEAR 1 10-1-2019 TO 9-30-2020 PICK UP AND LAUNDERING OF SOILED LINEN AND THE RETURN OF CLEAN LINEN TO THE WILKES BARRE FACILITY 2 TIMES PER WEEK ON TUESD AYS AND FRIDAY.

Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020

OPTION YEAR 2 10-1-2020 TO 9-30-2021 PICK UP AND LAUNDERING OF SOILED LINEN AND THE RETURN OF CLEAN LINEN TO THE WILKES BARRE FACILITY 2 TIMES PER WEEK ON TUESD AYS AND FRIDAY.

Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021

OPTION YEAR 3 10-1-2021 TO 9-30-2022 PICK UP AND LAUNDERING OF SOILED LINEN AND THE RETURN OF CLEAN LINEN TO THE WILKES BARRE FACILITY 2 TIMES PER WEEK ON TUESD AYS AND FRIDAY.

Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022

OPTION YEAR 4 10-1-2022 TO 9-30-2023 PICK UP AND LAUNDERING OF SOILED LINEN AND THE RETURN OF CLEAN LINEN TO THE WILKES BARRE FACILITY 2 TIMES PER WEEK ON TUESD AYS AND FRIDAY.

Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023

B.2 DELIVERY SCHEDULE

1111 East End Blvd Wilkes-Barre, PA 18711 0026

USA

570-824-3521 X4254 eric.weghorst@va.gov

12.00

12.00

12.00

12.00

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

POC:

TEL:

EMAIL:

b. GOVERNMENT: Contracting Officer 36C244 Debra Willard Department of Veterans Affairs Network Contracting Office 4 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805

TEL: (302)332-0940

EMAIL: debra.willard@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971

5. CHANGE AUTHORITY:

Only a Warranted Contracting Officer, acting with the limits of his warrant, is authorized to change the terms and conditions of this contract. If any other than a Contracting Officer attempts to change the terms and conditions of this contract, contact the Contracting Officer signing this document immediately. Acting on direction from other than the Contracting Officer may result in the related performance being determined to be accomplished at risk.

Page 1 of Page 1 of

B.2 PERFORMANCE WORK STATEMENT

LAUNDRY/LINEN SERVICES

Section 1

1.1. Scope of Work

1.1.1. This document contains the technical provisions for laundry/linen services that are to be provided to the Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) located at 1111 East End Boulevard, Wilkes-Barre, Pennsylvania 18711

1.1.2. 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, commonized linen and textile items (attachment 1), ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5.

1.1.3. Commonized linen services will be provided by the Contractor as described in Attachment 1 and Attachment 1.1. The Contractor will provide a full time Account Manager to provide On Site Support to include scheduled visits to each facility with a minimum of three visits made per month to conduct linen utilization reviews, inventories, establishing and revising linen quotas, providing in-service training on linen programs, linen useage, new product education and other subjects as needed or required and an on-line linen ordering system (electronically) with the provision of support and training. The Account Manager will be responsible for the coordination of agreement and services (utilization analysis) between the Contractor and the WBVAMC submittal of inventory reports. The Account Manager will perform a bi-annual service level survey by facility. The Account Manager will be the Contractor customer service representative for the WBVAMC and may perform other duties to assure services meet contract requirements. This will benefit both the facility and contractor in executing a linen management program, maintaining cost and customer

1.1.4. All workmanship shall be in accordance with practices/guidelines established by the Association for 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 and finishing of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the JC (JC). Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The Laundry Plant layout/design should incorporate a “design for asepsis” whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. 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.

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 Contracting Officer’s Technical Representative (COR) and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage.

1.1.6. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for Contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered.

1.1.7. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR as transportation accidents, equipment or utility failures at the plant or transportation failure. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.

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 COR the approval of the CO or other management official as may be deemed appropriate.

1.1.9. CONTRACT AWARD:

1.1.10. The Government contemplates award of a IDIQ indefinite delivery/ indefinite quantity resulting from this solicitation. Contract period will be from October 1, 2018 to September 30, 2019 Base plus 4 option years. The solicitation will be submitted to Service Disabled Veteran Owned Small Business, Veteran Owned Small Business.

1.1.11 Contractor Laundry Facilities.

1.1.12 The laundry facility shall be designed, equipped and ventilated (a) for efficient production of hygienically cleaned textiles and (b) to minimize the potential dissemination of microbial contaminants that are external (e.g., dust and dirt) and internal (e.g., soiled laundry, contaminated lint) to the facility.

1.1.13 The laundry contractor has procedures in place and enforces procedures to restrict the employee traffic moving from one part of the facility to the other such as physical separation barriers and contractor policy enforcement actualizing the physical separation of clean from soiled sides of the production plant.

1.1.14 The ventilation system shall include adequate intake, filtration, exchange rate, and exhaust in accordance with local, state, and federal regulations. Clean area shall maintain a positive air pressure in relation to adjacent area.

1.1.15 The contractor processing facility where this requirement is to be performed shall be located within a 120-mile radius from the Wilkes Barre VA Medical Center. This is so there can be inspections from the COR/and or staff from VA specializing in plant processing, to make sure contractor is hygienically cleaned and meets all standards throughout the contract.

1.2. Contractor Experience. The Contractor shall have experience in providing Medical Center laundry/linen services. The firm must have gained this experience as a result of being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three (3) consecutive years prior to submitting proposal.

1.3. Supervision by Contractor:

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 of 7:00 am to 4:30 pm. The on-site manager is solely responsible to supervise the provision of these laundry/linen services 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 (7:00 am to 4:30 pm normal work hours and 4:30 pm to 7:00 am off duty hours). The Contractor’s Plant Manager (CPM) must meet the following requirements:

1.3.1.1. Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established.

1.3.1.2. CPM shall have at least three (3) years of specialized experience in this capacity. This specialized experience may be substituted for certification.

1.3.2. 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 from 7:00 am to 4:30 pm, and off duty hours from 4:30 pm to 7:00 am, within fifteen (15) days after award. The same information will be provided for a qualified alternate when the CPM is not available.

1.3.3. 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 Facility COR.

1.3.4. CPM or alternate shall respond in person, or by telephone, within one (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.

1.4. Personnel Qualifications and Requirements for Contract Service:

1.4.1. Employment

1.4.1.1 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.

1.4.2. Training:

1.4.2.1. Contractor personnel shall adhere to established training criteria (such as OSHA and JC), and shall be able to demonstrate a documented employee initial and refresher training program that includes standard precautions, basic bacteriological concepts, infection control, safety, fire protection, personal protective equipment (PPE), and laundry operating procedures and policies.

1.4.2.2. 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 and trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. The Contractor is required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government. Contractor is also responsible for providing employees with required personal protective equipment.

1.4.3. Physical Examinations:

1.4.3.1. The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations.

1.4.3.2. 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.

1.4.3.3. Miscellaneous: The Contractor is responsible for compliance with all appropriate JC, Food and Drug Administration (FDA), Veterans Affairs (VA) and other regulatory agencies record keeping requirements.

1.5. Quality Control and Quality Assurance for Contract Service:

1.5.1. 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:

1.5.1.1. An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary.

1.5.1.2. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

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 available to the COR during normal working hours upon request.

1.5.2. Quality Assurance. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments shall be made for each instance of service by the Government in accordance with stated limits on discrepancies.

1.6. 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.

1.7. Performance Evaluation Meetings:

1.7.1. The CPM – or their designee shall meet with the COR and CO on a minimum frequency of once each quarter according to schedule established by the COR.

1.7.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the Contractor’s Plant Manager (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 within five (5) business days, and the CPM will be notified of the decision in writing by the CO.

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 COR with a copy to the CO.

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 COR as soon as possible. A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: sheet, towel, etc.).

1.10. Safety and Fire Prevention:

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.

1.10.2. 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.

1.11. Damage and Equipment loss:

1.11.1. 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 five (5) working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

1.11.2. 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.

1.12. Linen Control

1.12.1. Contractor shall participate in linen inventories, as required by VHA Handbook 1850.03, “Textile Care Management,” dated 25 March 2010 (or subsequent revisions thereto), which is attached.

1.12.2. 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.

1.12.3. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss.

1.12.4. Claim of Patients. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients while in Contractor’s possession. The procedures must be established, and a copy provided to the Contracting Officer for approval, prior to contract award date.

1.13. Delivery Requirements:

1.13.1. 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. The reports of soiled linen received and clean linen delivered must show date, the name of the item, including specialty items, number of pieces received and delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered.

1.13.2. The COR will verify the deliveries daily and discuss any discrepancies with the CPM.

1.13.3. The Contractor shall disinfect vehicles and carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculoicidal Germicide, which has been approved by the COR. Carts containing clean linen being returned shall not be transported in vehicles containing soil linen and shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the WBVAMC. If reusable, laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.13.4. Clean linen will be processed and packaged as specified in Section 5.

1.14.1 Phase-in Plan. Contractor shall include with their proposal a phase-in plan, including specific timeframes for performance start-up. The process for phase-in approval will be completed by the Contracting Officer and his/her Technical Representatives.

1.14.2 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 ninety (90) days. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

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 COR by phone and a follow-up fax.

1.16. Contingency Plans. The contractor shall maintain a current Contingency Plan submitted with their proposal and notify the Contracting Officer of any proposed modifications. The Contractor shall notify the Contracting Officer of any event that jeopardizes performance under this contract. The plan shall include contingency operations for:

1.16.1 Disaster. In the event of a disaster, to include but not limited to destruction of the facility, sabotage, or an act of God or nature, that renders the Contractor’s facility unsafe, the Contractor shall determine a feasible alternative method of providing services and make recommendations to the Contracting Officer immediately, as directed by the Contracting Officer. The Government reserves the right to obtain services from other sources in the absence of such action.

1.16.2. Labor Disputes. In the event of a labor dispute, the Contractor’s responsibility to provide the service shall not be terminated. The Contractor shall provide the Contracting Officer his strike or other employee job action contingency plan to continue performance of service without interruption or degradation in the quality of service. In the event a labor dispute is threatened, the Contractor shall immediately notify the Contracting Officer. In case of a strike or other labor dispute interferes with timely contract performance, the Contractor shall immediately notify the Contracting Officer and initiate action under the Contingency Plan.

1.17. Labor Disputes. In the event of a labor dispute, the contractor’s responsibility to provide the service will not be terminated. The contractor shall provide the Contracting Officer his strike or other employee job action contingency plan to continue performance of service without interruption or degradation in the quality of service. In the event of a strike or other labor dispute interference with timely contract performance, the contractor shall immediately notify the Contracting Officer and initiate action under the contingency plan.

SECTION 2 - DEFINITIONS/ACRONYMS

2.1. Definitions. Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

Ancillary Equipment. Equipment required for Contractor’s operations but not directly related to laundry production, e.g., cleaning equipment.

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 COR.

CDR (Contract Discrepancy Report). Government formal documentation of Contractor’s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.

Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies. Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.

Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service.

CO (Contracting Officer). The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR (Contracting Officer’s Representative). Any person or persons authorized to act for the Contracting Officer within authority limits.

CPM (Contractor’s Plant Manager). Contractor’s representative having supervisory responsibility and authority for total performance of work under the contract.

Cure Notice. A formal notification to Contractor to correct a deficient situation or risk termination of contract.

COG (Customer Owned Goods). Customer Owned Goods are government owned goods. Linen items purchased by the VA Medical Centers that require laundering. These items are not provided by the contractor. Examples include: employee uniforms, patient clothing, cubicle curtains, and restraints.

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.

Delivery Point. Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Medical Facility.

Department of Veterans Affairs. Government agency requiring services under the terms of the contract.

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the COR.

Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year’s Day (1 January), King’s Birthday (3rd Monday in January), Washington’s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran’s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December).

When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday.

General Linens. Linens (commonized) 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.

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.

Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by Joint Commission and the VHA.

Joint Commission. A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Launder. To clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry.

Linen. Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers.

Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center.

Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

Medical Center Director. 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.

Must. This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the COR and CPM. All linen is packaged securely to prevent possible contamination.

Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear.

Personal Property. All Government property, except real property and expendable property.

Procedures Manual. A Contractor’s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions.

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.

Quality Assurance. Those actions taken by the government to check goods or services to determine that they meet the requirements of the PWS.

Quality Assurance Evaluator. Government employee(s) assigned to monitor and evaluate the quality and compliance with the Performance Work Statement requirements.

Quality Control. Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the PWS.

Sanitary. In a clean state, protected from the contamination of pathogenic organisms.

Satisfactory Performance. Within limits of the AQL, adherence to the requirements of the PWS.

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 accompanied 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.

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.

Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.

Shall. This word is used in connection with the Contractor and specifies that the provision is binding.

Specialty Items. All textile items not classified as general linens. Examples – soap free linen, restraints, cubicle curtains.

Standard. A Government acknowledged measure of comparison.

Start Date. The date work under the contract is scheduled to begin.

Surgical Linen. Linen utilized by surgical and / or specialized units. Normally blue or green linen.

Surveillance Plan. An organized written document used for quality assurance surveillance.

Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance.

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.

Trash. Rubbish or refuse.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose.

VA (Department of Veterans Affairs). The Government agency requiring services under the terms of the contract.

VAMC. Veterans Affairs Medical Center

Headquarters. Veterans Affairs Central Office.

Will. This word is used in connection with the Government and specifies that the provision is binding.

2.2. Commonly used Acronyms

SECTION 3 - GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Materials:

3.1.1. The Government will provide forms, publications and services specifically identified in this contract as Government furnished.

3.1.2. Fair/wear/tear or unserviceable condition of Government provided specialty items will be determined by the COR.

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.

3.1.4. The Government will provide facility passes for Contractor’s employees as necessary to fulfill provisions of this contract.

3.1.5. The Government will provide certification of scale calibration on a quarterly basis

SECTION 4 CONTRACTOR FURNISHED ITEMS

4.1. Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

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.

4.3. Linen. All commonized linen/textile items which are commercially available, as listed in attachment 1, and/or have been agreed to by the COR and Contractor.

4.4. 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.

4.5. Rags. Salvaged items and or items to be used as rags when requested by the COR. ie: terry material.

4.6. Reports and Data. The Contractor shall provide, in writing, to the COR the data and reports identified in Technical Exhibit 2.

4.7. Miscellaneous. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, procedures manual, quality control program, required data and scale certification.

SECTION 5 SPECIFIC TASKS

5.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

5.1.1. Flatwork items that must be conditioned, ironed, and folded:

5.1.1.1. Apron, cook

5.1.1.2. Pillowcases, regular

5.1.1.3. Pillowcases, surgical

5.1.1.4. Sheets: surgical & bed, poly/cotton, bed

5.1.1.5. Tablecloth

5.1.1.6. Towel, huck and OR

5.1.1.7. Wrappers, surgical scrubs and misc. surgical linen: Small, Medium, Large

5.1.1.8. Misc. Items: Medium, Large in solid colored (jade green, misty green, or ceil blue)

5.1.2. Items that must be finished through a garment finisher and placed on hangers:

5.1.2.1. Patient personal clothing (shirts / pants)

5.1.2.2. Shirt, uniform

5.1.2.3. Trouser, uniform

5.1.2.4. Smocks and warm up jackets, knee length long coats

5.1.2.5. Coveralls

5.1.2.6. Coat, short

5.1.2.7. Pantsuit, top

5.1.2.8. Pantsuit, bottom

5.1.2.9. Scrubs used as a uniform; Top, Bottom in prints or solid color, other than surgical scrub color

5.1.3. Items that must be tumbled dried and folded:

5.1.3.1. Bathrobe

5.1.3.2. Blankets, bath

5.1.3.3. Blankets, bedspread

5.1.3.4. Curtains, shower

5.1.3.5. Curtains, cubicle

5.1.3.6. Gown, patient

5.1.3.7. Pads, absorbent

5.1.3.8. Pajamas: top & bottom

5.1.3.9. Towel, bath

5.1.3.10. Towel, dish

5.1.3.11. Misc. items: Small, Medium

5.1.3.12. Surgical gowns

5.1.3.13. Cloth, wash

5.1.3.14. Laundry Bags and mattress pads

5.1.4. Items that must be dried and placed in laundry bags:

5.1.4.1. Knitted fitted sheets

5.1.4.2. Bibs

5.1.5. Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging:

5.1.5.1. Patient’s Personal Clothing, which is not on hangers Small, Medium

5.2. Packaging:

1. Linen is packaged in bulk by item according to quotas and established arrangement.

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.

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:

5.3.1. 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.

SECTION 6 REQUIRED TASKS

6.1 Reports: The Contractor shall provide the following reports to the Medical Center in accordance with the terms outlined below.

6.2. Contractor Furnished Reports

6.2.1. Damage to Government property

6.2.2. Monthly report of washroom chemical titration and Ph by chemical supplier

6.2.3. Weekly report of soiled linen received per Medical Facility(s) to include:

Pounds/pieces per Schedule Line Item Received from Medical Facility(s)

6.2.4. Scale Calibration Certification (quarterly)

6.2.5. Weekly report of clean linen shipped showing pounds and pieces

6.2.6. Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. For the purpose of required Textile Care Report, see Handbook 1850.03, a separate data sheet will be submitted annually on October 31st of each year, that will include a total piece count by item of the current textile inventory replacement and piece count by item of unexplained textile losses for the facility(ies). Failure to submit the required reporting data by October 31st of each year could result in a Contract Discrepancy Report (CDR) and deductions as outlined in Summary Table 7.3.1 performance indicator number 7.

6.2.7. Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B

6.2.8. Other reports as required by the COR

6.3 Commonized Linen Services and Specifications:

Note: substitution or deviation allowed only by approval by COR and/or CO.

Product evaluation And research Keep COR abreast of any new products available. Recommend any product that may replace current items.

SECTION 7. QUALITY ASSURANCE EVALUATOR (QAE) SURVEILLANCE PLAN

7.1. INTRODUCTION

7.1.1. This QAE Plan has been developed 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/linen services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

7.1.1.1. Sampling guides

7.1.1.2. Customer complaint surveillance guides; and

7.1.1.3. Surveillance activity checklist.

7.1.2. The objective of this surveillance plan is to evaluate how the 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.

7.1.3. 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.

7.1.4. 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.

7.2. HOW TO USE THE SURVEILLANCE PLAN

7.2.1. 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.

7.2.2. 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.