36C24419Q1016-001.docx

Section 1 – Scope of Work

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 Veterans Affairs Medical Center (VAMC) located in Coatesville, PA.

1.1.1.1. The work required by this Performance Work Statement (PWS), consists of furnishing the physical plant (at an off-site location), all labor, supervision, Management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as outlined in Section 5.

1.1.1.2. All workmanship shall be in accordance with practices established by the Association for Linen Management (ALM) (formerly National Association of Institutional Linen Management), Dry cleaning & Laundry Institute International (DLI) (formerly International Fabricare Institute), Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission (formerly the Joint Commission on Accreditation of Healthcare Organizations)

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

1.1.3. 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 5 shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

1.1.4. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.

1.1.5. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the COR and the approval of the CO or other management official as may be deemed appropriate.

1.2 Contractor Experience

The Contractor shall have experience in providing hospital 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 health care/patient care environments (e.g. inpatient, and outpatient medical treatment facilities); for a minimum of three consecutive years prior to submitting proposal.

1.3 Supervision By Contractor

1.3.1 The Contractor shall assign an on-site manager who shall be physically present during work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to the Coatesville VAMC and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute 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:

1.3.1.1 Certified by ALM or graduate of an independently controlled management training program emphasizing institutional laundry.

1.3.1.2 CPM shall have at least three (3) years of specialized experience in this capacity. This specialized experience may be substitute 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 and off duty within 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 COR.

1.3.4 CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR. The CPM and any designated alternate shall have full authority to contractually commit 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 CPM and qualified alternate must be able to read, write, speak and understand the English language.

1.4.1.2 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.

1.4.2 Training

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. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR documentation that personnel attended refresher training.

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 will not be limited to the following topics:

1.4.2.2.1 A general orientation of basic bacteriological concepts, including the basic of how disease is caused and transmitted.

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.

1.4.2.2.3 Proper use and handling of supplies and equipment.

1.4.2.2.4 Care and maintenance of Contractor and Government-furnished property.

1.4.2.2.5 Familiarization with local fire prevention and safety procedures.

1.4.2.2.6 Familiarization with equipment operational manuals.

1.4.2.2.7 Individual duties and responsibilities.

1.4.2.2.8 Procedures for replenishing supplies and obtaining equipment repair.

1.4.2.2.9 Role of Contractor personnel and their impact on patient care.

1.4.2.2.10Techniques or methods for measuring the quality of work performance.

1.4.2.2.11 A general orientation of laundry operating procedures and policies.

1.4.2.2.12Hazard communication, including location and access to the Material Safety Data Sheets (MSDS)

1.4.2.2.13Compliance with Occupational Safety and Health Administration (OSHA)’s Bloodborne Pathogens Standard 29 CPR 19.10.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment).

1.4.2.2.14 Hepatitis B virus (HBV) requirement.

1.4.2.3 Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor’s own expense.

1.4.2.4 Personal Hygiene – Contractor personnel shall be clean and neat in appearance.

1.4.2.5 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 personal that become injured or ill on the job at cost to the Government.

1.4.2.6 Physical Examinations

1.4.2.6.1 The contractor will be responsible for any physical examinations and emergency medical care of personnel.

1.4.2.6.2 Contractor’s personnel who acquire a communicable illness must not perform service under the contract. He/she must be free of illness before returning to work.

1.4.2.7 Miscellaneous

1.4.2.7.1 The contractor is responsible for compliance with all appropriate Joint Commission, 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 and CO. 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 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 become 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 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 the completion of termination of the contract.

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 may be made monthly by the Government in accordance with stated limits on discrepancies.

1.5.3 Pre-Award Survey – The Contractor shall have management officials, of an appropriate level, represent the firm. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. As a minimum, the Contractor shall address the following items of information in the presentation:

1.5.3.1 Start-up and phase-in schedule.

1.5.3.2 Procedures to secure Government property while under Contractor’s jurisdiction.

1.5.3.3 Availability of labor force (manning chart), plant for recruiting, type and extent of training.

1.5.3.4 The role of the CPM and extent of authority.

1.5.3.5 A copy of the Contractor’s Policy and Procedure Manual.

1.5.3.6 Plans and management procedures for logical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens.

1.5.3.7 Procedures to be used to ensure contract requirements are met (Quality Control Program).

1.5.3.8 Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly)

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 monitoring certification of the Contractor’s performance by the COR. The CO will furnish the name of the COR for the facility prior to the start date of the contract. The Contractor shall be advised 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 render under this contract is subject to Government inspection during both the Contractor’s operation and after completion of task. The Government’s program is not a substitute for quality control by the Contractor.

1.7 Performance Evaluation Meetings

1.7.1 The CPM shall meet with the COR on a minimum frequency of once each month according to schedule establish by the COR. On occasion the COR may be accompanied by the CO.

1.7.2 The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting (s) between the CPM, COR and the CO. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of these meetings. Should the CPM not concur with the minutes, a written statement will be presented to the CO, and the CPM will be notified of the decision in writing by the CO.

1.8 Correspondence

All correspondence relative to this contract shall bear the VA contract number, title and name of the VAMC, 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 daily (M-F). A note will accompany the articles returned identifying the area or origination, and the type of linen item it was found on (ex: general, special).

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 live and health of individuals within the laundry plant and transportation vehicles.

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.

1.10.3 The Contractor will comply with Federal, State and local safety and fire regulations and codes. The Contractor should keep abreast of and comply with changes in these regulations and codes.

1.10.4 Contractor’s personnel shall follow policies concerning fire/disaster programs.

1.10.5 The contractor shall display approved warning devices in all areas where operations may cause traffic obstruction and personnel hazard.

1.11 Damage and Equipment Loss

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 COR, any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the COR and a copy forwarded to CO.

1.11.2 When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

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.

1.12 Linen Control

1.12.1 Contractor shall comply with all Government request and policies relative to linen control.

1.12.2 Contractor shall participate, as required by VA policy, in inventories of Government provided specialty linen.

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.

1.12.4 VA owned items lost or badly damaged while under the control of the Contractor must be replaced with a 30-day period at the Contractor’s cost.

1.12.5 Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the CO, along with the approval of the COR, on a quarterly basis. The Vendor will supply an itemized list of linen that will be replaced, (including item description quantity and unit cost).

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 copy provided to the CO for approval within 20 calendar days after the 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 at the end of the current workweek. The report of clean linen delivered must show date, the name of the item, amount of pieces delivered, 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 and COR.

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 COR. Carts containing clean linen being returned shall be covered with clean plastic covers to protect them against contamination while in transit between the laundry plan and the Medical Center. Laundry bags or liners used to transport soiled laundry must be laundered after use.

1.13.4 Clean linen and specialty items shall be available for transport Monday-Friday except for federal holidays. Soiled linen and specialty items will be available for processing Monday-Friday except for federal holidays. Deliveries will be made at a time set by this contract or by the COR at the Coatesville VA Medical Center.

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

1.13.6 Contractor’s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the COR.

1.13.7 Clean linen delivery and soiled linen pickup shall be between 6:00 am and 2:00 pm, Monday through Friday or as established by the COR at the following Medical Center location:

VA Medical Center 1400 Blackhorse Hill Road Bldg 15 Coatesville, PA 19320

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 on 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 available, upon discovery by the Contractor, to the COR by phone and a follow-up fax.

1.16 Contingency Plan

Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor’s equipment and/or production facility failure. This Contingency Plan must also include transportation vehicle failure.

Section 2 – Definitions

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 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 chemical 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 the provision of service.

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

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

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

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

Defect – Each instance of non-compliance with a contract requirement. A defect may be caused by either non-performance or poor performance. Each defect is subject to deductions, as set forth in Section 7.

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

VA (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 – 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 holiday:

New Year’s Day (January 1st), 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 (November 11), Thanksgiving Day (4th Thursday in November), and Christmas Day (December 25). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. (When such holiday falls on the second non-workday, the next workday will be considered a holiday.

General Linens – Linens which are commercially available such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items identified in Attachment 1. Contractor supplied linens do have to have logo.

Government – The United States Government, Headquarters, VA, VAMS, and the term used to refer to the official 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 the Joint Commission and the VA.

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 purposed 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 Coatesville VA 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 met the requirements of the PWS.

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 – Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

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 method 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, etc.

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.

Headquarters – Veterans Affairs Central Office.

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

Section 3 – Acronyms

3.1 Commonly used Acronyms

Section 4 – Government Furnished Property and Services

4.1 Materials

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

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

4.1.3 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.

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

Section 5 – Contractor Furnished Items

5.1 Materials

Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 4. The contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

5.2 Vehicles

The contractor shall provide all required 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. Vehicles efficiency is solely the responsibilities due to vehicle breakdown or failure of vehicles to operate. All operators must have current licensing and permits.

5.3 Linen

All standard linen items which are commercially available, as listed in Attachment 1, and/or have been agreed to by the CO, COR and Contractor.

5.4 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.

5.5 Rags

If available, salvage items and or items to be used as rags when requested by the COR. i.e. terry material.

5.6 Reports and Data

The contractor shall provide, in writing to the COR data and reports identified in Technical Exhibit 3.

Section 6 – Specific Tasks

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

6.1.1 Flatwork items that must be conditioned ironed and folded:

6.1.1.1 Apron, cook

6.1.1.2 Pillowcases, regular

6.1.1.3 Pillowcases, surgical

6.1.1.4 Sheets, poly/cotton, bed

6.1.1.5 Sheets- Extra- long full-size flat. facility owned and labeled with CVAMC logo

6.1.1.6 Tablecloth

6.1.1.7 Towel, Kitchen

6.1.1.8 Towel, huck

6.1.1.89Wrappers, surgical and misc. surgical linen:

Small Medium Large

6.1.1.10 Misc. items:

Medium Large

6.1.1.11 Surgical Scrubs

Tops Bottom

6.1.2 Items that must be finished and placed on hangers:

6.1.2.1 Patient personal clothing (shirts/pants)

6.1.2.2 Shirt, Uniform

6.1.2.3 Trouser, Uniform

6.1.2.4 Smock, knee length long coats

6.1.2.5 Coveralls

6.1.2.6 Coat, short

6.1.2.7 Pantsuit, top

6.1.2.8 Pantsuit, bottom

6.1.2.9 Scrubs used as a uniform

6.1.2.10 Dress

6.1.2.11 Top

6.1.2.12 Bottom

6.1.3 Items that must be tumbled dried and folded:

6.1.3.1 Bathrobe

6.1.3.2 Blankets, bath

6.1.3.3 Blankets, bedspread

6.1.3.4 Cover, mattress

6.1.3.5 Curtains, shower

6.1.3.6 Curtains, cubicle

6.1.3.7 Gown, operating

6.1.3.8 Gown, patient

6.1.3.9 Gown isolation

6.1.3.10 Pads absorbent

6.1.3.11 Pads mattress

6.1.3.12 Pajamas

6.1.3.13 Coat

6.1.3.14 Trousers

6.1.3.15 Towel, bath

6.1.3.16 Misc. items:

Small Medium

6.1.3.17 Warm-up jacket

6.1.4 Items that must be cleaned dried and returned in bulk:

6.1.4.1 Mops, wet

6.1.4.2 Mop, dust

6.1.5 Items that must be dried and placed in laundry bags:

6.1.5.1 Linen bags

6.1.5.2 Cloth, wash

6.1.5.3 Rags

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

6.1.6.1 Patient’s personal clothing, which is not on hangers

Small Medium

6.2 Packaging

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

6.2.2 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.

6.3 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:

6.3.1 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 7 – Applicable regulations, manuals, specifications and technical exhibits

7.1 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 immediate 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 insure that all mandatory publications are posted and up to date.

MIL-STD-1916

Security Clearances or Access Controls Facility policies concerning fire/disaster programs Parking Infection control manual Facility policy on laundry, linen, uniform management Other applicable regulations, manuals and specifications as identified locally.

7.2 Technical Exhibits

7.2.1 Technical Exhibit # 1 – Annual workload information by medical center

7.2.1.1 The workload stated in the following schedule of services is approximate, based on the volume handled in FY18, 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, products changes, product changes (new light weight fabrics), etc.

7.2.1.1.1 VAMC Coatesville, PA

Total Clean Pounds

Total Soiled Pounds

*Includes the following:

Uniforms

Mops (wet/dust)

Patient Clothing

General Linen

**Includes standard items and station unique items not identify such as restraints, cubical curtains, and spreads.

7.3 Technical Exhibit # 2

Performance Requirements Summary

7.3.1 Summary table

Standard AQL Maximum Allowable Degree if Deviation Method – type of Surveillance Reduction when AQL Exceeded Deduction Amount (Monthly Billing)

delivered to Medical Center per established schedule 4 discrepancies per month

discrepancy over 4, NTE 10%

processed/received equals weight billed 2 discrepancies per month COR delivery tickets and daily weight records 1% for each discrepancy over 2, NTE 10%

free of lint and odor, spots and stains removed

Sampling carts of clean linen, daily by

COR

2% for each Percentage over 5%. NTE 14% or Possible termination.

laundered IAW standard textile laboratory practice 5% deviation after washing for whiteness retention and tensile strength loss per test Contractor furnished specimens per independent laboratory 1% for each percentage over 5%, NTE 10%

Proper textile finish for items All articles are properly processed;

articles are free from wrinkles and scorches; IAW Stds.

percentage over 5%, NTE 10%

are bundled, tied, wrapped, covered, etc.

Sampling – carts clean linen, daily.

1% for each percentage over 5%, NTE 10%

submitted on time

late item x days late (Max of 10%)

are not physically damaged due to improper processing or carelessness.

Sampling - carts of clean linen, daily.

1% for each percentage over 2%, NTE 10%

within 1 hr. to request for contact from CO, Lead COR, facility COR

awareness 1% per occurrence above one discrepancy, NTE 5%

Transport / Storage trailers/carts are cleaned with a tuberculocidal germicide/disinfectant, after unloading the soiled linen and prior to loading the trailer/cart with clean linen.

Trailers/carts are clean, dry, and free of visible soil

inspections 2% per percentage above 2%, NTE 10%

7.3.2. Performance Requirements Summary Method of Application

7.3.2.1 The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

7.3.2.2 The purpose of this section is to:

7.3.2.2.1 List the contract requirements considered most critical to acceptable contract performance.

7.3.2.2.2 Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of quality required in a VA run operation.

7.3.2.2.3 Show the percentages of the major elements of the contract price that each listed contract requirement represents.

7.3.2.2.4 Explain the quality assurance methods the Government will use to evaluate the Contractor’s performance in meeting the contract requirements.

7.3.2.2.5 Define the procedure the Government shall use in reducing the Contractor’s monthly payment if the Contractor does not render satisfactory performance.

7.3.2.3 The Government’s quality assurance procedures are based in part on statistical random sampling of the recurring critical output products of the contract using the criteria in MIL-STD-1016. Other areas will be reviewed periodically (e.g., monthly, quarterly, semi-annually).

7.3.2.4 The criteria for acceptable and unacceptable performance are as follows:

7.3.2.4.1 MIL-STD-1016 based on the lot size (number of times a service is performed in a month), sample size, and AQL for each contract requirement (Performance Indicator). When the number of defects in the Contractor’s performance discovered by the Facility COR exceeds the unacceptable criteria level, the Facility COR shall be required to complete a CDR (Contract Discrepancy Report). The COR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract.

7.3.2.4.2 Other Requirements: The criteria for other requirements are the level of performance deemed acceptable to the Government. When the number of defects discovered by the Facility COR exceeds the number shown in the AQL column, a CDR, as described above will be issued.

7.3.2.5 Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following methods:

7.3.2.5.1 During each month, Contractor performance will be compared to contract standards and acceptable quality levels using the Quality Assurance Plan.

7.3.2.5.2 If performance in any required service is unsatisfactory for the period of surveillance (monthly, quarterly, etc.) and the poor performance is clearly the fault of the Contractor, an amount of money up to the percentage cost of the service as stated in the fifth column of the Performance Requirements Summary will be withheld as described below.

7.3.2.6 The amount of money to be deducted for unsatisfactory performance will be computed as follows:

7.3.2.6.1 Total monthly contract price multiplied by the percentage of the function represented by the required service (see deduction amount (monthly billing) column of Performance Requirements Summary).

EXAMPLE PER DISCREPANCY:

EXAMPLE PER PERCENT:

7.3.2.6.2 When a surveillance method other than sampling is used, the percentage deduction for each defect over the allowable maximum is specified in the Deduction column. When applied, the deductible percentage of the Deduction column is chargeable against the current month’s invoices.

7.4. Sampling Guides

7.4.1. SAMPLING GUIDE 1

CLEANLINESS OF LINEN

7.4.2. SAMPLING GUIDE 2

FINISH AND PACKAGING

7.4.3. SAMPLING GUIDE 3

DAMAGE

7.4.4. SAMPLING GUIDE 4

CLEANING OF CARTS

7.5. Technical Exhibit #3 - Contractor Furnished Reports

7.5.1 Damage to Government property.

7.5.1.2 Monthly report of washroom chemical titration and Ph.

7.5.1.3 ALM, DLI laboratory test piece report (monthly unless a problem develops) or independent Textile Laboratories.

7.5.1.4 Monthly Soiled Linen per Medical Facility(s) Report to include:

Pounds per Schedule Line Item Received from Medical Facility(s) Number of Pieces per Schedule Line Item Received from Medical Facility(s)

7.5.1.5 Weekly report of clean linen shipped to delivery points, showing pounds and pieces.

7.5.1.6 Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 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.

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

7.5.1.8 Other reports as required by the Lead COR.

7.6. Technical Exhibit #4 - Designated Pick-Up and Delivery Locations

VA Medical Center 1400 Black Horse Hill Rd.

Coatesville, PA 19320

Soiled laundry is to picked up – trailer storage at T-21 Clean laundry is to be delivered to Building 15.

SECTION 8 - QUALITY ASSURANCE EVALUATOR (QAE) SURVEILLANCE PLAN

8.1 INTRODUCTION

8.1.1 This QAE Plan has been developed for in-house operations or to implement a service contract. It is designed to aid the Government's QAE in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

8.1.1.1 Sampling guides

8.1.1.2 Customer complaint surveillance guides; and

8.1.1.3 Surveillance activity checklist.

8.1.2 The objective of this surveillance plan is to evaluate how the Government or Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment.

8.1.3 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.

8.1.4 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.

8.2. HOWTO USE THE SURVEILLANCE PLAN

8.2.1 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.

8.2.2 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. The responsible management official must be able to observe a QAE’s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the QAE perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management’s actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR.

8.2.3 Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services.