36C24423Q0841_1.docx

36C24423Q0841

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.

UEI:

EFT:

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. SIGNAT

URE 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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

36C24423Q0841 Lev Stowe (717)304-9291 06-01-2023 16:00

EDT

36C244 Department of Veterans Affairs Network Contracting Office 4 Services 5 1700 S. Lincoln Ave.

Lebanon PA 17042 Lev Stowe | Lev.Stowe@va.gov (717)304-9291 X 812332 $41.5 Million N/A X 36C595 Department of Veterans Affairs Lebanon VA Medical Center

EMS

1700 S. Lincoln Ave.

Lebanon PA 17042 36C244 Department of Veterans Affairs Network Contracting Office 4 Services 5 1700 S. Lincoln Ave.

Lebanon PA 17042

Refer to VAAR: 852.232-72 (Electronic Submission of Payment Req) https://www.fsc.va.gov/einvoice.asp 78714-9971

(877) 353-9791 (512) 460-5429 See CONTINUATION Page Subject: Laundry & Linen Services for the Lebanon VAMC.

This is a Request For Quote (RFQ). A 5-Year, Firm-Fixed Price ID-IQ contract will result from this solicitation.

Section B.2 – Additional Instructions to Offerors Section B.3 – Statement of Work Section B.4 - Price/Cost Schedule Section E.8 – Evaluation – Method and Factors (52.212-2) All quotes shall be submitted to Lev.Stowe@va.gov, NLT the date and time identified in "Block 8", above.

SCA WD No.: 2015-4231 (Rev.-20), dated 12/27/2022, is applicable and located in “Section D” for reference.

The Contractor shall be responsible for the correct title classification of workers and compliance with all applicable wage and hour laws associated with this location of Service.

Refer to https://beta.sam.gov/ for SCA WD.

See CONTINUATION Page X X X Lev V.

Stowe Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Lev Stowe

Department of Veterans Affairs Network Contracting Office 4 Services 5 1700 S. Lincoln Ave.

Lebanon PA 17042

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.

Refer to VAAR: 852.232-72 (Electronic Submission of Payment Req) https://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 ADDITIONAL INSTRUCTIONS TO OFFERORS

Offerors must ensure that quotes are submitted timely to ensure delivery and receipt by the Due Date and Time identified in Box 8 of the SF1449 (Page 1 of the solicitation).

Quote packages shall be submitted electronically via email, to Lev.Stowe@va.gov and Keith.Costantino@va.gov. Email shall contain solicitation number in subject line box.

In addition to the requirements of FAR 52.212-1, for an offer to be considered ACCEPTABLE, all Offerors SHALL (a-f):

(a) Complete Box 12, 17, and 30 of the SF 1449 (Page 1) of the solicitation. Provide the legal entity name, address, telephone number and SAM UEI in Box 17.

(b) Complete Section B.1 (1) (a), contractor POC information (provide name, title and phone number/email).

(c) Complete Section B.4 PRICE SCHEDULE. Also, quoters are encouraged to include a separate narrative explanation of the criteria, market condition, information, assumptions, etc. taken into consideration and relied upon to arrive at the proposed contract price (to help determine price fair and reasonableness).

(d) Complete Section E Provision 52.212-3. Note: An offeror needs only to complete paragraph (b) at Section E Provision 52.212-3 if the offeror has completed the annual representations and certifications electronically in the System for Award Management database. Otherwise, complete paragraphs (c) through (v) as applicable.

(e) Submit a capability statement demonstrating their technical capability and ability to meet the full scope (all elements) of the Statement of Work (SOW).

(f) Submit up to three (3) past performance references, including both the reference information and details of the work performance; past performance information shall be recent and relevant work (within the past 3 years). The Contracting Officer may also utilize all available records (e.g. PPIRS and FAPIIS) as well.

Comparative Evaluation will be conducted in accordance with FAR 13.106-2 (b)(3). Items “a” through “f” above are the minimal requirements for competition and award consideration.

The Lebanon VA Medical Center (LVAMC), 1700 S. Lincoln Ave, Lebanon, PA 17042, has a requirement for Laundry and Linen Services.

The contractor shall have available to furnish all linens (including sheets, pillow case, bath towel, wash cloth, thermal blanket, mattress pad, clothing protectors, kitchen apron, dish towel, hand towel, isolation gown, patient gown, IV gown, robe, hamper bag, pajama top, pajama bottom, dust mop, and wet mop) labor, equipment, supervision, management, supplies, bulk delivery carts, transportation, and facilities (except as identified elsewhere in this solicitation) necessary to perform contractor owned and contractor operated bulk laundry and linen services and tasks required under this contract for the Lebanon Veteran Affairs (VA) Medical Center.

Linen specifications are listed separately in Section 4.3.2. All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of patient care programs. Dry cleaning will be provided for any piece of clothing that is not appropriate to be cleaned using traditional laundry equipment. The item of clothing that needs to be dry-cleaned will be marked as such and will be kept separate from other Veteran clothing. The cost for dry cleaning will be listed as a separate line item on the monthly invoice.

The Contractor will supply vendor-owned linen and will replace linen as needed for normal wear and tear. Veteran personal clothing will be laundered by the Contractor.

CONTRACTOR PICK-UP AND DELIVERY HOURS:

Services are required Monday through Friday (five days a week); excluding Federal Holidays (see definition). Clean linen delivery and soiled linen pickup shall be between 6:00a.m. and 10:00a.m., Monday through Friday at Building 7, Laundry Department with specific delivery times to be proposed by the Contractor and agreed to by the Contracting Officer Representative (COR).

Any changes to the pick-up and delivery schedule shall be coordinated with the COR at the Medical Center. Schedule modification/alteration opportunities, which would improve operations and turn-around time, without major interruption to either contractor or the Government, shall be negotiated between the Contractor and COR and shall not be implemented without authorization from the Contracting Officer (CO).

ESTIMATED QUANTITIES:

All amounts and totals identified in the Price/Cost Schedule of the awarded contract are estimates. The contractor shall only be paid for work performed and accepted by the VA. If a remaining balance exists on an obligation number due to a decrease in the estimated weight of soiled linen required for servicing, that balance will be considered “excess funds”, and will be de-obligated. The fact that all quantities in the Price/Cost Schedule are not ordered shall not constitute a price adjustment under this contract.

Historical data is provided in Section 6. However, it is impossible to determine the exact quantities that will be required during the contract term. It is expected that the contractor will apply expertise in the healthcare linen industry to assist the Lebanon VA Medical Center in adjusting and applying necessary quantity changes as appropriate. Each offeror whose offer is accepted wholly or in part will be required to provide all services during the contract term.

CONTRACT AWARD:

The Government contemplates the award of a Firm Fixed-Price IDIQ contract resulting from this solicitation. The contract period will be from the date of award through five (5) consecutive years, in accordance with the terms and conditions defined herein.

36C24423Q0841

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B.3 STATEMENT OF WORK

1.1.1. This document contains the technical provisions for laundry and linen services that are to be provided for the Lebanon VA Medical Center.

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

1.1.1.2. All workmanship shall be in accordance with practices established by the Association for Linen Management (ALM), Dry Cleaning & Laundry Institute, Textile Rental Services Association (TRSA), and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by The Joint Commission on Accreditation of Healthcare Organizations (JCAHO). 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 must incorporate a “design for asepsis” whereby clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed. 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.

1.2. CONTRACTOR EXPERIENCE

The Contractor shall have experience in providing Medical Center laundry and linen services. The firm must have gained this experience because of being primarily engaged in the business of providing laundry and linen services in Medical Center environments (e.g., inpatient and outpatient medical treatment facilities) prior to submitting a quote.

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. The on-site manager is solely responsible to supervise the provision of these laundry and linen services to the Lebanon VA Medical Center and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

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.

1.4. 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 the 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.

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 not be limited to the following topics:

1.4.2.2.1. A general orientation of basic bacteriological concepts, including the basics 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.

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

1.4.2.2.11. A general orientation of laundry operating procedures and policies.

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

1.4.2.2.13. Compliance with Occupational Safety and Health Administration (OSHA)’s Bloodborne Pathogen Standard 29 CFR 1910.1030, which covers all elements of the standard including but not limited to: information on bloodborne pathogens and diseases, methods used to control occupational exposure such as Universal precautions and use of PPE (Personal Protective Equipment), hepatitis B virus (HBV) vaccine, and medical evaluation and post-exposure follow-up procedures.

1.4.2.2.14. General Employee Privacy Training.

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

1.4.4. Personal Hygiene:

1.4.4.1. Contractor personnel shall be clean and neat in appearance.

1.4.5. Exposure to Hazardous Working Conditions:

1.4.5.1. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government.

1.4.6. Physical Examinations:

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

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

1.4.7. Miscellaneous:

1.4.7.1. The Contractor is responsible for compliance with all appropriate TJC, FDA, VA, and other regulatory agencies record keeping requirements.

1.4.7.2. The Contractor will be required to provide a copy of the valid liability insurance to the COR for each year of the Contract.

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 initially and at any time during performance. 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. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

1.5.1.2. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of the contract. This file shall be the property of the Government and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion or termination of the contract.

1.6. GOVERNMENT REPRESENTATIVE

1.6.1. Contracting Officer (CO). The Contracting Officer is responsible for administrative and legal aspects of the Contract, as well as technical issues which cannot be resolved between the Contractor and COR. The Contractor is responsible to advise the Contracting Officer of any suspected or actual problems, disputes, or any issues in general which could endanger Contract performance.

1.6.2. Contracting Officer Representative (COR) and Designees. The COR is responsible for providing technical assistance to the CO in administration of the Contract. The CO will furnish the name of the COR prior to the start date of the Contract along with a delegation of authority stating general responsibilities as well as limitations. The COR may re-delegate authority to one or more individuals to act as the COR’s representative for specific facilities and/or functions. The COR and CO shall have access to plant facilities without necessity of prior notification to Contractor.

1.7. CORRESPONDENCE.

1.7.1. 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.

1.8. SECURITY

1.8.1. 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. A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general, personal).

1.9. SAFETY AND FIRE PREVENTION

1.9.1. 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.

1.9.2. 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.

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

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

1.9.5. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

1.10. DAMAGE AND EQUIPMENT LOSS

1.10.1. All tasks accomplished by the 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 the CO.

1.10.2. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a Contracting Discrepancy Report (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.

1.10.3. Any damage caused to Government property during the Contractor’s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor’s own expense.

1.11. LINEN CONTROL

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

1.11.2. Contractor shall participate, as required by VA policy, in inventories of Government owned specialty linen (examples of Government owned linen would be bedspreads used in CLC, cubicle curtains, tablecloths used for special events, pajamas, etc.).

1.11.3. 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.

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

1.11.5. 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 Contracting Officer, along with the approval of the COR, on a quarterly basis. The Vendor will supply an itemized list (by location) of linen that will be replaced (including item description, quantity, and unit cost).

1.11.6. Claim of Patients and Employees. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor’s possession. The procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date.

1.12. DELIVERY REQUIREMENTS

1.12.1. The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weights. The information must be recorded daily and delivered to the COR at the end of the current workweek. The reports of soiled linen received must show date, cart number(s), and weight(s), and the total pounds/items received.

1.12.2. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with an EPA approved (hospital grade) Germicide, which has been approved by the COR. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Lebanon VA Medical Center. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.12.3. The required quantities of each of the items of clean linen will be delivered at the times agreed to by the Contractor and the COR (per Article 2.139) on a daily Monday through Friday fixed basis, daily Monday through Friday call-in basis, or as arranged with the COR.

1.12.4. Clean linen will be stocked according to VA specifications as specified in Section 5. Linen will be separated into carts ready for use on Community Living Center, Domiciliary, Clinical area and areas located in the Lebanon VA Medical Center.

1.12.5. Contractor’s personnel shall clean the linen transport vehicle with an EPA approved (hospital grade) germicide/disinfectant, which has been approved by the COR.

1.12.6. Clean linen delivery and soiled linen pickup shall be between 6:00a.m. and 10:00a.m., Monday through Friday, with specific delivery times to be proposed by the Contractor and agreed to by the COR at the following Medical Center locations:

LEBANON VA MEDICAL CENTER

Building 7, Loading Dock 1700 S. Lincoln Ave.

Lebanon, PA 17042

1.13. PHASE-OUT PLAN

1.13.1. The Contractor shall have a phase out plan. This plan shall describe the Contractor’s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

1.14. CIRCUMSTANCES TO BE REPORTED

1.14.1. 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 email.

1.15. CONTINGENCY PLAN

1.15.1. 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/ACRONYMS

2.1. Definitions used throughout this Statement of Work 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.

Acceptable Quality Level (AQL): 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.

Contract Discrepancy Report (CDR): 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.

Community Living Center (CLC): Similar to a nursing home, offers Veterans a home-like atmosphere.

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.

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

Contracting Officer’s Representative (COR): Any person or persons authorized to act for the Contracting Officer within authority limits. (Lead/Facility) Contractor’s Plant Manager (CPM): 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 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 Lebanon VA Medical Center.

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

Dry Cleaning: Any piece of clothing that is not appropriate to be cleaned using traditional laundry equipment. The item of clothing that needs to be dry-cleaned will be marked as such and will be kept separate from other clothing.

Emergency: An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency shall be declared by the CO and/or 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) Birthday of Martin Luther King, Jr. (3rd Monday in January) Washington’s Birthday (3rd Monday in February) Memorial Day (Last Monday in May) Juneteenth National Independence Day (19 June) Independence Day (4 July) Labor Day (1st Monday in September) Columbus Day (2nd Monday in October) Veteran’s Day (11 November) Thanksgiving Day (4th Thursday in November) Christmas Day (25 December).

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, and other items identified in Table 1 and Table 2.

Contractor supplied linens do not have to have kromograph/logo.

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 JCAHO and the VA.

JCAHO: Joint Commission on Accreditation of Healthcare Organizations.

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

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

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

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(s): The person with final responsibility for the mission of the 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 Lebanon VA Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the COR, CPM, and CO. All linen is packaged securely to prevent possible contamination.

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

Personal Linen: Linens such as patient clothing, uniforms, lab coats, and other items identified in Table 1 and Table 2.

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

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

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

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

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

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 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 (example: 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.

Statement of Work (SOW): A document that describes accurately the essential technical requirements for services.

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.

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 Headquarter: 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 and tear or unserviceable condition of 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 Lebanon VA Medical Center.

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 a detailed list of specialty items to be laundered.

SECTION 4 - CONTRACTOR FURNISHED ITEMS

4.1. MATERIALS

4.1.1. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3 (Government Furnished Property and Services).

4.1.2. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

4.2. VEHICLES

4.2.1. The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract.

4.2.2. 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.

4.2.3. 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

4.3.1. Linen/textiles shall be free of rips, tears, holes, fraying, and excessive stains. Any items determined to be in unsatisfactory condition or past useful life is the sole discretion of the VA, and those items shall be replaced by the Contractor at no cost to the VA.

4.3.2. Linen Specifications:

Note: Colors listed are suggested, however, substitutions are acceptable if colors provided are coded by size. Samples of linen being furnished under the contract are required as part of the pre-award survey.

5.5-6.5 lb./dz., white hemmed ends

3-XL – Different Print/Color 10-XL – Different Print/Color

3-XL & 10-XL

Small – Blue Medium – Brown Large – Maroon X Large – Beige 2XL Large – Hunter Green 3XL – Navy 4XL – Gray 5XL – Green

Small – Blue Medium – Brown Large – Maroon X Large – Beige 2XL Large – Hunter Green 3XL – Navy 4XL – Gray 5XL – Green

Small – Blue Medium – Brown Large – Maroon X Large – Beige 2XL Large – Hunter Green 3XL – Navy 4XL – Gray 5XL – Green

4.4. CARTS

4.4.1. Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics.

4.4.2. Replacement or additional cart requirements shall be the responsibility of the Contractor.

4.4.3. All carts shall be numbered and have empty weight indicated on both ends.

4.5. RAGS

4.5.1. Upon request of the COR, rags will be furnished at no additional cost to the VA except for the cost of laundering the rags which will be billed at the “General Linen” rate identified.

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. WEIGHT SCALES

4.7.1. The Contractor will have weight scales used to weigh clean and soiled textile carts.

4.7.2. Weight scales must be calibrated annually to ensure accurate costing and workload associated with textile care processing and billing.

4.7.3. The Contractor will annually provide the COR the certificate of calibration for each scale used by the Contractor.

4.8. MISCELLANEOUS

4.8.1. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data.

SECTION 5 - SPECIFIC TASKS

5.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing, all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below. Carts should be established according to the lists below unless quantities are changed:

5.1.1. Items that must be conditioned, ironed, and folded:

· Apron, cook

· Pillowcases, regular

· Pillowcases, surgical

· Sheets, poly/cotton, bed, regular

· Sheets, poly/cotton, bed, surgical

· Tablecloth, napery

· Towel,…