36C24424Q0706.pdf

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. 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. 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

36C24424Q0706 06-20-2024

Stephanie McFadden, Contract Specialist 717-222-0417 07-18-2024

1:00PM EDT

36C244 Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215 stephanie.mcfadden@va.gov

X 100

X

812332

$47 Million

N/A

36C542

Department of Veterans Affairs Coatesville VA Medical Center 1400 Blackhorse Hill Road Coatesville PA 19320

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

Austin Payment Center Department of Veterans Affairs

PO Box 149971 Austin TX 78714-9971

(877) 353-9791 (512) 460-5429

See CONTINUATION Page

This solicitation is for a 5-year IDIQ with firm fixed unit prices for Laundry and Linen Services for the Coatesville VA Medical Center in accordance with the attached SOW, and is being completed in accordance with FAR Part 13.

The period of performance is 10/01/2024 through 09/30/2029.

Please provide a price quote in the schedule at section B.3 of this solicitation by email to stephanie.mcfadden@va.gov, NLT 10:00AM, ET, Thursday, July 18 , 2024.

Questions shall be addressed to: stephanie.mcfadden@va.gov, via email only NLT 10:00AM, ET, Monday, July 8, 2024.

NO PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Service Contract Labor Standards Act (SCLS) applies IAW FAR 52.222-41. The attached WD 2015-5791, Rev. 25 dated 04/10/2024 shall apply.

Contractor shall comply with all applicable wage & hour laws and is responsible for the correct wage titles.

$0.00 See CONTINUATION Page

36C24424Q0706

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.7 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.8 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES—

REPRESENTATION (OCT 2020)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES

INCORPORATED BY REFERENCE (JAN 2008)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.12 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

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: CONTRACTOR PLEASE COMPLETE

a. CONTRACTOR:

POC:

TEL:

EMAIL:

b. GOVERNMENT: Contracting Officer: Shea Matthews shea.matthews@va.gov

Contract Specialist: Stephanie McFadden stephanie.mcfadden@va.gov

Program POC:

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

[X] 52.232-33, Payment by Electronic Funds Transfer— System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Upon completion and acceptance by the Government.

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

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

AMENDMENT NO DATE

mailto:shea.matthews@va.gov mailto:stephanie.mcfadden@va.gov

B.2 STATEMENT OF WORK

COATESVILLE VA MEDICAL CENTER

LAUNDRY & LINEN SERVICES

SECTION 1 - SCOPE

1. SCOPE:

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

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).

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 Program Point of Contact (Program POC) and 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 shall be re-cleaned at no additional cost to the Government. Such items shall be identified for Contractor recognition by the Program POC when they are returned on the next scheduled pick-up 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 Program POC. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry and 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

Program POC and the approval of the CO or other management official as may be deemed appropriate.

1.2. CONTRACTOR EXPERIENCE

1.2.1. 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 Coatesville 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.

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 Program POC must be provided with the name, address, and telephone number where the CPM is to be reached during normal business hours and off duty hours within 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 Quality Control records to the Program POC or CO upon request.

1.3.4. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Program POC. The CPM and any designated alternate shall have full authority to promptly respond to an issue brought to his/her attention and take prompt action regarding all 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 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 Universal precautions and use of PPE (Personal Protective Equipment).

1.4.2.2.14. Hepatitis B virus (HBV) requirement.

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. He/she 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 Joint Commission, VA, and other regulatory agencies record keeping requirements.

1.5. QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE

1.5.1. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the Program POC initially and at any time during performance. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the Program POC. 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 Program POC 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) is responsible for administrative and legal aspects of the Contract, as well as technical issues which cannot be resolved between the Contractor and Program POC. 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. Program POC and Designees are responsible for providing technical assistance to the CO in administration of the Contract. The CO will furnish the name of the Program POC prior to the start date of the Contract along with a delegation of authority stating general responsibilities as well as limitations. The Program POC may re-delegate authority to one or more individuals to act as the Program POC’s representative for specific facilities and/or functions. The Program POC and CO 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.

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 Program POC 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 Program POC daily (M-F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general, special).

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 Program POC, any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the Program POC 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 Program POC will issue a Contracting Discrepancy Report (CDR). The Contractor will reply in writing to the Program POC 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 provided specialty linen.

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 Program POC, 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 Program POC, 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 Program POC 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 Program POC at the end of the current workweek.

The reports of soiled linen received by the Contractor must show the cart number(s), weight(s), and the total pounds received. The reports of clean linen delivered to the medical center must show the date, cart number(s), item(s), piece count, and total weight of pounds delivered.

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 Program POC. 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 Coatesville VA Medical Center. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.12.3. 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 Program POC at the Coatesville VA Medical Center.

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

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

1.12.6. Clean linen delivery and soiled linen pick-up shall be between 6:00 am and 2:00 pm, Monday through Friday, or as established by the Program POC at the following Medical Center location:

COATESVILLE VA MEDICAL CENTER

Building 15 (Warehouse), Loading Dock

1400 Black Horse Hill Road

Coatesville, PA 19320

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 Program POC by phone and a follow-up email.

1.15. CONTINGENCY PLAN

1.15.1. Contractor shall furnish with his quote a written Contingency Plan indicating that services can be continued in the event of the 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.

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.

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.

Delivery Point: Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Coatesville VA Medical Center.

Department of Veterans Affairs (VA): 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 (48 Hour Turnaround). An emergency shall be declared by the CO and/or the Program POC.

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, surgical linen, and other items identified in Attachment 1, Tables 1 and 2.

Contractor supplied linens are not required to have a 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.

Joint Commission on Accreditation of Healthcare Organizations (JCAHO): 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 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.

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 Coatesville VA Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the Program POC, CPM, and CO. All linen is packaged securely to prevent possible contamination.

Par Level: The term used to describe the quantity of each laundry/linen item used by the VA and returned to the Contractor for processing in a 24-hour period. The par level should be sufficient to maintain productivity and to preclude laundry/linen shortage at the medical center.

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

Uniforms: Uniforms, e.g., lab coats, and other items stamped with the words “VAMC

COATESVILLE PA”

Government 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 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.

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

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

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

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

ALM Association of Linen Management CDR Contract Discrepancy Report CO Contracting Officer CPM Contractor’s Plant Manager FW&T Fair Wear and Tear IAW In Accordance With DLI Drycleaning & Laundry Institute International IG Inspector General MCD Medical Center Director TRSA Textile Rental Services Association SOW Statement of Work

M - F Monday thru Friday QAE Quality Assurance Evaluator QC Quality Control RS Random Sampling JCAHO Joint Commission on Accreditation of Healthcare Organizations VA Department of Veterans Affairs

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 Program POC.

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 Coatesville 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. All operators must have current licensing and permits.

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 and Par Levels are identified in Attachment 1.

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 Program POC, 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 Program POC, the data and reports identified in Attachment 3.

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 Program POC 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

• Tablecloth

• Towel, kitchen

• Towel, huck

• Wrappers, surgical, and miscellaneous surgical linen o Small o Medium o Large

• Miscellaneous items o Medium o Large

• Surgical Scrubs o Tops o Bottoms

5.1.2. Items that must be finished and placed on hangers:

• Patient personal clothing (shirts / pants)

• Shirt, uniform

• Trouser, uniform

• Smock, knee length long coats

• Coveralls

• Coat, short

• Pantsuit, top

• Pantsuit, bottom

• Scrubs used as a uniform

• Dress

• Top

• Bottom

5.1.3. Items that must be tumbled dried and folded:

• Bathrobe

• Blankets, bath

• Blankets, bedspread

• Cover, mattress

• Curtains, shower

• Curtains, cubicle

• Gown, operating

• Gown, patient

• Gown, isolation

• Pads, absorbent

• Pads, mattress

• Pajamas

• Coat

• Trousers

• Towel, bath

• Miscellaneous items o Small o Medium

5.1.4. Items that must be cleaned, dried, and returned in bulk:

• Mops, wet

• Mops, dust

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

• Linen bags

• Cloth, wash

• Rags

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

• Patient’s Personal Clothing, which is not on hangers:

o Small o Medium

5.2. PACKAGING

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

5.2.2. Items finished and placed on hangers are returned in a cart with a coat bar. They are placed on the hanger, so identification number and size are showing.

5.2.3. Items that are received infrequently are identified as “Miscellaneous: Small, Medium, Large”, and are shown at the end of each lot. This should be interpreted as follows:

• 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.

5.3 PATIENT LAUNDRY

5.3.1. Patient belongings shall be placed in a green plastic linen bag with each item labeled with patient name.

5.3.2. The Coatesville VA Medical Center, EMS Laundry Supervisor or their designated laundry staff member will receive the green soiled plastic bag and placed in a numbered cart and record weight of the cart.

5.3.3. The Laundry Supervisor or Laundry Employee shall receive the clean laundry and verify the weight on the numbered linen cart.

5.3.4. Any items found to be unsatisfactorily cleaned shall be identified in the laundry plant or by the facility linen distribution clerk at the customer facility.

5.3.5. The Laundry Supervisor or Laundry Employee shall receive the clean laundry and verify the weight on the invoice ticket attached to the linen cart.

5.3.6. Any items found to be unsatisfactorily cleaned shall be identified in the laundry plant or by the facility linen distribution clerk at the customer facility.

5.3.7. Items shall be returned on the next scheduled pick-up after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items and packaged for separate processing by the Contractor.

5.3.8. After washing, cleaned and dried textiles, fabrics, and clothing are pressed, folded, and packaged for transport, distribution, and storage by methods that ensure their cleanliness until use.

5.3.9. Contractor shall process all patient items once received within one to three business day(s).

The Contractor shall pick-up the items 3x weekly, on Monday, Wednesday and Friday and return the items on Tuesdays and Fridays.

5.3.10. All tasks accomplished by Contractor's personnel shall be performed to preclude damage or disfigurement of patient clothing provided by the Coatesville VA Medical Center.

5.3.11. Any loss or damage of Government property caused by the Contractor during the Contractor's performance of work under the contract shall be repaired or replaced at the Contractor's expense. The Government will submit a bill of collection for reimbursement under such circumstances.

5.3.12. After washing, patient clothing shall be dried and folded or hung on hangers and returned for delivery to the Coatesville VA Medical Center with the return receipt and the bulk weight.

SECTION 6 - APPLICABLE REGULATIONS, MANUALS, SPECIFICATIONS AND

ATTACHMENTS

6.1. APPLICABLE REGULATIONS AND MANUALS AND SPECIFICATIONS

Documents applicable to the SOW are listed below. These documents are mandatory. The policies and procedures of mandatory directives shall be always adhered to. It is the Contractor’s responsibility to ensure 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

6.2. ATTACHMENTS

Attachment 1: General Linen – Items and Specifications - CVAMC

• The chart in Attachment 1 includes the Par Levels (Daily Quantity) of each Leased Linen item (Contractor supplied) required for daily operations.

Attachment 2: Annual Workload & Estimated Quantities – CVAMC

• The workload stated in Attachment 2 is approximate, based on the volume handled in Fiscal Year 2023, and in no way is to be construed as a guarantee by the government as to work that will be processed under the contract. In this regard, the workload is subject to changes resulting from many factors, i.e., hospital admissions, weather, mission changes, product changes (new light-weight fabrics), etc.

• All amounts and totals identified in the Price/Cost Schedule of the 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.

Attachment 3: Contractor Furnished Reports – CVAMC

Attachment 4: PWS Clarifications

Attachment 5: SCA WD 2015-5791, Rev. 25 dated 04-10-2024

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

151,557.0

LB ________________

Provide and launder rented linens for patient beds. Per SOW.

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers PRODUCT/SERVICE CODE: S209 - Housekeeping - Laundry/Drycleaning

13,954.00 LB ________________

Provide and launder resident clothing. Per SOW.

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

630.00 LB ________________

Provide and launder staff uniforms. Per SOW.

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

11,282.00 LB ________________

Provide and launder mops to meet sanitation guidelines. Per

SOW.

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

0.00

Customer Owned Goods (COG)

0005AA

3,900.00 LB ________________

Customer Owned Goods - PJs Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

0005AB

3,120.00 LB ________________

Customer Owned Goods - Hipsters Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

0005AC

3,276.00 LB ________________

Customer Owned Goods - Mental Health Fitted Sheets Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

LB ________________

Provide and launder rented linens for patient beds. Per SOW.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder resident clothing. Per SOW.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder staff uniforms. Per SOW.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder mops to meet sanitation guidelines. Per

SOW.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

1005AA

Customer Owned Goods - PJs Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

1005AB

Customer Owned Goods - Hipsters Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

1005AC

Customer Owned Goods - Mental Health Fitted Sheets Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

LB ________________

Provide and launder rented linens for patient beds. Per SOW.

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder resident clothing. Per SOW.

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder staff uniforms. Per SOW.

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027

PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder mops to meet sanitation guidelines. Per

SOW.

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

2005AA

Customer Owned Goods - PJs Contract Period: Option 2

2005AB

Customer Owned Goods - Hipsters Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

2005AC

Customer Owned Goods - Mental Health Fitted Sheets Contract Period: Option 2

151,557.0 LB ________________ ________________

0 __ __

Provide and launder rented linens for patient beds. Per SOW.

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder resident clothing. Per SOW.

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder staff uniforms. Per SOW.

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder mops to meet sanitation guidelines. Per

SOW.

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

3005AA

3,900.00 LB ________________ ________________

Customer Owned Goods - PJs Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

3005AB

Customer Owned Goods (COG) PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

3005AC

Customer Owned Goods - Mental Health Fitted Sheets Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

LB ________________

Provide and launder rented linens for patient beds. Per SOW.

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder resident clothing. Per SOW.

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder staff uniforms. Per SOW.

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 812332 - Industrial Launderers

Provide and launder mops to meet sanitation guidelines. Per

SOW.

Contract Period: Option 4 POP Begin: 10-01-2028 POP…