36C24425Q0007.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

562-25-1-5136-0001

36C24425Q0007 09-26-2024

Stephanie McFadden, Contracting Officer 717-222-0417 10-10-2024

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

X

36C562

Department of Veterans Affairs Erie VA Medical Center 135 East 38th Street Erie PA 16504

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

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

(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 Erie VA Medical Center in accordance with the attached SOW, and is being completed in accordance with FAR Part 13.

The period of performance is 11/11/2024 through 11/10/2029.

Please provide a price quote in the schedule at section B.3 of this solicitation by email to stephanie.mcfadden@va.gov, NLT 1:00PM, ET, Thursday, October 10, 2024.

Questions shall be addressed to: stephanie.mcfadden@va.gov, via email only NLT 10:00AM, ET, Friday, October 4, 2024.

PHONE CALLS SHALL NOT BE ACCEPTED.

Service Contract Labor Standards Act (SCLS) applies IAW FAR 52.222-41. The attached WD 2015-4233, Rev. 27 dated 07/22/2024 shall apply.

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

See CONTINUATION Page

X X

Shea Matthews

36C24425Q0007

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 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.6 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

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

C.7 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES—

REPRESENTATION (OCT 2020)

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 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 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] Monthly, upon receipt, inspection 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

B.2 STATEMENT OF WORK

ERIE VA MEDICAL CENTER

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

LAUNDRY & LINEN SERVICES

A. General Requirements

1. Scope of Work

This document contains the technical provisions for laundry/linen services that are to be provided to the VISN 4, Erie VAMC Medical Center (EVAMC). The Contractor shall provide laundry/linen services including the physical laundry plant, labor, management, management support, ancillary equipment, vehicles, supplies, linens, textiles, except as specified herein as Government-Furnished Property, and any other materials necessary for accomplishment of complete laundry/linen services, including pickup and delivery.

This contract includes all functions, tasks, and responsibilities normally inherent to a hospital laundry facility. The Contractor shall establish and maintain a system of records to control, account, and report work performed.

All linen will be provided by the Contractor. Patient personal clothing, employee uniforms, and select specialty linen will be provided by the Government.

All workmanship shall be in accordance with the practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) accepted industry standards, and use universal precaution methods in handling linen. 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 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. Plants, where the work is completed, shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as described herein.

The Contractor shall be certified by NAILM or be a graduate of an independently controlled management-training program established institutional laundry. The formal course must have been previously established.

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 Contracting Officer and the Program Office Point of Contact (POC) prior to initiation of such a change to assure adequate contractual coverage.

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 Office POC 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.

Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be determined by the Program Office POC.

In the event the Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.

Services are to be provided to the Department of Veterans Affairs, Erie VA Medical Center, located at 135 East 38th Street, Erie, PA 16504.

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 Office POC with a copy to the Contracting Officer.

B. Performance Period:

5-Year, Firm-Fixed-Price, Indefinite Delivery/Indefinite Quantity (ID-IQ) contract.

C. Contractor Experience and Personnel

1. Personnel

The Contractor shall provide a point of contact that shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the primary is absent shall be designated in writing to the contracting officer, no later than the start of the contract.

The On-Site Manager(s) shall be certified by Association of Linen and Laundry Management (ALM), Textile Rental Services Association (TRSA) or, graduate of an accredited, independently controlled management-accredited University or College training program emphasizing institutional laundry. The formal course and/or higher-level education must have been previously established and official paper copy of certifications or educational documentation provided to Program Office POC. The Contractor’s On-Site Manager shall provide all continuing education required hours to maintain active credentials from the issuing authority such as ALM or TRSA.

The Contractor’s on-site manager’s minimum qualification levels are Certified Laundry and Linen Manager (CLLM), and/or Certified Professional Laundry Manager (CPLM).

The point of contact and the alternate shall have full authority to act on behalf of the Contractor on all contract matters relating to the daily operation of this contract.

The point of contact and alternate must be able to read, write, speak, and understand English well enough to satisfy all contract performance requirements.

The contract point of contact and alternate shall be available during normal duty hours within 60 minutes to meet in person or by phone with Government personnel designated by the Contracting Officer to discuss problem areas.

When on VA premises, Contractor personnel shall present a neat appearance and must be recognizable as an employee of the Contractor. This may be accomplished by wearing distinctive clothing bearing the name of the company, or by wearing appropriate badges or identification tags, which contain the company name.

The Contractor shall ensure that all operators of Contractor-owned vehicles possess evidence of insurance and a valid state permit to operate the vehicles under their control.

2. Privacy and Security Requirements

All Contractor employees will have to take the VA Privacy and Information Security Awareness Course after contract award and prior to coming on station. Training is required upon hire and annually thereafter as long as the contract is in place.

Contractor can self-enroll in TMS, take training course # VA20939, and provide a copy of the completed training certificate to the Program Office POC or, contractor can read the text version and provide a copy of the completed training certificate to the Program Office POC. If text version is reviewed, the Program Office POC will enter training as completed in TMS.

Unaccompanied access to EVAMC buildings beyond the dock area is not authorized without written consent from Government personnel. All personnel entering the medical facility must notify the Program Office POC.

Removal of Contractor employees: The Government reserves the right to require immediate temporary or permanent removal from hospital premises of any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way or that pose a threat of harm to other Contractor/Government personnel or self in accordance with VA policy.

The employee may be required to submit to drug/alcohol testing. The Government reserves the right to require temporary or permanent removal of any individual who refuses testing.

Notification of all removals will be made by the Program Office POC. Removal of any individual does not relieve the Contractor of any performance requirement.

D. Contractor Laundry Facilities

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

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

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

The Contractor processing facility where this requirement is to be performed shall be located within a 150-mile radius from the EVAMC.

E. Performance

1. Inventory

Par levels are used to describe the quantity of each textile item soiled and returned for processing in a 24-hour period. The estimated par levels is generally one full cart of linen, and the weekly orders are listed under the G. Volume. The volume section is generally what is ordered throughout the week. These quantities are based on historical usage of the various linens at the EVAMC. The Contractor shall deliver sufficient inventory by the end of business on Fridays to maintain par levels during the weekend and shall accept shipment on Mondays for all linens used over the weekends.

Total System Inventory is used to describe the system wide quantity of each linen or textile item in-process, in-use, in transit, storage, etc. The Contractor shall maintain a total system inventory for each linen item of a minimum of seven (7) days. There shall be at least one par level on the bed or in use by customers, two par levels on EVAMC’s shelves, one par level arriving on station, one par level in the wash/processing system, one par being picked up and cleaned and one par in our dirty linen area ready for pick up. The VA shall not accept inventory for delivery or provide inventory for shipment during Saturdays or Sundays.

Linen will be billed by comingled clean linen and an agreement shall be established. The agreed upon price per pound shall be used to estimate quantities processed during the contract. Unit price shall not be used for billing, only by clean linen. If Option Years are agreed upon, the estimated annual quantity will increase by 2,000 pounds each year.

BASE CONTRACT PERIOD: From Date of Award for twelve consecutive months.

DESCRIPTION ESTIMATED

ANNUAL

QUANTITY

UNIT UNIT PRICE ESTIMATED

TOTAL PRICE

Clean - General Linen (Including mops, rags)

15500 x 12 months

LB

Clean -Personal Linen (Veteran clothing, Uniforms)

100 x 12 months LB

2. Quality Control

The Contractor shall have a documented Quality Control Program to assure that the requirements of the contract are provided as specified. A copy of the Contractor’s basic Quality Control Program shall be available for review by the Program Office POC within two (2) weeks of the contract award and at any time during performance. Subsequent changes to the accepted Quality Control Program must also be submitted to the Program Office POC for acceptance by the Government within one (1) week of the change(s) made.

3. Quality Assurance

The Government will inspect the Contractor’s completed work to ensure it is accomplished in accordance with the standards required by this contract.

The quality of finished textiles shall be checked with sufficient frequency to assure that only aseptically clean linens are delivered to the user. As a minimum, the quality control standards will include:

For purposes of preventing the probable dissemination of contaminates, clean and soiled areas in the TCPF will be physically separated. Negative air pressure will be present in the soiled area and positive air pressure will be present in the clean area. Soiled textiles must enter the wash cavity of a wash system by impervious technique. Soiled textiles being disbursed from patient care areas are not allowed in the clean textile processing area of a TCPF.

Any errors in delivery tickets (i.e., weight, description), shall be reconciled by the Contractor within three (3) business days and at no additional cost to the EVAMC.

In the event laundering services do not conform to this contract, re-performance of the services shall apply. Any items that do not meet the requirements in the PWS shall be re-cleaned, repaired, or replaced at no additional costs to the Government. Such items will be identified to the Contractor’s representative at the next scheduled pick-up after the unsatisfactory condition is discovered. After the items are re-cleaned, the Contractor shall pack these items separately and identify by marking “Attention Program Office POC”.

The EVAMC Infection Control Nurse, Program Office POC, and other VA personnel shall have access and authorization to conduct a separate inspection (announced or unannounced) of the Contractor’s facility and operations to ensure compliance with CDC and JCAHO infection control standards.

4. Contingency Plans

The 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. The Contingency Plan shall include name of back-up facility, Plant Manager, telephone number, and a binding agreement. The agreement shall state a 24-hour response/production capacity/ability. This Contingency Plan must also include transportation vehicle failure. The Contractor shall notify the Contracting Officer of any event that jeopardizes performance under this contract. The plan shall include contingency operations for:

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

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

5. Performance Evaluation Meetings

The Contractor, Contracting Officer, Contracting Administrator, Program Office POC, and other appropriate staff may meet during the performance of this contract as required by any party which may be a minimum frequency of once each month at a mutually agreed time. The Contractor shall take and submit written minutes to the Program Office POC and Contracting Officer. Additional coordination is at the discretion of the local participants.

6. Transition Period

The new Contractor shall assume complete responsibility for all operations required by this contract as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a workforce who is fully qualified and capable of performing all work required under this contract.

In the event the contract is awarded to other than the incumbent Contractor, the successor Contractor is responsible for obtaining all information from the incumbent Contractor necessary to ensure a smooth transition without any interruption in service during the transition period.

Additionally, the incumbent Contractor will cooperate to the extent required to allow for an orderly change over to the new Contractor.

The Contractor shall fully cooperate with the successor Contractor and the EVAMC so as not to interfere with their work or duties. The plan must include flexibility to adjust to the incoming Contractor’s phase-out plan and market conditions.

The Government may agree to purchase from the Contractor any or all of the Contractor-owned linens, textiles, PJs, and scrubs. The value of the inventory will be negotiated between the Contracting Officer and the Contractor IAW FAR Clause 52.237-3. Contractor inventory records, processing records, and replacement records will be taken into consideration during the negotiation process.

7. Phase-in/Out Details

The Contractor shall include a phase-out plan with their offer. This plan shall describe the Contractor's methods and procedures to ensure smooth and uninterrupted service at contract expiration, and 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.

On the final day of the contract, operations are expected to be the same as all previous days during the contract. The incumbent shall deliver clean laundry and pick up dirty laundry between 7 AM and 9 AM. The picked-up VA owned dirty laundry shall be cleaned, dried, and packaged to prepare it for return to EVAMC.

On the following business day, the incumbent shall deliver all the laundry, including the Contractor owned items, cleaned during the final day of the contract. All par levels should be met. No dirty laundry shall be picked up on this day.

Due to the nature of laundry processing with Contractor owned items in use and in laundry rooms throughout the hospital, EVAMC estimates approximately 1-2 weeks of Contractor owned inventory to be in the possession of EVAMC after the final delivery the day following the last day of the contract. The incumbent shall provide a detailed estimated inventory of these items and agree to negotiate fair and reasonable compensation for EVAMC or the new Contractor to take ownership of these items.

The Contractor shall arrange with the Program Office POC the delivery of any EVAMC owned laundry and laundry carts held by the incumbent after the delivery of the final full load the day following the last contract day.

The new Contractor shall acquire sufficient inventory to begin full support at par levels on the first day of the contract. The new Contractor will be processing linen acquired during the phase out period, but this inventory is expected to be replaced by the new Contractor as normal wear and tear degrades the quality and replacement is necessary.

8. Physical Security

The Contractor shall be responsible for safeguarding all Government property either provided for use or being serviced under the provisions of this contract. At the close of each work period, Government facilities, equipment, and materials shall be secured.

9. Normal Hours

The Contractor shall be available to meet with Government personnel during normal duty hours.

Normal duty hours for the purpose of this contract are 6:30 A.M. to 3:00 P.M. Monday through Friday. Pickup and delivery schedules will be in between 7 A.M. and 9 A.M. or as agreed to and documented by the Program Office POC and Contractor.

10. Federal Holidays

The Contractor shall not be required to pick up and deliver laundry on all officially recognized Federal holidays. The Federal Government observes the following holidays:

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

Any holiday as determined by Presidential Executive Order

11. Deliveries & Performance

The Contractor will deliver every Monday, Wednesday, and Friday between 7:00 am and 9:00 am, ET. The Contractor shall not exceed more the two late deliveries per year. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the Program Office POC. In the event the Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. If an emergency situation causes laundry to be missed on one of these days, the Contractor shall pick-up/drop-off the laundry on the following business day. Laundry exchange carts shall be provided by the Contractor.

Drop Off Pick Up 135 E38th St, Erie PA, 16504 135 E38th St, Erie PA, 16504

1. Butler Building (French St. Entrance) 1. Butler Building (French St. Entrance)

2. CLC (38th St. Entrance)

F. Definitions and Acronyms:

Definitions of special terms and phrases used in this PWS are as follow:

1. Clean Weight - The total weight of clean laundered items that were not processed through individual counts (e.g., special items such as physician smocks) delivered to and accepted by the Government.

2. Program Office Point of Contact (POC) and Alternate Program Office Point of Contact (APOC) - Program Office POC and Alternate Program Office POC (POC/APOC) are the medical treatment facility personnel responsible for assisting in administration of the Government's quality assurance portion of the contract. These personnel are designated in writing by the Contracting Officer to be responsible for quality assurance, inspection, surveillance documentation and periodic (monthly) acceptance of Contractor's performance. A copy of the letter of designation will be provided to the Contractor.

3. Fair Wear and Tear Loss (FWT) - This term refers to the life of laundry/linen product, how many times the laundry/linen is used, and at what point is a product replaced, removed from circulation, or rejected.

4. 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.

5. Personal Items - These are items that belong to an individual that has been hospitalized and does not have family or friends that can clean their personal clothing. These are items such as undergarments, shorts, t-shirts, and socks. Items are inventoried and picked up in a mesh type bag.

6. Rental - Refers to the component of the per pound processing costs which reimburses the Contractor for purchasing the laundry/linen at the beginning of the contract and to maintain the total system inventory due to the replacement of fair wear and tear loss.

7. Surgical/Operating Room Linen - Laundry/linen utilized by surgical as identified:

OR SHEETS - MISTY GREEN

OR PILLOW CASES – MISTY GREEN

BATH BLANKETS

GREEN GOWN

BLUE GOWN

TOWELS

WASHCLOTHS

TOWEL, O.R. 18X33, GREEN COTTON

SCRUBS

8. Total System Inventory - A complete itemized listing of all laundered items and equipment in circulation at the EVAMC. The linen inventory is a system wide inventory piece count of each linen item including in-process, in-use, in transit, storage, etc.

9. Uniforms - EVAMC owns clothing worn by VA employees as a means of identification. It is expected the Contractor provide laundering service to include doctor lab coats, medical coats, coats, uniform pants, shirts, t-shirts. Service includes soil collection, washing, drying, finished processing includes mending, alterations, tracking, labeling, heat transfer labeling, dry cleaning, steam cleaning/Colmac steam, ironing, hanger, plastic packaged, hung during delivery, covered, and delivered. Expectation is no more than 3-day pick up, wash, finish processing and next day return delivery.

Acronyms:

National Association of Institutional Linen Management (NAILM)

International Fabricare Institute (IFI) Textile Rental Services Association (TRSA) Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Program Office Point of Contact (Program Office POC) Contractor's Deficiency Report (CDR) Tencate Protective Fabrics (TCPF) Government Furnished Property (GFP) Contract Line-Item Number (CLIN) Indefinite Delivery Indefinite Quantity (IDIQ)

G. Volume - The following table shows a typical order for any given week. This is only an estimate. This table also does not reflect other items that may be sent for cleaning such as patient clothes, mop heads, microfiber clothes and any other item we may send.

Mon Wed Fri

SHEET, LARGE, 66x104 - T180 300 300 300

SHEET KNITTED CONTOUR 50 50 50

BARIATRIC SHEETS 25 25 25

PILLOW CASE 300 200 200

WASHCLOTH - 12x12 .70lb 2000 2000 2000

TOWEL, BATH - 20x40 BLEND 5.5lb 600 600 600

BLANKET, BATH 300 300 300

SPREAD, RASPBERRY THERMAL / WHITE THERAL BLANKET - - -

BLANKET, BLUE THERMAL 66X96 200 200 200

UNDERPAD, QUILTED - SUPER EIDERSOFF 25 25 25

GOWN, PATIENT, MAGNA, OVERSIZED – GREEN GOWN 25 25 25

GOWN, IV TELEMETRY 50/50 ANGLE BACK – RED SNAP 25 25 25

GOWN, PATIENT – BLUE GOWN 50 50 30

DISH CLOTH 200 200 200

TOWEL, O.R. 18X33, GREEN COTTON 50 50 50

VA OR SHEET, MISTY GREEN 200 200 200

VA OR PILLOWCASE, MISTY GREEN 100 100 100

NOG, MISC. ITEM (VA OWNED ITEMS) ALL ALL ALL

H. Government-Furnished Property (GFP) and Services

The Government shall provide the items listed below:

GFP linen includes, but is not limited to, the following: Pajamas, scrubs, lab coats, slings, uniforms, mats, hip pads, cubical curtains, OR sheets, OR pillow cases, bibs, napkins, and microfiber rags and mops.

Laundry Carts shall be clearly marked with a unique identification number. Carts shall be clearly marked with the weight of the empty cart on all four (4) sides of the cart.

All Government owned linen that is lost or missing while in the Contractor’s possession shall be replaced at the Contractor’s expense.

I. Contractor-Furnished Items

The Contractor shall provide all property and/or services necessary for the performance of this contract, which is not specifically identified in this contract as furnished by the Government.

Such property or services shall include, but is in no way limited to facilities, tools, equipment, materials (such as soaps, detergents, bleaches, starches, sizing, spotting agents, marking tapes, pad covers, and packaging materials).

Contractor-furnished Items include, but is not limited to, the following: Pillowcases, sheets, bath blankets, blankets, towels, wash cloths, bed pads, terry bibs, gowns, plastic bags, psych-bags, huck towels, and wrappers. Refer to the G. Volume for detailed list of Contractor-Furnished Items list.

Pick-up and Delivery Vehicle. Clean and soiled laundry shall not be transported in the same vehicles simultaneously.

All vehicles utilized for this contract shall be properly state-registered and licensed prior to being operated on Government property. The Contractor shall coordinate with the EVAMC’s Security office to obtain passes for the Contractor employees and vehicles as needed.

Soiled and clean textiles shall not be transported in the same vehicle at the same time. Vehicles shall be cleaned after hauling soiled textiles prior to hauling clean textiles.

A lift gate equipped truck - the EVAMC does not use a loading dock for linen.

Rags: Upon request of the Program Office POC, rags will be furnished to the EVAMC except for the cost of laundering the rags which will be billed at the “General Linen” rate identified in The Schedule. It is estimated that EVAMC uses approximately 200 pounds of rags per facility per month.

Cleaning rags shall be a huck/duck towel variety, 100% cotton, about 18” wide x 33” long, blue/white color, government agrees to dyed rags color shall be navy blue/true blue dye, all rags shall be dyed one time per month, last week and last Friday of each month.

Microfiber rags and cleaning products shall meet industry standards with color variation (red, green, blue, yellow), must follow washing guidelines for microfiber, and the Contractor must have the capability to rent out microfiber products and goods to government. This would include dust mops (48” through 18”, 13”, flat mops, rags/cleaning cloth, dusters, flat mops for floor finish applications).

J. Specific Tasks

1. Laundry Services

Monday’s, Wednesday’s, and Friday’s laundry service shall be provided to the 135 E 38th Street EVAMC in Erie, PA. The soiled laundry shall be picked-up on the same day we receive a clean linen delivery. For example, if the clean linen were dropped off Monday at 0830, then the soiled linen will be picked up on the same day the clean linen is dropped off. Laundry shall be sorted for processing by industry practice which includes but not be limited to linens, surgery/OR, mops, clothing, and curtains by facility.

2. Personal Property

All personal or Government property, to include monies, that is found in the laundry to be laundered shall be returned to the Government.

The Contractor shall make a diligent effort to ensure that items of personal property (e.g., jewelry, identification cards, driver's licenses, wallets, checks, etc.) discovered during the laundering process are delivered and returned to the hospital. All personal property items discovered shall be promptly identified, collected, and sealed in an appropriately sized Kraft or similar paper style envelope.

A record of the personal property items discovered shall be maintained and affixed to each sealed envelope. This record shall indicate the date the property was found, an item(s) description, quantity, serial number(s) if applicable and remarks. The details of the disposition of the property, such as the date the item was delivered and returned to the hospital shall also be recorded.

Delivery and return of personal property to the Program Office POC and shall be accomplished within three workdays from the time the items are discovered. The Contractor shall obtain the Government's employee acknowledge of receipt of the item.

3. Process of Receiving and Returning Laundry

After the Government obtains and installs a scale, clean laundry which is processed by weight shall be weighed at the medical facility and the weight recorded on a laundry tracking sheet supplied by the Government.

Contractor personnel shall be responsible for physically transferring soiled laundry into the Contractor's vehicle and securing the load.

Upon arrival at the Contractor’s facility, the cart number, soiled cart weight (identified separately) and the total weight shall be entered on a tracking sheet and entered into the Contractor’s tracking system.

Cleaned and packaged deliveries of laundry that was picked up as soiled shall be made to designated areas at EVAMC. Clean laundry shall be weighed in a cart and the cart number, cart weight (identified separately) and the total weight shall be entered on the tracking sheet. A copy of daily laundry tracking sheets will be furnished to the Contractor, and one maintained by the Government.

The Contractor personnel shall be responsible for physically transferring soiled laundry from the Contractor's vehicle at both the Government’s and the Contractor’s facilities.

All disagreements in weight shall be directed to the Program Office POC for resolution.

The Contractor shall provide weekly summaries to the Program Office POC of all processed soiled and clean laundry weights. Disparities between the weights of the soiled and clean laundry that are beyond the healthcare industry standards or range shall be investigated and corrected. Any disagreements that cannot be resolved shall be directed to the Contracting Officer for resolution.

4. Service Response Time

The Contractor’s response times shall be monitored by the Government. The Contractor shall receive, process, and return laundry and/or articles in accordance with the service response times as specified in this contract. Failure to adhere to this requirement will be considered a deficiency in the Contractor’s performance. Service response times shall be computed from the time laundry is received by the Contractor at the Government site until the time it is returned to the Government.

5. Corrective Action

The Contractor shall take prompt actions to correct any services or products provided to the Government that does not conform to the requirements of this contract.

6. Standards of Quality

All soil, spots, and stains shall be removed, unless removal will change the color or damage the fabric.

Each item shall be (a) hygienically clean and dry and (b) free of lint, scorch marks or other damage to the fabric.

White fabrics shall be white and free of yellow or gray tints. Colors shall be bright and clear.

Articles shall smell fresh and clean and be free of objectionable odors such as cleaning chemicals, mold, mildew, body bacteria and other unclean elements.

No trace of wash supplies (e.g., soap, bleach, et al.) shall be left in the fabrics. Shrinkage shall be no more than what may be termed as “natural” for the fabric in accordance with best commercial practices. The Contractor shall treat all articles in such a manner as to keep the dimensional changes of the article to a minimum and to avoid damages of any kind to the fabric.

Tumbled work shall be completely dry and soft.

Flatwork Items that must be conditioned, ironed, and folded (e.g., sheets, pillowcases) and shall be machine finished (ironed) so that the surfaces are smooth and without “rough dry” spots, wrinkles, or “tails”. Flatwork shall be free of creases when received by the customer.

Presswork shall be accomplished so that items meet best commercial (industry) standards.

The Contractor shall assemble completed work into bundles and wrap the bundles for return to EVAMC, consisting of facilities at 135 E 38th Street.

All finished clean goods, linens, and uniforms shall be packaged professionally and in such a manner to prevent tip overs, spillage and conform to industry service delivery standards.

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:

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.

7. Linen Control

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

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

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. 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.

Unusual losses, including suspected pilferage, shall be reported at once to the Program Office 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 Office POC. The Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost).

8. Claims of Patients and Employees

The Contractor shall establish a procedure 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.

9. Circumstances to be Reported

The Contractor shall report any circumstances, which may affect the performance of the work, 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 Office POC by phone.

A follow-up shall be sent to the Program Office POC via email or facsimile.

K. Additional Requirements

The Contractor shall pick up unsorted and contaminated laundry in Government provided laundry bags. All soiled/contaminated laundry shall be cleaned, sanitized, and processed in strict accordance with Federal, State, and local laws as well as healthcare industry standards.

Washing formulas shall be strictly adhered to so as to assure proper cleaning of all articles without damage to the article.

OSHA Blood borne Pathogens Standards. The Contractor shall comply with the OSHA Blood borne Pathogens Standard 29 CFR 1910.1030.

The Contractor shall develop and maintain an Exposure Control Plan to identify in writing the tasks and procedures in which occupational exposure to blood occurs. The Contractor shall make the plan accessible to their employees and available to OSHA. The Contractor shall make all personnel aware of this plan no later than the contract commencement date and no later than the first day of work for each new employee. A copy of the Contractor’s Exposure Control Plan shall be provided to the Program Office POC within four (4) weeks of the contract start date for acceptance. In the event of any updates to the plan during the duration of the contract, a revised plan shall be submitted to the Program Office POC for review and acceptance within five (5) days of said revisions.

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 instrument and personal items) are turned into the Program Office POC daily (M-F). A note shall accompany the article returned identifying the area or organization, and the type of linen or item it was found on (ex: general, OR, special).

1. Fair Wear and Tear: 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 reply immediately to the Program Office 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 Office POC and a copy forwarded to Contracting Officer.

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

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 expense.

The Contractor shall establish a written, documented quality assurance program and is expected to correct any and all fair, wear and tear loss in timely fashion. At no additional cost to Government, the Contractor shall repair linen/textile to maximum extent when economically feasible. Any such repairs shall ultimately meet the Government standards.

Damaged textiles/linen beyond economical repair must be counted/accounted for as fair wear and tear loss by piece count and pounds of each item and presented monthly to Program Office POC. At no additional costs to the Government, the Contractor shall replace textile/linens deemed beyond economical repair due to fair wear and tear loss.

2. Unserviceable Articles: All Government owned items identified as unserviceable and/or non-repairable while in the possession of the Contractor shall be returned to EVAMC, Laundry Section in a separately marked bundle identified as “Unserviceable” after the items have been laundered. Items that are ripped, with holes or stained are considered unserviceable. These items shall be returned at a minimum of once per week of being identified as unserviceable. If it is determined that these items were caused by the Contractor (e.g., laundry machine, wrong wash formulas, excessive drying, et al.), the Contractor shall replace the items at no additional charge to the Government. Also, the Government will return all unserviceable and/or non-repairable items identified in a separately marked bundle to the Contractor for corrective action or replacement at no additional charge to the Government.

The Contractor shall maintain all production and other records relative to the performance of work under this contract.

3. Safety and Fire Prevention: 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.

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 Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

The Contractor shall 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.

The Contractor's personnel shall follow policies concerning fire/disaster programs. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

L. Finishing Instructions

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

1. Apron, cook, white (folded, quarter fold, bundled in 30 pieces and tied)

2. Pillowcases, regular, white, (folded, folded in 3rds, bundled in 50 pieces tied, standard VA pillowcase fitting Medical Pillow, T180, 20” x 26”)

3. Pillowcases, surgical, misty green (folded, folded in 3rds, bundled in 30 pieces tied, standard VA pillowcase fitting 20” x 26” medical pillow, T180)

4. Sheets, poly/cotton, bed, T180 VA Sheets, 66”x104”, white, ironed (chest ironer), finished folded, bundled in 50, tied two ways opposing crisscross tying.

5. Tablecloth (per request)

6. Towel, kitchen, white, cotton/polyester, bundled and tied 50 pieces, per request.

7. Towel, huck, white or medical green, cotton/polyester, bundled and tied 50 pieces.

8. Wrappers, surgical and misc. surgical linen, medical green (as requested):

Small, Medium, and Large

9. Surgical Scrubs* (considered OR items for processing):

Tops & Bottoms Contractor provides all sizes including alterations for uncommon sizes as requested.

*May be processed in another manner so long as there are no wrinkles or creases fitted sheets, white, 100% cotton, conforms to Psychiatric Hospital Standards, no elastic bands of any kind.

NOTE: Surgical scrubs must be folded in a manner by which they can be dispensed through a scrub dispensing machine (tied, bundled in 20 pieces, packaged in cart).

Bath towels (20”x40” and 24” x 48”,…