36C24619Q0253-0004000.docx

36C24619Q0253

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION

OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADM

INISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and d ate specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 3

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO

MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 2/14/2019 None Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 To all Offerors/Bidders

36C24619Q0253

X

X The purpose of this admendment is to answer questions and included a revised copy of the Solicitation and provide additional time to ask questions.

Questions deadline has been changed from Feb. 15 2019 to Feb. 21, 2019 10 AM EST

Bernard Husted

CONTINUATION PAGE

Questions and Answers 2/14/2019

1. Solicitation Page 6, Section B.2 (1.5.4) states in the last sentence, “In the event of Medical Facility emergencies, disaster, or drills, the contractor shall perform all laundry/linen services required by the Medical Facility/Primary Care Clinics.”

Question: Can the government clarify how many medical facilities/primary care clinics the contractor will have to service and how many drop-off/pickup sites the contractor must visit during these circumstances?

The vendor will only drop off and pick up at the main facility (2300 Ramsey St), laundry workers will distribute the linen according to needs.

Question: Does the requirement in B.2 (1.5.4) mean that during daily service calls there will be drop-off/pickup locations in addition to the 2300 Ramsey Street location listed in B.2 (1.5.1)? If so, is there a need for a new CLIN?

2300 Ramsey street will be designated as the pick- up and drop off point of all laundry.

1. Solicitation Page 8, Section B.2 (1.11.2) states “Quarterly “titration” report listing the results of a whiteness test, tensile strength and residual chlorine test.”

In commercial laundry operations, titration tests are usually conducted monthly by the launderer’s chemical representative to determine the quality of the wash process regarding temperature and chemical content based on the parts per million and active alkalinity of the chemical.

A Test Piece Service is conducted on monthly or quarterly by a third-party laboratory review of the wash and finishing process to measure garment whiteness degree and tensile strength as well as chorine residue.

Question: Is the Government requesting Test Piece Service rather than a titration test in B.2 (1.11.2)?

Section 1.22.2 has been change from Titration Test to Test Piece Services. And we will like them Quarterly.

1. Solicitation Page 13, Section B.2 (1.24) Phase-out Plan states that the offeror “shall have a phase-out plan.”

Question: Must the offeror deliver its Phase-out Plan within five days of contract award, as is the case for the Phase-in Plan stipulated in Section B.2 (1.23)?

The Phase Out plan must be provided and we changed the amount of tie to within 10 days.

4) Solicitation Page 17, Section B.3 Schedule of Services – The header for Ordering Period 1 lists the Period of Performance as “March 1, 2019 through September 30, 2019.” The Quantity column in the CLIN table specifies 12 months.

Question: Can the Government clarify that CLIN 1001 is for seven months?

Will revise Ordering Period 1 (March 1, 2019 through September 30, 2019) CLIN 1001 Quantity to: 7 MO.

5) Solicitation Page 17, Section B.3 Schedule of Services – the Description cell for CLIN 1001 gives an Annual Estimate of 602,500 pounds.

Question: Is the 602,500 pound estimate in CLIN 1001 for seven (7) or 12 months? If it is for seven (7) months, will the annual estimates need to be adjusted in CLINs 2001-5001 to reflect 12-months?

Will revise Ordering Period 1 (March 1, 2019 through September 30, 2019) CLIN 1001 to reflect the estimated poundage for seven (7) months of service at 356,034

6) Solicitation Pages 33-37, Section D.2 Schedule of Supplies/Services – The Order Period Tables list 13 separate Inventory items along with the Unit specified in pounds.

Question: Is the Government asking for pricing based on the number of items or poundage? For example, for pillowcases, does the Government require a price for cleaning 7,800 pillowcases or 7,800 pounds of pillowcases?

The Government’s expectation is that pricing shall reflect the estimated poundage.

7) Solicitation Pages 33-37, Section D.2 Schedule of Supplies/Services – Adding the estimated numbers in the Inventory column yields a total estimate of 65,450.

Question: How does the total estimate of 65,450 relate to the annual poundage estimate of 602,500 pounds on page 17?

Will revise the totals to reflect the annual poundage estimate of 602,500 for 12 month ordering periods 2-5. Will revise the totals to reflect the annual poundage estimate of 356,034 for 7 month ordering period 1.

Clins 2 -5 will now reflect the estimated LBS of 610,344.

8) Question: Can the Government provide bidders with the past four years of annual laundry poundage at FVAMC?

This is a new requirement for the facility.

9) Solicitation Page 50, Section E(a) states that the Technical Volume 25-page limitation “excludes section dividers, table of contents, list of figures/tables, glossary of terms and cross-referencing indices and resumes (all of which are not considered content pages).”

Question: Does a cover page for the Technical Volume count toward the 25-page limit?

Cover letter is not included in count

10) Solicitation Page 50, Factor 1: Technical Capability, Capacity to Perform instructs offerors to “Submit photographs of servicing facility to identify the equipment to be used in performance of this service.”

Question: Are the required photos to be included in the body of the technical proposal or as attachments that do not count against the page limit?

If you decide to include pictures, the photos will not count against the page limit

11) Are all items owned and purchased by the VA?

Yes, all linen will be purchased by the VA and belong to the VA.

12) If yes how many pars of linen does the VA have available?

We will have a 7-day par

13) Is 602,000 lbs per year the accurate #. If yes was it based on clean or dirty weight. Does this weight include all items? Example: Food and Beverage garments The yearly LBS total has been revised to 610,344 and is an estimate. The 610,344 total is what we expect to be laundered every year. There is a Misc Clin for items not specified.

14) The CLIN is per month but the quantity estimate is per item per pound?

The CLINS are the estimated poundage per month

15) What size is the clean linen storage at the hospital?

It is about 4500 square feet

16) Most of our contracts are bid per pound clean linen returned. That being said is it possible this contract could be bid per pound of linen and not per piece?

No

1149 on next page.

36C24619Q0253

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a.

PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL

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

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4.

FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR

AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION

CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24619Q0253 02-08-2019 Amarlia Van Buren 757-728-3144 02-25-2019

1PM

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 x 812332 $38.5 Million X N/A X Fayetteville VAMC 2300 Ramsey Street Fayetteville NC 28301 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp X See CONTINUATION Page Offsite Laundry Linen Services for Fayetteville VAMC Please Refer to SOW, Section B, Section D, and Instructions to Offeror.

Ordering Period:

March 1, 2019 to September 30, 2023 See CONTINUATION Page X X Bernard Husted

Page 1 of Page 1 of

Page 1 of Page 1 of

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246 Bernard Husted

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

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

B.2 STATEMENT OF WORK

Statement of Work Laundry Services Fayetteville NC VA Health Care System

1.1. Description of Services - Contractor shall furnish all labor, equipment, supervision, management, supplies, facilities, including transportation of laundry to contractor owned/contractor operated bulk laundry facility to accomplish the required linen cleaning service and tasks for accomplishment of complete medical laundry services, as described in this SOW for the Veteran Administration of Fayetteville North Carolina Veteran Administration Medical Center (FVAMC) All services are to be performed in accordance with standard medical industry practices and quality control measures. Services shall include pick-up and delivery of items by Contractor personnel.

1.2. Period of Performance

This contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract. The ordering period for the IDIQ contract will be 55 months from the date of award. Period of Performance dates March 1, 2019 to September 30, 2019

1.3. Place of Performance/Business Hours: Fayetteville, NC Veterans Administration Medical Center (FVAMC), 2300 Ramsey Street, Fayetteville, NC 28301 Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday *. The following Federal holidays as established in 5 U.S.C. 6103 are recognized as such and the facility shall be closed **:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday (President’s Day) Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

* Please note that the Monday through Friday performance schedule is considered typical. When a Federal holiday falls on a non-workday (Saturday or Sunday) the holiday is usually observed on Friday (for holidays on Saturday) or Monday (for holidays on Sunday) and the facility shall be closed.

** Any other day designated by Federal law, Executive Order, or Presidential Proclamation shall be considered as “normal business hours” unless otherwise determined by the facility, agency, or any designee of such entity. Performance requirement(s) for other designated days shall be determined upon notification to the Contracting Officer and will be provided to the Contractor as soon as possible.

1.4. Scope

1.4.1. All workmanship shall be in accordance with practices/guidelines established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Hygienically Clean Healthcare Certified by Textile Rental Services Association (TRSA), Healthcare Laundry Accreditation Council (HLAC) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering and finishing of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission of Accreditation of Healthcare Organizations (JCAHO).

1.4.2. Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The laundry plant layout/design should incorporate a “design for asepsis” whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as outlined in this SOW.

1.4.3. All linen must be processed in a manner consistent with its intended use, free of wrinkles, damage, lint, stains, etc; ensuring that quality will meet or exceed expectations of this SOW.

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

1.5. Delivery and Pick up Schedule

1.5.1. Fayetteville VAMC 2300 Ramsey Street, Fayetteville NC 28301 laundry loading dock. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made seven days per week, Monday through Sunday, between the hours of 7:00 – 8:00AM. Pick- up and delivery times may be changed in order to meet the needs of the VA and as agreed between Contractor and Contracting Officer Representative (COR) or designated representative. At that time, clean linen (processed from the previous day) should be made available for return to the VA.

1.5.2. Clean linen unloaded by contractor personnel at the Medical Center loading/unloading dock area. Soiled linen picked up at Medical Center loading /unloading dock area.

1.5.3. The COR or designated representative will verify the deliveries daily and discuss any discrepancies with the contract Project Manager.

1.5.4. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR or designated representative as transportation accidents, equipment or utility failures at the plant or when transportation failures occur. In the event of Medical Facility emergencies, disaster, or drills, the contractor shall perform all laundry/linen services required by the Medical Facility/Primary Care Clinics.

1.6. Delivery Requirements:

1.6.1. The contractor shall provide the COR or designated representative with a written report of all garments and soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded on a daily basis and delivered to the COR or designated representative. The reports of garments, soiled linen received and clean linen delivered must show date, the name of the item, number of pieces received and delivered per schedule line item number, pounds received or delivered per schedule line item number, cart number/ weight and where they were delivered.

1.7. Linen Control

1.7.1. 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, (except normal wear and tear) while under the control of the contractor must be reimbursed to the government within a 30-day period at the Contractor’s cost.

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

1.7.3. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the Facility COR or designated representative when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

1.8. Carts. Contractor will supply cart.

1.8.1. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculoicidal Germicide, which has been approved by the COR or designated representative.

1.8.2. 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 Medical Center. If reusable laundry bags or liners are used to transport soiled laundry, they must be laundered after use. If reusable bags are not available, the VA Medical Center will utilize plastic bags for soiled linens, which are to be destroyed

1.9. Tag out program

1.9.1. Provide reject bags for all linen items that are not acceptable for patient care. Rejects will be collected weekly. Contractor must package all rejected linen separately and clearly label the package as “TAG OUT” in a visible area.

1.10. Vehicles.

1.10.1. The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.

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

1.11. Reports and Data. The Contractor shall provide, in writing, to the COR or designated representative the data and reports identified in this SOW. The reports shall be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. 1.11.1. Monthly report of washroom chemical titration and Ph by chemical supplier.

1.11.2. Quarterly “Test Piece Service” report listing the results of a whiteness test, tensile strength and residual chlorine test. Reports due Quarterly.

1.11.3. Weekly report of soiled linen received per Medical Facility(s) to include: Pounds/pieces per Schedule Line Item Received from Medical Facility(s)

1.11.4. Scale Calibration Certification (Annually).

1.11.5. Weekly report of clean linen shipped per Medical Facility showing pounds (dry weight) and pieces.

1.11.6. Daily report of clean linen and garment to include Pounds/pieces and itemized garment by name per Schedule Line Item delivered to Medical Facility.

1.11.7. The Contractor is responsible for compliance with all appropriate JCAHO, FDA, OSHA, EPA, VA and other regulatory agencies record keeping requirements

1.11.8. Other reports as required by the COR or designated representative.

1.12. Laundering Categories

1.12.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. The FVAMC reserves the right to add any additional items as needed based on the need for patient care. 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 COR and CO prior to initiation of such a change to assure adequate contractual coverage.

1.12.1.1. Laundry Size Guidance:

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.

1.12.1.2. Category One - Flatwork items that must be conditioned, ironed, and folded:

Pillowcases, regular Pillowcases, surgical (green). Must be bagged.

Sheets: surgical & bed, poly/cotton, bed, flat (white and green (M/H)), fitted (white and green). Surgical sheets must be bagged.

1.12.1.3. Category Two - Items that must be finished through a garment finisher and placed on hangers:

Shirt, uniform, (button down/polo) Trouser, uniform Coats, Lab and Smock Overalls (denim type) Scrubs used as a uniform; Top, Bottom and warm up jackets in prints or solid color, other than surgical scrub color Chef Jacket Chef pants, B/W checkered Curtains, cubicle and shower Tablecloth

1.12.1.4. Category Three - Items that must be tumbled dried and folded:

Blankets, bath and warming Scrubs used as a uniform; Top, Bottom and warm up jackets in prints or solid color, other than surgical scrub color Gown, patient Pajamas: top & bottom Towel, bath Towel, hand Towel, dish Misc. items: Small, Medium Cloth, wash Laundry Bags

1.12.1.5. Category Four - Items that must be dried and placed in laundry bags:

N/A

1.13. Packaging:

1.13.1. Linen is packaged in bulk by item according to specified quotas and established arrangements as indicated above.

1.13.2. Items finished and placed on hangers are returned in a cart with a coat bar. They shall be placed on the hanger so identification number and size is showing, if any.

1.14. Estimated Quantities

1.14.1. It is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract. The annual estimates are provided in a separate attachment.

1.15. Supervision by Contractor:

1.15.1. The Contractor’s Plant Manager (CPM) or key personnel must meet the following requirements:

1.15.2. Certified by NAILM or graduate of an independently controlled management-training program emphasizing institutional laundry.

1.15.3. Shall have at least three years of specialized experience in this capacity.

1.15.4. The CO and the COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours from 7:00 am to 4:30 pm, and off duty hours from 4:30 pm to 7:00 am, within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.

1.15.5. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

1.16. Personnel Qualifications and Requirements:

1.16.1. Contractor personnel shall adhere to established training criteria (such as OSHA, JCAHO).

1.16.2. No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor’s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR within two weeks of contract renewal or extension, and upon request documentation that personnel have had refresher training.

1.16.3. 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 and annual training will include but is not limited to the following topics:

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

b. 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.

c. Proper use and handling of supplies and equipment.

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

e. Familiarization with local fire prevention and safety procedures.

f. Familiarization with equipment operational manuals.

g. Individual duties and responsibilities.

h. Procedures for replenishing supplies and obtaining equipment repair.

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

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

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

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

m. Compliance with Occupational Safety and Health Administration (OSHA)’s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Standard precautions and use of PPE (Personal Protective Equipment).

n. Hepatitis B Virus (HBV) requirement.

1.17. Physical Examinations:

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

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

1.18. Exposure to Hazardous Working Conditions.

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

1.18.2. Linen contaminated with HD’s (Hazardous Drugs) or excreta from patients who have received HD’s in the past 48 hours is a potential source of exposure to employees. Linen soiled with blood or other potentially infectious materials as well as contaminated with excreta must also be managed according to the Blood borne Pathogens Standard. Linen contaminated with HD’s should be placed in specially marked laundry bags and then placed in a labeled impervious bag. The laundry bag and its contents should be pre-washed, and then the linens added to other laundry for a second wash. Laundry personnel should wear latex gloves and gowns while handling pre-washed material.

1.18.3. Circumstances to be reported.

1.16.1 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 Laundry Supervisor by phone and a follow-up email.

1.18.4. Contingency Plan.

1.17.1 Contractor shall furnish a detailed, written Contingency Plan indicating that services can be continued in the event of Contractor’s equipment (including transportation vehicle failure), production facility failure, or any circumstance that impacts the contractor’s ability to perform the services.

1.18. Labor Disputes.

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

1.19. Quality Control and Quality Assurance for Contract Service:

1.19.1. 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 detailed, written Quality Control Program shall be available for review by the COR prior to beginning performance on this requirement. Subsequent changes to the approved Quality Control Program must also be reviewed and agreed by the COR and CO. The program shall include, but not be limited to the following:

1.19.2. An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements summary.

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

1.19.4. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be available to the COR during normal working hours upon request.

1.20. Quality Assurance.

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

1.21. Performance Evaluation Meetings:

1.21.1. The CPM – or their designee shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR. On occasion the COR may be accompanied by the CO or other required Government personnel.

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

1.22. Correspondence.

1.22.1. All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR for technical matters. All other contract matters must include a copy to the CO.

1.22.2. Government Representative. The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor’s performance by the COR. The CO will furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR. The COR, CO and other required Government may make site visits to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the Contractor’s operation and after completion of tasks. The Government’s program is not a substitute for quality control by the Contractor.

1.22.3. 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 as well as amounts, quantities, and poundage prices, will be coordinated with the Contractor by the COR and CO prior to initiation of such a change to assure adequate contractual coverage.

1.23. Phase-in Plan.

1.23.1. The following documentation must be provided to the COR and CO within 10 days after award.

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

b. The role of the CPM and extent of authority.

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

d. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis and provide a copy of the certification to the Lead COTR (i.e. quarterly).

1.24. Phase-out Plan.

1.24.1. The Contractor shall have a phase out plan delivered within ten days of contract award. 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.

1.25. Security of Government Equipment.

1.25.1. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR or designated representative 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 OR, special).

SECTION II

2.1. Quality Assurance Evaluator (COR) Surveillance Plan. This COR Plan has been developed to implement a service contract. It is designed to aid the Government's COR or designated representative in providing effective and systematic surveillance of all aspects of laundry/linen services.

2.2. This plan provides for monitoring all contract requirements through a combination of methods. These are: 2.2.1. Sampling guides

2.2.2. Customer complaint surveillance guides; and

2.2.3. Surveillance activity checklist.

2.2.4. The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas.

2.2.5. The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples.

2.2.6. Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

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

2.2. How to use the Surveillance Plan

2.2.1. This surveillance plan has been organized to facilitate use by the COR or designated representative. It is the COR’s responsibility to develop a monthly schedule for activities based on the surveillance plan’s requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month.

2.2.2. To build the inspection schedule, the COR or designated representative will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the COR or designated representative is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a COR’s or designated representative’s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the COR or designated representative perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management’s actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR.

2.2.3. Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the Contractor. Errors detected by the COR or designated representative in the course of surveillance will be communicated to the Contractor. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor should be asked to initial this record.

2.2.4. If the sampling guide indicates that the number of defects is too high, the current month’s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Summary Table 7.3.1. Performance Requirements Summary, of the Laundry State of Work, a Contractor will be given a CDR by the COR or designated representative. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for Contractor provided services.

2.2.5. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Requirement Summary in the SOW.

2.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

END

B.3 SCHEDULE OF SERVICES

The Contractor shall supply all necessary personnel, management, administration support, and equipment required to provide 7 days a week laundry linen services in accordance with the terms and conditions of the contract.

This IDIQ Contract is for a Fifty-Five (55) month ordering period of March 1, 2019 – September 30, 2023. The guaranteed minimum award amount for this contract is $3,000.00 The maximum aggregate value of orders that can be placed under this contract is $1,500.000.000.