36C24719R0001-003.docx

36C24719R0001

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.

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

10-16-2018 Kevin Warren 706-733-0188 x 1128 11-02-2018

1500 EST

Department of Veterans Affairs VISN 7 Network Contracting Activity 501 Greene Street Hatcher Building - Suite 2 Augusta GA 30901

X

812332 $38.5 Million Net 30

N/A

Department of Veterans Affairs VISN 7 Network Contracting Activity 501 Greene Street

Augusta GA 30901

Department of Veterans Affairs VISN 7 Network Contracting Activity 501 Greene Street Hatcher Building - Suite 2 Augusta GA 30901

Department of Veteran Affairs

FMS-VA-2 (101)

Financial Services Center P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Services Nonpersonal: Laundry Service for the Department Of Veteran Affairs Veteran Health Administration.

Services as described in the Performance Work Statement for VISN 7 locations in Georgia and South Carolina.

Electronic Submission are Acceptable to Kevin.Warren2@va.gov

Submit any questions not later than October 26, 2018.

proposal submission date of November 2, 2018.

Carefully review the proposal submission requirement stated in the solicitation under FAR 52.212-1 and Addendum.

$0.00

See CONTINUATION Page

Laurinda Millage Contracting Officer

A.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Laurinda Millage CA: Kevin Warren Department of Veterans Affairs VISN 7 Network Contracting Activity 501 Greene Street Hatcher Building - Suite 2 Augusta GA 30901

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 Veteran Affairs

FMS-VA-2 (101)

Financial Services Center P.O. Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

NOTICE FOR MINIMUM AND MAXIMUM ORDER AMOUNTS FOR THE CONTRACT ORDERING PERIOD.

The guaranteed minimum award amount for this contract is $2500.00. The maximum aggregate value of orders that can be placed under this contract is $40,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

ALL QUANTITIES ARE ESTIMATED ON THE BID SCHEDULE AND TECHNICAL EXHIBIT 1 OF THE PERFORMANCE WORK STATEMENT (PWS).

Laundry Services for Standard Items at VAMC Atlanta as described in PWS Ordering Period POP Begin: 11-09-2018 POP End: 11-08-2019

Laundry Services for Non- Standard Items at VAMC Atlanta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Atlanta as described in PWS

Laundry Services for Standard Items at VAMC Augusta as described in PWS

Laundry Services for Non Standard Items at VAMC Augusta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Augusta as described in PWS

Laundry Services for Standard Items at VAMC Dublin as described in PWS

Laundry Services for Non Standard Items at VAMC Dublin as described in PWS

Laundry Services for Customer Owned Goods at VAMC Dublin as described in PWS

Laundry Services for Standard Items at VAMC Charleston as described in PWS

Laundry Services for Non Standard Items at VAMC Charleston as described in PWS

Laundry Services for Customer Owned Goods at VAMC Charleston as described in PWS

Laundry Services for Standard Items at VAMC Columbia as described in PWS

Laundry Services for Non Standard Items at VAMC Columbia as described in PWS

Laundry Services for Customer Owned Goods at VAMC Columbia as described in PWS

Laundry Services for Standard Items at VAMC Atlanta as described in PWS

POP Begin: 11-09-19 POP End: 11-08-2020

Laundry Services for Non Standard Items at VAMC Atlanta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Atlanta as described in PWS

POP Begin: 11-09-2019

Laundry Services for Standard Items at VAMC Augusta as described in PWS

Laundry Services for Non- Standard Items at VAMC Augusta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Augusta as described in PWS

Laundry Services for Standard Items at VAMC Dublin as described in PWS

Laundry Services for Non- Standard Items at VAMC Dublin as described in PWS

Laundry Services for Customer Owned Goods at VAMC Dublin as described in PWS

Laundry Services for Standard Items at VAMC Charleston as described in PWS

Laundry Services for Non- Standard Items at VAMC Charleston as described in PWS

Laundry Services for Customer Owned Goods at VAMC Charleston as described in PWS

Laundry Services for Standard Items at VAMC Columbia as described in PWS

Laundry Services for Non- Standard Items at VAMC Columbia as described in PWS

Laundry Services for Customer Owned Goods at VAMC Columbia as described in PWS

Laundry Services for Standard Items at VAMC Atlanta as described in PWS

POP Begin: 11-09-2020 POP End: 11-08-2021

Laundry Services for Non- Standard Items at VAMC Atlanta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Atlanta as described in PWS

Laundry Services for Standard Items at VAMC Augusta as described in PWS

Laundry Services for Non- Standard Items at VAMC Augusta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Augusta as described in PWS

Laundry Services for Standard Items at VAMC Dublin as described in PWS

Laundry Services for Non- Standard Items at VAMC Dublin as described in PWS

Laundry Services for Customer Owned Goods at VAMC Dublin as described in PWS

Laundry Services for Standard Items at VAMC Charleston as described in PWS

Laundry Services for Non- Standard Items at VAMC Charleston as described in PWS

Laundry Services for Customer Owned Goods at VAMC Charleston as described in PWS

Laundry Services for Standard Items at VAMC Columbia as described in PWS

Laundry Services for Non- Standard Items at VAMC Columbia as described in PWS

Laundry Services for Customer Owned Goods at VAMC Columbia as described in PWS

Laundry Services for Standard Items at VAMC Atlanta as described in PWS

POP Begin: 11-09-2021 POP End: 11-08-2022

Laundry Services for Non- Standard Items at VAMC Atlanta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Atlanta as described in PWS

Laundry Services for Standard Items at VAMC Augusta as described in PWS

Laundry Services for Non- Standard Items at VAMC Augusta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Augusta as described in PWS

Laundry Services for Standard Items at VAMC Dublin as described in PWS

Laundry Services for Non- Standard Items at VAMC Dublin as described in PWS

Laundry Services for Customer Owned Goods at VAMC Dublin as described in PWS

Laundry Services for Standard Items at VAMC Charleston as described in PWS

Laundry Services for Non- Standard Items at VAMC Charleston as described in PWS

Laundry Services for Customer Owned Goods at VAMC Charleston as described in PWS

Laundry Services for Standard Items at VAMC Columbia as described in PWS

Laundry Services for Non- Standard Items at VAMC Columbia as described in PWS

Laundry Services for Customer Owned Goods at VAMC Columbia as described in PWS

Laundry Services for Standard Items at VAMC Atlanta as described in PWS

POP Begin: 11-09-2022 POP End: 11-08-2023

Laundry Services for Non- Standard Items at VAMC Atlanta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Atlanta as described in PWS

Laundry Services for Standard Items at VAMC Augusta as described in PWS

Laundry Services for Non- Standard Items at VAMC Augusta as described in PWS

Laundry Services for Customer Owned Goods at VAMC Augusta as described in PWS

Laundry Services for Standard Items at VAMC Dublin as described in PWS

Laundry Services for Non- Standard Items at VAMC Dublin as described in PWS

Laundry Services for Customer Owned Goods at VAMC Dublin as described in PWS

Laundry Services for Standard Items at VAMC Charleston as described in PWS

Laundry Services for Non- Standard Items at VAMC Charleston as described in PWS

Laundry Services for Customer Owned Goods at VAMC Charleston as described in PWS

Laundry Services for Standard Items at VAMC Columbia as described in PWS

Laundry Services for Non- Standard Items at VAMC Columbia as described in PWS

Laundry Services for Customer Owned Goods at VAMC Columbia as described in PWS

Page 1 of Page 1 of

Performance Work Statement (PWS) VISN 7 Laundry/Linen Service

GENERAL INFORMATION

Section 1

1.1. Period of Performance: Ordering Period December 1, 2018 through September 30, 2023.

1.1.1. This document contains the technical provisions for laundry/linen services that are to be provided to the Veteran’s Integrated Service Network (VISN) 7, Veteran’s Affairs Medical Centers located in Atlanta, Augusta, and Dublin, Georgia and Charleston and Columbia, South Carolina.

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

1.1.3. Common linen services will be provided by the Contractor as described in Section 6.4 Technical Exhibit. This includes scheduled visits to each facility to conduct linen utilization reviews, inventories, establishing and revising linen quotas, providing in-service and an on-line linen ordering system (electronically). This will benefit both the facility and contractor in executing a linen management program, maintaining cost and customer satisfaction.

1.1.4. All workmanship shall be in accordance with practices/guidelines established by the Association of Linen Management (ALM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) 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. Facilities shall meet The Joint Commission (TJC) and Healthcare Laundry Accreditation Council (HLAC) standards and all work shall be performed to these standards. 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 shown in Section 7.

1.1.5. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by the Lead Contracting Officer’s Representative (COR) and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage.

1.1.6. 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 Facility COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered.

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

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

1.2. Contractor Experience. The Contractor shall have experience in providing Laundry and Linen services to medical centers. The firm must have gained this experience as a result of being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) of a similar size to the facilities included in this contract, for a minimum of three consecutive years prior to submitting proposal.

1.3. Supervision by Contractor:

1.3.1. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

1.3.1.1. Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established.

1.3.1.2. CPM shall have at least three years of specialized experience in this capacity. This specialized experience maybe substituted for certification.

1.3.1.3. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS

a. The Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below.

b. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer shall notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract shall be modified to reflect any approved changes of key personnel.

c. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks shall require the procedure as stated above.

1.3.2. The CO, Lead COR, and Facility COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours and off duty hours within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available. A minimum of one year

1.3.3. The Contractor is responsible for the effective implementation of their Quality Control program, and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the Facility COR.

1.3.4. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility COR or Lead 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 for no less than 90 days after contract start.

1.4. Personnel Qualifications and Requirements for Contract Service:

1.4.1. Employment

1.4.1.1 The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract.

1.4.2. Training:

1.4.2.1. Contractor personnel shall adhere to established training criteria (such as OSHA, TJC), and shall be able to demonstrate a documented employee initial and refresher training program that includes standard precautions, basic bacteriological concepts, infection control, safety, fire protection, PPE, and laundry operating procedures and policies.

1.4.2.2. Exposure to Hazardous Working Conditions. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor 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.

1.4.2.3. Physical Examinations:

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

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

1.4.2.4. Miscellaneous: The Contractor is responsible for compliance with all appropriate TJC, FDA, VA, Federal, State, local and other regulatory agencies record keeping requirements, based on their location and areas of service.

1.5. Quality Control and Quality Assurance for Contract Service:

1.5.1. Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the Lead COR and Facility COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the Lead COR. The program shall include, but not be limited to the following:

1.5.1.1. An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary.

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

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

1.5.2. Quality Assurance. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

1.6. Government Representative. The Lead 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 Facility COR. The CO will furnish the name of the Lead COR and each Facility COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the Lead COR and Facility COR. The Facility CORs and Lead COR shall have access 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.

1.7. Performance Evaluation Meetings:

1.7.1. The CPM shall meet with the Lead COR and CO on a minimum frequency of once each month according to schedule established by the Lead COR. On occasion, the Lead COR may be accompanied by the Facility CORs.

1.7.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM, Lead COR and the Facility COR. A mutual effort will be made to resolve all problems identified. The Facility 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.

1.8. Correspondence. 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 Lead COR with a copy to the CO. Email is a suitable alternative to mailed correspondence, assuming all other conditions listed in this article are complied with.

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

1.10. Safety and Fire Prevention:

1.10.1. In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles.

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

1.11. Damage and Equipment loss:

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

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

1.12. Linen Control

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

1.12.1.1 Tracking System: Contractor will provide an automated tracking system for standard and non-standard linen provided under this contract. Examples include, but are not limited to, bar code scanning, RFI chip, etc. (any other method must be specified in bid). Preference would be RFI chip scanning, then barcode scanning. Contractor must specify which process will be used in the bid package. If items are going to be subjected to potential charges for excessive loss, they must be scanned at delivery and pickup and copies of both documents provide to the facility’s COR. It will be the responsibility of the contractor to provide the scanning equipment for each VA facility and to provide training for VA staff on the use /operation.

1.12.2. Contractor shall participate in linen inventories, as required by VHA Handbook 1850.3 Textile Care Management Report (RCN-10-0132) when requested by the medical facilities.

https://www.va.gov/VHAPUBLICATIONS/ViewPublication.asp?pub_ID=5427

1.12.3. Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government.

1.12.4. Unusual losses, including suspected pilferage, shall be reported at once to the Facility and Lead CORs, who will take immediate action to investigate the loss.

1.12.4.1 Loss Rates: As part of the bid package, contractor will assume an average annual loss rate of 10 % for all standard and non-standard items provided under this contract. Contractor will provide costs of items to be billed if losses exceed 10% for any individual item at an individual facility. Items billed for excessive loss must comply with tracking requirements listed under 1.12.1.1.

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

1.13. Delivery Requirements:

1.13.1. The Contractor shall provide the Facility COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded daily and delivered to the Facility COR. The reports of soiled linen received and clean linen delivered must show date, the name of the item, including specialty items, 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.

1.13.2. The Facility COR will verify the deliveries daily and discuss any discrepancies with the CPM and Lead COR.

1.13.3. The Contractor shall disinfect vehicles and carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculoicidal Germicide, which has been approved by the Lead COR. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Medical Center. If reusable, laundry bags or liners, used to transport soiled laundry, must be laundered after use.

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

1.13.5. Clean linen delivery and soiled linen pickup shall be as indicated in Technical Exhibit 3 with delivery on M-F, delivery time to be established by facility COR and Contractor and provide approved copy to the lead COR.

1.14.1 Phase-in Plan. It is anticipated that the ordering and delivery of new textile products will take the first 45 days. The successful contractor will, after the first 45 days, commence their approved phase-in plan. The phase in will be completed in two weeks, in the following order: Atlanta, Charleston, Dublin, Columbia and Augusta (uptown and downtown). The process for phase-in approval will be completed by the Contracting Officer and their representatives. The approved phase-in plan may be adjusted only with agreement of CO and the Lead COR.

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

1.15. Circumstances to be reported. The Contractor shall report any circumstances, which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the Lead COR by phone and a follow-up fax.

1.16. Contingency Plan. Contractor shall furnish with their proposal a written Contingency Plan indicating how services can be continued in the event of Contractor’s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure, loss of utilities and other foreseeable failures.

1.17. Labor Disputes. 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.

SECTION 2 - DEFINITIONS/ACRONYMS

2.1. Definitions. Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

Ancillary Equipment. Equipment required for Contractor’s operations but not directly related to laundry production, e.g., cleaning equipment.

AQL (Acceptable Quality Level). The maximum percent of defective work or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed in an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally. If unsatisfactory performance does not exceed the AQL, the service will not be subject to application of corrective action. The Contractor, however, must correct all unsatisfactory work unless excused by the Lead COR.

CDR (Contract Discrepancy Report). Government formal documentation of Contractor’s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.

Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies. Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.

Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service.

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

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

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

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

Defect. Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or deficient performance. Each defect is subject to deductions, as set forth in Section VII.

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

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

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency shall be declared by the Facility COR and/or the Lead COR.

Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year’s Day (1 January), King’s Birthday (3rd Monday in January), Washington’s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran’s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December).

When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday. The contractor shall provide and the Government will receive service in accordance with the delivery schedule regardless of Holiday unless approved by the site COR.

General Linens. Linens (common) which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items identified in Attachment 1. Contractor supplied linens do not have to have logo.

Government. The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives.

Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by JCAHO and the VA.

TJC (The Joint Commission). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

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

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

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

Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

Medical Center Director (s). The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center.

Must. This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the Facility COR, CPM, and Lead COR. All linen is packaged securely to prevent possible contamination.

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

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

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

Performance Work Statement (PWS). A document that describes accurately the essential technical requirements for services, including the standards used to determine whether the requirements have been met.

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

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

Quality Control. Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the PWS.

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

Satisfactory Performance. Within limits of the AQL, adherence to the requirements of the PWS.

Separation. The physical division of space through the use of an impermeable barrier wall in order to prevent cross contamination of clean materials with soiled or contaminated materials. The physical division of clean and soiled area must be accompanied by the use of pass-through equipment to prevent recontamination of materials by human or environmental contacts. This physical barrier is necessary to insure the maintenance of positive air pressure in the clean section relative to negative air pressure in the soiled section.

Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid.

Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.

Shall. This word is used in connection with the Contractor and specifies that the provision is binding.

Specialty Items. All textile items not classified as general linens. Examples – soap free linen, restraints, cubicle curtains, etc.

Standard. A Government acknowledged measure of comparison.

Start Date. The date work under the contract is scheduled to begin.

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

Surveillance Plan. An organized written document used for quality assurance surveillance.

Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance.

Textile Care Processing Facility. A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.

Trash. Rubbish or refuse.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose.

VA (Department of Veterans Affairs). The Government agency requiring services under the terms of the contract.

VAMC. Veterans Affairs Medical Center

Headquarters. Veterans Affairs Central Office.

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

2.2. Commonly used Acronyms

SECTION 3 - GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Materials:

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

3.1.2. Fair/wear/tear or unserviceable condition of Government provided specialty items will be determined by the Facility COR.

3.1.3. The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Facility.

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

SECTION 4 CONTRACTOR FURNISHED ITEMS

4.1. Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

4.2. Vehicles. 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.