36C24826Q0276.docx

SUBJECT*

Laundry Chemical & Equipment Maintenance

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8)

10,000 Bay Pines Blvd Bay Pines FL 33744

POINT OF CONTACT*

Contracting Officer Lakiesha Anderson lakiesha.anderson@va.gov

PLACE OF PERFORMANCE

ADDRESS

Bay Pines VA Health Care System

10000 Bay Pines Blvd

Bay Pines FL

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT NOTICE

Title: Laundry Chemical Service – Bay Pines VAHCS Environmental Management Service Notice Type: Sources Sought NAICS Code: 325611 – Soap and Other Detergent Manufacturing PSC Code: 6810 – Chemicals Size Standard: 1,250 Employees Purpose The Department of Veterans Affairs (VA), Bay Pines VA Healthcare System, is conducting market research to identify qualified small business concerns capable of providing a comprehensive laundry chemical service. This notice is issued solely for information and planning purposes and does not constitute a solicitation.

Scope of Requirement The Contractor shall provide all required laundry chemicals, dispensing equipment, and associated components necessary for proper operation. Responsibilities include furnishing, delivery, installation, programming, and any required utilities to ensure full functionality of the chemical dispensing system. Any building modifications necessary to accommodate the system shall be completed at the Contractor’s expense and in compliance with VA standards.

Requested Information Interested parties shall submit the following:

1. Company Information: Name, address, UEI/DUNS, NAICS code(s), and business size (SDVOSB, VOSB, WOSB, HUBZone, etc.).

2. Capability Statement: Demonstrate ability to provide laundry chemical services for healthcare or institutional facilities, including installation and maintenance of dispensing systems.

3. Technical Approach: Describe chemical products, dispensing equipment, programming capabilities, and compliance with VA safety/environmental standards.

4. Service Support: Detail on-site service availability, response times, training programs, and preventive maintenance plans.

5. Past Performance: Provide examples of similar contracts performed for VA or other healthcare organizations.

6. GSA/FSS Information: If applicable, provide GSA Schedule contract number and SIN(s).

Response Instructions Submit responses via email to Lakiesha Anderson by 1/28/2026, 12:30PM EST.

Include “Sources Sought Response – Laundry Chemical Service” in the subject line.

Sources Sought Notice Sources Sought Notice This notice is for market research only; no award will be made based on responses

Sources Sought Notice

STATEMENT OF WORK

1. Scope: The Contractor shall provide a comprehensive laundry chemical service for the Environmental Management Service at Bay Pines VAHCS. This acquisition includes the supply of all required laundry chemicals, dispensing equipment, and associated components necessary for proper operation. The Contractor is responsible for furnishing, delivery, installation, programming, and any required utilities to ensure full functionality of the chemical dispensing system.

2. Equipment Compatibility: The Contractor shall furnish all supervision, labor, equipment, tools, safety, hoisting and supplies necessary to meet the terms and conditions of this contract in accordance with the Statement of Work (SOW). The chemicals to be provided will be compatible with the following equipment list:

3. Contractor Responsibility: The Government recognizes that most laundry chemicals provide comparable performance; therefore, the primary emphasis of this contract shall be on the quality and consistency of customer service delivered by the Contractor. The Government’s expectations and requirements for Contractor performance are detailed in the following sections of this Statement of Work.

3.1 Partnership and Continuous Improvement: The Contractor shall recognize that the award of this contract establishes a collaborative partnership with the Government. The Government will rely on the Contractor’s technical expertise to provide recommendations that enhance laundry operations and maintain industry’s best practices. At a minimum, the Contractor shall:

· Recommend new or alternative chemicals that improve wash results and extend linen life.

· Conduct periodic production floor reviews to observe linen under varying conditions, monitor for stains, discoloration, linting, and determine whether issues are chemical, mechanical, or operator-related.

· Provide proactive suggestions to ensure the facility remains aligned with current industry standards and technological advancements.

· Advise on process improvements or formula adjustments that reduce utility consumption and optimize operational efficiency.

3.2 Equipment Maintenance and Performance Monitoring: The Contractor shall maintain and service all chemical dispensing equipment to ensure optimal functionality and compliance with performance requirements. Equipment provided under this contract shall be capable of delivering the following capabilities:

· Complete and accurate formula summaries for all wash cycles.

· Daily totals of formulas processed and total chemical usage.

· Total number of wash formulas processed and total poundage processed.

· Proof of delivery for all wash formulas and wash steps.

· Automated calibration of each chemical delivered to the wash aisle.

· Water flush on each chemical delivery to prevent cross-contamination.

· No peristaltic pumps shall be used in the dispensing system.

3.2.1 Service, maintain, and implement a preventive maintenance schedule for all dispensing equipment, including monitoring chemical levels on a bi-weekly basis.

3.2.2 Perform and record the following tests bi-weekly to ensure proper wash quality and compliance:

· a. Water softness levels.

· b. Chlorine strength verification.

· c. Wash titrations to confirm formula accuracy on each machine.

· d. pH testing of washed linens to ensure proper neutralization.

· e. Water temperature verification, maintained at approximately 140°F ±10°F.

3.3 Linen Quality and Stain Control: The Contractor shall implement a stain monitoring and corrective action program to maintain linen quality standards. While stained linen is an expected occurrence in a laundry environment, the stain rate shall not exceed 2%. The Contractor shall:

· a. Document and report the percentage of stained linen during each monitoring cycle.

· b. Document and report the type of stain and perform any necessary testing to determine the root cause, ensuring linen replacement remains at or below 10%.

· c. Modify chemical formulas or processes as needed to reduce stain rates to acceptable levels and maintain compliance with contract performance standards.

3.4 Technical Support and Response Time: The Contractor shall provide responsive technical support and on-site service to ensure uninterrupted laundry operations. The Government will report any issues related to washed linen quality or equipment malfunction to the Contractor. The Contractor shall:

3.4.1 Respond to any service call within one (1) hour of notification.

3.4.2 Dispatch qualified technical personnel to the site within twelve (12) hours of the initial call.

3.4.3 Provide the Government with a dedicated phone number for accessing technical support from qualified personnel.

Technical Support is defined as assistance provided by the Contractor to resolve operational issues, including but not limited to:

· Chemicals not reaching the washers.

· Linen not meeting acceptable wash standards (e.g., gray linens, stains, streaking).

· Excessive lint accumulation.

· Excessive static in finished linens.

3.5 Documentation of Chemical Formulas: The Contractor shall provide complete documentation of all chemical formulas used for each linen classification. This documentation shall be maintained in a physical or digital book and made available to the Government for random verification and compliance audits.

3.6 Chemical Supply and Delivery System: The Contractor shall supply all required laundry chemicals and maintain a modern chemical delivery system that ensures accurate dosing and traceability. The system shall provide proof of delivery for each washer and be capable of remote monitoring via a secure internet connection.

The chemicals expected to be provided under this contract include (this list serves as a guideline; substitutions for higher-quality or higher-performing chemicals are permitted):

The Contractor shall:

3.6.1 Provide chemical tanks using totes or day tanks, along with appropriate spill containment solutions that comply with all national and local hazardous chemical regulations.

3.6.2 Ensure safe and efficient transfer of chemicals from replacement containers to in-use containers using approved methods and equipment.

3.6.3 Maintain the chemical delivery system to guarantee accurate dosing, proof of delivery, and compliance with safety and environmental standards.

3.7 Training Requirements: The Contractor shall provide comprehensive training to Government personnel to ensure proper operation and care of all equipment furnished under this contract. Training shall include both orientation and hands-on instruction and shall cover the following:

· Operation of the chemical supply and delivery system.

· Actual demonstration and operation of the equipment.

· Preventive maintenance procedures.

· Wash formula titration and pH testing.

· Water softness testing and adjustment.

· Minor maintenance actions that may be undertaken by operating personnel to minimize downtime, provided such actions do not jeopardize the Government’s rights under the contract guarantee clause.

· The Contractor shall ensure that training is sufficient to enable Government personnel to perform routine operations and basic troubleshooting without reliance on Contractor intervention.

3.7.1 Upon completion of installation, training shall be conducted by qualified Contractor representatives on a date coordinated with the Contracting Officer’s Representative (COR). Operator and maintenance training shall not be conducted concurrently.

3.7.2 The Contractor shall consult with the COR regarding the scheduling of training and shall ensure the presence of all designated personnel. Training shall be sufficient to enable Government personnel to perform routine operations and basic troubleshooting without reliance on Contractor intervention.

3.8 General Installation Requirements (As Applicable)

3.8.1 Existing utilities shall be utilized to meet the performance requirements of this specification whenever possible. Additional connection points for all equipment shall be the responsibility of the Contractor.

3.8.2 Should additional utilities be required by the equipment for proper operation, these utilities shall be the responsibility of the Contractor.

3.8.3 The Contractor shall furnish all labor and materials necessary for the storage and installation of new equipment. Installation shall include, but is not limited to:

· a. Supplying and mounting equipment brackets.

· b. Mounting the equipment to the racks provided by the Contractor.

· c. Storing chemicals in day tanks within the provided cage. The Contractor shall devise an adequate storage system to house the required chemicals.

· d. Running all chemical hoses from the chemical storage area to the washers using approved braided hoses housed in a leak-proof trough, from the building entry point to the washing machines.

3.9 Electrical Installation

The Contractor shall be responsible for performing all electrical installation work in accordance with the latest edition of the National Electrical Code (NEC) and all applicable federal, state, and local regulations. The Contractor shall ensure proper identification and labeling of all electrical components as follows:

· Nameplates shall be centered on the device, cover plate, or enclosure, and installed in compliance with NEC requirements.

· All low-voltage communication wiring shall be clearly identified and labeled to ensure accurate maintenance and troubleshooting.

The Contractor shall verify compliance with all electrical standards prior to system activation and provide documentation confirming adherence to NEC requirements.

3.10 Protection

The Contractor shall provide and periodically replace all necessary Personal Protective Equipment (PPE) to protect Government personnel during chemical transfer operations. PPE shall include, but is not limited to, face shields, protective footwear, and protective aprons or gowns as required by applicable safety standards.

3.10.1 The Contractor shall ensure that Safety Data Sheets (SDS) for each chemical provided under this contract are current and readily accessible at all times.

Additionally, the Contractor shall implement protective methodologies and devices to safeguard against:

· Damage caused by electrical power issues, including brownouts, emergency power interruptions, electrical surges, sags, and electrical storms.

· Data loss resulting from electrical power problems.

3.10.2 The Contractor shall maintain compliance with all relevant safety and electrical protection standards and provide documentation of protective measures upon request.

4. Delivery and Installation: The Contractor shall complete delivery and installation of all equipment and associated components within 90 calendar days after contract award. The required delivery date shall be specified on the delivery order.

Additional Delivery and Installation Coordination All calendar dates and hours for equipment delivery, removal of existing equipment, and installation shall be coordinated in advance with the Contracting Officer’s Representative (COR).

Weekend installation is preferred to minimize disruption to hospital operations. The installation site will be available for work from 12:00 PM Saturday through 5:50 AM Monday, unless otherwise approved by the COR.

4.1 Delivery: Delivery dates indicated on delivery orders may be adjusted by the Contracting Officer to align with the hospital’s readiness for installation. The Contracting Officer shall provide the Contractor with at least 45 calendar days’ notice prior to any adjustment to the original or revised delivery date.

4.1.1 Coordination Requirements: Contractor shall coordinate delivery and installation with the COR to minimize disruption.

4.1.2 Notice Requirements: Contractor shall provide at least two business days’ notice before installation begins.

4.1.3 Responsibility for Handling: Contractor shall bear all costs for rigging, special handling, and removal of debris.

4.1.4 F.O.B. Destination: Specifies that delivery is free of expense to the Government and includes delivery inside the consignee’s premises, even to specific rooms if required.

4.2 Installation: The Contractor shall be fully responsible for the installation of all equipment and associated components in compliance with federal, state, and local codes, as well as the National Electrical Code (NEC). Installation shall include all labor, materials, tools, and supervision necessary to ensure a complete and operational system. At a minimum, the Contractor shall:

4.2.1 Site Preparation and Coordination

· Determine and comply with all applicable code requirements, design data, and other factors necessary for proper installation at each location.

· Verify the location and adequacy of existing utilities prior to installation and identify any additional utilities required or any utilities that require relocation or removal.

· Connect to designated utilities in accordance with nationally recognized codes and at a time that minimizes disruption to hospital operations.

· Provide at least two business days’ notice to the Government before connecting to utilities or performing any installation work.

· Coordinate all installation activities with the Contracting Officer’s Representative (COR) to minimize disruption to hospital operations.

Note: Cables and connections to the hospital-furnished telephone system, if required, are the responsibility of the Government.

4.2.2 Handling and Movement

· Bear all costs for rigging, special handling, and movement of equipment from the dock to the installation site within the consignee’s premises.

· Uncrate equipment and remove all associated refuse.

· Remove rubbish and debris from the site daily; burning is prohibited.

· Store all materials that cannot be removed daily in an area specified by the COR.

4.2.3 Assembly and Mounting

· Assemble, position, and mount all equipment listed on the delivery order.

· Furnish and install all mounting brackets, peripherals, and required software.

4.2.4 Continuous Installation

· Once installation begins, it shall proceed continuously without interruption until all work, including testing, is complete.

· Compliance shall be demonstrated by the continuous presence of engineers or technicians on-site during the daily working period.

· If installation is interrupted through no fault of the Contractor, work shall resume within 24 hours after notification that conditions allow continuation.

· Notify the Contracting Officer within 48 hours of any termination of installation.

4.2.5 Qualified Personnel and Testing

· Provide qualified field engineers or technicians to perform installation and conduct all necessary tests.

· Testing shall begin within 10 calendar days after receipt of the notice to proceed from the Contracting Officer.

· Report any site limitations or issues (e.g., inadequate power supply, site constraints) to the Contracting Officer prior to starting installation. Installation shall not proceed under such circumstances until authorized by the Contracting Officer.

4.2.6 Compliance and Documentation

· Ensure installation conforms to all applicable codes and standards.

· Provide documentation of installation completion and compliance upon request.

5. Guarantee: The Contractor guarantees that all equipment and chemical formulas provided under this contract shall meet or exceed Association for Linen Management (ALM) and Textile Services Association (TSRA) hygienically clean linen standards.

5.1 The Contractor further guarantees that three or more documented instances of poor quality or poor customer service shall constitute grounds for contract termination.

5.2 To ensure compliance with hygienic standards, the Contractor shall perform quarterly USP 62 testing and Rodac plate testing on processed goods. These tests shall verify that linens are free of pathogens and bacteria that could cause Hospital-Acquired Infections (HAIs). Documentation of all testing shall be provided to the Government upon request.

6. Privacy: Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

Contractor may not have access to any VA sensitive information or to the VA network under this contract. Contractor must be escorted at all times while performing work in sensitive areas with patient information.

Each Contractor employee must be escorted at all times by a VA employee (or)Contractor employee working on-site must complete training course “VA Privacy and Information Security Awareness and Rules of Behavior”

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.