FH Linen Processing - PWS-061826.docx

?.## PERFORMANCE WORK STATEMENT (PWS)

Laundry and Linen Processing Services Bay Pines Fisher House I and II Bay Pines VA Health Care System (BPVAHCS) Dated: June 18, 2026

Contract Type: Firm Fixed-Price NAICS Code: 812332 – Industrial Launderers Product Service Code (PSC): S209 – Laundry/Dry Cleaning Services Wage Determination: Service Contract Act (SCA) applies per FAR 52.222-41 Period of Performance: One Year Place of Performance: Bay Pines VA Health Care System, 10,000 Bay Pines Blvd., Bay Pines, FL 33744 Delivery/Pickup Point: VA Bay Pines Laundry Plant, Building 13, 10,000 Bay Pines Blvd., Bay Pines, FL 33744 Service Days: Monday through Friday (excluding Federal Holidays) Pickup and Delivery Hours: 7:00 AM – 10:00 AM

1.0 BACKGROUND

The Bay Pines VA Health Care System (BPVAHCS) operates two Fisher Houses (Fisher House I and Fisher House II) located on the Bay Pines campus. The Fisher Houses provide 24-hour hospitality support for Veterans' families and Veterans residing on campus following outpatient procedures. High-quality linen processing services are essential to the safe, sanitary, and dignified operation of these facilities.

2.0 SCOPE OF WORK

The Contractor shall furnish all labor, supervision, management, supplies, bulk delivery carts, transportation, off-site laundry processing facilities, and equipment necessary to perform complete contractor-owned/contractor-operated bulk laundry and linen services for Bay Pines Fisher House I and Fisher House II. Services shall include pickup, processing, and delivery of all linen items in accordance with this PWS, applicable industry standards, and all federal, state, and local requirements.

All services shall be performed in support of Veteran family hospitality and patient care programs.

3.0 PERFORMANCE OBJECTIVES AND STANDARDS

4.0 SPECIFIC TASKS

4.1 Linen Processing

The Contractor shall:

a. Accept all soiled linen from Fisher House I and Fisher House II for processing. Fisher House I and Fisher House II linen shall never be commingled at any stage of processing, transport, or storage.

b. Wash all bedding items (comforters, shams, pillowcases, sheets, blankets) separately from bath items (washcloths, towels, bathmats, shower curtains, hand towels), using the correct wash formula for each category.

c. Launder all linen in strict accordance with the manufacturer’s care instructions. Program commercial dryers appropriately for each fabric type to retain proper moisture levels and prevent damage from over‑drying. High‑quality linen must be washed in cold water and dried according to manufacturer instructions to prevent color bleeding and preserve overall fabric quality.

d. Press all flatwork (flat sheets and regular pillowcases) using a commercial-grade ironer and fold using a synchronized folder with stacker.

e. Fold all remaining bedding and bath items neatly and in a presentable manner.

f. Continuously inspect linen throughout processing for stains, odors, and overall appearance. Any item found unsatisfactory shall be re-cleaned at no additional cost to the Government.

g. Package all processed linen in clean plastic bags, weighed and clearly labeled "Bay Pines Fisher House I" or "Bay Pines Fisher House II" as applicable.

h. Wash linen in small batches in accordance with the higher-end hotel-quality standard required by this contract.

4.2 Pickup and Delivery

The Contractor shall:

a. Coordinate the pickup and delivery schedule with the COR at the Bay Pines Fisher House prior to contract start and as needed throughout performance.

b. Perform all pickup and delivery between 7:00 AM and 10:00 AM, Monday through Friday, at:

VA Bay Pines Laundry, Building 13 10,000 Bay Pines Blvd., Bay Pines, FL 33744

c. Ensure all clean linen is covered during transportation to prevent contamination.

d. Propose schedule modifications that may improve operations and turnaround time to the COR and CO. No changes to the schedule shall be implemented until all parties have concurred in writing.

4.3 Re-cleaning of Unsatisfactory Items

Items returned by the COR as unsatisfactorily cleaned shall be:

a. Kept separate from normal laundry on the next scheduled pickup.

b. Re-cleaned and returned separately, at no additional charge to the Government.

c. Identified separately in the Contractor's reporting and not charged to the Government.

4.4 Linen Control and Accountability

The Contractor shall:

a. Provide the COR with a written report of all soiled linen received and all clean linen delivered, including cart number and weights, recorded daily and submitted to the COR at the end of each work week.

b. Replace any articles billed for but found missing in the next regularly scheduled delivery at no additional cost to the Government.

c. Replace any VA-owned items lost or badly damaged while under Contractor control within 30 days at the Contractor's expense.

d. Report unusual losses, including suspected pilferage, immediately to the COR. If loss is not recovered, replacement costs will be negotiated with the CO on a quarterly basis, with COR concurrence. The Contractor shall provide an itemized list of items to be replaced, including item description, quantity, and unit cost.

e. Participate in Government-required linen inventories as directed by the COR.

f. Return all extraneous articles found in linen (personal items or VA property) to the COR daily, Monday through Friday, accompanied by a written note identifying the area of origination and the type of linen the item was found in.

5.0 CONTRACTOR QUALIFICATIONS

5.1 Experience

The Contractor shall have a minimum of three (3) consecutive years of experience providing higher-end, hotel-quality laundry and linen services immediately prior to proposal submission.

5.2 Contractor Program Manager (CPM)

a. The Contractor shall assign a Contractor Program Manager (CPM) who is physically present at the laundry processing facility during prescribed work hours and serves as the primary Government point of contact.

b. The CPM shall be able to read, write, speak, and understand the English language.

c. The Contractor shall designate a qualified alternate CPM to serve during the CPM's absence.

d. The CPM and alternate's name, address, and telephone number (both business hours and after-hours) shall be provided to the CO and COR within 15 days of contract award.

e. The CPM or alternate shall respond in person or by telephone within one (1) hour of notification by the COR during regular business hours.

f. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on all contract matters.

5.3 Personnel Requirements

a. The Contractor shall provide sufficient, adequately trained personnel paid at the prevailing wage rate to perform all services under this contract, including variations in shift schedules.

b. No personnel shall be assigned to perform work under this contract until initial orientation and training per the Contractor's procedures manual has been completed. Documentation of training content and attendance shall be maintained by the Contractor.

c. Upon exercise of any option year, the Contractor shall provide the COR with documentation that all personnel have completed refresher training.

d. Training shall include, at minimum:

· Infection control and environmental sanitation methods relevant to duty functions

· Proper use and handling of supplies and equipment

· Care and maintenance of Government- and Contractor-furnished property

· Quality measurement techniques

· Hazard communication, including location and access to Safety Data Sheets (SDS)

6.0 QUALITY CONTROL

6.1 Contractor Quality Control Program

The Contractor shall establish and maintain a Quality Control (QC) Program to ensure all contract requirements are met. One copy of the QC Program shall always be available for COR review. Any subsequent changes to the QC Program must be reviewed and approved by the COR prior to implementation. The QC Program shall include, at minimum:

a. An inspection system covering all performance indicators in this PWS.

b. A method for identifying deficiencies before performance becomes unacceptable.

c. A complete file of all QC inspections, results, and corrective actions taken, maintained throughout the contract period. This file is the property of the Government, shall be available to the COR during normal working hours, and shall be turned over to the Government within 14 days of contract completion or termination.

6.2 Government Quality Assurance

The Government will monitor Contractor performance using Quality Assurance (QA) procedures. The COR may conduct assessments monthly and will provide monthly certification of Contractor performance to the CO. The Government's QA program does not substitute for the Contractor's QC obligations.

6.3 Performance Evaluation Meetings

a. The CPM shall meet with the COR at a minimum of once per month per a schedule established by the COR prior to contract start.

b. Issuance of a Contract Discrepancy Report (CDR) may result in additional meetings between the CPM and COR.

c. The COR will prepare written minutes of all meetings. If the CPM does not concur, a written statement shall be submitted to the CO, and the CPM will be notified of the CO's decision in writing.

7.0 GOVERNMENT-FURNISHED PROPERTY (GFP)

The Government shall provide the following linen items for processing:

· Pillowcases: poly/cotton (regular) and Centium Satin, Queen, CRF, 3" Hem, Color: Bleached (White), Size: 42x40

· Sheets, poly/cotton (queen and full) and

· Flat Sheet, Centium Satin, Queen XL, CRF, 2" Top & Bottom Hems, EZ ID Blue Color: Bleached (White), Size: 90x120

· Contour Sheet, Centium Satin, Queen Deepwall, CRF, EZ ID Blue Color: Bleached (White), Size: 60x80x14

· Shams (Euro, regular queen, and full) – multi-colored

· Duvets and duvet covers (queen and full)

· Towels (face, bath, hand, and floor mat)

· Makeup face cloths

· Mattress pads (queen and full)

· Blankets (polyester)

· Shower curtains

· Quilts and coverlets (queen and full)

· Bedbug covers (queen and full) The Government shall maintain numbered bucket delivery linen carts in good repair for employee safety and ergonomics. All carts shall have tare weight indicated on both ends. Government carts are for use on the VA Bay Pines campus only. Replacement or additional carts are the responsibility of the Government. Fair wear and tear or unserviceable condition of specialty items will be determined by the COR.

8.0 CONTRACTOR-FURNISHED ITEMS

The Contractor shall furnish all items necessary to perform this contract except as specified in Section 7.0, including:

· Off-site laundry processing facility

· All processing equipment and supplies

· Transportation vehicles, fuel, lubricants, and maintenance

· Orientation, training, and procedures manual

· Medical examinations (as required)

· Quality Control Program

· All required data and reports All vehicles shall be maintained in safe, serviceable, and clean condition throughout the contract period. Vehicle breakdown does not relieve the Contractor of performance obligations.

All materials and supplies shall comply with applicable local, state, and federal environmental laws.

9.0 REPORTING REQUIREMENTS

The Contractor shall provide the following reports to the COR:

10.0 FACILITIES AND INSPECTION

The Contractor's processing facility shall be open to inspection by Government representatives for sanitary conditions at any time, without prior notification to the Contractor. After processing, all laundered articles shall be in serviceable and sanitary condition meeting established quality and performance standards as required by The Joint Commission (TJC) and the Drycleaning & Laundry Institute (DLI).

11.0 CONTINGENCY PLAN

The Contractor shall submit a written Contingency Plan with their proposal demonstrating the ability to maintain uninterrupted services in the event of equipment failure, production facility failure, or transportation vehicle failure.

12.0 SECURITY

The Contractor shall comply with all VA physical security requirements. All circumstances that may affect performance, including unhealthy or hazardous conditions, delays, or interference with work, shall be reported immediately to the COR by phone with a follow-up email.

Information Security: C&A requirements do not apply. A Security Accreditation Package is not required.

13.0 CORRESPONDENCE

All correspondence related to this contract shall reference the VA contract number, contract title, and VA Medical Center name, and shall be addressed to the COR with a copy to the CO.

14.0 ESTIMATED WORKLOAD

The following workload estimates are based on historical data and are provided for planning purposes only. They do not constitute a Government guarantee of the volume of work to be processed under this contract. Actual workload is subject to change based on hospital admissions, weather, mission changes, and other factors. Fisher House 1 currently does not require linen processing. After the upcoming remodel, service needs may increase to twice weekly, and any changes will be implemented through a contract modification. Fisher House 2 will likely require service 2–3 times per week, with the current estimate being two pickups and deliveries each week. At this time, the exact linen volume is unknown due to changes in guest types and length of stay. All soiled linen must be picked up, processed, and returned within 2 days. We maintain a 3‑day PAR level based on available storage. If more than 3 days of linen is needed in a single week, we will not have sufficient stock to support guests and would need to halt operations.

This Performance Work Statement is issued in accordance with FAR Part 37, FAR 52.222-41 (Service Contract Labor Standards), and applicable VA acquisition regulations. All services shall be performed in a manner consistent with the highest standards of the industrial laundry services industry.