Combined Synopsis Solicitation for Commercial Services_Laundry and Linen Services Memphis VAMC_Updated.pdf

Combined Synopsis Solicitation for Commercial Services_Laundry/Linen Services for Lt. Col Luke Weathers, Jr VAMC in Memphis, TN (36C24923Q0513)

Description

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04.

This solicitation is set-aside for SDVOSBs.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812320, with a small business size standard of $8.0 million.

The FSC/PSC is S209.

The Network Contracting Officer 9, Department of Veteran Affairs, 1639 Medical Center Parkway Suite 400, Murfreesboro, TN 37129 is seeking to purchase laundry/linen services for the Lt. Col Luke Weathers, Jr VAMC in Memphis, TN.

All interested companies shall provide quotations for the following:

Services

Line Item Description Quantity Unit of Measure

Unit Price

Total Price

0001 Standard Linens: Provide Laundry and Linen Services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2023; POP End: 09- 30-2024

900,000 LBS

0002 Non-Standard Items: Provide laundry and linen services which consists of

91,000 LBS

Lt. Col Luke Weathers, Jr VAMC in Memphis, TN furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin: 10-01-2023; POP End: 09-30-

0003 COGS: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2023; POP End: 09- 30-2024

17,000 LBS

0004 LINEN LOSS: Any excessive losses will be charged per pound of lost linen.

Excessive is defined as any losses which exceed 10% of the clean linen delivered. POP Begin: 10-01-2023;

POP End: 09-30-2024

5,000 LBS

1001 Standard Linens: Provide Laundry and Linen Services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2024; POP End: 09- 30-2025

900,000 LBS

1002 Non-Standard Items: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin: 10-01-2024; POP End: 09-30-

1003 COGS: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2024; POP End: 09- 30-2025

17,000 LBS

1004 LINEN LOSS: Any excessive losses will be charged per pound of lost linen.

Excessive is defined as any losses which exceed 10% of the clean linen delivered. POP Begin: 10-01-2024;

POP; POP End: 09-30-2025

5,000 LBS

2001 Standard Linens: Provide Laundry and Linen Services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin:

10-01-2025; POP End: 09-30-2026

900,000 LBS

2002 Non-Standard Items: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin: 10-01-2025; POP End: 09-30-

2003 COGS: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2025; POP End: 09- 30-2026

17,000 LBS

2004 LINEN LOSS: Any excessive losses will be charged per pound of lost linen.

Excessive is defined as any losses which exceed 10% of the clean linen delivered. POP Begin: 10-01-2025;

POP End: 09-30-2026

5,000 LBS

3001 Standard Linens: Provide Laundry and Linen Services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin:

10-01-2026; POP End: 09-30-2027

900,000 LBS

3002 Non-Standard Items: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP

Begin: 10-01-2026; POP End: 09-30-

3003 COGS: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2026; POP End: 09- 30-2027

17,000 LBS

3004 LINEN LOSS: Any excessive losses will be charged per pound of lost linen.

Excessive is defined as any losses which exceed 10% of the clean linen delivered. POP Begin: 10-01-2026;

POP End: 09-30-2027

5,000 LBS

4001 Standard Linens: Provide Laundry and Linen Services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin:

10-01-2027; POP End: 09-30-2028

900,000 LBS

4002 Non-Standard Items: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services. POP Begin: 10-01-2027; POP End: 09-30-

4003 COGS: Provide laundry and linen services which consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for completion of laundry/linen services.

POP Begin: 10-01-2027; POP End: 09- 30-2028

17,000 LBS

4004 LINEN LOSS: Any excessive losses will be charged per pound of lost linen.

Excessive is defined as any losses which exceed 10% of the clean linen delivered. POP Begin: 10-01-2027;

POP End: 09-30-2028

5,000 LBS

Performance Work Statement

1.1.1. This document contains the technical provisions for laundry/linen services that are to be provided to the Lt. Col Luke Weathers, Jr., VA Medical Centers located in Memphis, TN and all affiliated Outpatient Clinics.

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, communized linen and textile items, listed in Section 6, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5.

1.1.3. Communized linen services shall 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 for Linen Management (ALM). Dry-Cleaning and Laundry Institute (DLI), 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. All work shall be performed under sanitary conditions as specified by the Joint Commission of Accreditation of Healthcare Organizations (JCAHO). 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, shall be coordinated with the Contracting Officer 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, and acceptance, 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 designated 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. In the event of Medical Facility emergencies, disaster, or exercises, the Contractor shall perform all laundry/linen services required by the 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 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 Medical Center or hospital laundry/linen services. 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) for a minimum of three consecutive years prior to submitting quote.

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 Association for Linen Management (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 may be substituted for certification.

1.3.2. The CO 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 shall be provided for a qualified alternate when the CPM is not available.

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

1.4.1. Employment

1.4.1.1 The Contractor shall provide sufficient and adequately trained personnel 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. For all contracted service providers if entry to the facility is required, the personnel shall adhere to established training criteria (such as OSHA, Joint Commission of Accreditation of Healthcare Organizations (JCAHO), 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 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 JCAHO, FDA, VA and other regulatory agencies record keeping requirements.

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 COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the 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 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 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 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 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 Requirement and Evaluation Meetings:

1.7.1. Contractor shall be responsible for submitting required data to the COR, for annual Textile Distribution and Inventory Cost Report, (see VHA Directive 1850.03, April 4, 2017) and the Textile Care Processing Information and Cost Report (see VHA Directive 1850.07, April 5, 2017). The Contractor will also complete the VA Form 10-9036, Textile Inventory Control Report.

1.7.1.1. VHA Directive 1850.03, Textile Management Services:

http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=5427

1.7.1.2. VHA Directive 1850.07, Textile Care Processing Facility Operation:

http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=5368

1.7.1.3. VA Form 10-9036, Textile Inventory Control Report:

http://vaww.va.gov/vaforms/medical/pdf/vha-10-9036-fill.pdf

1.7.2. The CPM 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 another Facility representative. The CPM or alternate CPM shall attend the quarterly linen committee meetings.

1.7.3. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and COTR. 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.

1.8. 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 COR with a copy to the CO.

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 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).

1.9.1 SECURITY LANGUAGE – LT. COL. LUKE WEATHERS, JR VAMC

http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=5368 http://vaww.va.gov/vaforms/medical/pdf/vha-10-9036-fill.pdf

1.9.1.1 The C&A requirements do not apply. A Security Accreditation Package is not required.

1.9.1.2 For all contracted service providers if entry to the facility is necessary, all contractors’ personnel who have not been issued VA identification badges must report directly to the VA Police, located in room CEG19, during regular business hours or CEG5 after hours, Police can also be reached at (901) 523-8990 extension 5595.

1.9.1.3 Taking of photo/videos or tape recordings are prohibited in the Lt. Col Luke Weathers, Jr. VA Medical Center unless approved by the COR.

1.9.1.4 Take mandatory training through Talent Management System (TMS) 10176, VA Privacy and Information Security Awareness and Rules of Behavior and HIPPA /Focus Training

VA 10203

1.9.1.5 Special Agency Check (SAC) and completed background checks are required prior an employee is authorized unescorted entry to patient care areas.

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 COR will issue a CDR. The Contractor will reply in writing, to the 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/Management

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

1.12.2. Contractor shall participate in mandatory linen inventories, as required by VHA Directive

1850.03, April 4, 2017. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5427 Textile Care Management Report (RCN-10-0132).

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 COR, who will take immediate action to investigate the loss.

1.12.5 Within three (3) calendar days of award the contractor shall provide samples of all textile products for review to the COR.

1.13. Delivery Requirements:

1.13.1. The Contractor shall provide the 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 on a daily basis and delivered to the 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 COR or alternate will verify the deliveries daily and discuss any discrepancies with the

CPM.

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 COR and Infection Control Practitioner. 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 a minimum six (6) days per week delivery of clean linens and pick-up of soiled linen. Delivery times will be established by the COR and Contractor. Once the delivery time has been established the Contractor shall provide a written confirmation.

1.14.1 Phase-in Plan. It is anticipated that the ordering and delivery of new textile products will take the first 30 days. The successful contractor shall, after the first 30 days, commence their approved phase-in plan. The process for phase-in approval will be completed by the Contracting Officer and his/her Contracting Officer Representative.

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 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5427 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 COR by phone and a follow-up fax/email.

1.16. Contingency Plan. Contractor shall furnish with his quote a written Contingency Plan indicating that 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.

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.

1.18. Upon award, the COR will inspect linen carts and mode of transportation.

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. As long as unsatisfactory performance does not exceed the AQL, the service will not be subject to a Contract Deficiency Report. 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.

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 poor performance.

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 situation shall be declared by the COTR.

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.

General Linens. Linens (communized) 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 Section 8.0. Contractor supplied linens do not have to have Kaumograph/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.

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 purchased and 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.

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 COR and CPM. All linen is packaged securely to prevent possible contamination.

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.

PWS (Performance Work Statement). 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.

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.

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.

2.2. Commonly used Acronyms

AQL Acceptable Quality Level CDR Contract Discrepancy Report CO Contracting Officer COR Contracting Officer’s Representative COTR Contracting Officer’s Technical Representative CPM Contractor’s Plant Manager FW&T Fair Wear and Tear IAW In Accordance With IFI International Fabricare Institute IG Inspector General JCAHO Joint Commission on Accreditation of Healthcare Organizations MCD Medical Center Director MIL-STD-105D Specification for sampling procedures and tables for inspections by attributes.

N/A Not Applicable NAILM National Association of Institutional Linen Management PWS Performance Work Statement M - F Monday thru Friday QAE Quality Assurance Evaluator QC Quality Control RS Random Sampling TRSA Textile Rental Services Association VA Department of Veterans Affairs

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 contractor. All Fair/wear/tear textiles unserviceable specialty items, will be bagged, labeled, and returned to the Lt.

Col Luke Weathers, Jr. VA Medical Center for accountability, and be disposed of in accordance with Government Acquisition and Material Management requirements.

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.

3.1.5. The Government will be provided certification of scale calibration on a quarterly basis.

3.1.6. The Government will provide parking space for the storage trailer described in section 4.6.

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 III. 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.

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.

4.3. Linen. All communized linen/textile items which are commercially available, as listed in

Section

8.0 and estimated quantities in Section 6.1and/or have been agreed to by the COR and Contractor.

4.4. Carts. Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have empty weight indicated on both ends.

4.5. Reports and Data. The Contractor shall provide, in writing, to the COR the data and reports identified in Technical Exhibit 2.

4.6. Storage Trailer. Contractor shall provide a storage trailer for soiled linen collection and consolidation, at a pre-designated Lt. Col Luke Weathers, Jr. VAMC loading dock. Space is adequate to place a 53-foot-long trailer at this location for soiled storage.

4.7. Miscellaneous. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, procedures manual, quality control program, required data and scale certification.

SECTION 5 SPECIFIC TASKS

5.1. The Contractor shall accept for processing all soiled linens, mops, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

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

5.1.1.1. Apron, cook

5.1.1.2. Pillowcases, regular

5.1.1.3. Pillowcases, surgical

5.1.1.4. Sheets: surgical & bed, poly/cotton, bed

5.1.1.5. Tablecloth

5.1.1.6. Towel, huck and OR

5.1.1.7. Wrappers, surgical scrubs* and misc. surgical linen: Small, Medium, Large

5.1.1.8. Misc. Items: Medium, Large * solid colored jade green, misty green, or ceil blue

5.1.2. Items that must be finished through a garment finisher and placed on hangers:

5.1.2.1. Scrubs used as a uniform* Dress, Top, Bottom * prints or solid color other than surgical scrub color

5.1.2.2. Curtains, cubicle

5.1.3. Items that must be tumbled dried and

folded: 5.1.3.1.Bathrobe

5.1.3.2. Blankets, bath

5.1.3.3. Blankets, bedspread

5.1.3.4. Curtains, shower

5.1.3.5. Gown, patient

5.1.3.6. Pads, absorbent

5.1.3.7. Pajamas: top & bottom

5.1.3.8. Towel, bath

5.1.3.9. Towel, dish

5.1.3.10. Misc. items: Small, Medium

5.1.3.11. Surgical gowns

5.1.3.12. Cloth, wash

5.1.3.13. Laundry Bags and mattress pads

5.1.3.14. Knitted fitted sheets

5.1.4. Items that must be clean, dried, and returned in bulk:

5.1.4.1. Mops, wet

5.1.4.2. Mops, dust

5.1.4.3. Rags

5.1.5. Items that must be dried and placed in laundry bags:

5.1.5.2. Bibs/Clothing Protectors

5.2. Packaging:

1. Linen is packaged in bulk by item according to quotas and established arrangement.

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

5.3. Additional Guidance. To eliminate the need for separate listing of items that are received infrequently, the item “Miscellaneous: Small, Medium, large” is shown at the end of each lot. This should be interpreted as follows:

5.3.1. Laundry:

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.

SECTION 6: TECHNICAL EXHIBITS

6.1. Technical Exhibit #1: Annual Workload Information by Medical Center:

The workload stated in the following schedule of services is based on the volume handled in FY16, and in no way is to be construed as a guarantee by the government as to work that will be processed under contract. In this regard, the workload is subject to changes resulting from many factors, i.e. hospital admissions, weather, mission changes, product changes (new light weight fabrics), etc.

6.1.1. Lt. Col Luke Weathers, Jr. VAMC in Memphis, TN.

Total Clean Pounds 1,322,035.34 (est.)

*Includes standard items and station government unique items not identified such as restraints, cubical curtains, spreads, and the like

Item and Piece Count:

Standard Items

Quantity Wt. each Total Wt.

0001-0009 Flat Sheets (180 CT) 1,292.00 1.15 1485.80 0019 Knitted Fitted Sheets (180 CT) 73,200 1.05 76,860 0028 Green Gurney Knitted Fitted

Sheet N/A 0.88 N/A

0101 Wash Cloths 246,400 0.07 17,248 0103 Bath Towels 254,500 0.45 112,275 0104 Hand Towel 82,108 0.23 18,884.84 0302 Thermal Blanket 146,000 3.27 447,420 0401 Patient Gowns - Ties Green 45,614 0.50 22,807 0404 Patient Gowns - 5XL White 19,916 0.65 12,945.40 0406 Patient Gowns - 10 XL Tan 65,325 1.10 71,875.50 0440 IV Gowns - Snaps Blue 12,746 0.55 7,010.30 4002 Hamper Bags 84,870 0.25 21,217.50 4011 Pillowcases 282,400 0.20 56,480 4016 Pads 195,600 1.30 254,280 Total Total Units and Pounds 1,519,971 1,157,539.34

Non Standard Items

Quantity

Wt. Each

Total Wt.

0402 Isolation Gowns 253 0.60 151.80 0446 PINK Tie Gown 137 0.50 68.50 0482-0494 Women's PSYCH Pant - Green 17 0.40 75.30 0504-0511 Adult PJ Top - Navy 30,469 0.42 12,796.98 0514-0521 Adult PJ Pant - Navy 29,614 0.42 12,437.88 0545-0567 Female Adult PJ Pant, Pink 25 0.42 10.50 1004-1009 Dr Scrub Pants, C.Blue 227 0.42 95.34 1014-1019 Dr. Scrub Tops - C.Blue 218 0.42 91.56 1333-1339 Nurse Scrub Pants, C.Blue 387 0.42 162.54 1343-1348 Nurse Scrub Tops C. Blue 321 0.42 134.82 2901-2908 Men's PJ Top, Psych Green 4,473 0.42 1,878.66 2911-2918 Men's PJ Pant, Psych Green 4,888 0.42 2,052.96 2961-2966 Robes 8 0.70 5.60 2971-2976 Scrub Top - C.Blue 23,977 0.42 10,070.34 2981-2986 Scrub Pant - C.Blue 23,075 0.42 9,691.50 3000 Wrappers 524 0.80 419.20 3216 Wrappers 54" X 54" 78 0.90 70.20 3470 VA Burgundy Vests - Volunteer

Svc 10 0.30 3.00

3471 VA Red Vests - Volunteer Svc 8 0.30 2.40 3499 VA Brown Blankets 2 2.00 4.00 4021-4025 OR Towels (C.Blue, Jade) 124,020 0.20 24,731.45 A001 Cubicle Curtains 140 5.00 700.00 B003 Table Cloths 381 4.09 1,558.29 B005 Restraints 109 2.00 218.00 D007 Tops 242 0.42 101.64 D008 Pant 293 0.42 123.06 D025 Surgical Gown - OR 6,405 0.88 5,636.40 J001 Pillow/Decontaminated 160 1.50 240.00 L001 Lab Coat Long - Pressed 1,280 2.00 2,560.00 M022 VA-N Large Orange Mops 15,020 0.31 4,608.85 M025 Micro Fiber Dust Mop Pad 12" 56,932 0.22 12,525.04

Total Units and Pounds 325,152 164,496

6.2. Technical Exhibit #2: Contractor Furnished Reports

6.2.1. Damage to Government property

6.2.2. Monthly report of washroom chemical titration and Ph by chemical supplier

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

6.2.4. Scale Calibration Certification (quarterly)

6.2.5. Monthly report of clean linen shipped per Medical Facility(s) showing pounds and pieces

6.2.6. Detailed monthly statement of charges. For the purpose of required Textile care Report, VHA Directive 1850.03, April 4, 2017, a separate data sheet will be submitted annually on October 31st of each year, that will include a total piece count by item of the current textile inventory replacement and piece count by item of unexplained textile losses for the facility(ies). Failure to submit the required reporting data by October 31st of each year could result in a Contract Discrepancy Report (CDR).

6.2.7. Textile Care production information and cost report as found in VHA Directive 1850.03, April 4, 2017. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5427 appendix B.

6.2.8. Daily, report of all soiled linen processed, all clean linen delivered, showing cart number and weight. The report must show date, the name of the items, including specialty items, number of pieces received and delivered per Schedule Line-Item number, pounds received or delivered per Schedule Line-Item number, and the location the items were delivered.

6.2.9. Quarterly, the contractor shall submit linen loss/ usage reports.

6.2.10. Weekly, poundage and linen turnover/turnaround will be emailed to the COR, linen supervisor.

6.2.11. Other reports as required by the COR

6.3 Technical Exhibit #3: Designated Pick-Up and Delivery Locations Delivery time will be set by COR and contractor.

Lt. Col Luke Weathers, Jr, VA Medical Center – Back Dock 1030 Jefferson Avenue Memphis, TN 38104

Jackson Outpatient Clinic – Back Dock 180 Old Hickory Blvd Jackson, TN 38305 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5427

VA Outpatient Clinic – Back Dock 1689 Nonconnah Blvd Memphis, TN 38132

VA Outpatient Clinic 3461 Austin Peay Highway – Back Dock Memphis, TN 38127

6.4 Technical Exhibit #4 Communized Linen Services and

Specifications: Note: substitution or deviation allowed only by approval by COR.

Account Manager

Vendor must assign an account manager to be responsible for coordination of agreement and services (utilization analysis) between the vendor and facilities.

Visitation The account manager must establish a routine schedule with the facilities

COR,

with a minimum of 3 times per month visits.

Linen Quotas

Establishes linen quotas for every linen closet. Makes adjustments as required by the COR.

In-service

Routinely schedule in-services on linen programs, product usage, new product education

On-Line Services

Provide on-line electronic ordering system via the internet which includes internal linen tracking for distribution, at each facility. Also includes training and support of on-line software.

Inventory Once a year perform a total inventory of all items and all areas. Provide

COR

with analysis of current inventory levels vs. each item daily demand, by facility

Linen room inventory

Delivery person conducts daily inventory of all clean items in linen room by facility

Product evaluation And research

Keep COR abreast of any new products available. Recommend any product that may replace current items.

Reject program

Provide reject bags for all linen items that are not acceptable for patient care.

Rejects will be collected weekly and credit will be issued weekly.

Floor tours

Account Manager should walk 2 areas per visit. While on these floor tours Account Manager will make themselves available to the staff, answering questions concerning quality of items, service, and make any linen utilization observations known to the COR.

SECTION 7. QUALITY ASSURANCE EVALUATOR (QAE) SURVEILLANCE PLAN

7.1. INTRODUCTION

7.1.1. This QAE Plan has been developed to implement a service contract. It is designed to aid the Government's QAE in providing effective and systematic surveillance of all aspects of laundry/linen services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

7.1.1.1. Sampling guides

7.1.1.2. Customer complaint surveillance guides; and

7.1.1.3. Surveillance activity checklist.

7.1.2. The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment.

7.1.3. 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.

7.1.4. Tasks not surveyed by random sampling will be covered by daily observation in…