36C24925Q0268.docx

SUBJECT*

Linen/Laundry Svc (EMS) - VAMC Memphis

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contracting Officer Doug Huddy douglas.huddy@va.gov 615-225-3418

PLACE OF PERFORMANCE

116 N Pauline St.

Memphis TN

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

This not a request for quotes; the Government is seeking information for market research purposes only. The Department of Veterans Affairs, Network Contracting Office (NCO) 9 is seeking sources interested and capable of providing the services as described in the attached Performance Work Statement (PWS).

The North American Industry Classification System (NAICS) is 812320;

The Service Code (PSC) is S209.

Responses to this notice shall include:

1. A positive statement of your firm’s interest and capability to meet the requirements of the attached PWS.

2. Company/individual name, size status for the above reference NAICS code, a service capability statement, SAM Entity Unique Identifier (EUI), address, point of contact and examples of similar facilities to which similar items have been provided.

3. Contractors should provide information on whether they are certified SDVOSB, VOSB, Hub zone, 8(a), women-owned concern. If standard company brochures will be provided as a response to this Source Sought Notice, ensure that additional information tailored to this notice is included.

4. This is not a solicitation for quotes. If a solicitation is issued, it will be announced on the Contract Opportunities website https://sam.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the response to this announcement. Contractors must be registered in System for Award Management (SAM), see internet site: https://www.sam.gov for information about registration.

5. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner?

6. If your firm holds a GSA Schedule, please provide schedule and contract number.

7. Responses to this notice must be submitted via email to douglas.huddy@va.gov. No telephone inquiries will be accepted.

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

MEMPHIS SYSTEM LAUNDRY SERVICES

Section 1

1.1. Performance Work Statement (PWS)

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 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).

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 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 – MEMPHIS VA MEDICAL CENTER

1.9.1.1 The C&A requirements do not apply, and 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 Memphis 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 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), Juneteenth (June 19th), 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 company 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.

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 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.

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.

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

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 Memphis 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 VA Memphis 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

5.1.2.2. Curtains, cubicle

5.1.3. Items that must be tumbled dried and folded:

5.1.3.1.Bathrobe

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

5.2. 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:

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. VAMC Memphis, TN.

*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

1,157,539.34

Non Standard Items

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 Management found in VHA Directive 1850.03, Transmittal January 17, 2025 Textile Care Inventory and Cost Report, record management and weigh scales as outlined in the EPS Textile Care Procedure Guide located at http://vaww.hefp.va.gov/resources/eps-textile-care-procedure-guide. NOTE: This is an internal VA website that is not available to the public.

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 116 N. Pauline St.

Memphis, TN 38105

Jackson Outpatient Clinic – Back Dock 180 Old Hickory Blvd Jackson, TN 38305

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

VA Outpatient Clinic 3461 Austin Peay Highway – Back Dock Memphis, TN 38128

6.4 Technical Exhibit #4 Communized Linen Services and Specifications:

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

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

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 some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

7.2. HOW TO USE THE SURVEILLANCE PLAN

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

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

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

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

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

7.3. Performance Requirements Summary

7.3.1 Summary Table:

Factor No.

Performance Indicator

Performance Standard

7.3.2. Performance Requirements Summary Method of Application

7.3.2.1. The Contractor is required to perform all the work specified in the performance work statement.

7.3.2.2. The purpose of this section is to:

7.3.2.2.1. List the contract requirements considered most critical to acceptable contract performance.

7.3.2.2.2. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the…