36C25021Q0191.docx

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25021Q0191 Gary Small 216-447-8300 x49505 02-26-2021 17:00

EST

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 X X 562111 $41.5 Million N/A X 36C541 Department of Veterans Affairs Louis Stokes Cleveland VA Medical Center 10701 East Blvd Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131

To be determined

36C250 Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971 See CONTINUATION Page See schedule and Statement of Work for Additional information.

Louis Stokes Cleveland VA Medical Center Laundry & Linen Cleaning Services.

Base Year: April 1, 2021 through March 31, 2022 Option Year 1: April 1, 2022 through March 31, 2023 See CONTINUATION Page X X Davina J Perry Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: To be determined

b. GOVERNMENT: Davina J Perry, Contracting Officer 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE - STATEMENT OF WORK

B.2. The estimates provided below are clean dry weights. The contractor is to weigh carts full of CLEAN and DRY linen for billing purposes. ALL CHARGES ARE TO BE BASED ON CLEAN, DRY WEIGHT. ALL SPECIALTY ITEM PROCESSED SHOULD BE BILLED BY EACH ITEM. NEW LINEN REPLACEMENT AND LOST CHARGES SHOULD BE BASED ON THE INDUSTRY STANDARDS.

The period of performance shall be one (1) base year with two (1) one-year options from the date of award. The contract will be reviewed at least annually to verify use/need and to determine the contract pricing remains fair and reasonable.

Pounds per Year x Cost equals Total Cost:

Base Year 4-1-2021 through 3-31-2022

Patient Clothing

Housekeepers/Warehouse/ Dietary/Engineering/Painters

Specialty Items

Uniform Purchases

Total Price for Base Year:

Option Year One 4-1-2022 through 3-31-2023

Patient Clothing

Housekeepers/Warehouse/ Dietary/Engineering/Painters

Specialty Items

Uniform Purchases

Total Price for Option Year: 1

36C25021Q0191

Page 1 of Page 1 of

TOTAL CONTRACT PRICE:

B.2.1. Contractor shall furnish all labor, equipment, supervision, management, supplies bulk carts, exchange delivery carts, transportation, and facilities (except as identified elsewhere in this solicitation) necessary to perform contractor owned/contractor operated bulk laundry/linen services, prepare linen carts to the PARs provided and tasks required under this contract for the Department of Veterans Affairs, which includes the Louis Stokes VA Medical Center in Cleveland, Ohio and to include all Community Based Outpatient Clinics (CBOC’s) to include Women’s Health Center, Hemodialysis Center, Outpatient Surgery Center and Community Resource and Referral centers, which addresses are provided above. All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery and loading of Alex Linen Distribution Center by contractor personnel. These services are in support of a patient care programs.

B.2.2. Non-personal commercial services being competed in accordance with FAR part 12 and 15. This document contains the technical provisions for laundry/linen services that are to be provided to the Louis Stokes VA Medical Center (LSVAMC), Cleveland Ohio.

B.2.3. The work required by this contract 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 accomplishment of complete laundry/linen services.

B.2.4. Description: Contractor shall furnish all labor, equipment, supervision, management, supplies, exchange delivery carts, transportation, and facilities (except as identified elsewhere in this solicitation) necessary to perform contractor owned/operated bulk laundry/linen services required under this contract for the Department of Veterans Affairs. This includes (LSVAMC) in Cleveland, Ohio, and all affiliated Community Based Outpatient Clinics (CBOC’s) listed in section B.4 of this document. All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of a patient care programs. Services are required Monday through Saturday. The LSVAMC is required to provide 24-hour support operations essential to patient care. The contracted services shall be performed accordingly to support VAMC (s) operations. All services shall be provided FOB Destination at VAMC (s) location identified elsewhere in this contract. Due to construction at the LSVAMC, the Contracting Officer Representative (COR) reserves the right to adjust quantities required and methods of delivery with an agreed upon notice between the contractor and facility.

B.2.5. All workmanship shall be in accordance with practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering 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 (JC). The link is https://www.jointcommission.org. Contractor must certify that their facility maintains 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. Contractor must also certify that all equipment used is disinfected with an EPA approved germicide. FAILURE TO PROVIDE THIS CERTIFICATION MAY RESULT IN REJECTION OF QUOTE. In no case shall clean and soiled linen share the same physical space (The Laundry Plant layout/design should incorporate a “design for asepsis” where by clean linen never comes into contact with soiled linens nor share the same physical space, thus avoiding cross contamination or reintroduction of bacteria once processed). Contractor shall provide certification of current scale used to weigh linen. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives at any time without notice. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as shown in B.2.51.

B.2.6. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by the COR and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage. Any modification to terms of this contract will require CO approval.

B.2.7. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in B.2.51. shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

B.2.8. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of or addition to schedules. Emergency situations will be defined by the COR. In the event of any LSVAMC facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the LSVAMC.

B.2.9. 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. Therefore, the LSVAMC will approve any changes to the process that would change the requirements of the contract.

B.2.10. Supervision by Contractor B.2.10.1. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. These work hours are Monday through Friday from 8:00 am - 4:30 pm.

B.2.11. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to LSVAMC and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the onsite manager in his absence or during periods of work performed after normal work hours.

B.2.12. Personnel Qualifications and Requirements for Contract Service B.2.12.1. The Contractors Plant Manager (CPM) and qualified alternate must be able to read, write, speak and understand the English language.

B.2.12.2. 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.

B.2.12.3. No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor’s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR, documentation that personnel have had refresher training.

B.2.12.4. Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial training will include but not limited to the following topics:

B.2.12.4.a. A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted.

B.2.12.4.b. Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification.

B.2.12.4.c. Proper use and handling of supplies and equipment.

B.2.12.4.d. Care and maintenance of Contractor and Government-furnished property.

B.2.12.4.e. Familiarization with local fire prevention and safety procedures.

B.2.12.4.f. Familiarization with equipment operational manuals.

B.2.12.4.g. Individual duties and responsibilities.

B.2.12.4.h. Procedures for replenishing supplies and obtaining equipment repair.

B.2.12.4.i. Role of Contractor personnel and their impact on patient care.

B.2.12.4.j. Techniques or methods for measuring the quality of work performance.

B.2.12.4.k. A general orientation of laundry operating procedures and policies.

B.2.12.4.l. Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).

B.2.12.4.m. Compliance with Occupational Safety and Health Administration (OSHA)’s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of Personal Protective Equipment (PPE). The link is https://www.osha.gov/ B.2.12.4.n. Hepatitis B Virus (HBV) requirement.

B.2.12.5. Safety or protective clothing PPE or equipment shall be provided and maintained by the contractor at the Contractor’s own expense.

B.2.12.6. Sharps training to include the finding, handling, storage and documentation of sharps materials.

B.2.12.7. Contractor personnel shall dress professional and be neat in appearance with a company logo or identification badge.

B.2.12.8. Exposure to Hazardous Working Conditions: Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal who may become injured or ill on the job at no cost to the Government.

B.2.13. Physical Examinations B.2.13.1. The contractor will be responsible for any physical examinations and emergency medical care of personnel.

B.2.13.2. 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.

B.2.14. Miscellaneous B.2.14.1. The Contractor is responsible for compliance with all appropriate JC and other regulatory agencies record keeping requirements. The link is https://www.jointcommission.org.

B.2.15. Quality Control and Quality Assurance for Contract Service B.2.15.1. 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 by the COR and approved by the Contracting Officer. The program shall include, but not be limited to the following:

B.2.15.2. An inspection system covering the performance indicators given in B.2.51., of the Quality Assurance/Performance Requirements summary.

B.2.15.3. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. For example: Quarterly Customer Surveys.

B.2.15.4. 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 the property of the LSVAMC and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

B.2.15.5. Quality Assurance: The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in B.2.51. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

B.2.15.6. Pre-Award Survey: The Contractor shall have management officials, of an appropriate level, represent the firm. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. As a minimum, the Contractor shall address the following items of information in the presentation:

B.2.15.6.a. Start-up and phase-in schedule.

B.2.15.6.b. Procedures to secure Government property while under Contractor’s jurisdiction.

B.2.15.6.c. Availability of labor force (manning chart), plan for recruiting, type and extent of training.

B.2.15.6.d. The role of the CPM and extent of authority.

B.2.15.6.e. A copy of the Contractor’s Policy and Procedure Manual.

B.2.15.6.f. Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens.

B.2.15.6.g. Procedures to be used to ensure contract requirements are met (Quality Control Program).

B.2.15.6.h. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).

B.2.15.6.i. Contractor must also certify that all equipment used is disinfected with an EPA approved germicide.

B.2.16. Government Representative B.2.16.1. 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 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.

B.2.17. Performance Evaluation Meetings B.2.17.1. The CPM shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR.

B.2.17.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and COR. 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, and the CPM will be notified of the decision in writing by the CO.

B.2.18. Correspondence B.2.18.1. All correspondence relative to this contract shall bear the LSVAMC contract number, title, and name of the LSVAMC, and shall be addressed to the COR with a copy to the CO.

B.2.19. Security B.2.19.1. 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 (Monday through Friday). 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).

B.2.20. Safety and Fire Prevention B.2.20.1. 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.

B.2.20.2. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

B.2.20.3. 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.

B.2.20.4. Contractor’s personnel shall follow policies concerning fire/disaster programs.

B.2.20.5. The Contractor shall display approved warning devices in all areas where operations cause traffic obstruction or personnel hazard.

B.2.21. Linen Control B.2.21.1. Contractor shall comply with all Government request and policies relative to linen control.

B.2.21.2. Contractor shall participate, as required by VA policy, in inventories of Government provided specialty linen.

B.2.22. Delivery Requirements B.2.22.1. 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 at the end of the current week. The reports of soiled linen received and clean linen delivered must show date, the name of the item, number of pieces received and delivered per schedule line item number, pounds received and delivered per schedule line item number, cart number/ weight and where they were delivered. The soil to clean variance should not be more than 8% – 12% in alignment with national standards.

B.2.22.2. The COR or the COR designee will verify the deliveries daily and discuss any discrepancies with the CPM and COR.

B.2.22.3. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the LSVAMC.

Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

B.2.22.4. Clean linen and specialty items shall be delivered Monday through Saturday 2am thru 4 am at the LSVAMC. Clean linen and specialty items will be delivered Monday through Friday at Cleveland VA Community Based Outpatient Clinics (CBOC) deliveries will be made between 6am through 4 pm, as set by this contract or the COR at the Cleveland LSVAMC. Soiled linen pickup windows shall be determined by the COR. Alex Linen Distribution Center loading must be complete by the contractor at each CBOC during delivery time.

B.2.22.5. Contractor’s personnel shall clean the linen transport vehicle, before clean linen is loaded for transport with a tuberculocidal germicide/disinfectant (which will be approved by the COR). Under no circumstance may clean and soiled linen be transported in the same vehicle at the same time.

B.2.23. Circumstances to be reported B.2.23.1. 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 within 2 hours of discovery by the Contractor to the COR by phone and a follow-up fax.

B.2.24. 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.

B.2.25. Phase-In Material: The following documentation must be provided to the COR within 5 days after award:

B.2.25.1. Procedures to secure Government property while under Contractor’s jurisdiction.

B.2.25.2. The role of the CPM and extent of authority.

B.2.25.3. A copy of the Contractor’s Policy and Procedure Manual.

B.2.25.4. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis and provide a copy of the certification to COR (i.e. quarterly).

B.2.25.5. The following information must also be provided as noted in the Technical Factors of FAR Clause 52.212-2. In addition to the other evaluation factors noted in FAR 52.212-2, Items listed in B.3.24.5.a. – B.3.24.5.e. will be evaluated as part of the Governments contractor selection criteria.

B.2.25.5.a. Start-up and phase-in schedule.

B.2.25.5.b. Availability of labor force (manning chart), plan for recruiting, type and extent of training. Organization of the textile care facility and its relationship to its workloads, including that of other Government facilities.

B.2.25.5.c. Plans and management procedures for logistical administrative support of all functions, i.e., receipt, processing, packaging and delivery of clean linens.

B.2.25.5.d. Provide detailed procedures to be used to ensure contract requirements are met including Quality Control Program, processing, and packing requirements as stated in the Performance Work Statement. Contractor must certify that their facility maintains a physical separation, through the presence of a barrier wall and the use of pass-through equipment of soiled and clean linen. Contractor must also certify that all equipment used is disinfected with an EPA approved germicide.

B.2.25.5.e. Provide detailed contingency plan in the event of equipment failure or transportation problems, which will be utilized to assure contractor compliance with delivery schedules stated in the Performance of Work Statement. Contractors Contingency Plan to include backup production facilities and/or plans for use in the event of failure of contractor’s equipment and/or main production facility. This Contingency Plan must also include transportation vehicle failure.

B.2.26. Contingency Plan B.2.26.1. The contractor shall furnish in their Phase-In Material a complete written Contingency Plan indicating that services can be and how they will be continued in the event of Contractor’s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure. Contractor must provide an Emergency Plan in case of weather, terrorists, etc. Contractor must provide a contingency plan in event of any interruption of linen service.

B.2.26.2. Provide detailed contingency plan in the event of equipment failure or transportation problems, which will be utilized to assure contractor compliance with delivery schedules stated in the Performance of Work Statement. Contingency Plan is to include backup production facilities and/or plans for use in the event of failure of contractor’s equipment, and/or main production facility. This Contingency Plan must also include transportation vehicle failure. B.3.26.3. Provide a detailed contingency plan for possible bed bug infestations and loading of Alex Linen Distribution Centers at the CBOCs.

B.2.27. Commonly used Acronyms for LSVAMC

B.2.28. Government Furnish Property and Materials B.2.28.1. The LSVAMC 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. The LSVAMC will provide facility passes for Contractor’s employees and meeting place as necessary to fulfill provisions of this contract. The Government will provide a detailed list of specialty items to be laundered.

B.2.29. Contractor Furnished Items B.2.29.1. Materials: Contractor shall furnish all materials necessary to perform the tasks specified in the contract. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

B.2.30. Vehicles B.2.30.1. 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 to deliver linen to the LSVAMC must have both docking capability and lift gate for ground unloading in case of emergency and 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, or 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.

B.2.31. Carts B.2.31.1. Contractor shall maintain exchange 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 (tare) weight indicated on both ends.

B.2.32. Rags B.2.32.1. Make available salvaged items and or items to be used as rags when requested by the COR (i.e. terry material or blue disposable OR towels).

B.2.33. Reports and Data B.2.33.1. The Contractor shall provide, in writing, to the COR the data and reports identified in Applicable Regulations, Manuals, Specifications and Technical Exhibit (B.2.46.).

B.2.34. Miscellaneous B.2.34.1. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data.

B.2.35. Specific Tasks B.2.35.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, specialty items to include cubicle curtains and patient sling processing all items are to be finished and delivered to the LSVAMC in accordance with the terms outlined below. The contractor shall provide the proper personnel to do in house deliveries at the LSVAMC to all designated patient care areas.

B.2.36. Flatwork items that must be washed, conditioned, ironed, and folded B.2.36.1. Apron, cook B.2.36.2. Pillowcases, regular B.2.36.3. Pillowcases, surgical B.2.36.4. Sheets, poly/cotton, bed B.2.36.5. Tablecloth B.2.36.6. Towel, kitchen B.2.36.7. Towel, huck B.2.36.8. Towel, OR B.2.36.9. Wrappers, surgical and misc. surgical linen: Small, Medium, Large B.2.36.10. Surgical Scrubs: Tops, Bottom B.2.37. Items that must be steam finished and placed on hangers B.2.37.1. Shirt, uniform B.2.37.2. Trouser, uniform B.2.37.3. Smock, knee length long coats B.2.37.4. Coveralls B.2.37.5. Table Skirts B.2.37.6. Scrubs used as a uniform: Dress, Top, Bottom B.2.37.7. Lab coats, Provider coats B.2.38. Items that must be tumbled dried and folded B.2.38.1. Bathrobe B.2.38.2. Blankets, B.2.38.3. Blankets, bedspread, B.2.38.4. Cover, mattress B.2.38.5. Curtains, shower B.2.38.6. Curtains, cubicle (also antimicrobial treated) After processing all items are to be finished and delivered to the LSVAMC in accordance with the terms outlined below.

B.2.38.7. Gown, operating B.2.38.8. Gown, patient B.2.38.9. Gown, isolation B.2.38.10. Pads, absorbent B.2.38.11. Pajamas B.2.38.12. Coat B.2.38.13. Trousers B.2.38.14. Towel, bath B.2.39. Items must be washed, dried and returned in bulk B.2.39.1. Mops, wet (string) B.2.39.2. Mops, microfiber (general purpose and thick) B.2.39.3 Mops, dust B.2.40. Items must be washed, dried and placed in laundry bags B.2.40.1. Linen bags B.2.40.2. Rags B.2.41. Items that must be washed dried folded, identified by patient name/number, if any, and put in protective packaging (plastic bags) B.2.41.1. Patient’s Personal Clothing, which is not on hangers B.2.42. Packaging B.2.42.1. Linen and slings are packaged on exchange carts according to quotas and or established schedules to load Alex Linen Distribution Centers at CBOCs.

B.2.42.2. 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 are displayed, if any.

B.2.43. Additional Guidance B.2.43.1. 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:

B.2.43.1.a. Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper.

B.2.43.1.b. Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread.

B.2.43.1.c. Large: An item requiring the approximate time, effort and cost to process as a blanket.

B.2.44. Uniforms B.2.44.1. Uniform items must be washed, dried and either steamed or pressed to remove wrinkles and placed on hangers. Contractor shall provide all new employees with area specific uniforms in Cleveland and replace employee uniforms after Fair wear and tear in a time span set by the COR. Uniforms should be issued within a 2-week period after the fitting process is complete. Contractor will provide uniforms in accordance with Cleveland’s VA employee replacement program per COR. In Cleveland, one time per week, Contractor will provide employee to work on site 8:00 a.m. – 4:30 p.m. to size and fit VA employees. Contractor is responsible for all uniform and lab coat alteration. Contactor shall provide a flat fee for providing employee new uniforms and have no expectation of uniforms being returned at the end of contract.

B.2.45. Patient slings B.2.45.1. Due to the variance in patient sling care, the COR will provide manufacturer washing instructions for patient slings. Due to variance of sling types and the importance of this medical equipment to patient care the contractor shall provide a chipping and tracking system. The Contractor shall wash and return patient slings to their designated area within 48 hours. The following specifications are in accordance with the LSVAMC Safe Patient Handling guidelines. (LSVAMC is a no lift facility)

a. All slings at LSVAMC are to be tagged with tracking chip to ensure that they are returned to their designated area (tracking chips have sling type and use printed on it). The tracking chip is used to create an account of the slings date in, date out. The sling type, area of return and date of return.

b. Slings are to be processed daily with dirty linen to be washed according to manufacturer’s specifications which will be provided by COR.

c. The COR will designate what information that will be placed on tracking chip. Slings will be place on holding room carts to be distributed by facility. Until adjustments are made for new Sling program. Both Contractor and Facility COR will work together to implement new sling program.

Contractor shall have a 48-hour par level on site at LSVAMC with in this contract to ensure that 96-hour sustainability requirement is met.

Applicable Regulations, Manuals, Specifications and Technical Exhibits B.2.46. Documents applicable to the solicitation are listed below. These documents are mandatory. At the start of the contract the Government shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. It is the Contractor’s responsibility to ensure that all mandatory publications are posted and up to date:

B.2.46.1. MIL-STD-105E

B.2.46.2. Security Clearances or Access Controls B.2.46.3. Facility Policies concerning fire/disaster programs B.2.46.4. Parking B.2.46.5. Infection Control Manual B.2.46.6. Facility Policy on Laundry, Linen, Uniform Management

B.2.46.7. ANSI/AAMI ST65:2000

B.2.46.8. Other applicable regulations, manuals and specifications as identified locally.

B.2.47. The workload stated in the following schedule of services is an estimate, 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.

B.2.48. Contractor Furnished Reports B.2.48.1. These are provided by the contractor on an excel based spreadsheet that compiles not only daily activities but also monthly.

B.2.48.2. Damage to Government property. (Reports sent to all COR and CO).

B.2.48.3. Monthly report of washroom chemical titration and pH. Due 5th workday of the month. (Reports sent to all CORS and CO).

B.2.48.4. NAILM, IFI laboratory test piece report (monthly unless a problem develops) or independent Textile Laboratories. This is due the 15th of the month or the next workday after the 15th. (Reports sent to CORS and CO).

B.2.48.5. Daily report of clean linen shipped to delivery points, showing pounds and Specialty item counts, number of delivery carts used. (Reports sent to all CORS).

B.2.48.6. Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. (Reports sent to all CORS and CO).

B.2.48.7. Textile Care production information and cost report are found in VHA Handbook 1850.3 appendix B. http:// www1.va.gov/vhapublications.

B.2.48.8. The end of the month pounds and specialty items (Slings) analysis report. (Reports sent to all CORS).

B.2.48.9. VETS 100 Report as described in FAR 52.222-37 Employment Reports on Disabled Veterans and Veterans of the Vietnam Era, annually before award of option periods.

B.2.48.10. Detailed monthly statement of linen items purchased (invoice provided to contractor by distributor) for VA Healthcare System of Ohio to include LSVAMC. (Reports sent to all CORS).

B.2.48.11. Detailed monthly statement of unusual linen losses. (Reports sent to all CORS).

B.2.48.12. Detailed monthly statement of linen items replaced with disposition of items. (Reports sent to all CORS).

B.2.49. Quality Assurance Surveillance Plan (QASP) - Introduction B.2.49.1. This QASP Plan has been developed for in-house operations or to implement a service contract. It is designed to aid the Government in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

B.2.49.1.a. Sampling guides B.2.49.1.b. Customer complaint surveillance guides; and B.2.49.1.c. Surveillance activity checklist.

B.2.49.2. The objective of this surveillance plan is to evaluate how the Government or 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.

B.2.49.3. 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.

B.2.49.4. 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.

B.2.50. HOW TO USE THE QASP

B.2.50.1. This surveillance plan has been organized to facilitate use by the COR. It is the COR’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.

B.2.50.2. To build the inspection schedule, the COR 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 COR 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 COR’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 COR 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 (payment deductions or other actions as necessary if contract service is being performed), described on a CDR.

B.2.50.3. 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 Acceptable Quality Level (AQL) parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services. Errors detected by the COR in the course of surveillance will be transmitted to the Contractor or inhouse management for correction. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or inhouse management, as applicable, should be asked to initial this record.

B.2.50.4. If the sampling guide indicates that the number of defects is too high, the current month’s service will be considered unsatisfactory. If the performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Summary B.3.51.1. Performance Requirements Summary, of the Laundry Performance Work Statement, a Contractor or in-house management official will be given a CDR by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for contractor provided services.

B.2.50.5. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor or the Government 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 B.3.51.

B.2.51. Performance Requirements Summary B.2.51.1. Summary Table:

Maximum Allowable Degree If Deviation Method – Type of Surveillance Reduction When AQL Exceeded

LSVAMCs per established schedule.

inspection

Delivery tickets and daily weight records