36C25021Q0952.docx

SUBJECT*

Hospital Linen Services

GENERAL INFORMATION

Network Contracting Office (NCO) 10 Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Mary Jane Crim maryjane.crim@va.gov 937-268-6511

PLACE OF PERFORMANCE

Dayton VA Medical Center

4100 West Third Street

Dayton OH

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” 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 2021-06.

This solicitation is set-aside for small business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812331, with a small business size standard of $35 Million.

The FSC/PSC is S209.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice The Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428-9000, is seeking to purchase hospital linen supply, squad packs, and infestation kits.

Combined Synopsis/Solicitation Notice

All interested companies shall provide quotations for the following:

Price/Cost Schedule

(items listed in SOW)

TOTAL

STATEMENT OF WORK

B.2.1 All Linen Supply Services are to be provided to the VA Medical Center in Dayton - 4100 West Third Street, Dayton, OH 45428-9000.

B.2.2 The work required by this Government provided Statement of Work (SOW) consists of the Contractor furnishing the physical laundry plant (at an off-site location), all labor, equipment, supervision, management, management support, linen supplies (see section 5), ancillary equipment, exchange delivery carts, bulk linen carts, contractor owned and operated vehicles and materials necessary for accomplishment of contractor owned/contractor operated bulk Linen Supply Service (except as identified elsewhere in this solicitation).

B.2.3 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. Services are required Monday through Saturday. The contracted services shall be performed accordingly to support VAMC operations. Due to the essential nature of Linen Supply Services to patient care, the Contracting Officer (CO) reserves the right to adjust Linen Supply quantities required and methods of delivery with an agreed upon notice between the contractor and the Point of Contact (POC).

B.2.4 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 commercial 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 on Accreditation of Healthcare Organizations (JCAHO). 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 PROPOSAL. 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.2.77.

B.2.5 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 Contractor by the CO and POC prior to initiation of such a change to assure adequate contractual coverage. Any modification to terms of this Purchase Order shall require CO approval through a modification.

B.2.6 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.277. shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the POC 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 shall be identified separately and not charged to the Government.

B.2.7 Scheduled services are to be accomplished subject to emergency situations, which may require alteration of or addition to schedules. Emergency situations shall be defined by the POC. In the event of any facility emergencies, disaster, or drills, the Contractor shall perform all Linen Supply Services required by the VA Medical Facilities.

B.2.8 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. Therefore, the VA shall have to approve any changes to the process that would change the requirements of the contract. All changes recommended by the Contractor are contingent upon the approvals of the Lead POC and CO.

Contractor Experience B.2.9 The Contractor shall have experience in providing Medical Center Linen Supply Services. The firm must have gained this experience as a result of being primarily engaged in the business of providing Linen Supply Services in a large Commercial Hospital or similar VA Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years prior to submitting proposal.

Supervision by Contractor B.2.10 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. The on-site manager is solely responsible to supervise the provision of the Linen Supply Service to the Dayton VA Medical Center. The on-site manager also 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/her absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

B.2.11 The CPM shall have at least three years of specialized experience in this capacity or substituted certification to meet the requirements of the position as the Contractor’s Plant Manager. The CO, Lead POC, and Facility POC 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. The CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility POC. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

Personnel Qualifications and Requirements for Contract Service:

B.2.12 The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, 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. The CPM and qualified alternate must be able to read, write, speak, and understand the English language B.2.13 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 POC, documentation that personnel have had refresher training.

B.2.14 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 shall include but not limited to the following topics:

B.2.14.1 A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted.

B.2.14.2 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.2.14.3 Proper use and handling of supplies and equipment.

B.2.14.4 Care and maintenance of Contractor and Government-furnished property.

B.2.14.5 Familiarization with local fire prevention and safety procedures.

B.2.14.6 Familiarization with equipment operational manuals.

B.2.14.7 Individual duties and responsibilities.

B.2.14.8 Procedures for replenishing supplies and obtaining equipment repair.

B.2.14.9 Role of Contractor personnel and their impact on patient care.

B.2.14.10 Techniques or methods for measuring the quality of work performance.

B.2.14.11 A general orientation of laundry operating procedures and policies.

B.2.14.12 Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).

B.2.14.13 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.2.14.14 Hepatitis B Virus (HBV) requirement.

B.2.15 Safety or protective clothing PPE or equipment shall be provided and maintained by the contractor at the Contractor’s own expense.

B.2.16 Sharps training to include the finding, handling, storage and documentation of sharps materials.

B.2.17 Contractor personnel shall be dress professional and be neat in appearance.

B.2.18 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 shall 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.

Physical Examinations:

B.2.19 The contractor shall be responsible for any physical examinations and emergency medical care of personnel.

B.2.20 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. Contractor shall immediately notify the Lead POC of any positive instances and provide an annual report of occurrences.

Miscellaneous:

B.2.21 The Contractor is responsible for compliance with all appropriate Joint Commission, FDA, VA, and other regulatory agencies record keeping requirements.

Quality Control and Quality Assurance for Contract Service:

B.2.22 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 POC. Subsequent changes to the approved Quality Control Program must also be reviewed by the POC and approved by the CO. The program shall include, but not be limited to the following:

B.2.23 An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary.

B.2.24 A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. For example: Quarterly Customer Surveys.

B.2.25 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 Government and shall be available to the POC during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

B.2.27.1 Start-up and phase-in schedule.

B.2.27.2 Procedures to secure Government property while under Contractor’s jurisdiction.

B.2.27.3 Availability of labor force (manning chart), plan for recruiting, type and extent of training.

B.2.27.4 The role of the CPM and extent of authority.

B.2.27.5 A copy of the Contractor’s Policy and Procedure Manual.

B.2.27.6 Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens.

B.2.27.7 Procedures to be used to ensure contract requirements are met (Quality Control Program).

B.2.27.8 Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).

B.2.27.9 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 a.-e. below shall be evaluated as part of the Governments contractor selection criteria. After award, the contractor shall provide the following information directly to the POC within 5 days along with the above noted required information (a-d)

a. Start-up and phase-in schedule.

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.

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

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 SOW. 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.

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.2.28 Government Representative: The POC 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 POC. The CO will furnish the name of the POC prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the POC. The POC 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.

Performance Evaluation Meetings:

Correspondence:

B.2.31 All correspondence relative to this contract shall bear the VA Medical Center contract number, title, and name of the VA Medical Center, and shall be addressed to the POC with a copy to the CO.

Security:

B.2.32 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 POC daily (Monday through Friday). A note shall accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general OR, special).

Safety and Fire Prevention:

B.2.33 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.2.34 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.2.35 The Contractor shall 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.2.36 Contractor’s personnel shall follow policies concerning fire/disaster programs.

B.2.37 The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

Linen Control:

B.2.38 Contractor shall comply with all Government request and policies relative to linen control.

B.2.39 Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen.

B.2.40 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.

Delivery Requirements:

B.2.41 The Contractor shall provide the POC 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 POC 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.2.42 The Lead POC shall verify the deliveries daily and discuss any discrepancies with the CPM, CO and other assistant POCs.

B.2.43 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 POC. 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. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

B.2.44 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 POC). Under no circumstance may clean and soiled linen be transported in the same vehicle at the same time.

B.2.45 Clean linen delivery and soiled linen pickup windows shall be determined by the POC.

Circumstances to be reported:

B.2.46 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 POC by phone and email. The POC will notify the CO within 48 business hours of the Contractor’s report.

B.2.47 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.2.48 Provide a detailed contingency plan for possible bed bug infestations.

B.2.49 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.2.50 Phase-In Material. The following documentation must be provided to the POC within 5 days after award.

B.2.50.1 Procedures to secure Government property while under Contractor’s jurisdiction.

B.2.50.2 The role of the CPM and extent of authority.

B.2.50.3 A copy of the Contractor’s Policy and Procedure Manual.

B.2.51 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 POC (i.e. quarterly).

B.2.52 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 1-5 below will be evaluated as part of the Governments contractor selection criteria. After award, the contractor will need to provide the following information directly to the POC within 5 days along with the above noted required information (B.2.51.1-B.2.51.4.)

B.2.51.a Start-up and phase-in schedule.

B.2.51.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.2.51.c Plans and management procedures for logistical administrative support of all functions, i.e., receipt, processing, packaging and delivery of clean linens.

B.2.51.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 SOW. 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.2.51.e Provide detailed contingency plan in the event of equipment failure or transportation problems, which shall 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.

Contingency Plan:

B.2.52 The contractor shall furnish in their Phase-In Material a complete written Contingency Plan indicating that services can be and how they shall 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.2.53 Commonly used Acronyms

Definitions used throughout this SOW shall have the following meanings as set forth below:

ACO. Administrative Contracting Officer.

Ancillary Equipment. Equipment required for Contractor’s operations but not directly related to laundry production, e.g., cleaning equipment.

CDC – Center for Disease Control. The Centers for Disease Control and Prevention (CDC) is recognized as the lead federal agency for protecting the health and safety of people - at home and abroad, providing credible information to enhance health decisions, and promoting health through strong partnerships. CDC serves as the national focus for developing and applying disease prevention and control, environmental health, and health promotion and education activities designed to improve the health of the people of the United States.

CDR - 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 - The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

POC - Any person or persons authorized to act for the Contracting Officer within authority limits. The POC shall be appointed by ACO and provided to the contractor after award of the contract.

CPM - 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. Each defect is subject to deductions, as set forth in Section 7.

Delivery Point. Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the VA Healthcare System of Ohio.

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 Facility COTR and/or 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), Martin Luther 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 shall be considered a holiday. When such holiday falls on the second non-workday, the next workday shall be considered a holiday.

Finished. Processed through a steam tunnel

General Linens. Linens such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items also referred to as Bulk laundry.

Government. The United States Government, Headquarters, VA, VISN 10, 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.

JCAHO - 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 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. The person with final responsibility for the mission of the 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 Facility COTR and CPM. All linen is packaged securely to prevent possible contamination.

Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear.

Personal Property. All Government property, except real property and expendable property.

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.

SOW - 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 SOW.

Quality Assurance Evaluator. Government employee(s) assigned to monitor and evaluate the quality and compliance with the SOW 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 SOW.

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 SOW.

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.

Service. A job performed to the standard and within the AQL. The Contractor must do the specific job, meet the standard, and meet the AQL 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 curtain, 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.

TARE – weight of the empty cart.

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.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose.

VA - The Government agency requiring services under the terms of the contract.

VAMC. Veterans Affairs Medical Center

Headquarter. Veterans Affairs Central Office.

Government Furnished Property and Services:

B.2.54 The Government will provide forms, publications and services specifically identified in this contract as Government furnished for only the duration of the contract and will be revoked upon completion of the contract.

Materials:

B.2.55 The Government will provide forms, publications and services specifically identified in this contract as Government furnished. Fair/wear/tear or unserviceable condition of specialty items will be determined by the POC. 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. The Government will provide facility passes for Contractor’s employees as necessary to fulfill provisions of this contract. The Government will provide a detailed list of specialty items to be laundered.

Contractor Furnished Items B.2.56 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.

B.2.57 Linens: Contractor shall furnish all linens described below. Contractor shall buy America at least 1%. List of linen items to be supplied by the contractor and shall be purchased from GSA/FSS approved vendors.

a. Pillow cases (regular - white) - 42” x 34” Domestic made in U.S.A., T180 percale, 50% cotton, 50% polyester, 3.7 oz each.

b. Sheets, Flat (white) – 66” x 115” Domestic made in U.S.A., T180 percale, 50% cotton, 50% polyester, 22.5 oz per sheet.

c. Sheets, Contour (fitted - white) – Soft-Span Contour sheet, 21oz each, 41% polyester, 4% spandex, 55% cotton, jersey knit. Minimum 150 washings, one size fits all.

d. Towels, bath towels (white) – 20” x 40”, 5.5 pounds per dozen, 85% cotton, 15% polyester.

e. Bibs (white) – 21” x 33”, 10 oz. each, adult terry cloth with snap.

f. Robes tan(small), brown(medium), red(large), cranberry/maroon(x-large), gray(2x-large), yellow(3,4,5x-large), navy blue(6x-large)– 50% cotton, 50% polyester blend or seersucker, collarless.

g. Blankets, thermal (white) – 66” x 96” 2.5 pounds each, 100% cotton.

h. Gowns, patient (snowflake print) – 55% cotton, 45% polyester deluxe cut gowns with tie side closure 42” length 66” sweep, neck and waist ties are made of durable 100% polyester twill tape and reinforced to the body of the gown, 3 oz per square yard. 55% cotton, 45% polyester deluxe cut gowns with tie side closure 55” length 78” sweep, neck and waist ties are made of durable 100% polyester twill tape and reinforced to the body of the gown, 3 oz per square yard.

i. Gowns, isolation (yellow) – barrier fabric, stockinet cuff, wrap around with full back overlap, reinforced tape ties, woven from 100% polyester filaments. One size fits all.

j. Pajama Top female (pink) – 50% cotton, 50% polyester T160, 4 snap front, long sleeve, breast pocket, double stitched (small to 5x-large)

k. Pajama Bottoms female (pink) – 50% cotton, 50% polyester T160, quad elastic waistband, double stitched (small to 5x-large)

l. Pajama Top male: tan (small), brown(medium), red(large), cranberry/maroon(x-large), gray(2x-large), yellow(3,4,5x-large), navy blue (6x-large) – 50% cotton, 50% polyester T160, V-neck 4 snap front, long sleeve, breast pocket, double stitched color coded by size.

m. Pajama Bottom male: tan (small), brown(medium), red(large), cranberry/maroon(x-large), gray(2x-large), yellow(3,4,5x-large), navy blue(6x-large) – 50% cotton, 50% polyester T160, quad elastic waistband, 2 snap waist, 2 snap fly, double stitched color coded by size.

n. Bed Pads (pink) – under pads – 50% cotton, 50% polyester quilted sheeting with polyester filling, bound edges without elastic, waterproof.

o. Washcloths (white) – 12” x 12” .75 pounds, 100% cotton

p. Bags, Laundry (yellow) 26” fluid resistant laundry bag with flip top, elastic hem, dump handles at bottom and under flap with bio-hazard label on bag.

q. Bags, Laundry other than yellow, for special tagged items delivered back to Contractor’s facility.

r. Rags (orange) – 12” x 12” terry cloth, shall be color fast (no dying).

s. Misc. items-----small, medium, and large

t. Wrappers –54” x 72” Saf-T-Blend Bias Bound Wrappers, stitched with a bias binding that is color-coded for quick identification (white stitching) color of wrappers Misty Green.

u. O.R. Towel – 18” x 31” Summit absorbent weave 100% cotton fabric, x-ray detectable huck weave 100% polyester tread, Misty Green in color.

v. Mops, Dust –Anti-Microbial 5 x 24”, 100% Synthetic Yarn, , color: white, looped end, bacteria; mold and mildew resistant, reusable, keyhole opening with multiple ties.

w. Mop, Wet – Inhibitor, Anti-Microbial, looped end wet mop, 24 Ounce, color: white.

B.2.58 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 to deliver linen to the Dayton VAMC 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.2.59 Carts: 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.2.60 Rags: Make available salvaged items and or items to be used as rags when requested by the POC (i.e. terry material or blue disposable OR towels).

B.2.61 Reports and Data: The Contractor shall provide, in writing, to the POC the data and reports identified in Applicable Regulations, Manuals, Specifications and Technical Exhibit (B.2.74.).

B.2.62 Scales: The contractor is to provide scales for the purpose of weighing soiled linen carts being exported for processing and for weighing incoming clean linen. These scales should have the capability of displaying the GROSS/NET weight and the TARE weight so that the weight of the cart shall be automatically deducted and displayed. A record of calibration by an independent, certified inspector shall be issued to the Lead POC and Facility POC bi-annually to assure true weights.

B.2.63 Bulk Delivery Carts: Contractor shall provide all bulk delivery carts used for the delivery of clean linen and pick up of soiled linen. Carts shall be routinely cleaned and sanitized by Contractor employees.

B.2.64 Miscellaneous: 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.

Specific Tasks B.2.65 The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, specialty items to include cubicle curtains and patient slings etc. After processing all items are to be finished and delivered to the Dayton VA Medical Center in accordance with the terms outlined below.

B.2.66 Flatwork items that must be washed, conditioned, ironed, and folded:

B.2.66.1 Apron, cook B.2.66.2 Pillowcases, regular B.2.66.3 Pillowcases, surgical B.2.66.4 Sheets, poly/cotton, bed T-180 percale, folded neatly to 15 ½” x 11 ½” (approx.) and without tails hanging loose and stacked in a manner that they do not fall over while being transported.

B.2.66.5 Tablecloth B.2.66.6 Towel, kitchen B.2.66.7 Towel, huck B.2.66.8 Towel, OR B.2.66.9 Wrappers, surgical and misc. surgical linen: Small, Medium, Large B.2.66.10 Surgical Scrubs: Tops, Bottom

B.2.67.7 Lab coats B.2.68 Items that must be tumbled dried and folded:

B.2.68.1 Bathrobe

B.2.70 Items must be washed, dried and placed in laundry bags:

B.2.71.1 Patient’s Personal Clothing, which is not on hangers B.2.71.2 Items that must be washed, dried, and stacked on exchange cart.

B.2.72 Packaging:

B.2.72.1 Linen is packaged on exchange according to quotas and or established schedules.

B.2.72.2 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.

B.2.73 Additional Guidance:

B.2.73.1 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.2.74 Laundry:

B.2.74.1 Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper.

B.2.74.2 Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread.

B.2.74.3 Large: An item requiring the approximate time, effort and cost to process as a blanket.

B.2.75 Uniforms:

B.2.75.1 The Dayton VA Medical Center will provide its own uniforms to employees. Uniform items must be washed, dried and either steamed or pressed to remove wrinkles and placed on hangers and returned with:

1. Shirt, uniform, with chain of custody form (including valet ticket provided by contractor)

2. Trouser, uniform, with chain of custody form (including valet ticket provided by contractor)

3. Smock, zip-up

4. Lab coat

B.2.76 Patient slings:

B.2.76.1 Due to the variance in patient sling care the POC will provide manufacturer washing instructions for patient slings. The Contractor shall wash and return patient slings within 48 hours. Contractor shall have a 48 hour par level on site at Medical Center with in this contract to ensure that 96 hour sustainability requirement is met.

Applicable Regulations, Manuals, Specifications and Technical Exhibits B.2.77 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 insure that all mandatory publications are posted and up to date:

B.2.74.1 MIL-STD-105D/E

B.2.74.8 Other applicable regulations, manuals and specifications as identified locally.

B.2.75 The Dayton VAMC keeps a five day PAR in stock. The following is an estimated daily PAR, which may increase or decrease.

**NOTE - As needed items and hypoallergenic linen, not ordered daily but have a PAR of at least 20 per size on hand at any given time

DAYTON – Customer owned goods for launder

Surgical Towels…