36C25021Q0955_Comb Syn.docx

SUBJECT*

Hospital and Hospitality Linen Services - Cincinnati VAMC

GENERAL INFORMATION

Network Contracting Office (NC0) 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

PLACE OF PERFORMANCE

Environmental Management Services

Linen Services

3200 Vine Street

Cincinnati OH

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 Cincinnati VA Medical Center, 3200 Vine Street, Cincinnati, OH 45220-2637, is seeking to purchase hospital linen supply/laundering, microfiber supply/laundering, and hospitality linen supply/laundering services.

Combined Synopsis/Solicitation Notice

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE

ITEM INFORMATION

0.00

Hospital Linen Services

0001AA

Cincinnati VAMC Hospital Linen

0.00

Hospital Linen Services Loss Rate

0002AA

Cincinnati VAMC Hospital Linen

0.00

VA Fisher House Linen Services

0003AA

Towel, Bath, Hotel

0003AB

Towel, Massage, White

0003AC

Towel, Bath, Mat

0003AD

Washcloth

0003AE

Hamper

0003AF

Laundry Bag

0.00

VA Fisher House Linen Services Loss Rate

0004AA

Towel, Bath, Hotel

0004AB

Towel, Massage, White

0004AC

Towel, Bath, Mat

0004AD

Washcloth

0004AE

Hamper

0004AF

Laundry Bag

0.00

VA Cincinnati Fitness Center Linen Services

0005AA

Towel, Massage, White

0005AB

Laundry Bag

0.00

VA Cincinnati Fitness Center Linen Services Loss Rate

0006AA

Towel, Massage, White

0006AB

Laundry Bag

0.00

Cincinnati Community Living Center Linen Services

0007AA

Table Cloths, White, Square, 64 in. X 64 in.

0007AB

Hamper

0007AC

Bag Stand

0007AD

Laundry Bag

0.00

Cincinnati Community Living Center Linen Services Loss Rate

0008AA

Table Cloths, White, Square, 64 in. X 64 in.

0008AB

Hamper

0008AC

Bag Stand

0008AD

Laundry Bag

0.00

Norwood VA CBOC Linen Services

0009AA

Towel, Massage, White

0009AB

Blanket, Bath

0009AC

Pillowcase, White, Standard Size

0009AD

Sheet, Single, White

0009AE

Gown, Patient, One Size Fits All

0009AF

Hamper with Lid

0009AG

Laundry Bag

0.00

Norwood VA CBOC Linen Services Loss Rate

0010AA

Towel, Massage, White

0010AB

Blanket, Bath

0010AC

Pillowcase, White, Standard Size

0010AD

Sheet, Single, White

0010AE

Gown, Patient

0010AF

Hamper with Lid

0010AG

Laundry Bag

0.00

Microfiber

0011AA

Mop, Purple Grabber

0011AB

Mop, Microfiber 21 in.

0011AC

Cloth, Microfiber, Blue, 12X12

0011AD

Cloth, Microfiber, Yellow, 12X12

0.00

Microfiber Loss Rate

0012AA

Mop, Purple Grabber

0012AB

Mop, Microfiber 21 in.

0012AC

Cloth, Microfiber, Blue, 12X12

0012AD

Cloth, Microfiber, Yellow, 12X12

0.00

Scrub Locker Program

0013AA

Scrubs

0013AB

Warm Ups

0013AC

Monthly Scrub Locker Rental

0.00

Scrub Locker Program Loss Rate

0014AA

Scrubs

0014AB

Warm Ups

STATEMENT OF WORK

Contractor shall furnish all labor, equipment, supervision, management, supplies, and exchange delivery carts to the facilities, including transportation of linen to contractor owned/contractor operated bulk laundry facility to accomplish the required linen cleaning service and tasks noted herein for the Cincinnati VA Medical Center. Initial linen and scrub supply will be provided by the Contractor, in accordance with the attached linen inventory lots. Replacement linen (except uniforms and patient clothing) shall be provided by the Contractor (see section 4). Contractor is required to sort, clean and perform all folding/finishing tasks. All work is to be performed in accordance with standard industry practices and quality control measures. These services are in support of patient care programs.

CINCINNATI VA MEDICAL CENTER (CVAMC) DELIVERY SCHEDULE

For a list of contents for each cart/location listed above refer to Section 1. Paragraph V. of this scope of work.

All Linen/Laundry (except Norwood location) is to be picked up from and delivered to:

Cincinnati VAMC 3200 Vine Street (see delivery locations above) Cincinnati, Ohio 45220

All Linen/Laundry for Norwood location is to be picked up from and delivered to:

Norwood VA CBOC 4600 Smith Rd.

Suite A6 Norwood, OH 45212

SECTION 1 - GENERAL INFORMATION

A. This document contains the technical provisions for laundry/linen services that are to be provided to the Cincinnati VA Medical Center (CVAMC).

B. The work required by this Performance Work Statement (PWS), consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, linen (see section 4), supplies, ancillary equipment, vehicles, and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5.

C. 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 guidelines. 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 of Accreditation of Healthcare Organizations (JCAHO). Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required. In no case shall clean and soiled linen share the same physical space. * 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.

*The Laundry Plant layout/design should incorporate a “design for asepsis” where by clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed.

D. 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 CO prior to initiation of such a change to assure adequate contractual coverage.

E. 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 Section 7 shall be re-cleaned at no additional cost to the Government. Likewise, clean items found to be unacceptable due to fair wear and tear and/or staining shall be returned to the contractor for replacement at no 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 and/or replaced items will be identified separately and not charged to the Government.

F. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR.

G. 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 COR and the approval of the CO.

H. Contractor Experience. - The Contractor shall have experience in providing Medical Center 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 proposal.

I. Supervision by Contractor:

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:

2. CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substituted for certification.

3. The CO and 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 will be provided for a qualified alternate when the CPM is not available.

4. 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 COR.

5. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the 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.

J. Personnel Qualifications and Requirements for Contract Service:

1. Employment:

a. The CPM and qualified alternate must be able to read, write, speak and understand the English language.

b. 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.

K. Training:

1. 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 within two weeks of contract renewal or extension, and upon request documentation that personnel have had refresher training.

2. 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 and annual training will include but is not limited to the following topics:

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

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.

c. Proper use and handling of supplies and equipment.

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

e. Familiarization with local fire prevention and safety procedures.

f. Familiarization with equipment operational manuals.

g. Individual duties and responsibilities.

h. Procedures for replenishing supplies and obtaining equipment repair.

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

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

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

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

m. Compliance with Occupational Safety and Health Administration (OSHA)’s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Standard precautions and use of PPE (Personal Protective Equipment).

n. Hepatitis B Virus (HBV) requirement.

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

4. Personal Hygiene. Contractor personnel shall be clean and neat in appearance.

5. 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 that become injured or ill on the job at no cost to the Government.

6. Physical Examinations:

a. The contractor will be responsible for any physical examinations and emergency medical care of personnel.

b. Contractor’s personnel who acquire a communicable illness as defined by the CDC; must not perform service under the contract and must be free of illness before returning to work.

c. Contractor will immediately notify the COR of any positive instances and provide an annual report of occurrences.

7. Miscellaneous - The Contractor is responsible for compliance with all appropriate JCAHO, CDC, FDA, VA and other regulatory agencies record keeping requirements.

L. Quality Control and Quality Assurance for Contract Service:

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 submitted for approval by the COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR with final approval by the Contracting Officer. The program shall include, but not be limited to the following:

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

b. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

c. 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 COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

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

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

d. 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 the COR (i.e. quarterly).

5. 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. I think that this should stay where it is because this is the phase-in-phase-out plan. This will let us know how and when they will be replacing the linen that is owned by the current contractor. This should not be in the evaluation section, but it should be in this section.

M. Government Representative. The COR are 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.

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

O. 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 and forward to the COR. 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.

P. 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 COR and CO.

Q. 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, slings and personal items) are turned in to the COR daily (M - Sat). 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).

R. Safety and Fire Prevention:

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.

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.

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.

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

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

S. Damage and Equipment loss:

1. All tasks accomplished by Contractor’s personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the COR and a copy forwarded to COR.

2. 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 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

3. 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.

T. Linen Control

1. Contractor shall comply with all Government requests and policies relative to linen control.

2. All linen and scrubs with the exception of patient clothing shall be supplied by the contractor in accordance with the requirements of the contract.

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.

4. VA owned items lost or badly damaged, (except normal wear and tear) while under the control of the Contractor must be replaced within a 30-day period at the Contractor’s cost.

5. Linen received at the facility that is not in usable condition (stained, torn, dirty) will be returned to the contractor facility in the next day’s linen pick up. This linen will be replaced in the next shipment to the facility at no additional cost.

6. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR, on a quarterly basis. The Vendor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost).

7. Claim of Patients and Employees. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor’s possession. The procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date.

8. Linen contaminated with HD’s (Hazardous Drugs) or excreta from patients who have received HD’s in the past 48 hours is a potential source of exposure to both contractor and VA employees. Linen soiled with blood or other potentially infectious materials as well as contaminated with excreta must also be managed according to the Blood borne Pathogens Standard. 109 http://www.osha.gov/dts/osta/otm/otm_vi/otm_2.html#_109_ Linen contaminated with HD’s will be placed in specially marked laundry bags and then placed in a labeled impervious bag. The laundry bag and its contents should be pre-washed, and then the linens added to other laundry for a second wash. Laundry personnel should wear latex gloves and gowns while handling pre-washed material.

8. All linen must be processed in a manner consistent with its intended use, free of wrinkles, damage, lint, stains, etc; ensuring that quality will meet or exceed expectations of the Cincinnati VA Medical Center.

10. Contractor shall furnish each site with a quarterly “titration” report listing the results of a whiteness test, tensile strength and residual chlorine test.

U. Delivery Requirements:

1. The Contractor shall provide the COR with a monthly Excel Spreadsheet report to align with that month’s invoice of all soiled linen processed and all clean linen delivered. The report will include, at a minimum, (1) soiled linen – date received, cart #, cart weight, weight of soiled linen, counts of specialty items such as scrub tops by color, scrub bottoms by color, and mop heads by type; and (2) clean linen - date delivered, cart #, cart weight, weight of clean linen, counts of specialty items such as scrub tops by color, scrub bottoms by color, and mop heads by type. The weight of dirty/clean scrubs and mop heads will be included in the dirty/clean linen weight for tracking and billing purposes. The information must be recorded on a daily basis and delivered to the COR at the end of each workweek.

2. On a daily basis each cart of linen will arrive with an inventory sheet attached that includes a list of items and quantity contained in the cart, tare weight of the cart, weight of the full cart and weight of clean linen contained in the cart. Cincinnati VAMC personnel will verify weight and content of the deliveries daily and discuss any discrepancies with the CPM. Discrepancies that cannot be resolved will be brought to the CO.

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 reviewed by the COR and Facility and approved by the Contracting Officer. Carts containing clean linen being returned shall be covered with clean covers to protect 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 every use.

4. Clean linen and specialty items shall be available for transport from the Contractor facility to the Cincinnati VAMC Monday - Saturday except for Memorial Day, Labor Day, Thanksgiving and Christmas.

5. Soiled linen and specialty items will be picked up from the Cincinnati VAMC and processed by the contractor facility Monday – Saturday except for Memorial Day, Labor Day, Thanksgiving and Christmas. Deliveries will be made at a time set by this contract or the COR.

6. Clean linen will be processed and packaged as specified in Section 5. Special Tasks of this scope of work.

7. Contractor’s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed by the COR and approved by the Contracting Officer.

8. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made six (6) days per week, Monday through Saturday. Contractor is to arrive at the Cincinnati VAMC between the hours of 3:30am and 4:30am. At that time clean linen (processed from the previous day) will be returned to the Cincinnati VAMC packeaged in carts labeled as described in Section 1. Part U, paragraph 2 and in Section 1. Part V. Pick up and delivery times may be changed in order to meet the needs of the VA. VA is required to provide 24 hour support operations essential to patient care and contractor services turn around time shall be performed accordingly to support VA operations. See Section 6 – Technical Exhibit #3 for designated pick up and delivery locations for VA.

V. Delivery Schedule:

The contractor will deliver enough linen each day (Monday through Saturday) to allow the Cincinnati VAMC to maintain an on-site 72 hour PAR at all times. In the event of a disruption in service which reduces the on-site 72 hour PAR, the contractor will replenish the PAR supply at the Cincinnati VAMC immediately as soon as service is restored. For example, if due to weather the contractor cannot deliver clean linen and pick up dirty linen on Tuesday but is able to do so on Wednesday then the contractor will automatically send an extra 24 hour PAR with the Wednesday’s delivery. Note that the contingency plan in Section 1. Paragraph Y (2) explains the contractor will maintain a total 96 hour PAR at their facility for Cincinnati VAMC. In the case of the service disruption scenario provided above, the contractor would pull from the linen maintained at their facility to replenish that at the Cincinnati VAMC.

W. 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.

X. 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.

Y. Contingency Plan:

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, transportation vehicle failure, weather, terrorists, road closures for any reason, or any other event that might result in disruption of linen delivery schedule. This plan must include an explanation of how the contractor will re-establish the Cincinnati VAMC’s on site 72 hour par of all linen items.

2. All VA facilities have a mandated 96 hour sustainability requirement. To meet that requirement the Contractor will maintain a 72 hour par level on site at the Cincinnati VAMC and a 48 hour par level at the contractor facility at all times. This is an absolute must and is non-negotiable.

SECTION 2 - DEFINITIONS/ACRONYMS

Definitions used throughout this Performance Work Statement 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.

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 payment reduction by the Government. The Contractor, however, must correct all unsatisfactory work unless excused by the COR.

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 (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. The COR will be appointed by ACO and provided to the contractor after award of the contract.

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. 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 COR and/or the COR.

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 will be considered a holiday. When such holiday falls on the second non-workday, the next workday will 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 (Joint Commission on Accreditation of Health Care Organizations): 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 that shows each operation with numbers 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 COR 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.

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.

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 Article: 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 include soap free linen restreints, 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.

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 (Department of Veterans Affairs): The Government agency requiring services under the terms of the contract.

VAMC: Veterans Affairs Medical Center

Commonly used Acronyms

SECTION 3 - GOVERNMENT FURNISHED PROPERTY AND SERVICES

1. The Government will provide forms, publications and services specifically identified in this contract as Government furnished.

2. Fair/wear/tear or unserviceable condition of specialty items will be determined by the COR.

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 VA.

4. The Government will provide facility passes for Contractor’s employees as necessary to fulfill provisions of this contract.

5. The Government will provide a detailed list of items to be laundered. (see PAR Section)

6. Contractor will provide bulk delivery carts.

SECTION 4 - CONTRACTOR FURNISHED ITEMS

1. Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

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

g. 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.

h. 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.

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

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

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

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

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

n. 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.

o. Microfiber General Purpose Cloth – 16” green, red and blue – patent pending zig-zag scrubbing strips and high quality knitting.

p. Microfiber Damp Room Mop and Dry Room Mop – 18” - patent pending zig-zag design, dense 3.5 micrometer quality fiber, advance hook-and-loop backing, double finish edges.

q. Microfiber Glass/Mirror Cloth – 16” blue – dense 3.5 micrometer quality fiber.

r. Microfiber Wand Duster Replacement Sleeve – 22.7L” x 3 ¼”W x ¾”H AA. Scrubs (All Black), surgical, V-neck tops, in sizes ranging from 4XL to XS in quantities consistent with Cincinnati VAMC needs.

BB. Scrubs (All Black), surgical, bottoms with draw string waist, in sizes ranging from 4XL to XS in quantities consistent with Cincinnati VAMC needs.

3. Vehicles. The Contractor shall provide all vehicles that shall be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris.