36C25026Q0095.pdf

PAGE 1 OF 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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

541-26-3-2406-0013

36C25026Q0095 11-19-2025

Josh Kovar - Joshua.Kovar@VA.gov 937-268-6511 x 7141 12-19-2025

13:30 EST

36C250

Department of Veterans Affairs Network Contracting Office (NCO 10) 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

X

812331

$40 Million

N/A

X

36C541

Department of Veterans Affairs Northeast Ohio VA Healthcare System EMS Department 10701 East Boulevard Cleveland OH 44106

36C250

Network Contracting Office (NCO) 10 Department of Veterans Affairs Department of Veterans Affairs 3140 Governors Place Blvd. Suite 210 Kettering OH 45409-1337

Department of Veterans Affairs Financial Services Center Invoices To Be Submitted Electronically https://www.ob10.com/us/en/veterans-affairs// Invoice Setup Info Phone

877 353 9791 512 460 5429

See CONTINUATION Page

This is a solicitation for linen/laundry services for Northeast Ohio VA healthcare System. Offerors shall submit all items in Quote Preparation Instructions section..

This solicitation is being contemplated using FAR Part 12 Simplified Acquisition Procedures.

Service Contract Labor Standards are applicable to this requirement

All Questions shall be emailed to POC above no later than 1:30 PM EST on 12/2/2025.

All quotes shall be emailed to POC above no later than 1:30 PM EST on 12/19/2025.

See CONTINUATION Page

X X

X 1

Josh Kovar

36C25026Q0095

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATIONS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.2 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 ADDENDUM TO FAR 52.212-2 EVALUATION--COMMERCIAL ITEMS EVALUATION OF OFFERS

E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

E.11 QUOTE PREPARATION INSTRUCTIONS

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:

b. GOVERNMENT: Contracting Officer 36C250 Josh Kovar

Department of Veterans Affairs Network Contracting Office (NCO 10) 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly 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.

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT

FOR LINEN SUPPLY SERVICES

Updated 11/10/2025

SECTION 1 - GENERAL INFORMATION

1. CONTRACT TITLE

Linen Contract for VA Northeast Ohio VA Healthcare Systems

2. BACKGROUND

Contractor shall furnish all labor, equipment, supervision, management, supplies, exchange delivery carts, transportation, and facilities (except as identified elsewhere in this document) necessary to perform contractor-owned/contractor-operated bulk laundry/linen services for the VA Northeast Ohio Medical Centers (VAMCs) and affiliated Community Based Outpatient Clinics (CBOCs). All services are to be performed in accordance with standard industry practices and quality control measures to support patient care programs.

3. DEFINITIONS AND ACRONYMS

• ACO: Administrative Contracting Officer

• AQL: Acceptable Quality Level

• CBOC: Community Based Outreach Clinic

• CDR: Contract Discrepancy Report

• CO: Contracting Officer

• CPM: Contractor’s Plant Manager

• COR: Contracting Officer’s Representative

• FW&T: Fair Wear and Tear

• IFI: International Fabricare Institute

• IG: Inspector General

• JCAHO: Joint Commission on Accreditation of Healthcare Organizations

• LSVAMC: Louis Stokes VA Medical Center

• MCD: Medical Center Director

• MIL-STD-105D/E: Specification for sampling procedures and tables for inspections by attributes

• NAILM: National Association of Institutional Linen Management

• POC: Point of Contact

• QAE: Quality Assurance Evaluator

• QC: Quality Control

• RS: Random Sampling

• TRSA: Textile Rental Services Association

• VA: Department of Veterans Affairs

• VAMC: Veterans Affairs Medical Center

SECTION 2 - SCOPE OF WORK

2.1. Description

The Contractor shall provide comprehensive linen supply services, including pick-up, processing, and delivery of linen items for various VAMCs and CBOCs across different locations identified below in Section 2.2. This includes Cleveland Louis Stokes VAMC, Community Based Outreach Centers (alEx distribution and non-alEx Distribution). The key tasks include providing, sorting, cleaning, finishing, delivering, and quality control of linen items.

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 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 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.

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.

***NOTE: The Government reserves the right to add or remove any additional Medical Centers, CBOC’s or other facilities to the contract as they become available. Furthermore, the Government reserves the right to add, increase, or decrease types of collected materials, frequencies of collections, or quantities to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

Each offer or whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract with this contract.

2.1.1. Period of Performance

• BASE: 4/1/2026 – 8/31/2026

• Option Year 1: 9/1/2026 – 8/31/2027

• Option Year 2: 9/1/2027 – 8/31/2028

• Option Year 3: 9/1/2028 – 8/31/2029

2.2. Service Locations

2.2.1 Linen/Laundry Services

• The linen supply services will be provided at the following VA facilities:

Cleveland Louis Stokes VAMC Pickup / Delivery Hours: 2AM-4AM EST

Facility Facility Type Address Phone Day of Service Frequency

Cleveland Louis Stokes

VAMC VAMC

Warehouse Loading Dock:

10701 East Blvd

Cleveland, OH 44106 Mon - Sat Daily

Pickup and Delivery Information:

Cleveland LSVAMC delivery hours will be Monday through Saturday from 2:00 a.m. - 4:00 a.m.

at the warehouse loading dock: VAMC Wade Park 10701 East Blvd. Cleveland, Ohio 44106.

2.2.2 Alex Linen Distribution Center schedule for CBOCs:

2.2.2 CBOC - alEX Distribution Center Schedule Pickup and Delivery Hours: 06:00-16:00 EST

Facility Facility Type Address Phone Day of Service Frequency

AKRON CRRC 111 East Voris St.

Akron, OH 44311

Monday Weekly

AKRON (Anex) CBOC 55 West Waterloo Akron, OH 44319 (330) 724-7715 Thursday Weekly

CANTON CBOC 733 Market Avenue South Canton, OH 44702 (330) 489-4600 Thursday Weekly

EAST LIVERPOOL CBOC 15655 State Route 170 Calcutta, OH 43920 (330) 386-4303 Thursday Monthly

LORAIN CBOC 5275 N. Abbe Road Sheffield Village, OH 44035 (440) 934-9158 Monday 2x Per Month

MANSFIELD CBOC 1025 S Trimble Rd Mansfield, OH 44906 (419) 529-4602 Thursday Weekly

PARMA CBOC 8700 Brookpark Road Parma, OH 44129 (216) 739-700 x2114 Monday Weekly

LAKE COUNTY OP CBOC 35000 Kaiser Ct Willoughby, Ohio 44094

Wednesday Weekly

SANDUSKY CBOC 1912 Hayes Avenue S Sandusky, OH 44870 (419) 625-7350 Monday 2x Per Month

CLEVE HEMO

DIALYSIS

7000 Euclid Avenue First Floor Cleveland, OH 44103

(216) 391-0274 Monday / Thursday Weekly

CLEVE SURGICAL

CENTER

8901 Superior Ave Cleveland, OH 44106 (216) 421-3133 Monday /

Thursday Weekly

2.2.3 CBOC (Non-alEx) Distribution Schedule

2.2.3 CBOC – (Non alEx) Distribution Center Schedule Pickup and Delivery Hours: 06:00-16:00 EST

Facility Facility Type Address Phone Day of Service Frequency

NEW PHILADELPHIA CBOC

1260 Monroe Avenue Suite 1A New Philadelphia, OH 44663

(330) 602-5339 Thursday On Call - As Needed

RAVENNA CBOC 6751 North Chestnut Street Ravenna, OH 44266 (330) 296-3641 Thursday Monthly

WARREN CBOC 1406 Todd N.W.

Warren, OH 44485 (330) 392-0311 Thursday Monthly

YOUNGSTOWN CBOC 1815 Belmont Avenue Youngstown, OH 44505 (330)740-9200 Thursday Weekly

VA CLEVE CRRC

7000 Euclid Avenue Suite 202 Cleveland, OH 44103

Monday Weekly

CLEVE TRANSITIONAL

HOUSING

7000 Euclid Avenue Third Floor Cleveland, OH 44103

Monday Weekly

KENT INFUSION CENTER 3838 Cascades Boulevard Kent Ohio, 44240 Monday 2x Per Month

SECTION 3 - SPECIFIC TASKS

Prior to any performance the contractor shall provide the following certifications:

1. Physical Separation Certification: 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. The contractor must also certify that all equipment used is disinfected with an EPA approved germicide. FAILURE TO PROVIDE THESE CERTIFICATIONS MAY RESULT IN TERMINATION OF CONTRACT. In no case shall clean and soiled linen share the same physical space (The Laundry Plant layout/design should incorporate a “design for asepsis” whereby clean linen never comes into contact with soiled linens nor share the same physical space, thus avoiding cross contamination or reintroduction of bacteria once processed). Furthermore, Clean and Soiled linen should never be transported in the same vehicle.

2. Scale Certification: The contractor shall provide certification of current scale(s) used to weigh linen. This certification is required at the beginning of performance and then quarterly as defined in section 5.7.

Comprehensive list of specific tasks for linen supply services:

1. Pick-Up and Delivery

• Schedule Coordination:

o Adhere to delivery and pick-up schedules specific to each site (e.g., daily, twice weekly, weekly).

• Loading and Unloading:

o Properly load and unload linen items at designated VA facilities.

• Transportation:

o Use appropriate vehicles with clean interiors and necessary equipment for the safe transport of clean and soiled linens.

2. Processing of Linens

• Sorting:

o Sort linen items into appropriate categories.

• Washing:

o Wash linens following industry standards and infection control guidelines.

o Use appropriate detergents and sanitizers.

• Drying:

o Tumble dry linens as required.

• Ironing:

o Iron flatwork items such as sheets, pillowcases, and tablecloths.

• Folding:

o Fold items neatly to avoid wrinkles.

• Finishing:

o Use a steam tunnel or other finishing equipment as required.

• Quality Control:

o Inspect linens for cleanliness and serviceability.

3. Specialized Item Handling

• Patient Slings:

o Follow manufacturer instructions for washing and handling patient slings.

o Use tracking and chipping systems to ensure slings are returned to the designated area.

• Uniforms and Lab Coats:

o Wash, dry, steam, or press uniforms and lab coats as needed.

o Place on hangers with chain of custody forms.

• Microfiber Items:

o Wash and dry microfiber mops and cloths.

• Mops:

o Wash, dry, and return mops (wet, string, microfiber).

4. Packaging of Linen

• Bulk Items:

o Pack bulk items into exchange or bulk delivery carts.

• Individual Items:

o Place uniforms and lab coats on hangers.

o Pack patient clothing in protective packaging with patient name/number identification if necessary.

• Cart Preparation:

o Prepare carts with clean covers to protect against contamination.

5. Disinfection and Sanitation

• Carts:

o Disinfect carts after removing soiled linen and before placing clean linen.

• Vehicles:

o Clean and disinfect transport vehicles regularly.

• Laundry Bags:

o Launder bags or liners used for soiled laundry after every use.

6. Quality Control and Reporting

• Daily Quality Checks:

o Perform daily quality checks of processed linens.

• Monthly and Quarterly Reporting:

o Provide detailed reports on clean linen shipped, weight of dirty/clean linen processed, chemical titration, pH monitoring, and other quality indicators.

• Inspection and Calibration:

o Regularly calibrate and certify scales used for weighing linen.

7. Compliance and Certification

• Certifications:

o Maintain certification of physical separation for clean and soiled linen.

o Ensure disinfection protocols using EPA-approved germicides.

• Regulatory Compliance:

o Adhere to JCAHO, OSHA, and other relevant standards and guidelines.

8. Contingency Planning

• Emergency Response:

o Maintain plans for emergency situations such as equipment failure, transportation issues, or emergencies at VA facilities.

• Sustainability:

o Ensure a 48-hour par level on site to meet the 96-hour sustainability requirement.

3.9. Personnel Qualifications and Requirements for Contract Service:

3.9.1. Onsite Manager/Supervisor: 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 Columbus VA Ambulatory 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:

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.

3.9.2 Contractor Employees: 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

3.9.3 Training: 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.

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:

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

• 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.

• Proper use and handling of supplies and equipment.

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

• Familiarization with local fire prevention and safety procedures.

• Familiarization with equipment operational manuals.

• Individual duties and responsibilities.

• Procedures for replenishing supplies and obtaining equipment repair.

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

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

• A general orientation of laundry operating procedures and policies.

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

• Compliance with Occupational Safety and Health Administration (OSHA)’s Bloodborne Standard 29 CFR

1910.1030, which covers Universal precautions and use of Personal Protective Equipment (PPE). The link is https://www.osha.gov/

• Hepatitis B Virus (HBV) requirement.

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

3.9.4.1 Hazardous 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 personnel who may become injured or ill on the job at no cost to the Government.

3.9.4.2. SHARPS Training: Sharps training to include the finding, handling, storage, and documentation of sharps materials.

3.9.5. Contractor personnel shall work in appropriate attire and be neat in appearance. VA Facing contractor personnel, i.e., delivery drivers, customer service representatives, etc. shall have a uniform or name tag that displays the company logo and name on it during time on site.

3.9.6. Physical Examinations: The contractor shall be responsible for any physical examinations and emergency medical care of personnel.

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. The contractor shall immediately notify the Lead POC of any positive instances and provide an annual report of occurrences.

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

https://www.osha.gov/

3.9.7 Contractor Furnished Reporting: These are provided by the contractor on an excel-based spreadsheet that compiles not only daily activities but also monthly. A breakdown of these reporting activities is provided in 5.7 Deliverables and Reports Table below.

3.9.7.1. Damage to Government property. (Reports sent to all POCs and CO).

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

3.9.7.3. 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 POCs and CO).

3.9.7.4. Daily report of clean linen shipped to delivery points, showing pounds and number of delivery carts used. (Reports sent to all POCs).

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

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

3.9.7.7. The end of the month pounds analysis report. (Reports sent to all POCs).

3.9.7.8. Detailed monthly statement of linen items purchased (invoice provided to contractor by distributor) for VA Healthcare System of Ohio. (Reports sent to POC).

3.9.7.9. Detailed monthly statement of unusual linen losses. (Reports sent to POC).

3.9.7.10. Detailed monthly statement of linen items replaced with disposition of items. (Reports sent to

POC).

3.9.7.11. Subcontracting Reports submitted to eSRS, (N/A to awards to Small Businesses)

3.9.7.12. Other reports as required by the POC upon request.

3.9.7. Deliverables and Reports Table

Report Name Description Frequency Reports Sent To

Linen Processing Report

Details on the weight of soiled linen processed and clean linen delivered Daily COR, Facility POC

Cart Number and Weight Report

Includes cart numbers, weights, and delivery locations for all linens Daily COR, Facility POC

Variance Report Tracks variances between the weight of soiled and clean linen, noting discrepancies Daily COR, Facility POC

Weekly Summary Report

Summarizes daily reports including weight processed, deliveries made, and any issues observed Weekly COR, Facility POC

Chemical Titration and pH Report

Reports on washroom chemical titration and pH levels to ensure proper washing conditions Monthly COR, CO

Quality Inspection Records

Document results of monthly quality inspections, including discrepancies and corrective actions Monthly COR, Facility POC

Detailed Statement of

Charges

Summarizes all charges incurred for services provided, aligned with contract terms Monthly COR, CO

Itemized List of Linen Purchased

Includes invoices provided by the distributor for linen items purchased for VA Healthcare System Monthly COR, Facility POC

Linen Loss Report Details of any unusual linen losses, including missing items and suspected causes Monthly COR, Facility POC

Scale Calibration Certifications

Certification of scales used for weighing linen, ensuring accurate measurements Quarterly COR, Facility POC

Customer Feedback Summary

Compilation of customer survey results and feedback regarding service quality and issues Quarterly COR, Facility POC

Incident and Emergency Report

Detailed report on any incidents affecting service delivery, including corrective actions taken As Needed COR, CO

Report Name Description Frequency Reports Sent To Contract

Discrepancy Report (CDR)

Response

Responses to any issued CDRs, detailing corrective actions and steps to prevent recurrence As Needed COR, CO

Equipment Failure and Contingency

Plan Report

Detailed contingency plan to address equipment failures and ensure service continuity As Needed COR, CO

Annual Performance

Review

Summarizes the performance of services provided throughout the year, identifying trends and areas for improvement Annually COR, CO

Infection Control Compliance

Report

Documents compliance with JCAHO, OSHA, and other infection control standards Annually COR, Facility POC

Bio Preferred Program

Reporting

Biobased purchasing provided to SAM-Bio Preferred program reporting portal

Annually by

10/31 SAM, COR, POC

Summary Subcontract Report (SSR)

SSR provides a summary of the subcontracting activities of a company over a specific reporting period. It aggregates data on subcontracting to small businesses and various socio-economic categories of small businesses (broken down categorically, i.e., SDVOSB, VOSB, EDWOSB, WOSB, 8(a), HUB, and SB)

Annually within 30 days after end of reporting period

Electronic Subcontracting

Reporting System (eSRS)

Individual Subcontract Report (ISR)

ISR details subcontracting activities on a per-contract basis. It breaks down the specific amounts spent on subcontracts under each particular government contract.

Semi Annually

MAR 31 & SEP

30, and within

30 days of contract completion

Electronic Subcontracting

Reporting System (eSRS)

3.9.8. Linen Loss Charges:

Soiled Linen Factor:

The medical center shall have an interim Soil Factor of 9%. The contractor shall analyze the clean/soiled during the initial installation period (90 days). The vendor shall inform the CO, COR, and Site POC of the date the actual/working soiled factor analysis period begins and ends. The vendor shall inform the CO, COR, and Site POC, of the date and the actual soiled rate immediately after the analysis. The actual Soil rate shall be used throughout the remainder of the contract unless the vendor provides sufficient guidance and is subsequently agreed upon by the Medical Center POC, COR, and CO and a contract modification is put into place to allocate any differences.

Initially, any discrepancy in weight, 109% return of clean versus soiled laundry (e.g. for laundry, if 100 pounds of clean laundry is delivered, then at least 109 pounds of soiled laundry shall be returned). The permissible weight variance between the total weights of clean/delivered and soiled laundry picked up on any given day and the total weight of that same laundry when it is returned to the vendor. This weight difference shall not be less than 9.0 percent. Any discrepancy beyond that variance shall be rectified within 5 business days of being identified. Unresolved shortages will be identified in writing to the COR and CO for appropriate action.

Any variances to this soiled factor number shall be invoiced monthly against the Estimated Loss Charges CLIN in the price/cost schedule. If the invoice does not specifically bill against the estimated loss charges CLIN it will be rejected, and the vendor will need to submit a new invoice. The number of pounds for this CLIN is an estimated amount, not to exceed the threshold that is associated for the contract Period of Performance. There shall be no increases to this threshold without contract modification.

Credits of loss charges may arise when the returned weight exceeds delivered weight. In these situations, the government requests that the vendor hold the credit until the next time there is a billable variance and apply the credit against said variance. The vendor shall inform the CO/COR about any variances and/or credits prior to invoicing in required reports.

For Example:

Soil Factor 10% Replacement Linen Cost at $4.20/LB… for Example.

Month Clean Weight Delivered

Expected Soil Weight (Factor %)

Soil Weight Received (Actual)

Variance Invoice

January 10000 11000 10000 -1000 $4,200 Expense February 10000 11000 9000 -2000 $8,400 Expense

March 10000 11000 12500 +1500 $6,300 Credit April 10000 11000 9985 -1015 $4,253 less credit applied.

(2,037 CR remaining)

3.9.9. Other Situations

3.9.9.1 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).

3.9.9.2 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” whereby 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 section 4.0.

3.9.9.3 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 4 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.

3.9.9.4. 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 Ambulatory Facility.

3.9.9.5. 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.

3.10. Government Furnished Property and Materials.

3.10.1. The Government will provide the following for this requirement:

• 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.

• PATIENT SLINGS: 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) o Slings are manufactured by Guldmann o All slings at LSVAMC are to be tagged with tracking chips to ensure that they are returned to their designated area (tracking chips have sling type and use printed on them). 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.

o The COR will designate what information that will be placed on tracking chips. Slings will be placed on exchange carts for area, based on tracking chip.

o 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.

o Any Damaged slings must be provided to the COR prior to destruction.

o Vendor shall be responsible for replacing slings due to improper washing or drying after verification by the COR. All replacement slings shall be within the rotation within 14 days from notification to COR.

3.10.2. Contractor Furnished items:

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.

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 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.

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.

Rags: 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).

Reports and Data: The Contractor shall provide, in writing, to the COR the data and reports identified in Applicable Regulations, Manuals, Specifications and Technical Exhibit.

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

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.

Flatwork items including washcloths, must be washed, conditioned, ironed, and folded

• Apron, cook

• Pillowcases, regular

• Pillowcases, surgical

• Sheets, poly/cotton, bed

• Tablecloth

• Towel, kitchen

• Towel, huck

• Towel, OR

• Wash Cloths

• Wrappers, surgical and misc. surgical linen: Small, Medium, Large

• Surgical Scrubs: Tops, Bottom

Items that must be steam finished and placed on hangers

• Shirt, uniform

• Trouser, uniform

• Smock, knee length long coats

• Coveralls

• Table Skirts

• Scrubs used as a uniform: Dress, Top, Bottom

• Lab coats, Provider coats

Items that must be tumbled dried and folded

• Bathrobe. Blankets, Blankets, Bedspread,

• Cover, mattress

• Curtains, shower

• 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.

• Gown, operating

• Gown, patient

• Gown, isolation

• Pads, absorbent

• Pajamas

• Coat

• Trousers

• Towel, bath

Items must be washed, dried and returned in bulk

• Mops, wet (string)

• Mops, microfiber (general purpose and thick)

• Mops, dust

Items must be washed, dried and placed in laundry bags

• Linen bags

• Rags

Items that must be washed dried folded, identified by patient name/number, if any, and put in protective packaging (plastic bags)

• Patient’s Personal Clothing, which is not on hangers

Packaging: 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.

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

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

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

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

UNIFORMS: Uniform items must be washed, dried and either steamed or pressed to remove wrinkles and placed on hangers. The 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.

Cleveland VAMC currently utilizes Landeau uniforms for all nursing staff. Landeau has a particular quality and any changes to a different vendor must be of equivalent quality AND be approved by the site POC (COR) prior to implementation. 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. The contractor is responsible for all uniform and lab coat alteration. The Contactor shall provide a flat fee for providing employee new uniforms and have no expectation of uniforms being returned at the end of contract.

The government will not provide any equipment to the contractor. The Contractor will need to supply their own tools for execution of this contract. The contractor shall be responsible for securing contractor-owned and VA-owned equipment at all times. Any lost or stolen equipment must be reported as soon as it is known to the COR.

The Contractor will be responsible to ensure Contractors employees providing work on this contract are fully trained and completely competent to perform the required work

LINEN CONTROL

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

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

3.11. Delivery Requirements: 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.

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

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.

Clean linen and specialty items shall be delivered Monday through Sunday 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.

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.

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 within 2 hours of discovery by the Contractor to the COR by phone and a follow-up fax.

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.

3.12. Security Requirements:

Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation. The C&A requirements do not apply, and that a Security Accreditation Package is not required. 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).

3.13. Safety and Fire Prevention:

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.

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.

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.

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

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

3.14. Rates, Invoicing, Payments and Administrative items:

Rates: Contractor will provide firm-fixed price rates for each designated period. No pass-through costs due to disposal, fuel, or host site increases will be passed on to the Government. All Pickup, Delivery, or other rental fees for this contract shall be included in either the Per item rate or the per pound rate charged to the

Government. For Distribution or pickup fees (alEx and non-alEx distributions) the vendor shall provide a firm fixed price for the stop which includes time spent collecting and distributing the linen/laundry items.

Invoicing: Payment shall be made monthly in arrears upon receipt of a properly prepared detailed invoice and validated by the Station POC. Invoices must be sent electronically through VA Tungsten Network Portal.

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ o ALL Invoices shall be delivered to Tungsten Network by the 5th business day of the next period of performance (i.e., January 2025 invoice shall be submitted to Tungsten Network no later than 2/7/2025).

A PROPERLY PREPARED INVOICE SHALL CONTAIN:

• Invoice Number and Date services were provided

• Contract Number

• Contractor’s Name and Address

• Accurate Purchase Order Number

• CLIN & Date of service/period of supply

• Description of Supply or Service provided Broken Down CLIN/SLIN

• Total amount due

Payments: Payments will be made monthly in arrears in accordance to FAR Clause 52.232.25, Prompt Payment Act.

Payments will be based on the rates established during the solicitation phase, provided the requirements listed in Sections 2 and 3 are fully met. Contractor must include contract number, purchase order number and period of service on each invoice.

Contract Administration: The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect the price, quantity or delivery terms of this contract.

SECTION 4 - INDUSTRY STANDARDS AND REGULATORY COMPLIANCE

The Contractor must adhere to the following industry standards and regulatory guidelines to ensure the quality and safety of all linen/laundry services provided:

1. National Association of Institutional Linen Management (NAILM)

• Adhere to the practices and protocols established by NAILM for institutional linen management.

2. International Fabricare Institute (IFI)

• Follow IFI guidelines for fabric care, cleaning methods, and quality control.

3. Textile Rental Services Association (TRSA)

• Implement TRSA standards for textile rental and laundering services, including best practices for washing, processing, and handling textiles.

4. Joint Commission on Accreditation of Healthcare Organizations (JCAHO)

• Maintain compliance with JCAHO standards for infection control and sanitary conditions in healthcare laundry operations.

• Reference: The Joint Commission

5. Occupational Safety and Health Administration (OSHA)

• Comply with OSHA regulations, including the Bloodborne Pathogen Standard (29 CFR 1910.1030), which covers universal precautions and the use of personal protective equipment (PPE).

• Reference: OSHA Bloodborne Pathogens Standard

6. Centers for Disease Control and Prevention (CDC)

• Follow CDC guidelines for laundering textiles in healthcare settings to minimize the risk of infection transmission.

• Reference: CDC Guidelines for Environmental Infection Control in Health-Care Facilities

7. Environmental Protection Agency (EPA)

• Utilize EPA-approved germicides for disinfection of equipment and vehicles.

• Ensure compliance with EPA regulations on chemical usage and environmental safety.

8. American National Standards Institute (ANSI)…