36C25921Q0349.docx

36C25921Q0349

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.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25921Q0349 04-02-2021 Lance Davis 918-577-3838 04-08-2021 14:00

CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401 X 812332 $41.5 Million N/A X Department of Veterans Affairs Eastern Oklahoma VA Health Care System 1011 Honor Heights Drive Muskogee OK 74401 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Linen/Laundry Contract for Eastern Oklahoma VA Health Care System (EOVAHCS).

Respond to Solicitation:

Submit by email to Lance.Davis2@va.gov by date and time in block 8 above.

Resulting contract will be a 5-Year IDIQ contract.

See CONTINUATION Page X X Monica Gary Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

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

B.2 Performance Work Statement

Page 1 of Page 1 of Linen/Laundry Services Performance Work Statement

GENERAL INFORMATION

This is a Non-Personal Services Contract.

This is firm-fixed-price (FFP) 5-year IDIQ (Indefinite Delivery Indefinite Quantity) Contract that will run approximately five years (4-15-2021 to 11-30-2025).

Eastern Oklahoma VA Health Care System (EOVAHCS) requires services where the estimated quantities (QTY) in pounds are identified in the items of the Price/Cost Schedule. The estimated quantities are not guaranteed.

See Price/Cost Schedule for Minimum & Maximum Guarantee for this 5-year IDIQ contract.

All invoiced weights are to be “clean weight” in pounds.

Section 1

1.1. Scope of Work

Contractor shall furnish all equipment, supervision, management, transportation, and facilities necessary to perform contractor owned/operated laundry/linen services. This document contains the technical provisions for laundry/linen services that are to be provided for the Eastern Oklahoma VA Health Care System (EOVAHCS) with medical facilities located in Muskogee Oklahoma, Tulsa Oklahoma, and Bartlesville Oklahoma.

Soiled linen shall be picked-up and clean linen delivered every Monday, Wednesday, and Friday (except Federal Holidays) for the Muskogee Jack C Montgomery VA Medical Center and the Tulsa Outpatient Clinic (TOPC), whereas the Bartlesville CBOC will only need soiled linen picked-up and clean linen delivered once a week (Wednesday). If a federal holiday falls on a regular scheduled pick-up date, then pick-up and delivery will occur the next business day. Normal business days are Monday through Friday 8:00 AM to 4:30 PM.

A Mandatory “Pre-Award Site Visit” (IAW VAAR 809.106) must be conducted before final Award. Once all evaluations have been conducted and the “Potential Awardee” has been identified a pre-award site visit will be coordinated. Once the Potential Awardee passes the site visit the final Award will be issued.

Locations of Performance

Three locations within the Eastern Oklahoma VA Health Care System (EOVAHCS):

Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401

Tulsa Outpatient Clinic (TOPC) 8921 South Mingo Road Tulsa, OK 74133

Bartlesville CBOC 3005 East Franklin Phillips Blvd.

Bartlesville, OK 74006

1.1.2. 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, supplies, communized linen and textile items (technical exhibit 1), ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5.

1.13. Commonized linen services will be provided by the Contractor as described in Section 6.4 Technical Exhibit. This includes scheduled visits to each facility to conduct linen utilization reviews, inventories, establishing and revising linen quotas, providing in-service and an on-line linen ordering system (electronically). This will benefit both the facility and contractor in executing a linen management program, maintaining cost and customer satisfaction.

1.1.4. All workmanship shall be in accordance with practices/guidelines and accepted industry standards. Facilities shall meet “Healthcare Laundry Accreditation Council” (HLAC) standards and all work shall be performed to these standards. HLAC accreditation is not required. It is intended that services shall include all processes necessary for the laundering and finishing of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the “Joint Commission of Accreditation of Healthcare Organizations” (JCAHO). Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The Laundry Plant layout/design should incorporate a “design for asepsis” whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as shown in Section 7.

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

1.1.6. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for Contractor recognition; by the Facility designated COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered.

1.1.7. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the Facility COR. In the event of Medical Facility emergencies, disaster, or exercises, the Contractor shall perform all laundry/linen services required by the Medical Facility.

1.1.8. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the Facility COR and the approval of the CO or other management official as may be deemed appropriate.

1.2. Contractor Experience. The Contractor shall have experience in providing Medical Center 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.

1.3. Supervision by Contractor:

1.3.1. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

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

1.3.2. The COR (Contracting Officer Representative) 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 5 days after award. The same information will be provided for a qualified alternate when the CPM is not available. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR, during normal business hours, and within 12 hours outside of normal business hours.

1.3.3. The Contractor is responsible for the effective implementation of their Quality Control program, and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the COR.

1.4. Personnel Qualifications and Requirements for Contract Service:

1.4.1. Employment

1.4.1.1 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.

1.4.2. Training:

1.4.2.1. Contractor personnel shall adhere to established training criteria (such as OSHA) and shall be able to demonstrate a documented employee initial and refresher training program that includes standard precautions, basic bacteriological concepts, infection control, safety, fire protection, PPE, and laundry operating procedures and policies.

1.4.2.2. Exposure to Hazardous Working Conditions. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor and trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. The Contractor is required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government. Contractor is also responsible for providing employees with required personal protective equipment.

1.4.2.3. Physical Examinations:

1.4.2.3.1. The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations.

1.4.2.3.2. Contractor’s personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work.

1.5. Quality Control and Quality Assurance for Contract Service:

1.5.1. Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the COR within 30 days of contract award. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR. The program shall include, but not be limited to the following:

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

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

1.5.1.3. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be available to the COR during normal working hours upon request.

1.5.2. Quality Assurance. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

1.6. Government Representative. The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor’s performance by the Facility COR. The CO will furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR. The COR shall have access to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the Contractor’s operation and after completion of tasks. The Government’s program is not a substitute for quality control by the Contractor.

1.7. Performance Evaluation Meetings:

1.7.1. The CPM shall meet (telephonically or in person) with the COR on a minimum frequency of once each month according to schedule established by the COR. On occasion the COR may be accompanied by another VA facility representative.

1.7.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and COR. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of these meetings. Should the CPM not concur with the minutes, a written statement will be presented to the CO within five business days, and the CPM will be notified of the decision in writing by the CO.

1.8. Correspondence. All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR with a copy to the CO.

1.9. Security. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR daily (M - F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general, OR, special).

1.10. Safety, Fire Prevention, & Vehicles:

1.10.1. In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles. All vehicles used in this contract shall be kept in good working order, must be insured, and drivers must have a valid driver’s license in accordance with all State and Federal regulations.

1.10.2. The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes.

1.11. Damage and Equipment loss:

1.11.1. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within five working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

1.11.2. Any damage caused to Government property during the course of the Contractor’s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor’s own expense. Normal wear and tear of laundered items is understandable.

1.12. Linen Control/Management

1.12.1. Contractor shall comply with all Government request and policies relative to linen control. Contractor shall have some type of linen control procedures in place to mitigate the loss or misplacement of VA laundered items. Laundered items will not be mixed such as non-VA items shall not be mixed with VA items. The exact linen picked up to be cleaned will be returned, we will not accept linen from a non-VA facility.

1.12.3. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. Loss of Government linen will be reimbursed to the VA at the contractor’s expense.

1.12.4. Claim of Patients. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients linen 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.

1.13. Delivery Requirements:

1.13.1. The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The VA will be charged for or invoiced against the clean linen weight. The information must be recorded daily and delivered/emailed, at a minimum every 15 days, to the COR or linen supervisor in charge. The reports of soiled linen received and clean linen delivered must show date, the name of the item, including specialty items, number of pieces received and delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered.

1.13.2. The COR will verify the deliveries M-W-F and discuss any discrepancies with the CPM.

1.13.3. The Contractor shall disinfect vehicles and carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR and Infection Control Practitioner. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Medical Center. If reusable, laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.13.4. Clean linen will be processed and packaged as specified in Section 5.

1.13.5. Soiled linen shall be picked-up and clean linen delivered every Monday, Wednesday, and Friday (except Federal Holidays) for the Muskogee Jack C Montgomery VA Medical Center and the Tulsa Outpatient Clinic (TOPC), whereas the Bartlesville CBOC will only need soiled linen picked-up and clean linen delivered once a week (Wednesday). If a federal holiday falls on a regular scheduled pick-up date, then pick-up and delivery will occur the next business day. Normal business days are Monday through Friday 8:00 AM to 4:30 PM. Exact delivery time to be established by COR and Contractor. It is the intent of this contract for linen picked-up to be cleaned and delivered the next scheduled pick-up/delivery day excluding all Federal Holidays. If cleaned linen cannot be returned the next scheduled pick-up/delivery day the COR will be notified in writing (email is fine) as to the circumstances and provide a date of delivery.

Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year’s Day, Dr. Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

1.13.6 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 then a follow up email.

1.13.7 Contingency Plan. Contractor shall furnish with his proposal a written Contingency Plan (no longer than one page) indicating that services can be continued in the event of Contractor’s equipment and /or production facility failure. This Contingency Plan must also include transportation/vehicle failure and labor disputes. In the event of a labor dispute, the contractor’s responsibility to provide the service will not be terminated. The contractor shall provide the Contracting Officer his strike or other employee job action contingency plan to continue performance of service without interruption or degradation in the quality of service. In the event of a strike or other labor dispute interference with timely contract performance, the contractor shall immediately notify the Contracting Officer and initiate action under the contingency plan.

SECTION 2 - DEFINITIONS/ACRONYMS

2.1. Definitions. Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

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

AQL (Acceptable Quality Level). The maximum percent of defective work or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed in an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally. As long as unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government. The Contractor, however, must correct all unsatisfactory work unless excused by the Lead COR.

CDR (Contract Discrepancy Report). Government formal documentation of Contractor’s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.

Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies. Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.

Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service.

CO (Contracting Officer). The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR (Contracting Officer’s Representative). Any person or persons authorized to act for the Contracting Officer within authority limits.

CPM (Contractor’s Plant Manager). Contractor’s representative having supervisory responsibility and authority for total performance of work under the contract.

Cure Notice. A formal notification to Contractor to correct a deficient situation or risk termination of contract.

Defect. Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions, as set forth in Section VII.

Delivery Point. Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Medical Facility.

Department of Veterans Affairs. Government agency requiring services under the terms of the contract.

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the 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, Dr. Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

General Linens. Linens (commonized) which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items identified in Attachment 1.

Government. The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives.

Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by JCAHO and the VA.

Joint Commission. A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Launder. To clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry.

Linen. Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers.

Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center(s).

Staffing Chart. A survey chart or inventory for scheduling staffing requirements in an industrial plant showing each operation with number of workers.

Medical Center Director (s). The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center.

Must. This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the COR and CPM. All linen is packaged securely to prevent possible contamination.

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. This physical barrier is necessary to insure the maintenance of positive air pressure in the clean section relative to negative air pressure in the soiled section.

Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid.

Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.

Shall. This word is used in connection with the Contractor and specifies that the provision is binding.

Specialty Items. All textile items not classified as general linens. Example includes: soap free linen, restraints, cubicle curtains, etc.

Standard. A Government acknowledged measure of comparison.

Start Date. The date work under the contract is scheduled to begin.

Surgical Linen. Linen utilized by surgical and / or specialized units. Normally blue or green linen.

Surveillance Plan. An organized written document used for quality assurance surveillance.

Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance.

Textile Care Processing Facility. A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.

Trash. Rubbish or refuse.

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

Headquarters. Veterans Affairs Central Office.

Will. This word is used in connection with the Government and specifies that the provision is binding.

2.2. Commonly used Acronyms

SECTION 3 - GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Materials:

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

3.1.2. Fair/wear/tear or unserviceable condition of Government provided specialty items will be determined by the contractor.

3.1.3. The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Facility.

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

3.1.5. The Government will be provided certification of scale calibration on a annual basis.

SECTION 4 CONTRACTOR FURNISHED ITEMS

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

4.2. Vehicles. The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.

4.3. Linen.

4.4. Carts. All carts will be cleaned and sanitized by the contractor between loads.

4.5. Rags. Salvaged items and or items to be used as rags when requested by the Facility COR. ie: terry material

4.6. Reports and Data. The Contractor shall provide, in writing, to the COR the data and reports identified in Technical Exhibit 2.

4.7. Contractor shall supply. Contractor personnel will deliver the linen carts to each area on a designated schedule adequate to ensure that the areas are not without sufficient linen. Some areas may require more than one delivery daily due to limited space.

4.8. Miscellaneous. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, procedures manual, quality control program, required data and scale certification.

SECTION 5 SPECIFIC TASKS

5.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

5.1.1. Flatwork items that must be conditioned, ironed, and folded:

5.1.1.2. Pillowcases, regular

5.1.1.3. Pillowcases, surgical

5.1.1.4. Sheets: surgical & bed, poly/cotton, bed

5.1.1.5. Tablecloth

5.1.1.6. Towel, huck and OR

5.1.1.7. Wrappers, surgical scrubs* and misc. surgical linen: Small, Medium, Large

5.1.1.8. Misc. Items: Medium, Large * solid colored jade green, misty green, or ceil blue

5.1.2. Items that must be finished through a garment finisher and placed on hangers:

5.1.2.1. Patient personal clothing (shirts / pants)

5.1.2.2. Shirt, uniform

5.1.2.3. Trouser, uniform

5.1.2.4. Smocks and warm up jackets, knee length long coats

5.1.2.5. Coat, short

5.1.2.6. Scrubs used as a uniform* Dress, Top, Bottom * prints or solid color other than surgical scrub color

5.1.2.10. Curtains, cubicle

5.1.3. Items that must be tumbled dried and folded:

5.1.3.1. Bathrobe

5.1.3.2. Blankets, bath

5.1.3.3. Blankets, bedspread

5.1.3.4. Curtains, shower

5.1.3.5. Gown, patient

5.1.3.6. Pajamas: top & bottom

5.1.3.7. Towel, bath

5.1.3.8. Towel, dish

5.1.3.9. Misc. items: Small, Medium

5.1.3.10. Surgical gowns

5.1.3.11. Cloth, wash

5.1.3.12. Laundry Bags

5.1.4. Items that must be cleaned, dried and returned in bulk:

5.1.4.1. Mops, wet

5.1.4.2. Mops, dust

5.1.4.3. Rags

5.1.5. Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging:

5.1.5.1. Patient’s Personal Clothing, which is not on hangers Small, Medium

5.2. Packaging:

1. Linen is packaged in bulk by item according to quotas and established arrangement.

2. Items finished and placed on hangers are returned in a cart with a coat bar. They are placed on the hanger so identification number and size is showing, if any.

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

5.3.1. Laundry:

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 the approximate time, effort and cost to process as a blanket.

SECTION 6: TECHNICAL EXHIBITS

6.1. Technical Exhibit #1: Annual Workload Information by Medical Center:

The workload stated in the following schedule of services is, based on the volume handled in FY20, and in no way is to be construed as a guarantee by the government as to work that will be processed under contract. In this regard, the workload is subject to changes resulting from many factors, i.e. hospital admissions, weather, mission changes, product changes (new light weight fabrics), etc.

6.1.1. VAMC Muskogee, OK.

*Includes standard items and station government unique items not identified such as restraints, cubical curtains, spreads, and the like

Estimated Items:

Standard Items

Wt. each

1.15

1.05

0.88

0.07

0.45

0.23

3.27

0.50

0.65

1.10

0.55

0.25

0.20

1.30

Non Standard Items

Wt. Each

0.40

0.60

0.50

0.55

0.42

0.42

0.42

0.42

0.42

0.42

1.50

0.80

0.50

1.00

0.70

0.42

0.42

0.42

0.80

0.90

1.50

1.15

0.20

0.20

5.00

3.00

4.09

2.00

1.26

0.88

2.00

0.20

0.31

0.40

0.45

0.50

0.22

6.1.2. Tulsa (TOPC) and Bartlesville CBOC

14,400 Bartlesville

*Includes standard items and station government unique items not identified such as restraints, cubical curtains, spreads, and the like

Estimated Items:

Standard Items

1.15

1.05

0.88

0.07

0.45

3.27

0.50

0.65

1.10

0.55

0.25

0.20

1.30

Non Standard Items

Wt. Each

0.60

0.50

0.40

0.42

0.42

0.42

0.42

0.42

0.42

0.42

0.42

0.42

0.42

0.42

0.50

1.00

0.70

0.42

0.42

0.42

0.80

0.90

0.30

0.30

2.00

0.20

5.00

4.09

2.00

0.42

0.42

1.25

0.88

1.50

2.00

0.31

0.22

6.2. Technical Exhibit #2:

Contractor Furnished Reports

6.2.1. Damage to Government property

6.2.2. Monthly report of washroom chemical titration and Ph by chemical supplier

6.2.3. Monthly report of soiled linen received per Medical Facility(s) to include:

pounds received from Medical Facility(s)

6.2.4. Scale Calibration Certification (quarterly)

6.2.5. Monthly report of clean linen shipped per Medical Facility(s) showing pounds.

B.3 Quality Assurance Surveillance Plan (QASP) Linen/Laundry Services Quality Assurance Surveillance Plan (QASP)

CONTRACT PERFORMANCE MONITORING:

Monitoring of contractor’s performance shall be demonstrated through Direct Observation. The COR and/or the alternate COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

CONTRACTOR MONITORING BY SERVICE: (QASP)

At the time of contract award, the Contracting Officer will appoint a COR and the alternate COR to assist with the contract monitoring requirements. The COR (and alternate COR if appointed) will monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations. The COR will ensure that services are performed and be responsible for handling service-related requirements necessary for patient care, the Mission of VHA.

The services provided will be monitored through a variety of mechanisms, including but not limited to:

Observation Random Inspection of services provided

The Government may evaluate the quality of professional and administrative services provided; but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for inspections and/or testing methods), in accordance with FAR 37.401(b).

The delegated COR (and/or alternate COR) will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initial communication may be communicated by telephone. After such communication, the COR (and/or alternate COR) will provide a written/electronic statement to the contracting officer along with any supporting documentation regarding the performance failure noted.

A summary evaluation of the contractor performance will be forwarded to the contracting officer annually prior to exercising any option year(s) and could affect positive CPARS (Contract Performance Assessment Reporting System) or other Past Performance Ratings.

PERFORMANCE REQUIREMENTS MATRIX:

Positive or Negative Past Performance Report

Non-compliance forwarded to CO.

Positive or Negative Past Performance Report

Positive or Negative Past Performance Report

Non-compliance forwarded to CO.

Positive or Negative Past Performance Report

Positive or Negative Past Performance Report

Non-compliance forwarded to CO.

Positive or Negative Past Performance Report

B.4 Price/Cost Schedule Overview

Price/Cost Schedule Overview The maximum aggregate ceiling value for this indefinite quantity contract will be the contract awarded amount in order to launder 2,457,970 pounds of linen (exact amount to be filled in at contract award). This value will represent the “Maximum Ceiling Value” of this contract.

The Guaranteed Minimum Award Amount will be the base year contract awarded amount in order to launder 40,000 pounds of linen (exact amount to be filled in at contract award).

The Government does not guarantee that it will place any order under this contract in excess of the Guaranteed Minimum Award Amount.

Contract Period of Performance will be contract…