P09_-_PWS.docx

PERFORMANCE WORK STATEMENT

PAD, MPD, LVD, CBOCs and OPCs

GENERAL INFORMATION

Performance Work Statement (PWS)

This document contains the technical provisions for laundry/linen services that are to be provided to the Veterans Administration Palo Alto Health Care System, Palo Alto Division, Menlo Park Division, Livermore Division, San Jose Community Based Outpatient Clinic, Monterey Community Based Outpatient Clinic, and other VAPAHCS CBOCs and OPCs.

The work required by this PWS consists of furnishing all the linen items for all wards, clinics, research and any VAPAHCS needs.

All workmanship shall be in accordance with practices established by the Association for Linen Management, Dry Cleaning and Laundry Institute, International Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by The Joint Commission. 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 must incorporate a “design for asepsis” where by clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed. 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 “Quality Assurance”.

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

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 “Quality Assurance”, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government. Items that are required to be rewashed shall not be included in soiled linen weight calculations.

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

Contractor Experience.

The Contractor shall have a minimum of five years’ experience in providing Medical Center laundry/linen services with 1+ million pounds annually of linen. 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 five consecutive years prior to submitting proposal.

Supervision by Contractor:

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 to the VAPAHCS 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:

Certified by ALM or, graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established, and;

CPM shall have at least three years of specialized experience processing hospital linen in a manner which meets all the requirements of this Performance Work Statement. This specialized experience may be substituted for ALM certification.

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.

CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

Personnel Qualifications and Requirements for Contract Service:

Employment:

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

Training:

No contractor personnel may be assigned to work under the contract until initial orientation and training 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 Lead COR, 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 will 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 Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment).

· Hepatitis B Virus (HBV) requirement.

· General Employee Privacy Training

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

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

Exposure to Hazardous Working Conditions.

Contractor personnel are required to perform work under potentially hazardous conditions. Contractor will be responsible to inform its personnel of potentially hazardous situations, and will train its personnel in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. Contractor is required to adhere to standard techniques for personnel who become ill or injured on the job.

Physical Examinations:

The contractor will 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.

Miscellaneous:

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

Quality Control and Quality Assurance for Contract Service:

Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. A copy of the Contractor’s basic Quality Control Program shall be available for review by the COR initially and at any time during performance. 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:

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

A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

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

Government Representatives.

The COR and Designees: The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves but is not limited to quality assurance inspection, surveillance reporting and monthly certification of the Contractor’s performance. The CO will furnish the name of the COR prior to the start date of the contract along with a delegation of authority stating general responsibilities as well as limitations. The COR may re-delegate authority to one or more individuals to act as the COR’s representative for specific facilities and/or functions. The COR and the CO 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 inspection program is not a substitute for successful quality control by the Contractor.

CO: The Contracting Officer is for administrative and legal aspects of the contract, as well as technical issues which cannot be resolved between the Contractor and the COR. The Contractor is responsible to advise the Contracting Officer of any suspected or actual problems, disputes, or any issues in general which could endanger contract performance.

Performance Evaluation Meetings:

The CPM shall meet with the COR and/or his delegates on a minimum frequency of once each month according to schedule established by the COR. The Contracting Officer will meet with the parties as needed or as requested.

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

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.

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 or designee 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).

Damage and Equipment loss:

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

When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

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.

Linen Control

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

Contractor shall participate, as required by VA policy or the COR, in inventories of linen items.

Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government.

VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day p period at the Contractor’s cost.

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

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

Contractor will have backup stock available to supplement quota shortages when necessary.

Contractor shall supply each division at the Agency with a minimum of a 48 hour linen back stock.

Delivery Requirements:

The Contractor shall provide the COR with written reports of all soiled linen processed and all clean linen delivered. The information for both soiled linen processed and clean linen delivered must be recorded on a daily basis and delivered to the COR at the end of the current workweek. The reports of soiled linen received must show date, pickup location, cart number(s) and weight(s), and the total pounds/items received. The reports of clean linen delivered must show date, delivery location, description of item and Contract Line Item Number (CLIN), and quantities of each CLIN received. The COR and the Contractor will agree to the form and format to be used for reporting soiled linen pickup and clean linen delivery.

The quotas, or required quantities of each of the items of clean linen to be delivered at stated times, either daily fixed, daily call-in, or as-arranged with the COR.

Each of the 3 Textile Shipping Reports must indicate quantities of items delivered daily, Monday thru Friday. The lead COR or designee at each facility will call the contractor if additional quantities of items are to be delivered. Those additional items shall be delivered no later than the next day following the call by the COR or designated representative.

In the event there is a need for additional linen items because of an emergent situation the COR will notify the contractor and the contractor will deliver the additional items within 24 hours from the time the contractor was notified by the COR.

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

The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Disinfectant or hospital grade germicidial disinfectant, 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 Medical Center. Non-disposable laundry bags or liners, used to transport soiled laundry, must be laundered after use.

Clean linen and specialty items shall be available for transport daily.

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

Contractor’s personnel shall clean the linen transport vehicle with a Tuberculocidal Disinfectant or hospital grade germicidal disinfectant, which has been approved by the COR.

Clean linen delivery and soiled linen pickup shall be between 5:00 am and 3:30 pm daily, with specific delivery times to be proposed by the Contractor and agreed to by the COR for each of the 5 Medical Center locations:

VA Palo Alto Health Care System 3801 Miranda Avenue Palo Alto, California 94304 Dock Locations: Bldgs. 100, 7, 5, 54, 520, MB1 (Hometel), 530 (new building)

VA Menlo Park Health Care System 795 Willow Road Menlo Park, California 94025 Dock Locations: Bldgs. 360, 331, 334, 347, 349, 350, 351, 352 T-365

VA Livermore Health Care System 795 Arroyo Road Livermore, California 94550 Dock Locations: Bldgs. 62, 64, 90

San Jose Outpatient Clinic (to be replaced by the New San Jose OPC: Nov 2018) 80 Great Oaks Boulevard San Jose, CA 95119 Delivery Location: Rear of Bldg.

New San Jose OPC 5855 Silver Creek Valley Place San Jose, CA, 95138

Monterey Outpatient Clinic 201 Ninth Street Marina, CA 93933 Delivery Location: Rear of Bldg.

Modesto Clinic 1225 Oakdale Rd.

Modesto, CA 95355 Delivery Location: Receiving area

Stockton Clinic 7777 South Freedom Rd.

French Camp, CA Delivery Location: Receiving area

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 Lead COR by phone and a follow-up fax, with copies of all to the Contracting Officer.

Contingency Plan. Contractor shall furnish with his proposal a written Contingency Plan 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.

Hours of Work and Legal Government Holidays

Unless otherwise specified, all contract work is to be performed during regular administrative working hours, 5:00 am to 3:30 pm, Monday through Friday excluding the following listed holidays observed by Department of Veterans Affairs:

Modification

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the Contracting Officer in all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustments will be made in the contract price to cover any increase in costs incurred as a result thereof.

Environmental and Energy Conservation Objectives

All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultant contract. (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices.

Site Visit

A site visit is planned for TBD. Interested offerors will meet at the following location:

VA Palo Alto Health Care System Building 6, Room C-131 3801 Miranda Ave.

Palo Alto, CA 94303

We will conduct a sign in and brief Q & A. We will then proceed to Police Dispatch for badging. Offerors will see a sample of Linen activities in the Basement, on the wards and a few clinics.

We will proceed to the VA Palo Alto Menlo Park Facility, 795 Willow Rd., Menlo Park, CA 94025, Building 334 Lobby. Get accountability and move to the pool, 331 and 360.

There will be a break for lunch, and then offerors will meet at the VA Palo Alto Livermore Facility, 4951 Arroyo Rd., Livermore, CA 94550, Building 90.

Offerors must restrict their visiting personnel to only two per vendor as a large crowd may be disruptive to operations. Questions may be asked during the visit but must also be provided in writing to the CO so as to be documented in a solicitation amendment.

Definitions/Acronyms

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.

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 (formerly Contracting Officer’s Technical Represntative – COTR)). Any person or persons authorized to act for the Contracting Officer within authority limits. (Lead/Facility)

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 Facility COR and/or the COR.

Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

General Linens. Linens 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. Contractor supplied linens do not have to have kromograph/logo.

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.

JC (Joint Commission on Accreditation of Health Care Organizations). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

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

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

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

Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant 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/Packaged. 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 CPM and the Lead COR. 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.

Quota. Refers to the quantities of each of the items of clean linen which are required to be delivered at stated times, either daily fixed, daily call-in or as-needed; can be used as singular or plural in a particular context.

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 accomplished 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. Examples – soap free linen, cubicle curtains, mops, uniforms 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.

Transition Date. First-day Transition Date refers to the date upon which the Contractor will take ownership of the Government’s trade-out inventory and be subsequently responsible for all soiled linen processing and clean linen delivery in accordance with contractual requirements.

Last-day Transition Date refers to the date upon which the Contractor will no longer be responsible to perform contract requirements. This will be in accordance with the phase-out plan.

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

VAPAHCS – VA Palo Alto Healthcare System, consisting of facilities at Palo Alto, Livermore and Menlo Park, CA

VACO or Headquarters. Veterans Affairs Central Office.

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

Commonly used Acronyms

Government Furnished Property and Services

Materials:

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

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

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

Contractor Furnished Items

Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3 (Government-furnished property and services). 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 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.

Linen. All Standard Linen Items which are commercially available, as specified in Attachment 1, and/or have been agreed to by the Lead COR and Contractor.

Bulk Delivery Carts. Contractor shall provide all carts

Contractor shall provide all carts.

Soiled Laundry Bags. Contractor shall provide Tri-State Hospital Supply Centurion Soiled Linen Liners (or equivalent*) for use with above carts in 4.5 above. These liners are recyclable products.

Description. Centurion Soiled Linen Liner: Liner primarily utilized by VAPAHCS is light blue with black print, heavy-duty, 29” x 38”. Packaging: 40 liners per roll, 6 rolls per case =240 liners per case. .

Miscellaneous. The Contractor shall furnish any other items as identified elsewhere within this contract, including but not necessarily limited to, 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, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

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

Apron, cook Pillowcases, regular Pillowcases, surgical Sheets, poly/cotton, bed Tablecloth Towel, kitchen Towel, huck

Medium

NOTE: Surgical scrubs must be folded in a manner by which they can be dispensed through a scrub dispensing machine.

Items that must be finished and placed on hangers:

Items that must be tumbled dried and folded neatly and deliverable in a timely manner:

Small Medium Warm-up jacket Lift slings

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

Walk off mats

Items that must be dried and placed in laundry bags:

Treaded slippers (socks)

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

Medium

Hemming Services:

The contractor will provide an invoice to the COR which includes Funding Obligation Document (Purchase Order (PO)) number, employee name, cost per item.

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:

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.

Applicable Regulations, Manuals, Specifications and Technical Exhibits

Applicable Regulations, Manuals and Specifications

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

MIL-STD-1916

General Privacy Training Other applicable regulations, manuals and specifications as identified locally.

Technical Exhibits

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

The workload stated in the following schedule of services is approximate, based on the volume handled in FY10, 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.

ESTIMATED QUANTITIES: Quantity data is maintained by the contractor and provided on invoices and to the COR monthly. However, it is impossible to determine the exact quantities that will be required during the contract term. 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 to this solicitation.

Technical Exhibit #2:

Contractor Furnished Reports

Damage to Government property.

Monthly report of washroom chemical titration and pH.

ALM, Dry Cleaning and Laundry Institute test piece report (monthly unless a problem develops) or independent Textile Laboratories.

Weekly Soiled Linen per Medical Facility(s) Report to include:

Pounds per Schedule Line Item Received from Medical Facility(s) Number of Pieces per Schedule Line Item Received from Medical Facility(s)

Weekly report of clean linen shipped to delivery points, showing pounds and pieces.

Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. Invoice will also include a total dollar value of current textile inventory replacement costs and total dollar value of unexplained textile losses for the facility(s). The latter 2 items shall be provided as a notation on the total bill; however, payment will not be made without the required information.

Textile Care production information and cost report as found in VHA Handbook 1850.3 Appendix A & B.

Other reports as required by the COR.

Technical Exhibit #3:

Designated Pick-Up and Delivery Locations

Center locations:

VA Palo Alto Health Care System 3801 Miranda Avenue Palo Alto, California 94304 Dock Locations: Bldgs. 100, 7, 5, 54, 520, MB1 (Hometel)

VA Menlo Park Health Care System 795 Willow Road Menlo Park, California 94025 Dock Locations: Bldgs. 360, 331, 334, 347, 349, 350, 351, 352 T-365

VA Livermore Health Care System 795 Arroyo Road Livermore, California 94550 Dock Locations: Bldgs. 62, 64, 90

San Jose Outpatient Clinic 80 Great Oaks Boulevard San Jose, CA 95119 Delivery Location: Rear of Bldg.

Monterey Outpatient Clinic 201 9TH Street Marina, CA 93933 Delivery Location: Rear of Bldg.

Modesto Clinic

Stockton Clinic

TASK AND FREQUENCY

AND LIST OF SOIL LINEN PICK-UP AND CLEAN LINEN DELIVERY SITES

VA PALO ALTO HEALTH CARE SYSTEM (VAPAHCS) and its Divisions:

Number

Palo Alto, CA 94304

Livermore, CA 94550

Menlo Park, CA 94025

San Jose, CA 95119

Depart of Army Camp Park HQ Parks Reserve Forces Training Area, Dublin, CA 94501

* San Jose Clinic - Twice a month, every other Friday picks up of soiled linens and drop off empty cart. VA Linen Department handles delivery of clean linens.

**Dept. of Army Camp Parks - Once a month, every second Wednesday delivery of clean linen, empty carts and pick up of soiled linens.

NOTE: Dock locations are subject to change.

SURVEILLANCE PLAN

INTRODUCTION

The Quality Assurance Surveillance Plan has been developed to implement a service contract. It is designed to aid the Government's COR in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment.

The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples.

Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

The Surveillance Plan for this contract is designed in accordance with the Office of Procurement Policy’s (OFPP) guidance entitled ‘The Surveillance Plan’ which is available for viewing at www.wifcon.com/pubs/ofppp4_ch4.htm request a copy from the Contracting Officer or the COR.

HOW TO USE THE SURVEILLANCE PLAN

This surveillance plan has been organized to facilitate use by the COR. It is the COR’s responsibility to develop a monthly schedule for activities based on the surveillance plan’s requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month.

To build the inspection schedule, the COR will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the COR is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a COR’s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the COR perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management’s actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR.

Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services.

Errors detected by the COR in the course of surveillance will be transmitted to the Contractor or in-house management for correction. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or in-house management, as applicable, should be asked to initial this record.

If the sampling guide indicates that the number of defects is too high, the current month’s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Summary Table 7.3.1. Performance Requirements Summary, of the Laundry Performance Work Statement, a Contractor or in-house management official will be given a CDR by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for contractor provided services.

There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor or the Government is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Requirement Summary in the PWS.

PERFORMANCE REQUIREMENTS SUMMARY:

Summary Table:

Factor No.

Performance Indicator

Performance Standard Method /Type of Surveillance

COR Action

Performance Requirements Summary Method of Application

The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified in the Performance Requirements Summary Table. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

The purpose of this section is to:

List the contract requirements considered most critical to acceptable contract performance.

Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of quality required in a VA run operation.

Show the percentages of the major elements of the contract price that each listed contract requirement represents.

Explain the quality assurance methods the Government will use to evaluate the Contractor’s performance in meeting the contract requirements.

Define the procedure the Government shall use in reducing the Contractor’s monthly payment if the Contractor does not render satisfactory performance.

The Government’s quality assurance procedures are based in part on statistical random sampling of the recurring critical output products of the contract using the criteria in MIL-STD-1916. Other areas will be reviewed periodically (e.g., monthly, quarterly, semi-annually).

The criteria for acceptable and unacceptable performance are as follows:

MIL-STD-1916 based on the lot size (number of times a service is performed in a month), sample size, and AQL for each contract requirement (Performance Indicator). When the number of defects in the Contractor’s performance discovered by the Facility COR exceeds the AQL Maximum Allowable Degree of Deviation, the Facility COR shall be required to complete a CDR (Contract Discrepancy Report). The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future.

Other Requirements: The criteria for other requirements are the level of performance deemed acceptable to the…