36C26120Q0067-002.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. 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 82

459-20-1-638-0001

36C26120Q0067 11-04-2019

Angela Gerlitzki 8angela.gerlitzki@va.gov 11-12-2019

10 AM HST

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 459 Patterson Rd Honolulu HI 96819-1522

X

812331

$35 Million

N/A

"See Delivery Schedule"

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 459 Patterson Rd Honolulu HI 96819-1522

FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Linen rentals and laundry sevices for Rehabilitation and Extended Care Services (GREC), Center for Aging (CFA), Honolulu, HI in accordance with the Performance Work Statement (PWS).

Quote instructions are provided in provision 52.212-1.

Evaluation factors are provided in provision 52.212-2.

SITE VISIT is available upon request see 52.237.1

The Government intends to award a single Indefinite Delivery Indefinite Quantity (IDIQ) contract. The guaranteed minimum for the entire contract is $1,000.00.

See CONTINUATION Page

Parvinder Brar Contracting Officer

36C26120Q0067

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.3 52.216-18 ORDERING (OCT 1995)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

C.8 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.9 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.10 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.11 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)

C.13 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.16 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN

2008)

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.237-1 SITE VISIT (APR 1984)

E.7 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (OCT 2018)

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 36C261 Angela Gerlitzki, Contract Specialist

VA Sierra Pacific Network (VISN 21)

VA Pacific Islands Health Care System

459 Patterson Rd

Honolulu HI 96819-1522

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.

FMS VA-9(101) Financial Services 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:

AMENDMENT NO DATE

Minimum Guarantee: $1,000.00

Maximum Contract Value: $999,999.00

B.2 PRICE SCHEDULE

Base Period: December 1, 2019 - November 30, CLIN # Laundry Service for Rehabilitation and Extended Care Services

Annual Estimated Quantity

Unit (Dry Weight)

Unit Price

Total Estimated Price

0001 Complete laundry services for linen supply and laundry service rentals in accordance with the PWS. Cost per pound will be all inclusive.

115,000 LB $ $

0002 Laundry Service for Tablecloths in accordance with the PWS.

1,000 LB $ $

0003 Laundry Services for Cubicle Curtains in accordance with the PWS.

60 EA $ $

Total Estimated Price for Base Period $

Period One (1): December 1, 2020 - November 30, CLIN # Laundry Service for Rehabilitation and Extended Care Services

Annual Estimated Quantity

Unit (Dry Weight)

Unit Price

Total Estimated Price

1001 Complete laundry services for linen supply and laundry service rentals in accordance with the PWS. Cost per pound will be all inclusive.

120,000 LB $ $

1002 Laundry Service for Tablecloths in accordance with the PWS.

1,000 LB $ $

1003 Laundry Services for Cubicle Curtains in accordance with the PWS.

Total Estimated Price for Period One (1) $

Period Two (2): December 1, 2021 - November 30, 2022

CLIN # Laundry Service for Rehabilitation and Extended Care Services

Annual Estimated Quantity

Unit (Dry Weight)

Unit Price

Total Estimated Price

2001 Complete laundry services for linen supply and laundry service rentals in accordance with the PWS. Cost per pound will be all inclusive.

125,000 LB $ $

2002 Laundry Service for Tablecloths in accordance with the PWS.

1,000 LB $ $

2003 Laundry Services for Cubicle Curtains in accordance with the PWS.

Total Estimated Price for Period Two (2) $

Period Three (3): December 1, 2022 - November 30, 2023

CLIN # Laundry Service for Rehabilitation and Extended Care Services

Annual Estimated Quantity

Unit (Dry Weight)

Unit Price

Total Estimated Price

3001 Complete laundry services for linen supply and laundry service rentals in accordance with the PWS. Cost per pound will be all inclusive.

130,000 LB $ $

3002 Laundry Service for Tablecloths in accordance with the PWS.

1,000 LB $ $

3003 Laundry Services for Cubicle Curtains in accordance with the PWS.

Total Estimated Price for Period Three (3) $

Period Four (4): December 1, 2023 - November 30, 2024

CLIN # Laundry Service for Rehabilitation and Extended Care Services

Annual Estimated Quantity

Unit (Dry Weight)

Unit Price

Total Estimated Price

4001 Complete laundry services for linen supply and laundry service rentals in accordance with the PWS. Cost per pound will be all inclusive.

135,000 LB $ $

4002 Laundry Service for Tablecloths in accordance with the PWS.

1,000 LB $ $

4003 Laundry Services for Cubicle Curtains in accordance with the

PWS.

60 EA $ $

Total Estimated Price for Period Four (4) $

Grand Total Estimated (All Five Years) $

B.3 PERFORMANCE WORK STATEMENT

Linen rentals and laundry services for Geriatrics, Rehabilitation and Extended Care

(GREC) at the Center for Aging, Honolulu Hawaii

November 1, 2019

GENERAL INFORMATION

This document contains the technical provisions for laundry/linen services that are to be provided to the Veterans Administration Pacific Islands Health Care System, Center for Aging located at 110 Krukowski Road, Bldg. 110, Honolulu, Hawaii 96819.

Period of Performance: This contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

The ordering period for the IDIQ contract will be five (5) years from the date of award.

The work required by this PWS consists of furnishing all the linen items for the Center for Aging (60-bed facility) to include Rehabilitation Department and Dietary Program which are located in the same building.

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.

The bid price shall include (but is not limited to) all elements associated with the provision of this laundry service (i.e):

• Rental of the linen articles at the agreed upon inventory levels to the VA CFA facility.

• Inventory and stock level management of the linen articles based on facility usage.

• Delivery of items to clean utility areas within the VA CFA via an exchange cart system.

• Pick up of soiled linen from the facility and transport of items to the laundry facility.

• Washing, drying and any other chemical or physical process (such as pressing, folding, hanging etc.) needed for the proper laundering of the linen items.

• Transport of the cleaned, processed and folded articles to the VA CFA facility.

• Provision of necessary laundry collection bags to the VA CFA 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 VAPIHCS 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.

Personnel Qualifications and Requirements for Contract Service:

Employment:

The Contractor’s Plant Manager (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 random 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 quarter according to schedule established by the COR. The Contracting Officer will meet with the parties as needed or as requested.

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 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 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 72-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 daily 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 Contractor shall disinfect carts at their facility after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Disinfectant or hospital grade germicidal 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 or as specified in Task and Frequency.

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 2pm – 7pm daily, with specific delivery times to be proposed by the Contractor and agreed to by the COR for the following location:

VA Pacific Islands Health Care System

Center for Aging (Bldg. 110)

110 Krukowski Road

Honolulu, Hawaii 96819

Delivery: side ambulance door

Daily Requirements: Of note Contractor shall provide 72-hour linen stock

Flat Sheet (66x115) 60ea/day

Pillowcase (42x34) 60ea/day

Fitted Sheet 50ea/day

Bath Blanket (72x90) 60ea/day

Thermal Blanket (74x108) 20ea/day

Underpad (33x36) 60ea/day

Bath Towel (24x48) 60ea/day

ULS Washcloth 60ea/day

Patient Gown 50ea/day

Impervious Bags 10ea/day

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, 7:30 am to 3:30 pm, Sunday through Saturday seven days a week, 365 days a year, including all holidays

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.

PERFORMANCE WORK STATEMENT

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.

The Government will purchase its own tablecloths, cubicle curtains and shower curtains and replace these items as they become unserviceable due to wear and age.

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 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 (page 18), and/or have been agreed to by the COR/Designee and Contractor.

Bulk Delivery Carts. Contractor shall provide all carts

Impervious Bags. Contractor shall provide linen liners. These liners are recyclable products.

Specific Tasks

The Contractor shall accept for processing all soiled linens, tablecloths and curtains. After processing all items are to be finished and delivered to the VA PIHCS Center for Aging in accordance with the terms outlined below.

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

Pillowcases (42x34)

Flat Sheet (66x115)

Napkins

Tablecloth (50x110)

Tablecloth (54x120)

Tablecloth (52x52)

Tablecloth (66x66)

Items that must be tumbled, dried and folded:

Bath Blanket (72x90)

Bath Towel (24x48)

Curtains, shower

Curtains, cubicle

Fitted Sheet

Gown, patient

Hand Towel (16x27)

Thermal Blanket (74x108)

Under pad (33x36)

Washcloth

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 ensure that all mandatory publications are posted and up to date:

MIL-STD-1916

Infection Control Policy

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 FY19, 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.

Monthly Quality report.

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

Monthly 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)

Monthly 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 Location

VA Pacific Islands Health Care System

Center for Aging (Bldg. 110)

110 Krukowski Road

Honolulu, Hawaii 96819

Delivery: side ambulance door

TASK AND FREQUENCY

SOILED LINEN PICK-UP SCHEDULE

VA Pacific Islands Health Care System (VAPIHCS)

Locations Address Building Frequency Days per Week

Number

Center for Aging

110 Krukowski Road

Honolulu, Hawaii 96819

110 7 days per week

Sunday through Saturday

CLEAN LINEN DELIVERY SCHEDULE

Center for Aging

110 Krukowski Road

Honolulu, Hawaii 96819

110 6 days per week

Monday through Saturday

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 or Designee 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:

Sampling guides

Customer complaint surveillance guides; and

Surveillance activity checklist.

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 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

http://www.wifcon.com/pubs/ofppp4_ch4.htm

This surveillance plan has been organized to facilitate use by the COR or Designee. It is the COR’s responsibility to develop a schedule for activities based on the surveillance plan’s requirements.

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 will be programmed into the schedule to facilitate their accomplishment. Changes will be posted in advance and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. One should be able to conduct a complete audit trail from the 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.

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, random, 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: 7.3.1

Summary Table:

Factor No.

Performance Indicator

Performance Standard

Method /Type of Surveillance

COR Action

1 Delivery Schedule is met

All quotas are delivered to Medical Centers per established schedules.

COR (or designee)

Possible CDR (Contractor Discrepancy Rprt to CO)

2. Laundry is clean Laundry is clean, dry, free of lint and odor, spots and stains removed.

Random Sampling -carts of clean linen, daily by COR (or designee)

Possible CDR (Contractor

3. Provide required reports Data required submitted on time.

Check list Possible CDR (Contractor

4. Response CPM responds within 1 hr. to request for contact from CO, Lead COR, Facility

COR.

COR

awareness

Possible CDR (Contractor

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 (acceptable quality limit) 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 Government. When the number of defects discovered by the Lead COR, exceeds the number shown in the AQL column, a CDR, as described above will be issued.

SAMPLING GUIDES

SAMPLING GUIDE 1

CLEANLINESS OF LINEN

1. AQL: 5% Maximum Allowable Degree of Deviation

2. Lot size: ____*_____ (number of carts received per day)

3. Sample size: ____**______

4. Sampling and Inspection Procedure: Select _________ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards of cleanliness established contract.

5. Performance guide: A minimum of 95% compliance with established standards for clean linen is required.

* Actual ** To be determined in accordance with OFPP ‘The Surveillance Plan’ guide

SAMPLING GUIDE 2

FINISH AND PACKAGING

1. AQL: 2% Maximum Allowable Degree of Deviation

2. Lot size: _____*_______ (number of carts received per day)

3. Sample size: _____**_______

4. Sampling and inspection procedure: Select _______ random carts from each delivery of clean linen. Examine linen on carts selected for compliance with standards of finish and packaging established in contract.

5. Performance guide: A minimum of 98% compliance with established standards for finishing and packaging is required.

** Actual ** To be determined in accordance with OFPP ‘The Surveillance Plan’ guide

SAMPLING GUIDE 3

DAMAGE

1. AQL: 2.5 percent Maximum Allowable Degree of Deviation

2. Lot size: ____*_____ (number of deliveries per month)

3. Sample size: ______**______

4. Sampling and inspection procedure: Select ________ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards for non-damage of linen item established in contract.

5. Performance guide: A minimum of 97.5% compliance with established standards for damage is required.

* Actual ** To be determined in accordance with OFPP ‘The Surveillance Plan’ guide

SAMPLING GUIDE 4

CLEANING OF CARTS

1. AQL: 2.5% Maximum Allowable Degree of Deviation

2. Lot size: _____*______ (number of deliveries per month)

3. Sample size: ____**_______

4. Sampling and inspection procedure: Select _________ random days required for delivery of clean linen. On the days selected, go to the laundry and verify that carts are being cleaned between unloading of soiled linen and loading of clean linen.

5. Performance guide: A minimum of 97.5% compliance with established standards for cleaning of carts is required.

* Actual ** to be determined in accordance with OFPP ‘The Surveillance Plan’ guide

CUSTOMER COMPLAINT SURVEILLANCE GUIDE. The checklists attached hereto contain those contract requirements that can best be monitored by the individual or activity receiving the service.

At the start of the contract, the COR or Designee shall instruct customers on the requirements of the contract and on the proper method to complete the customer complaint form. A written copy of the specific contract requirement will be provided to each customer. Customers shall be required to submit the complaint form within 3 working days of the discovery of the discrepancy.

When a complaint is received, the COR or Designee will contact the customer to verify the complaint. If the complaint is valid, the COR will notify the Contractor of VA management whoever is applicable of the defect in writing.

The COR or Designee will retain the complaint form in the files. At the end of each month, all validated complaints will be tabulated to determine satisfactory or unsatisfactory performance, in each area, based on the criteria in the AQL column in the “Performance Requirements Summary.”

CUSTOMER COMPLAINT RECORD

Date/time of complaint:

Source of complaint:

Division:

Area: Extension:

Nature of complaint:

COR evaluation:

Date/time contractor or VA informed of complaint: ___________________

CPM initials _________________

Action taken by contractor or VA:

COR signature: ___________________________________________

SURVEILLANCE ACTIVITY CHECKLIST. There are some contractual requirements, of a general nature, that do not properly fit under the random sampling concept. These items are contained on the following checklist by frequency of the surveillance (weekly, monthly, etc.)

SURVEILLANCE ACTIVITY CHECKLIST

(To be performed (daily) (monthly) (weekly) (random) as applicable)

Contract requirement

Method of surveillance

Date accomplishe d

Where accomplished

Compliance

Cleanliness of linen

COR or designee inspection. Checklist if applicable.

Finish and packaging

COR or designee

Damages COR or designee

Clean carts COR or designee

Attachment 1

GENERAL LINEN ITEM AND SPECIFICATIONS

Item Description Specifications

Flat Sheet (66x115) 66" x 115", 55/45 cotton/poly blend

Pillowcase (42x34) 36" x 26", 55/45 cotton/poly blend

Fitted Sheet 52/48 Poly/cotton blend

Bath Blanket (72x90) 72" x 90", 55/45 cotton/poly blend

Thermal Blanket (74x108) 74" x 108", 55/45 cotton/poly blend

Underpad (33x36) 33" x 36" 100% poly (Face fabric), 80/20 poly/rayon soaker (Vinyl Barrier)

Bath Towel (24x48) 24" x 48", 100% cotton

ULS Washcloth 12"x12", 100% cotton

Patient Gown 55/45 cotton/poly blend

Impervious Bags 100% poly

Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135 http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

SECTION C - CONTRACT CLAUSES

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS

AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS

APR 2014

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER

MAY 2011

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

JUL 2016

52.232-18 AVAILABILITY OF FUNDS APR 1984

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

DEC 2013

C.2 52.212-4 CONTRACT…