36C26224Q0446_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contract Specialist Barry Bland barry.bland@va.gov

(858) 626-8744

(858) 626-8744

PLACE OF PERFORMANCE

Phoenix VA Health Care System

650 E. Indian School Rd

Phoenix AZ

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

See attached document: RFQ - 36C26224Q0446.

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 STATEMENT OF WORK

1. CONTRACT TITLE

Laundry services for Environmental Management Services Department at Phoenix VA Healthcare System and Prescott VA Healthcare System.

2. PLACE OF PERFORMANCE

Site Location: Phoenix VA Health Care System 650 E. Indian School Rd Phoenix, AZ 85012 Site Location: Prescott VA (Northern Arizona) Health Care System 500 Hwy 89N, Prescott, AZ 86313

3. SITE SERVICES

Phoenix VA - 5 days a week service Prescott VA - any Services for Prescott VA will go through Phoenix for transportation.

4. PERIOD OF PERFORMANCE

Base Year - 04/01/2024 through 03/31/2025 plus 4 Option Years

5. CONTRACT TYPE

Firm-Fixed-Price

6. BACKGROUND

The Phoenix VA Healthcare System seeks to contract a qualified contractor to provide professional Hospital laundry services for Environmental Management Services at Phoenix VA Healthcare System and Prescott VA Healthcare System. The contractor will process all items under state, local, and federal regulations and the terms and conditions of the contract.

7. SCOPE OF WORK

The work required by this Statement of Work consists of furnishing the Phoenix VA and Prescott VA with Emergency Laundry Services, including but not limited to collecting from Phoenix VA Laundry, laundering, drying, folding (finish work), and returning VA linens. The contractor shall provide all labor, supervision, management, management support, general supplies, ancillary equipment, vehicles, and materials necessary for emergency laundry/linen services. Services will entail professional soil sorting, washing, processing, folding, and packaging of customer linens and customer-owned specialty items, including Employee Uniforms and Scrubs if needed. Also included will be inventory control, quality control, and linen loss. To include the following but not limited:

· All workmanship shall be per practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA), and accepted industry guidelines. The intended services shall include all processes necessary for laundering the articles without explicitly mentioning every step involved. All work shall be performed under sanitary conditions as specified by the Joint Commission. Physical separation through a barrier wall and pass-through equipment is required. In no case shall clean and soiled linen share the same physical space.

· Plants where the work is performed shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be serviceable and clean, meeting established quality and performance requirement standards.

· The Laundry Plant layout/design should incorporate a "design for asepsis" whereby clean linen does not encounter soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed.

· Linens to Launder shall include, but not restricted to, flat sheets, fitted sheets, wash cloths, bibs, bed pads, OR towels, OR sheets, thermal blankets, bath towels, wet mops, microfiber mops, microfiber cleaning cloths, pillowcases, patient pajamas, patient gowns (all types), OR scrubs, towels (all types), and bath (cotton) blankets. The VA Medical Center will provide specialty linens, including uniforms.

· All processed linen will be folded, bundled, strapped, and delivered in carts that are internally lined with plastic and covered on top. The contractor's personnel shall label all clean items with tags identifying the items and item amounts in each cart/rack by the contractor's personnel.

· The contractor personnel shall wash soiled linen carts and clean the carts with a Healthcare Laundry Accreditation Council (HLAC) approved detergent/disinfectant.

· If requested: Phoenix VA delivery of clean linens and collection of soiled linens shall be five times per week: Monday, Tuesday, Wednesday, Thursday, and Friday.

· Notwithstanding the contract's provisions covering inspection, acceptance, and deduction from payment, any items deemed unsatisfactorily cleaned according to established quality and performance standards shall be re-cleaned at no additional cost to the Government. After discovering an unsatisfactory condition, such items shall be identified by the Facility COR for contractor recognition and returned to the contractor on the next scheduled pickup. Inadequate items will be kept separate from the standard laundry items for individual processing. With no additional charges to the Government, the contractor will separately identify items re-cleaned.

8. PERSONNEL QUALIFICATIONS AND REQUIREMENTS

All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering on the VA properties shall comply with the following:

· Contractor Employee Safety: the contractor shall provide and maintain safety or protective clothing or equipment 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 personnel shall be informed of potentially dangerous situations by the contractor, trained by the contractor in techniques needed to recognize and deal with potentially dangerous situations in a manner that will minimize personal risk, and required to adhere to standard techniques for personnel that become injured or ill on the job at no cost to the Government.

9. QUALITY CONTROL

The Contractor is responsible for effectively implementing their Quality Control program and shall be responsive to the requirements of the Government's Quality Assurance Plan conducted by the Facility COR.

10. QUALITY ASSURANCE

The Government will monitor the contractor's performance under this contract using the VA’s Quality Assurance Procedures. Assessments may be made monthly by the Government under stated limits on discrepancies.

11. CONTRACTING OFFICERS REPRESENTATIVE RESPONSIBILITIES

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

12. PERFORMANCE EVALUATION MEETINGS

The COR shall meet with the contractor on a minimum frequency of two (2) times per year, with the understanding that additional meetings may be required depending upon the satisfaction of the Government Agency and the contractor. Meetings shall be according to the schedule established by the COR.

13. VA SECURITY POLICY

It is the responsibility of the contractor to ensure that all extraneous articles, except trash, found in linens or areas under the jurisdiction of the contractor (i.e., medical instruments and personal items) are turned in to the COR daily (M – Fri.). If known, a note will accompany the returned articles identifying the area or origination and the type of linen or item found (e.g., general, OR special).

14. VA SAFETY AND FIRE PREVENTION POLICY

The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The contractor shall keep abreast of and comply with these regulations and code changes. Contractor's personnel shall follow policies concerning fire/disaster programs. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

15. DAMAGE AND EQUIOMENT LOSS

All tasks accomplished by contractor's personnel shall be performed to prevent damage or disfigurement of government-owned property. The contractor shall verbally report any damage or disfigurement to government property immediately to the COR when caused by the contractor's personnel. The contractor shall provide the facility COR with a follow-up written report and a subsequent copy sent to the contracting officer. The contractor shall repair any damage caused to Government property during the contractor's work performance under the contract, repaired or replaced to preexisting conditions at the contractor's own expense.

16. LINEN CONTROL

Contractor shall comply with all Government requests and policies relative to linen control. 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 (except normal wear and tear) while under the contractor's control must be replaced within 30 days at the contractor's cost.

17. DELIVERY REQUIREMENTS

The Contractor shall provide the Facility COR with the following:

· A written report of all soiled linen processed, and all clean linen delivered, showing cart number and weight. The contractor must record information daily and provide the report to the Facility COR at the end of the current workweek. The reports of soiled linen received, and clean linen delivered must show the date, the name of the item, the number of pieces received or delivered per Schedule Line-Item number, pounds received or delivered per Schedule Line-Item number, cart number/ weight, and where they were delivered.

· The Facility COR will verify the deliveries daily and discuss any discrepancies with the CO and Contractor.

· The Contractor shall disinfect carts after removing soiled linen from the cart and placing clean linen in the cart with a Tuberculocidal Germicide, which has been reviewed by the COR and approved by the Contracting Officer. Contractor personnel shall cover carts containing returned clean linen with clean covers to protect linen against contamination while in transit between the laundry plant and the medical center. After use, the contractor's personnel must dispose of and destroy laundry bags or liners used to transport soiled laundry.

· Clean linen and specialty items shall be available for transport Monday - Friday except for Memorial Day, Labor Day, Thanksgiving, and Christmas. Soiled linen and specialty items will be available for processing Monday - Friday except for Memorial Day, Labor Day, Thanksgiving, and Christmas. Deliveries will be made at a time set by this contract or the Facility COR.

· The contractor's personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed by the COR and approved by the Contracting Officer.

· The contractor must deliver to and from the contractor's laundry facility. Pickup and delivery times are subject to change to meet the VA's needs.

18. CONTINGENCY PLAN

The contractor shall furnish in writing a complete Contingency Plan indicating how services will continue to support VA Medical Centers in the event of natural or man-made disasters including continuation of services in the event of contractor's equipment or production facility failure. This Contingency Plan must also include vehicle failure.

19. CHANGES

The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery.

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 adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

20. VA PARKING POLICY

It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

21. IDENTIFICATION BADGES

All Contractor personnel are required to wear identification (I.D.) badges during the entire time on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented.

22. SMOKING POLICY

Smoking is not permitted within the VA Healthcare System facilities campus.

23. OVERTIME AND NATIONAL HOLIDAYS

Work at the Government site must not take place on Federal holidays unless directed by the CO. Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

The Contractor is not required to provide service on the following U.S. Government holidays, nor shall the Contractor be paid for these days:

24. INVOICE AND PAYMENT

Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) Vendor e-Invoice Set-Up Information:

1. OB10 e-Invoice Setup Information: 1-877-752-0900

2. OB10 e-Invoice e-mail: USClientServices@ob10.com

3. Financial Services Center e-Invoice Contact Information: 1-877-353-9791

4. Financial Service Center e-Invoice e-mail: vafsccshd@va.gov The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.

(a) Time period being invoiced for.

(b) Description of services.

(c) Unit Cost Billed.

(d) Extended amount due.

(e) Invoice number, and date.

(f) Contract and obligation number.

D.2 WAGE DETERMINATION

Service Contract Act WD #: 2015-5469 Rev. 23, Published 12/25/2023.

See attached document: FMS Vendor File Update Request Form.

See attached document: W-9 Form.

See attached document: VA10091.

Combined Synopsis/Solicitation Notice