7.29.24 - Solicaition 36C25924Q0579.docx

36C25924Q0579

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C259-24-AP-2201

575-24-2-6041-0112

36C25924Q0579 07-29-2024 Thomas Parsons thomas.parsons2@va.gov

08-16-2024

12:00 PM

CST

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X

812320 $8 Million

N/A

Department of Veterans Affairs VA Western Colorado Health Care System

2121 North Ave Grand Junction CO 81501 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

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

See CONTINUATION Page Full Service Laundry Service Contract

The one and only site visit will be held on 8/9/24 at 8:00 AM (MST) local time at the address listed in block 15.

See Section D, regarding information and reporting for site visit. Attendance at the site visit and tour is mandatory.

In addition to the site visit and tour, clause 852.219-75 MUST be completed and signed for offer consideration.

All questions and answers are to be asked at the time of the site visit site visit directly to the individual(s) conducting the site visit visit and tour.

All offers are to be submitted to thomas.parsons2@va.gov no later than 12:00 PM CST on Friday, August 16th, 2024.

See CONTINUATION Page

LOA: 575-3640162-6041-856100-2580 010056100

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Name/Title:

Email:

Address:

Phone:

SAM UEI Number:

Cage Code:

TAX ID:

b. GOVERNMENT:

Contracting Officer Heather Clemons, heather.clemons@va.gov Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Contract Specialist Thomas Parsons, thomas.parsons2@va.gov Department of Veterans Affairs Network Contracting Office

NCO 19

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

FSC e-Invoice Contact Information: (877) 353-9791 FSC e-Invoice email: vafsccshd@va.gov All Invoices from the contractor shall be submitted electronically IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. For any questions about the e-invoicing program, please contact the following:

Tungsten Network Client Services Phone: 1-877-489-6135 Link: https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ VA Financial Service Center (FSC) Phone: 1-877-353-9791 For Invoice status tracking, the contractor should use the FSC Customer Engagement Portal, link: https://www.cep.fsc.va.gov/

B.2 STATEMENT OF WORK

1.1 General. This document contains the technical provisions for the operation of Laundry Services for the Western Colorado Healthcare System (WCHCS), located at 2121 North Ave, Grand Junction, CO. Full servicing, suppling of all linen/laundry/medical items per CLINs breakout, stocking, pick-up/delivery and replenishing of the following locations in building 1 according to CLINs 0001 – 0033 is required.

The period of performance will be a base year beginning on September 1st, 2024, with four (4) option years available.

The contractor shall provide all linens, clothing items, and additional items noted in this Statement of Work and detailed in the CLINs breakout. Contractor shall maintain PAR levels at all times based on the minimum quantities listed in the CLINs breakout and provide replacement items per laundry pickup/drop cycle that become unusable or lost. The facility will not be providing any of the items listed in the CLINs breakout. This requirement will be provided by the contractor and required to meet all medical requirements and standards per the Statement of Work.

1.2 Performance Work Statement. The work required by this Performance Work Statement (PWS), consists of furnishing all labor, supervision, management, management support, supplies and materials necessary to successfully provide Laundry Services. The contractor shall process, package, and assist in loading laundry as prescribed in this PWS. The contractor shall perform to all standards identified herein.

1.3 Cleanliness Standards. All workmanship shall be in accordance with practices established by the Association of Linen Management (ALM), International Fabricare Institute (IFI), and VA Laundry publications. 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 http://www.jointcommission.org/ . 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 performance requirement standards as shown in Section 5.

1.4 Pass-Through and Air Pressure System. Physical separation between soiled and clean linens shall be maintained through the presence of a barrier wall and the use of Pass-Through Equipment and positive air pressure shall be maintained in the clean section relative to a negative air pressure in the soiled section.

1.5 Change Orders. Any changes of function by the Government, which may affect the 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 Contracting Officer’s Representative (COR) and approved by the Contracting Officer (CO) and Contractor in writing, prior to initiation of such change to assure adequate contractual coverage and the payment of reasonable compensation to Contractor for additional costs incurred in connection with such changes.

1.6 Re-Wash – Return of Item. Notwithstanding the provisions of this solicitation covering inspection, acceptance, and deduction from payment, any items found to be unsatisfactorily cleaned according to standards established in Section 5, shall be re-washed in accordance with paragraph 1.7. These items will be identified for the Contractor by the COR at laundry distribution site or by the facility linen distribution clerk at the customer facility. Items identified by the customer facility will be returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items and packaged for separate processing at the local facility pickup point.

1.7 Re-Wash – Cost to Contractor: The Contractor shall re-wash items as directed by the COR. Items determined to not meet the requirements outlined in Technical Exhibit 1 or 2 shall be credited back to the government on the appropriate-price basis as agreed upon by the Government and the contractor. Responsibility for the cost of re-wash shall be borne by the contractor. Re-wash items shall be shown as a separate line item on the monthly invoice noting the cause for re-wash and will be invoiced for payment once the items are determined to be satisfactory.

1.8 Emergency Requirements. 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 services required by the Medical Center Emergency Plan, as published by WCHCS Grand Junction, Colorado. The Contractor shall respond to the requests in the Medical Center Disaster Plan placed by the Emergency Operations Center.

1.9 Changes in Specifications. This contract is intended to produce a minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art of materials and supplies. Any proposed changes to these specifications are contingent upon the recommendations of the COR and the approval of the CO in a written modification to the contract.

Section 2: Supervision by Contractor

2.1 The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to the facility 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:

a. Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The format course must be comparable in content and duration to the American Laundry and Linen College, Part I, II & III Curriculum. http://www.almnet.org/?page=LaundryLinenCollege

b. CPM shall have at least three years of specialized experience in this capacity. This specialized experience maybe substituted for certification.

c. The CO and COR must be provided with the name, address, and telephone number where the CPM is to be reached during normal business hours and off duty hours within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.

d. 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.

e. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the 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.

2.2 Plant Manager – Qualifications. The Contractor shall assign an on-site Plant Manager, who is solely responsible to supervise the operation of the laundry plant and provide specified services to the linen board customers. The Contractor's Plant Manager (CPM) shall meet the following requirements:

a. Certified by the ALM or a graduate of an independently controlled management training program emphasizing institutional Laundry. The format course must have been previously established, sponsored by a teaching activity, and comparable in content and duration to the American Laundry and Linen College, Part I, II & III Curriculum. http://www.almnet.org/?page=LaundryLinenCollege

b. CPM shall have at least three (3) years of specialized experience in the operation of laundry plant processing a minimum of two million pounds per year or equivalent. Equivalency requirements will be mutually developed by VA and Goodwill Industries with the CO retaining final approval authority.

c. Certification of experience including name and address of facility, and certifications of completed courses shall be submitted to the COR/CO 15 days before commencement of contract performance. In the event of replacement, the new CPM's qualifications and certifications shall be submitted to the CO for approval by the linen board a minimum of 45 calendar days prior to the scheduled start date.

2.3 Contact Information. The contractor shall provide the COR/CO the name, address, and telephone number where the contractor's alternate for the CPM (when the CPM is not available), can be reached during normal business hours, 8:00am - 4:30pm, Monday through Friday. The CPM and alternate shall-also provide home phone numbers to be used during non-duty hours in the case of emergency situations.

2.4 Qualification of Alternate CPM. The alternate CPM shall, at a minimum, possess a certificate of completion of an ALM or IFI correspondence course in laundry management. A copy of the certificate of completion shall be provided to the COR/CO.

2.5 Requirements – Implementation of Quality Control Program. The contractor shall be responsible for the effective implementation of the Quality Control Program, and shall be responsive to the requirements of the Government's Quality Assurance Plan conducted by the COR.

Section 3: Personnel Qualification and Requirements for Contract Service Training – Initial and Continuing:

3.1 General Training Requirement. No contractor personnel shall be assigned to work under the contract until initial orientation and-training, as specified herein, the government's procedures or special instruction from the COR, is completed. Refresher training shall be accomplished accordingly and documentation verifying the contents of the retraining shall be available for review to the COR upon request.

3.2 Training Prior to Commencement of Work. Initial intensive training covering the topics below shall be no less than one (1) day (one (1) week in the case of supervisory personnel) and shall commence no earlier than seven (7) days prior to starting the work for all new personnel. An initial training plan, including topics, with a brief statement of content, method of training and the schedule of training shall be forwarded for review to the COR. Initial training should include the following topics at a minimum:

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

b. 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.

c. Proper use and handling of supplies and equipment.

d. Care and maintenance of contractor's property.

e. Familiarization with local fire prevention and safety procedures.

f. Familiarization with applicable hospital policies and regulations and their effect on sanitation services.

g. Familiarization with equipment operational manuals.

h. Individual duties and responsibilities.

i. Role of contractor personnel in the Medical Center and their impact on patient care, patient rights, patient safety, mission, and emergency procedures.

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

3.3 Refresher Training. The CPM shall plan for recurring annual developmental and refresher training sessions for all personnel each month and shall maintain a current series of three (3) monthly programs in advance. The proposed initial three (3) program plan, including topical programs, outlines with a brief statement of content and approximate length of programs, shall be available for review by the COR. Developmental training shall include but not be limited to the following areas:

a. Updating in the areas referred to in the paragraph above.

b. Presentations on the contents of the subjects contained in the references listed in Section 3.2.

c. Development topics, i.e., communication, individual behavior, group behavior, and motivation.

3.4 COR – Attendance at Training. The COR may attend these sessions

3.5 Records of Training. Records of all personnel training shall be maintained by the CPM and available for review by the COR within five (5) days of such training.

Section 4: Uniforms and Personnel Identification (applicable) to personnel on VA premises

4.1 Uniform Requirements All contractor personnel (except CPM) assigned to the performance of this contract shall wear a contractor-provided, standard, distinctive uniform that clearly and prominently displays the contractor's name. All uniforms are to be worn as designed by the manufacturer. Uniforms are to be cleaned and maintained in good repair at contractor's expense.

4.2 ID Badges ID badges will be issued in a joint effort between VA Police and the contractor. The contractor shall provide the blank badges and VA Police will make and issue the contract employee ID badges.

4.3 Protective Clothing In special sanitation and/or isolation situations, contractor personnel may be required to wear special protective clothing and shoe covers. These items will be supplied by the Contractor. The contractor shall ensure personnel are trained on wearing such protective clothing and when it is appropriate to wear these items and how to properly maintain.

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

Section 5: Communicable Illness and Workplace Safety

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

5.2 Contractor shall be responsible for compliance with all appropriate OSHA and VA regulatory bodies and shall maintain the required records.

Section 6: Quality Control and Quality Assurance for Contract Service

6.1 Quality Control Program: The contractor shall have a Quality Control Program to assure that the requirements of the solicitation are provided as specified. One copy of the contractor's Quality Control Program shall be submitted and approved by the COR. Subsequent changes to the approved Quality Control Program shall be reviewed and approved by the COR. The program shall include, but not be limited to the following:

a. An inspection system covering the quality standards given in Technical Exhibit No. 1, Quality Standards Summary. It must specify items to be inspected on both a scheduled and unscheduled basis.

b. A method for identifying deficiencies in the quality of services performed against the quality standards in Technical Exhibit 1 before the level of performance has an impact on the operations for the sites included in the PWS.

c. A file of all inspections conducted by the contractor and the corrective action taken. This documentation shall be made available to the Government during the term of the contract, and for one year after the expiration of the contract.

6.2 Quality Assurance: The Government will monitor the contractor's performance under this contract using the procedures in the Government’s Quality Assurance Surveillance Plan (QASP). The Government reserves the right to update or modify the QASP to meet the changing needs of the Linen Board or as changes to the contract are approved.

6.3 Contractor Access and Parking: Parking arrangements may change from time to time depending on security status of the property. The contractor shall accommodate all security issues as they are released by VA Police through the CO. Deliveries shall occur at designated locations for each site. It should be noted that during stops at these sites the contractor is responsible for shutting off vehicle engines to prevent exhaust and fumes from entering the building.

6.4 Government Supervision: The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves 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. The Contractor shall be advised of the extent of the authority of the COR. The COR shall have access to plant facilities, without necessity of prior notification of contractor during normal operational hours. The COR will have access to hold in-house PH and Titration tests to assure wash quality is maintained.

Section 7: Performance Evaluation Meeting

7.1 Monthly (at a minimum) Evaluation. The CPM shall meet with the COR on a minimum frequency of once each Month according to schedule established by the COR. Meetings will be as often as necessary at the discretion of the Contracting Officer, but not less than quarterly. A mutual effort will be made to resolve all problems identified. The written minutes of these meetings, prepared by the Government, shall be signed; first by the Contractor's representative; then by the Government's representative. Should the Contractor not concur with the minutes, the Contractor will state, in writing to the Contracting Officer, any areas of disagreement. These meeting may be via telephone conference call when practical to do so but at least quarterly shall be in person. The location of these meetings will alternate between the contract plant and a government location.

7.2 Reports of Deficiencies in Operation. The issuance of a Contract Discrepancy Report may be cause for the scheduling of an additional meeting(s) among the CPM, CO, and COR. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes to be signed by the CPM, CO, and COR. Should the CPM not concur with the minutes, a written statement will be presented to the CO within three (3) working days, explaining the areas of non-concurrence. Within three (3) working days after receipt of Contractor's response a decision will be made by the CO, and CPM will be notified of the decision in writing by the CO.

Section 8: Building Security

8.1 Compliance with VA Medical Center Policies. The Contractor shall comply with the security clearance or access controls as specified in the Medical Center Policies and Memorandums provided by the Government. All contractor employees and contractor employee vehicles shall be registered with the Police and Security Section at the VA Medical Center, Denver, Colorado if on-site personnel are deemed necessary. ID badges will be issued, and the contractor shall collect ID badges upon separation of the employee and return to the COR at the contractors facility.

8.2 Security During Operating Hours. The contractor shall ensure security of the building and its contents are maintained at the highest level during operating hours.

8.3 Extraneous Items. It is the responsibility of the contractor to ensure that all extraneous articles found in linens or in areas under the jurisdiction of the contractor are turned in as specified by the COR within 24 hours after receipt. (i.e., patient personal items such as watches, dentures, electronic devices, cell phones etc.).

Section 9: Damage and Equipment Loss

9.1 Damage to Government Facilities. 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 report any damage or disfigurement to these items within 24 hours. This report will be given to the COR.

9.2 Medical Center Policies. Contractor shall comply with Medical Center policies relative to personal property (equipment) control and use.

9.3 Participation in Inventories. Contractor shall participate in all complete or partial personal clothing property and specialty items (patient slings) inventories scheduled.

9.4 Contractor Response to CDR. When the contractor has caused damage or loss of Government property, performance is determined to be unsatisfactory, and the COR will issue a Contract Discrepancy Report (CDR). The contractor shall reply, in writing, within 10 workdays of the issuance of the CDR, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

9.5 Repair or Replacement of Damaged Property. Any damage caused to or loss of Government property during the contractor's performance of work under the contract shall be repaired or replaced to pre-existing conditions at the contractor's own expense.

Section 10: Linen Control

10.1 Contractor shall participate in all complete or partial linen inventories as requested.

10.2 The contractor shall provide a daily count of all clean items shipped to each facility. The count shall be broken down to identify individual facilities.

10.3 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.

11 Section: Hours of Operation

11.1 The Department of Veterans Affairs normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding the following Federal holidays: New Year’s day, Martin Luther King Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day declared a holiday by the President of the United States of America.

11.2 The contractor's regular operating schedule shall be established between 6:00 a.m. and 5:30 p.m., Monday through Friday. Some contract duties may require work to be performed at other than the contractor's regular operating schedule (i.e., emergencies or increased military action). Compensation for work at other than the contractor's regular operating schedule must be requested and approved in advance by the COR and CO.

Section 12: Delivery Requirements

12.1 Weight Verification. Weight verification is required for each receipt and release of the laundry workload. Delivery tickets will be furnished by the contractor. The original of the delivery ticket will be retained by the contractor, one (1) copy will be retained by the COR, and one (1) copy will be forwarded with the shipment to the linen distribution clerk. A verification of weights will be made at the receiving or releasing facility and witnessed by both contract and VA personnel.

12.2 Contents and Verification of Delivery Ticket. The VA linen distribution clerk will receive the clean laundry and verify the list of articles returned on the delivery ticket. The delivery ticket shall show the items quantity, total net weight.

12.3 Pickup of Laundry by Contractor. All laundry (excluding pillows) will be picked up by the contractor as prescribed in the requirements of the PWS. Pillows will be discarded if found in soiled linen.

12.4 Linen Carts. Carts containing clean linen shall be lined and/or covered to protect them against contamination while in transit between the laundry and the delivery point. Carts which are completely enclosed with shelves and a cover and are kept sanitary need not be lined. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Medical Center. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

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

12.6 Contractor’s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the COR.

12.7 Clean linen delivery and soiled linen pickup shall be between 6:00 am and 9:00am, Monday, Wednesday, and Friday, or as approved by the COR.

Section 13: Employee Conduct Contractor employees shall always respect the property of others (e.g., not placing beverage containers or other items on vehicles that belong to others; not moving or utilizing government property for purposes other than intended for the item, etc.). The contractor employees shall police themselves and dispose of trash and other waste products in appropriate receptacles provided. While on VA premises or facilities, the contractor's personnel shall adhere, always, to the VA Medical Center No Smoking Policy.

Section 14: Circumstances to be reported.

14.1 The Contractor shall report any circumstances, which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the COR.

Section 15: Contingency Plan

15.1 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.

Section 16: Definitions 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 COR.

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

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

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

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

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

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

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

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

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

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

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

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the COR.

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

Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year’s Day (1 January), King’s Birthday (3rd Monday in January), Washington’s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Juneteenth (19th of June), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran’s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday.

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 Section 5. Contractor supplied linens do not have to have a 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.

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

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

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

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

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

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

Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear.

Personal Property. All Government property, except real property and expendable property.

Procedures Manual. A Contractor’s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions.

Quality Assurance. Those actions taken by the government to check goods or services to determine that they meet the requirements of the SOW.

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 SOW.

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 SOW.

Separation. Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

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

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

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

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

Standard. A Government acknowledged measure of comparison.

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

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

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

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

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

Trash. Rubbish or refuse.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose.

VA (Department of Veterans Affairs). The Government agency requiring services under the terms of the contract.

VAMC. Veterans Affairs Medical Center.

Headquarter. Veterans Affairs Central Office.

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

Commonly used Acronyms.

Section 17: Government Furnished Property and Services

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

17.2 Fair/wear/tear or unserviceable condition of specialty items will be determined by the COR.

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

17.4 The Government will provide a detailed list of specialty items to be laundered.

Section 18: Contractor Furnished Items

18.1 Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 17. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

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

18.3 Carts. Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have empty weight indicated on both ends.

18.4 Rags. If available, salvaged items and or items to be used as rags when requested by the COR. i.e.: terry material.

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

Section 19: Reports and Data: The Contractor shall provide to the COR the following Report Data to the COR: (The frequency is defined for each).

19.1 Any Damage to Government property by contractor personnel within ten (10) working days after damages occur.

19.2 A training and education plan including new employee orientation and annual recurring refresher training shall be submitted annually for review. Contractor shall make training records available for review upon request.

19.3 Report of titration and PH: On file for review.

19.4 Laboratory test piece report: Quarterly.

19.5 Safety Inspection Plan: Annually.

19.6 Loss of linen article by Contractor. Weekly.

19.7 Other reports based on customer complaints. As required by COR.

19.8 Quality Control Reports: Quarterly, or as required by COR

19.9 Miscellaneous: The contractor must furnish other items as identified within this contract, such as contractor employee uniforms, identification devices, orientation and training, medical exams, procedures manuals, quality control program, and other required data.

Section 20: Specific Tasks

20.1 General: The Contractor shall provide all labor, materials, and supervision to perform all tasks necessary to operate the Contract Laundry Plant. All work is to be performed in accordance with the Contractor's approved procedures and quality control manuals.

20.2 The quantity of linen in the system at the beginning of the contract will be maintained. Inventory may be increase or decrease at the discretion and request of the COR in coordination with the CO. There will be, at a minimum, annual inventories of selected linen items. The COR is responsible for coordinating the inventories and conducting the in-laundry count. VA facilities are responsible for counting linen within their individual facilities. The Operations Manager and COR will oversee the in-laundry and customer counting. The purpose of the inventory is to assess the general effectiveness of the Linen Control System. The contractor shall fully support any request for a full inventory of all linen items.

20.3 At the beginning of the contract period, an inventory of all items will be taken. It is to be verified and accepted by the contractor. The COR and the representative of the contractor shall agree on the count and weight of clean linen shipped and on the weight of soiled linen received. Daily documentation will be maintained by each COR and by the contractor.

Section 21: Tasks

21.1 Receive and weigh (mutually agreed) soiled linens, uniforms, patient clothing, slings, mops, etc.

21.2 Sort soiled linens into proper wash classification by means of flat conveyor.

21.3 Process soiled linens (general and surgical), uniforms, patient clothing, mops, etc.

21.4 Separate and package like linen items. All surgical linens shall be packaged separately from other linens.

21.5 Pre-condition patients clothing, put on a hanger, fold, seal per patient and return to WCHS Medical Center.

21.6 Pre-condition uniforms, put on hanger, run through steam tunnel, hang on rolling rack, or cart and return to WCHCS Medical Center.

21.7 Dry patient clothing (underwear, socks, etc.) package and return to WCHCS Medical Center.

21.8 Clean transport carts.

21.9 Return clean linens, uniforms, clothing, etc. (mutually verified count and weight).

21.10 Process laboratory test pieces and submit them to appropriate laboratories for analysis of effects of processing, quarterly.

21.11 Perform all above tasks as required in declared emergency situations.

Section 22: Section 18: Packaging and Folding Requirements All general, surgical, and specialty linen items to include uniforms and patient clothing shall consist of placing counted items onto clean racks/carts and covered. Covers shall cover entire linen cart. All items shall be neatly stacked and/or hung on linen racks and carts in such a manner than an accurate visual inventory can be taken. All liked items will place in the same rack/cart, if there is still rack/cart room for additional linen, the linen must be separated with a clean white sheet. General, surgical, and specialty linen items shall be folded, stacked, hung, or counted in bulk as follows:

22.1 Items to be folded with two (2) primary folds, three (3) cross folds and stacked:

e. Surgical linens

22.2 Items to be folded with two (2) primary folds and stacked:

22.3 Items to be French folded with one (1) cross fold and stacked:

a. Bath towels

22.4 Items to be French folded in thirds and stacked in stacks:

22.5 Items to be folded with two (2) primary folds and two (2) cross folds:

22.6 Items to be folded with one (1) lengthwise primary fold, two (2) equal length cross folds and stacked.

a. Pajama trousers

22.7 Items to be laid flat and stacked.

a. Washcloths

22.8 Items to be weighed and shipped in bags, in regular laundry cart.

22.9 Items to be hung, with top button closed, processed through steam finishing cabinet, and placed on laundry transport rack and returned to proper facility. All marked items shall be kept separate and returned.

22.10 Items to be neatly folded according to size and returned.

Section 23: Applicable Regulations, Manuals, Specifications & Technical Exhibits

23.1 VAMC Policies and Memorandums. At the start of the contract the Government shall provide one (1) copy…