Attachment 3 - Instruction to Offerors (Laundry__Linen) Final.pdf

DEFENSE HEALTH AGENCY CONTRACTING ACTIVITY (DHACA)

HEALTHCARE CONTRACTING DIVISION – SOUTH (HCD-S)

7800 W IH-10, SUITE 235

SAN ANTONIO, TEXAS 78230

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7/23/2026

INSTRUCTIONS TO OFFERORS

SUBJECT: Combined Synopsis/Solicitation for Lackland Laundry & Linen Services (Wilford

Hall Ambulatory Surgical Center & Outlying Clinics)

NOTICE TO OFFEROR(S)/SUPPLIER(S)

The Government reserves the right to cancel this solicitation, either before or after the closing date. The Government also reserves the right to award all, some, or none of the solicited requirements. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an Offeror for any costs. Additionally, this is a competitive follow-on requirement to Blanket Purchase Agreement (BPA) HT940823A0002.

NOTE: FUTURE SCOPE ADAPTABILITY

There is a future possibility of additional laundry and linen services, increased linen volumes, or additional outlying clinics/facilities within the 59th Medical Wing's area of responsibility (or broader regional requirements) being added to any contract resulting from this solicitation. In the event of additional laundry and linen scope, locations, or volume being added via bilateral modification, the contractor shall provide these additional services at the unit rates (e.g., price per pound or price per dry-cleaning piece) established in the current period of performance.

SOLICITATION PROVISIONS: INSTRUCTIONS & EVALUATION

• Program Title: Lackland Laundry & Linen Services

• Requiring Activity: 59th Medical Wing, Lackland AFB (Wilford Hall Ambulatory

Surgical Center)

• NAICS/PSC Code: 812320 (Drycleaning and Laundry Services (except Coin-

Operated)), S209 (Housekeeping- Laundry/Drycleaning)

• Set-Aside: 100% Small Business Set-Aside (SBA Size Standard: $8.0 Million)

SECTION 1: ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

To be considered for award, offerors must strictly adhere to these instructions.

CUI/SP – PROCURE

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1.1 Submission of Offers (Tailored FAR 52.212-1(a))

Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified. At a minimum, offers must include:

• Solicitation Number: HT9408-26-Q-E029

• Offeror Information: The name, address, telephone number, and email of the Offeror

(to be included only in Volume I).

• Entity Identifiers: The Offeror’s Unique Entity Identifier (UEI) and CAGE Code (to be included only in Volume I).

• Evaluation Factor Data: Complete and detailed information necessary to evaluate the factors contained in the provision at FAR 52.212-2.

• Representations & Certifications: Completed representations, certifications, and other information required by the solicitation (other than those collected electronically via the

System for Award Management (SAM)).

• Extent of Agreement: A statement confirming that the Offeror agrees to all terms, conditions, and provisions included in this solicitation, the Performance Work Statement

(PWS), and all accompanying amendments without exception.

• Proof of Insurance: Valid evidence of standard commercial insurance or an official letter of intent from a carrier as specified under Section 1.6 (to be included only in

Volume I).

1.2 Proposal Submission Details & Deadlines

• Submission Deadline: Proposals must be received electronically no later than September 17, 2026, at 12:00 PM Central Standard Time.

• Submission Channel: Submit all proposal volumes via email to the Contract Specialist, Matthew Brinkmann, at matthew.j.brinkmann.civ@health.mil and Contracting Officer Joe Wells at joe.d.wells3.civ@health.mil. Submission of Proposals must include

"HT9408-26-Q-E029- Lackland Laundry & Linen Proposal - [Company Name etc.]" in the subject line.

• File Format: Files must be in searchable PDF format. Hardcopies or e-mailed proposals to unauthorized mailboxes will not be accepted.

mailto:matthew.j.brinkmann.civ@health.mil mailto:joe.d.wells3.civ@health.mil

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• Questions: Offerors must submit all questions regarding this solicitation via email no later than September 3, 2026. Questions submitted after this date may not be answered.

1.3 Period for Acceptance of Offers (FAR 52.212-1(b))

The Offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

1.4 Late Submissions, Modifications, Revisions, and Withdrawals (FAR 52.212-1(c))

• Offerors are responsible for submitting offers, and any modifications or revisions, to the

Government office designated in this solicitation by the exact time specified.

• Any offer, modification, or revision received after the time specified for receipt of offers is "late" and will not be considered unless it is received before award is made and the

Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

• System Disruption / Emergency: If an emergency or unanticipated event interrupts normal Government electronic processes so that offers cannot be received by the exact time specified, and urgent Government requirements preclude a formal amendment, the closing time will be deemed extended to the same time of day on the first work day on which normal Government processes resume.

• Withdrawal: Offerors may withdraw their offers by written notice to the Government received at any time before award.

1.5 Proposal Structure and Page Limits

Offerors shall organize their proposals into four (4) separate, clearly identified volumes as follows:

Volume Title Page Limit Format Identification Rules

Volume I Administrative 2 Pages Searchable

PDF

Full identifying information allowed.

Volume II Technical

Capability

4 Pages

Maximum

Searchable

PDF

STRICTLY ANONYMOUS /

BLIND. No company names, logos, or identifying details.

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Volume

III

Past

Performance

Form-based

(PPQ/CPARS)

Searchable

PDF

Identifying information allowed.

Volume

IV

Price Proposal No Page Limit

Fill-in

Solicitation Identifying information allowed.

• Non-Compliance: Proposals that exceed the page limits, include pricing information in

Volumes I, II, or III, include company identifying details in Volume II, or fail to submit all required volumes may be considered non-compliant and excluded from evaluation.

The proposal shall not contain any extraneous information such as commercial advertisements or marketing material.

1.6 VOLUME I: ADMINISTRATIVE

Within the Administrative volume, Offerors shall provide the following:

1. Title Page / Letter of Transmittal: Complete company name, address, telephone number, representative point of contact, email, CAGE code, and UEI number.

2. SAM Registration: Affirmation on the title page that SAM representations and certifications are current, complete, and accurate as of the proposal due date under

NAICS code 812320, showing no active exclusions.

3. Socio-Economic Representation: Proof of small business status under NAICS 812320.

4. Statement of Extent of Agreement: A statement confirming the Offeror's agreement with all terms, conditions, and provisions of this solicitation, the PWS, and subsequent amendments.

5. Proof of Insurance (Non-Personal Services): Note: submission of this criteria will not count against administrative page limit. In accordance with FAR clause 52.228-5

"Insurance - Work on a Government Installation" and FAR 28.307-2 "Liability," offerors must submit a Certificate of Insurance (COI) or a binding letter of intent from their insurance carrier confirming they can meet the following minimum liability limits:

(a) Workers' Compensation: Statutory coverage as required by Federal and State law.

(b) Employer's Liability: A minimum of $100,000.

(c) General Liability: Comprehensive bodily injury liability of at least $500,000 per occurrence.

(d) Automobile Liability: Written on a comprehensive form covering all owned, non-owned, or hired vehicles used in performing the contract (essential for the

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$200,000 per person and $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage.

1.7 VOLUME II: TECHNICAL CAPABILITY (STRICTLY BLIND EVALUATION)

To ensure an objective and impartial evaluation, Volume II must be completely cleansed of all

Company Identifiable Information. This includes, but is not limited to:

• Company names, parent organizations, joint-venture partners, or subcontractor names.

• Corporate logos, letterheads, watermarks, or unique brand imagery.

• Specific facility physical addresses, geographic coordinates, or local landmark associations.

• Resumes or individual names of staff, executives, or point-of-contacts.

Note: Offerors must refer to themselves strictly as "the Offeror" or "Contractor," and refer to their facility as "the primary processing facility" or similar generic terms. Any proposal containing identifying information in Volume II may be determined non-compliant and excluded from further evaluation.

The Technical Volume must clearly demonstrate the offeror's capability to perform the bulk laundry and dry-cleaning services detailed in the PWS. General statements such as "the offeror understands and will comply" are insufficient. Offerors must address the following criteria:

• Hygiene & Infection Control: Detail operational procedures to comply with CDC and

OSHA guidelines for medical-grade bulk laundry. Describe facility configurations, specifically detailing how the positive/negative air pressure boundaries between clean and soiled processing areas will be strictly maintained and monitored.

• Capacity & Management: Provide objective proof of plant facility and equipment capacity capable of handling the maximum ceiling quantities identified in the draft contract (see CLIN structure). Submit a comprehensive Transition Plan outlining how a fully qualified, credentialed, and medically cleared workforce will be recruited, verified, and placed on Day 1 of performance (the transition period).

• Logistics & Transport: Detail the transport plan, including vehicle fleet specifications, pickup/delivery schedules, and sanitation protocols for vehicles transporting both soiled and clean linens across WHASC and outlying clinics.

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• Quality Assurance & Loss Control: Detail procedures for joint weight verification using Government-owned scales located at WHASC. Propose tracking mechanisms to ensure clean returns remain within the strict 10% maximum variance threshold. Explicitly acknowledge the flat reimbursement rate of $5.00 per pound for lost or contractor-damaged government-owned property.

1.8 VOLUME III: PAST PERFORMANCE

Offerors shall submit up to two (2) past performance references for contracts or task orders performed within the last three (3) years (recent) that are relevant to this medical laundry requirement.

• Each reference shall be documented using the Project Summary Sheet provided, along with either an associated completed Contractor Performance Assessment Reporting

System (CPARS) evaluation or a Past Performance Questionnaire (PPQ).

• If a CPARS evaluation is available in the federal database, it must be used, and a PPQ should not be submitted.

• Project Summary Sheets submitted without either a corresponding PPQ or CPARS evaluation may not be evaluated.

• The Project Summary Sheet must contain contract numbers, descriptions of work, periods of performance, and POC emails/phone numbers. Any past performance reference that does not contain valid/current POC contact information or, if the POC provided cannot validate work identified on the project summary sheet, the past performance reference may not be evaluated.

• The Government reserves the right to use both the information provided in the Offeror’s

Past Performance submittals and information obtained from other sources available to the

Government, to include, but not limited to, CPARS, SAM, or other databases; and interviews with Program Managers, Contracting Officers, and commercial or non-

Government sources.

1.9 VOLUME IV: PRICE PROPOSAL

Offerors must submit their priced proposals as follows:

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• Priced Proposal: Offerors will submit their fully-burdened unit rates along with total price information directly within the CLIN structure of the HT9408-26-Q-E029 solicitation.

• Price Structure: Proposed prices must account for all transportation, materials, labor, and compliance costs necessary to meet the PWS requirements. No separate fees or surcharges will be accepted.

1.10 Post-Award Debriefings (FAR 52.212-1(e))

If a post-award debriefing is given to requesting Offerors, the Government will disclose:

• The agency’s evaluation of the significant weak or deficient factors in the debriefed

Offeror’s offer.

• The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror, along with past performance information on the debriefed Offeror.

• The overall ranking of all Offerors when a ranking was developed by the agency during source selection.

• A summary of the rationale for award.

• Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

SECTION 2: FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

2.1 Basis for Contract Award (FAR 52.212-1(d) & FAR 52.212-2(a))

This acquisition is conducted under FAR Overhaul 12.201-1 (Simplified Procedures for

Commercial Products and Commercial Services up to $9 Million). Standard FAR Part 15 formal negotiated source selection procedures are not applicable.

• Award Without Discussions: The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions if the Contracting Officer determines them to be necessary. The Government

RFQ - HT940826QE029 Page 8 of 11 may reject any or all offers, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

• Award Selection: The Government will award a single, Firm-Fixed-Price contract to the responsible offeror whose proposal is compliant, receives an "Acceptable" (Pass) rating for

Technical Capability, and represents the Best Value to the Government through a comparative tradeoff between Past Performance and Price.

• Compliance: A compliant proposal is one that meets all the terms, conditions, and specifications in this solicitation. The Offeror must provide all documents listed and comply with all proposal instructions for their proposal to be considered "compliant." Only compliant proposals will be evaluated for award.

• Evaluation Process: The Government will utilize a sequential evaluation approach:

o Step 1 (Place Prices in Order): All compliant proposals will be placed in order from lowest to highest based on the Total Evaluated Price (Base Period + FAR 52.217-8 Option).

o Step 2 (Technical Review): The Government will evaluate the Technical Capability

(Factor 1) of proposal's Volume II only. Because Volume II is blinded, the technical evaluation panel will remain completely unaware of the offeror's identity, preventing cognitive or historical bias.

o Step 3 (Past Performance Review): If the proposal is rated "Acceptable" (Pass) under

Factor 1, the Government will evaluate its Past Performance (Factor 2) using Volume III and database records.

o Step 4: Comparative Trade-off Analysis. The Source Selection Authority (SSA) will conduct an integrated, comparative assessment of all technically acceptable proposals, weighing Price against Past Performance confidence, to determine which offer represents the best overall value.

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2.2 Evaluation Factors and Ratings

Factor 1: Technical Capability

The Technical Volume (Volume II) will be evaluated on an Acceptable / Unacceptable

(Pass/Fail) basis.

• Acceptable (Pass): Proposal clearly meets all operational, logistic, transport, and hygienic requirements outlined in the PWS and contains an actionable transition plan ensuring workforce readiness on Day 1.

• Unacceptable (Fail): Proposal fails to meet one or more of the minimum operational, logistic, or hygienic requirements outlined in the PWS. Offers rated Unacceptable will not be further evaluated.

Factor 2: Past Performance

The Government will evaluate the quality, relevancy, and recency of the offeror's past performance to assess confidence in their ability to successfully execute the contract.

• Relevancy Definitions:

o Very Relevant: Present/past performance effort involved essentially the same scope, medical-grade hygiene complexities, and volume (bulk laundry and dry-cleaning services for a major medical center or surgical center with similar tonnage).

o Relevant: Present/past performance effort involved similar scope, healthcare/hospital laundry complexities, and volume.

o Somewhat Relevant: Present/past performance effort involved some of the scope, commercial laundry services, and moderate volume.

o Not Relevant: Present/past performance effort involved little or none of the scope, complexity, or volume.

• Performance Confidence Assessment (PCA) Ratings:

o Substantial Confidence: Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

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RFQ - HT940826QE029 Page 10 of 11 o Satisfactory Confidence: Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

o Neutral Confidence: No recent/relevant performance record is available, or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned. (Evaluated as "Satisfactory").

o Limited Confidence: Based on the offeror’s recent/relevant performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

o No Confidence: Based on the offeror’s recent/relevant performance record, the

Government has no expectation that the offeror will be able to successfully perform the required effort.

Note: Offerors receiving a "Limited Confidence" or "No Confidence" rating are not eligible for award.

Factor 3: Price

Proposed pricing will be evaluated to ensure it is fair, reasonable, and balanced.

• Fair and Reasonable Determination: The Government will determine whether proposed prices are fair and reasonable using commercial price analysis techniques in accordance with FAR Overhaul Part 12 (including comparing proposed prices received in response to the solicitation, comparing proposed prices with historical prices paid for the same or similar services, and/or evaluating competitive pricing in the local county market).

• FAR 52.217-8 Option Evaluation: The Government will evaluate the pricing for the 6-month extension period by assessing the option rates submitted for the extension period to ensure they are mathematically consistent with the base period rates.

2.3 Tradeoff & Comparative Analysis (Best Value Basis)

Technical Capability is evaluated strictly as Pass/Fail. For all offerors determined to be

"Acceptable" (Pass) under Factor 1, the Government will conduct a comparative assessment and tradeoff between Factor 2 (Past Performance) and Factor 3 (Price).

• Relative Weight of Factors: Factor 2 (Past Performance) is approximately equal in importance to Factor 3 (Price).

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• Tradeoff Rules: The Government will conduct a comparative tradeoff among all compliant and technically acceptable offerors. The Government reserves the right to select a higher-rated, higher-priced offer if the Contracting Officer determines that the past performance record (e.g., a "Substantial Confidence" rating) of the higher-priced offeror outweighs the price difference. Award will be made to the offeror whose proposal, based upon this comparative evaluation, represents the best overall value to the

Government.