Combined Synopsis Solicitation - Albany Laundry Services - final.docx

Combined Synopsis-Solicitation for Commercial Items Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2022-08.

This solicitation is set-aside for Small Business, Total Set-Aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812331: Linen Supply, with a small business size standard of $35.0 million.

The FSC/PSC is S209: Housekeeping-Laundry/Drycleaning.

The Environmental Management Department at 113 Holland Ave Albany, NY 12208 is seeking to purchase provide professional laundry and linen services.

All interested companies must provide quotations for the following:

Supplies/Services

Price/Cost Schedule Excel version attached (Ensure your calculations is accurate).

Base Year POP 01/01/2023-12/31/2023

Option Year One POP 01/01/2024 – 12/31/2024

Option Year Two POP 01/01/2025 – 12/31/2025

Option Year Three POP 01/01/2026 – 12/31/2026

Option Year Four POP 01/01/2027 – 12/31/2027

Performance Work Statement Albany Linen Laundry Services

1. Linen Laundry Services

Introduction – The VA Healthcare Network Upstate New York is seeking a qualified contractor to provide professional laundry services for Environmental Management Service, VA Healthcare Network Upstate New York (VISN 2).

Background /Objective Contractor will process all items in accordance with state, local and federal regulations and in accordance with the terms and conditions of the contract.

Place of Performance – Throughout Albany Stratton VAMC, 113 Holland Avenue, Albany, NY 12208.

Period of Performance – Effective start date for Base Year January 1, 2023-December 31st, 2023, and four provisional option years, to be renewed every year.

Recognized Holidays

Independence Day Definitions - Definitions used throughout this Performance Work:

ACO: Administrative Contracting Officer.

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.

CDC: Center for Disease Control: The Centers for Disease Control and Prevention (CDC) is recognized as the lead federal agency for protecting the health and safety of people - at home and abroad, providing credible information to enhance health decisions, and promoting health through strong partnerships. CDC serves as the national focus for developing and applying disease prevention and control, environmental health, and health promotion and education activities designed to improve the health of the people of the United States.

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 Representative): Any person or persons authorized to act for the Contracting Officer within authority limits. The COR will be appointed by ACO and provided to the contractor after award of the contract.

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 7.

Delivery Point: Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Wilmington HCC.

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

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

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.

Finished: Processed through a steam tunnel.

General Linens: Linens such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, mattress pads, bed pads, fitted sheets, surgical linen and other items also referred to as bulk laundry.

Government: The United States Government, Headquarters, VA, VISN 2, 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 the Joint Commission and the VA.

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

Launder: Not 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: The person with final responsibility for the mission of the 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 Facility 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.

PWS (Performance Work Statement): means a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

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

Quality Assurance Evaluator: Government employee(s) assigned to monitor and evaluate the quality and compliance with the SOW 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: The physical division of space through the use of an impermeable barrier wall in order to prevent cross contamination of clean materials with soiled or contaminated materials. The physical division of clean and soiled area must be accompanied by the use of pass-through equipment to prevent recontamination of materials by human or environmental contacts.

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

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

Standard: A Government acknowledged measure of comparison.

Start Date: January 1st, 2023 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.

TARE: weight of the empty cart.

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.

2. Contractor Furnished Items – Equipment or supplies necessary for performance that are the responsibility of the contractor to obtain or provide.

3. Scope of Work – The work required by this Scope of Work consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, linen, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services. Services will entail professional soil sorting, washing, processing, packaging and delivery of the rental linens. Also included will be inventory control, linen distribution, and linen loss acquisition.

A. Specific Tasks –

1. All workmanship must be in accordance with practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) and accepted industry guidelines. It is intended that services must include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. All work must 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. In no case must clean and soiled linen share the same physical space. * Plants in which the work is done must be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles must be in serviceable and sanitary condition, meeting established quality and performance requirement standards.

*The Laundry Plant layout/design should incorporate a “design for asepsis” whereby 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.

2. Linen to be included, but not restricted to, flat sheets, fitted sheets, wash cloths, bibs, bed pads, OR towels, OR sheets, white lab coats, impervious white lab coats, pillowcases, patient pajamas, patient gowns (all types), scrubs, towels (all types), bath blankets, and thermal blankets. Impervious white lab coats, white lab coats and scrubs will be provided by the VA Medical Center.

3. Approximately 50 pounds of regular lab coats and 10 pounds of non-permeable lab coats are processed weekly.

4. Pricing to be based on 680,000 pounds of clean/dirty linen processed annually.

5. All processed linen must be folded, bundled, strapped and delivered in carts that are internal lined with plastic and covered on top by plastic as well. All clean items will be labeled with tags identifying the items and item amounts in each cart/rack.

6. All soiled linen must be collected in plastic or cloth soil bags that will provide a functional barrier to blood borne pathogens and infectious materials. The bags should be labeled “soiled linen” and the weight of the linen bag must not exceed 25 pounds. Soiled linen carts are to be washed and cleaned with a Healthcare Laundry Accreditation Council (HLAC) approved detergent/disinfectant

7. Delivery must be three times a week with days and times to be mutually agreed upon. Services should include 24-hour, 7 day a week on call services for issues to be handled at any time.

8. Contractor must deliver clean linen to all necessary areas of the Medical Center. There are approximately 30 delivery points/clean linen rooms. Par levels for each area vary upon need. Subject to change based upon needs of the Medical Center or construction.

9. 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, must be re-cleaned. Such items must be identified, for contractor recognition, by the Facility 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.

B. Delivery Schedule or Deliverables – Delivery will be three times a week with days and times to be mutually agreed upon. Contractor personnel must be onsite to deliver clean linen to all necessary areas of the Medical Center during regular business hours. There are approximately 30 delivery points/clean linen rooms, and a few require delivery 2 times per day. Par levels for each area vary upon need. Subject to change based upon needs of the Medical Center or construction.

1. The Contractor must provide the Facility COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded on a daily basis and delivered to the Facility COR at the end of the current workweek. The reports of soiled linen received, and clean linen delivered must show date, the name of the item, 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.

2. The Facility COR will verify the deliveries daily and discuss any discrepancies with the CPM and COR.

3. The Contractor must disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been reviewed by the COR and approved by the Contracting Officer. Carts containing clean linen being returned must 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.

4. Clean linen and specialty items must 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.

5. Contractor’s personnel must clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed by the COR and approved by the Contracting Officer.

6. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made three days per week, Monday, Wednesday and Friday. Contractor is to arrive at the medical center between the hours of 8:30am and 9:30am. At that time clean linen (processed from the previous pick up) should be made available for return to the VA. Pick-up and delivery times may be changed to meet the needs of the VA.

B. Quality Control – The contractor must develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1. An inspection system covering the performance indicators given in Section 4, of the Quality Assurance/Performance Requirements summary.

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

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

C. Quality Assurance – The government must evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

4. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

5. Special Instructions

a. Meetings – The CPM must meet with the COR on a minimum frequency of once each month according to schedule established by the COR.

b. Non-Compliance - The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor must, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, must be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

c. Contractor Employee Safety: Safety or protective clothing or equipment must be provided and maintained by the contractor at the Contractor’s own expense.

d. Personal Hygiene: Contractor personnel must be clean and neat in appearance.

e. Exposure to Hazardous Working Conditions: Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel must be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal that become injured or ill on the job at no cost to the Government.

f. Performance Evaluation Meetings: The CPM must meet with the COR on a minimum frequency of once each month according to schedule established by the COR.

g. 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 daily (M – Fri.) 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).

h. Damage and Equipment loss: The Contractor must 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 Facility COR and a copy forwarded to CO.

i. Personnel Qualifications and Requirements for Contract Service:

1. Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).

2. 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).

3. Hepatitis B Virus (HBV) requirement.

j. Circumstances to be reported: The Contractor must 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 must be made immediately upon discovery by the Contractor to the COR by phone and a follow-up email.

k. Contingency Plan: The contractor must furnish in their Phase-In Material a complete written Contingency Plan indicating that services can be and how they will be continued in the event of Contractor’s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure.

l. Safety and Fire Prevention:

1. In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles.

2. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

3. The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The Contractor must keep abreast of and comply with changes in these regulations and codes.

4. Contractor’s personnel must follow policies concerning fire/disaster programs.

5. The Contractor must display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

m. Linen Control:

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

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

3. VA owned items lost or badly damaged, (except normal wear and tear) while under the control of the Contractor must be replaced within a 30-day period at the Contractor’s cost.

4. Unusual losses, including suspected pilferage, must be reported at once to the 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 COR, on a quarterly basis. The Vendor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost).

n. Supervision by Contractor - The Contractor must assign an on-site manager at their laundry processing plant who must be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services and serves as the primary point of contact with the Government.

The Contractor must designate a qualified alternate to substitute for the on-site manager in his/her absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) must meet the following requirements:

1. CPM must have at least three years of specialized experience in this capacity.

2. The CO and Facility 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.

3. The Contractor is responsible for the effective implementation of their Quality Control program, and must be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the Facility COR.

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

PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor must have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor must become familiar with performance requirements in order to commence full performance of services on the contract start date.

Phase in Material: The following documentation must be provided to the COR within 30 days after award.

1. Procedures to secure Government property while under Contractor’s jurisdiction.

2. The role of the CPM and extent of authority.

3. A copy of the Contractor’s Policy and Procedure Manual.

4. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).

Phase-out Plan: The Contractor must have a phase out plan. This plan must describe the Contractor’s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor must fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

6. Other Related Services (Not Included in the Scope of Work) Any services not expressly stated in the performance work statement are not authorized. Additional services deemed vital to the continued functioning of the systems or performance of the work herein may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

Quality Assurance Surveillance Plan The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

PRS# 1.

The Contractor must provide the Facility COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded on a daily basis and delivered to the Facility COR at the end of the current workweek.

Excellent = no reports received late Very good = less than 2 reports received beyond 3 business days Satisfactory = less than 6 reports received beyond 3 business days Unsatisfactory = 6 or more reports received beyond 3 business days, or 3 reports not received at all 100% inspection of when reports are received

PRS # 2

Contractor will deliver clean linen to all necessary areas of the Medical Center.

Very good = less than 2 reports received beyond 3 business days Satisfactory = less than 6 reports received beyond 3 business days Unsatisfactory = 6 or more reports received beyond 3 business days, or 3 reports not received at all Daily contact with linen employees

PRS # 3

Delivery will be three times a week with days and times to be mutually agreed upon.

Very good = < 6 complaint in 6 months Satisfactory = < 12 complaints in 6 months Unsatisfactory = > 12 complaints in 6 months Weekly monitoring with contractor

PRS # 4

The contractor must provide exceptional customer service to patients and staff.

Satisfactory = One complaint Marginal = Two or more complaints Periodic Surveillance: Monthly report will be made and if any complaints are present, we will bring up with contractor.

7. INCENTIVES

The Government must use exercise of option period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

8. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR must use the surveillance methods listed below in the administration of this QASP.

•PERIODIC INSPECTION: Inspections may be scheduled quarterly.

• VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the customer to identify deficiencies. Complaints are then investigated and validated.)

9. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale must be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails to Meet Standards

10. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The Government must document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR must inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR must document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR must prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager with a copy to the Contracting Officer.

The Contractor must acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor must correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government must review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

11. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR must meet with the contractor monthly to assess performance and must provide a written assessment.

The contract period of performance is 01/01/2023 – 12/31/2023 with four provisional option years 01/01/2024 - 12/31/202.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition: All offers must reference:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” (NOV 2021)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number 36C24223Q0047;

(2) The time specified in the solicitation for receipt of quotations must be received not later than November 21, 2022, 10:00 am EST;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment Request for Quotation amendments;

(10) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. The Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest priced quotation.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(1) Availability of requirements documents cited in the solicitation.

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST ( https://assist.dla.mil/online/start/).

(ii) Quick Search ( http://quicksearch.dla.mil/).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard ( https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(k) [Reserved]

Eligibility: In order for a quote to be eligible for award, the offerors submitting a quote must have the NAICS Code 812331 – Linen Supply with a Small Business Size Standard of $35.0 Million and has a current registration in the System for Award Management (SAM): https://www.sam.gov/portal/public/SAM and if applicable VetBiz (VIP) https://www.vetbiz.va.gov/ at the time of quote submission.

Questions: Request for Information (RFI)/questions shall be submitted in writing via email to Mariangie Rivera at Mariangie.Rivera@va.gov. Oral questions will not be accepted. RFI’s/questions will not be accepted after November 10, 2022, 10:00 AM EST. Questions will be answered in an amendment to the solicitation.

Submission Instructions: Technical packages (quotes) must be received not later than November 18, 2022, 10:00 AM EST. The government will only accept electronic submissions via email. Send all quotations to Mariangie.Rivera@va.gov. The email subject line shall identify Solicitation 36C24223Q0047. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Offers that do not adhere to these instructions may be determined to be incomplete and, therefore, risk being rejected without further consideration for award. Offer submissions shall include:

a. Completed acknowledgement of amendments sections (if applicable).

b. A technical submission to describe the offeror’s capability and experience in delivering the services in the Performance Work Statement via 52.212-2 Evaluation of Commercial Items section Factor 1- Quality, Factor 2- Management Plan, Factor 3- Technical Experience, and Factor 4- Schedule.

c. Past performance information via 52.212-2 Evaluation section.

d. Completed Section Price/Cost Schedule. Contractor may provide alternate pricing schedule, if alternate pricing schedule is used then it must conform to the terms of provision 52.204-22 Alternate Line-Item Proposal (Jan 2017). At the acceptance of alternate proposal, it is in the discretion of the Government.

e. Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration.

The following provisions are included as addenda to FAR 52.212-1:

Addendum to FAR 52.212-1 - Show full text FAR provisions followed by VAAR provisions in numeric order. List all provisions incorporated by reference in numeric order under 52.252-1 (see below), starting first with FAR and followed by VAAR.

52.204-22 Alternate Line Item Proposal (Jan 2017)

852.215-72 Notice of Intent to Re-solicit (OCT 2019) (End of Addendum to 52.212-1)

2. 52.212-2 Evaluation-Commercial Items (NOV 2021) ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(a) Basis for Award. The Government will award a contract resulting from this solicitation to the responsible quoter whose quotation conforming to the solicitation will be most advantageous and best value to the Government, given price and other factors considered. Comparative analysis may be used.

(b) The following factors shall be used to evaluate quotations:

Evaluation Factors for Albany’s Laundry Services

1) Technical or Quality: Technical capability is defined as an offeror’s ability to satisfy the solicitation’s requirements, providing the highest quality service to the specified facilities. The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Factor 1 – Quality Control Plan: The quoter will be evaluated on how well they detail their ability to provide appropriate quality control in their quality control plan. The quality control plan will be evaluated on how well it details the performance of service and the way that the plan provides for routine and emergency service for pickups, deliveries, and other services.

(a) Provide a synopsis of offeror’s overall approach to quality control/quality improvement.

(b) Provide plan for quality assurance of services provided

(c) Describe proposed plan for performance of services, including the methods used to handle emergency requirements necessary between scheduled pick-ups/deliveries, and standard procedures employed by contractor personnel in performance of such services.

Factor 2 – Management Plan: The quoter’s Management plan will be evaluated on how well it details the points of contact for the prime contractor and any subcontractors. The management plan will also be evaluated for how well the offeror details the process for addressing concerns with performance and the means by which they will meet the standards detailed in the QASP.

(a) Describe management practices relative to performance of the requirements contained in this solicitation. In particular, describe means of assuring timely access for laundry services, from the onset of the contract period. Indicate means of maintaining adequate, trained laundry staff. Provide method for, means of scheduling laundry services staff, and other factors to provide adequate, timely access/service for laundry services.

(b) Describe the offeror’s length and breadth of experience in providing laundry services, including references and experience in laundry services.

(c) Describe mechanism for providing continuity of laundry services to the Albany, New York VA Medical Center. Include the method/plan for assuring communication of laundry services information between the Contractor and the Albany, New York VA Medical Center.

(d) Describe capability and/or mechanism to be used to begin contract performance within approximately 30 days after contract award.

Factor 3 - Technical Experience: The quoter will be evaluated on how well the technical experience reflects that the offeror is a firm regularly engaged in performance of work of this scope and complexity.