Combined Synopsis Solicitation Laundry BFSU.pdf

SECTION B – CONTINUATION BLOCK

The Billings Area Indian Health Service (IHS) is requesting quotes in accordance with the requirements of Request for Quotation (RFQ)10-21-005-PY to acquire Laundry and Dry Cleaning Services for the Blackfeet Service Unit (BFSU) Public Health Service Indian Hospital, also referred to as Blackfeet Community Hospital , Browning, MT and the Heart Butte Clinic, Heart Butte, Montana. The procurement is being conducted pursuant to the authority of Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures and FAR 37.101, Non- Personal Services. Offerors are requested to propose an all-inclusive cost when submitting a quote.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06. The associated North American Industry Classification System (NAICS) code is 812332 and the Small Business size standard is $38.5M.

The Billings Area Indian Health Service (IHS) intends to award a firm fixed price contract for a Base Year with Two (2) Option Years to one (1) Contractor in response to Request for Quotation

(RFQ)10-21-005-PY.

B1. PRICE SCHEDULE – LAUNDRY AND DRY CLEANING SERVICES FOR THE BLACKFEET

SERVICE UNIT:

BASE YEAR

LINE ITEM DESCRIPTION QUANTITY UNIT OF

ISSUE

UNIT

PRICE

TOTAL

AMOUNT

1 NOG Flat 84,000 LB $ $ 2 Finish 1,200 LB $ $ 3 Entry Mats

a. 3 x 5 84 EOW $ $

b. 4 x 6 12 EOW $ $

c. 4 x 8 24 EOW $ $

a. 3 x 10 3 EOW $ $ 4 Pillows 60 EA $ $ 5 Dry Cleaning 150 SQ FT $ $

BASE

YEAR

EOW – Every Other Week Note: Pounds for 1 and 2 are "wet weight"

OPTION YEAR ONE

UNIT

PRICE

TOTAL

AMOUNT

1 NOG Flat 84,000 LB $ $ 2 Finish 1,200 LB $ $ 3 Entry Mats

a. 3 x 5 84 EOW $ $

b. 4 x 6 12 EOW $ $

c. 4 x 8 24 EOW $ $

a. 3 x 10 3 EOW $ $ 4 Pillows 60 EA $ $ 5 Dry Cleaning 150 SQ FT $ $

OPTION

YEAR

ONE

OPTION YEAR TWO

UNIT

PRICE

TOTAL

AMOUNT

1 NOG Flat 84,000 LB $ $ 2 Finish 1,200 LB $ $ 3 Entry Mats

a. 3 x 5 84 EOW $ $

b. 4 x 6 12 EOW $ $

c. 4 x 8 24 EOW $ $

a. 3 x 10 3 EOW $ $ 4 Pillows 60 EA $ $ 5 Dry Cleaning 150 SQ FT $ $

OPTION

YEAR

TWO

B.2 PERIOD OF PERFORMANCE:

Performance of this contract shall be for twelve (12) months from date of award for 365 days with two (2) Option Years.

If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000), the period of performance shall be extended for up to an additional 90 days while a replacement contract is contemplated.

B.3 PURPOSE OF THE CONTRACT:

The purpose of this acquisition is to contract for laundry and dry cleaning services for the BFSU.

BFSU provides healthcare for the service population on the Blackfeet Indian Reservation, located in northwestern Montana. BFSU is comprised of a 26-bed Indian Health Center in Browning, with a Health station located at Heart Butte, 26 miles south of Browning.

B.4 WORK SCHEDULE:

The BFSU business hours are Monday through Friday from 8:00am to 4:30pm. The Contractor’s scheduled shall be coordinated with the Service Unit staff to ensure sufficient inventory. Pickup and delivery twice a week is typical, however it may occur up to three (3) times per week, depending on BFSU patient count.

B.5 STATEMENT OF WORK:

MAJOR DUTIES: The Contractor shall furnish all facilities, labor, tools, equipment, bags, transportation, and materials to provide laundry and dry cleaning services to the BFSU, Browning, Montana as defined in this Work Statement. The Contractor tasks include, but are not limited to, the following:

A. Pickup: the Contractor will pick up the soiled articles in the following designated areas: Room #1286, next to the service corridor in Housekeeping, and the Dental department at the BFSU. Soiled articles include Blood Soaked Linen, linen from any of the NOG Flat listed in B.6, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents. Rugs will be provided to the same location within the BFSU and Heart Butte Clinic. The facility shall provide personnel to assist in checking laundry in and out of the hospital

B. Delivery: the Contractor shall weigh bulk linen prior to delivery. For line items, the Contractor shall record the weighted amount delivered on the delivery ticket and the Government representative shall verify this amount. The Contractor shall deliver the cleaned linen to the Housekeeping and Dental departments. Rugs will be picked up and returned to same area.

C. Cleaned laundry items shall be returned in the same quantity and type to the same location where they were picked up.

D. Articles shall be returned to the central pickup point clean, and dry, free of lint, odor, spots and stains in accordance with industry standard commercial practices. Linen items shall be pressed and free of lint and wrinkles.

E. Returns: the Contractor may be required to re-perform laundry services that are determined to be unacceptable at no additional cost to the Government.

F. The IHS hospital staff shall be responsible for the in-house collection of soiled linen and distribution of clean linen. The Contractor shall distribute articles to the location where they were received.

G. Unserviceable Items: Unserviceable items shall be returned to the pickup/delivery point where the Contractor received them. Determination of unserviceable items shall be made by the IHS hospital. All unserviceable articles shall be returned in a separate bundle, clearly identified as unserviceable by the Contractor to the pickup location after laundering. Unserviceable items are defined as items that are badly torn, heavily stained, or so worn that it cannot be washed without damage to the garment.

H. State or Local Department of Health requirements: Compliance with any certification or labeling requirements from State or local Department of Health is the responsibility of the contractor. Reference: “Guidelines for Healthcare Linen Services-1994” by JCAHO and ‘Guidelines for Laundry’ in Health Care Facility” by OSHA.

I. The Contractor shall process all linen in such a way as to maximize the cleaning effect while minimizing the loss of tensile strength and whiteness of the linen items.

The Contractor shall do routine testing to ensure proper chemistry of maximum cleaning strength and minimal loss of whiteness. The Contractor shall sort all laundry prior to washing to ensure that the specific and appropriate washing formula for the soil encountered is used.

J. The Contractor shall return to the IHS hospital clean linen sorted by type (sheets, towels, blankets, etc.) ironed and folded as appropriate.

K. Dry Cleaning: cleaning of articles by immersion in dry cleaning solvents and use of mechanical action. Dry cleaning may include pre-spotting and use of soaps and synthetic detergents as required removing soil and stain. Dry Cleaning -Ward drapes may be cleaned annually at BFSU Housekeeping Supervisor discretion. The majority of these curtains are pleated and lined and will be priced on a square footage price.

B.6 GOVERNMENT FURNISHED ITEMS:

All Government-owned articles and linen shall be returned to the Government upon cleaning, no substitutions accepted.

The following articles and linen to be laundered and dry cleaned are Government-owned property:

A. NOG Flat: Which includes the following:

• Rough Dry -To include wool and cotton blankets, stockings, surgical hose, bath towels, washcloths, bathrobes, hot water and heating pad covers, bed spreads, patient gowns, and the like. This includes Blood Soaked Linen, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents.

• Flatwork -To include sheets, pillowcases, hand and tea towels, tablecloths, napkins, aprons, surgeon's gowns, pajamas, scrub suits and dresses, wrappers, doctor's caps, and the like. This includes Blood Soaked Linen, which become contaminated with blood of infective body fluids, secretions, excretions, or other pathogenic agents.

• Mops and Rags -Mop heads, dust mops, and rags. Dust mops, microfiber pads.

• Finish Work – Includes all curtains, uniforms, dresses, shirts, trousers, coveralls, doctor's coats, laboratory coats, nurse's aprons, and the like.

• Pillows.

• Ward drapes.

B.7 CONTRACTOR FURNISHED ITEMS AND SERVICES

Except for items listed above, the Contractor shall furnish everything required to perform this contract. The Contractor shall provide all empty carts and bags requested by the Housekeeping Department. Empty carts shall be left at locations during pickup of dirty linens for the next scheduled pickup. Contractor furnished items shall always remain the property of the Contractor.

The carts and bags shall not be used for any other purpose other than laundry and linen services.

B.8 FACILITY CONSIDERATIONS:

A. Clean and soiled linens are to remain separated at all times. Soiled linen must be stored and sorted separately from clean linen.

B. All dropped linen must be reprocessed at no additional cost to the Government.

C. Written washing formulas must be made available at the request of the Government for linen being cleaned which include time, temperature, water levels, and chemicals.

Monthly in-process quality control checks must be accomplished and documented.

D. An air exchange system generating a positive pressure in clean areas must be utilized to minimize cross-contamination potential. The minimum total air changes per hour supplied shall be in accordance with State and Federal requirements.

E. Dryers shall be free of materials that inhibit proper airflow, and filters and ducts are to be cleaned and maintained to ensure adequate dry cycles.

F. Flatwork ironers shall be set at a temperature established by standard commercial practices.

G. The Contractor shall inspect all linen, identify and segregate all unserviceable linen before being laundered. For inventory purposes, the Contractor shall be responsible for documenting and providing a list (or log) of unserviceable linen to the Housekeeping Supervisor on a monthly basis. Damaged linen shall be returned to the IHS hospital. The Housekeeping Supervisor will inspect the unserviceable items and arrange for repairs locally.

H. The Government shall perform an annual walk through of the Contractor’s facility.

B.9 DELIVERY VEHICLE

All laundry and dry cleaning delivered under this contract shall be transported in clean, closed vehicles provided by the Contractor. Clean and soiled laundry shall be transported separately.

The vehicle shall be maintained in a sanitary condition to prevent cross contamination.

Containers used to transport clean linen are to have a clean plastic liner and clean linen is to be enclosed in a clean plastic liner.

B.10 KNOWLEDGE REQUIRED:

State or Local Department of Health Requirements: Compliance with any certification or labeling requirements arising from State or Local Department of Health Regulations is the responsibility of the Contractor. Reference: "Guidelines for Healthcare Linen Service - 1994" by JCAHO and

"Guidelines for Laundry in Health Care Facilities" by OSHA.

B.11 SCOPE AND EFFECT:

The purpose of the work is to provide sufficient inventory of clean linen in order to provide the BFSU with adequate supplies required in order to provide direct patient care. The Contractor's personnel shall load and unload all laundry between the truck and IHS hospital.

B.12 CONTACTS:

Primary personal contacts are with the BFSU are as follows:

(1) Lynn Evans, Housekeeping Supervisor

Phone: 406-338-6118 Email: lynn.evans@ihs.gov

(2) Ron Lahr, Maintenance Supervisor Phone: 406-338-6158 Email: ron.lahr@ihs.gov

Includes Telephone, email, and in person contacts. Voice mail messages are acceptable if neither of the IHS employees can be reached directly.

B.13 PURPOSE OF CONTACTS:

The purpose of the personal contacts is primarily to deliver quality supplies to the CSU. Factual information is exchanged as well as planning and coordinating issues such as substituted items, inventory or quality issues, procedures, etc. Methodological problems and possible solutions are discussed to clarify information wanted, to resolve any problems that may arise. Coordinates the schedule needed in order to meet the requirements with the Housekeeping Supervisor or their designee. Complaints related to the quality of service from BFSU Housekeeping Supervisor or their designee shall be coordinated with the Contracting Officer’s Representative (COR).

Contractor shall respond to correspondence and take necessary corrective action.

B.14 GUIDELINES:

The Contractor has available a variety of guidelines including established methodology and instruments, manuals, precedents in work, trade literature, technical references, established guidelines, regulations, policies, and agency practices.

B.15 COMPLEXITY:

The work involved consists of scheduled pick up of soiled linen and rugs, launder or dry clean, and return to the BFSU. The Contractor's personnel shall load and unload all laundry between the truck and IHS hospital.

B.16 GENERAL QUALITY ASSURANCE:

The Contractor's employees shall present a neat appearance and be easily recognized as Contractor employees.

Complaints related to the quality of service from the primary BFSU contacts listed in B.8 shall be coordinated with the Contracting Officer’s Representative (COR). Contractor shall respond to correspondence and take necessary corrective action.

When weather and/or road conditions prevent normal pickup and delivery, it shall be the responsibility of the Contractor to notify the primary BFSU contacts listed in B.8.

B.17 CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

mailto:lynn.evans@ihs.gov mailto:ron.lahr@ihs.gov

B.18 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

The COR shall be responsible for: (1) Monitoring the Contractor's technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

B.19 REPORTING REQUIREMENTS:

The Company is responsible for payment and reporting of employment taxes.

B.20 INVOICE SUBMISSION AND PAYMENT:

Deficiencies that impact service level, quality, or commercial standards as noted during inspection or operation audits will be corrected within 24 hours.

Billing shall be for soiled (wet) poundage and line item articles.

All soiled linen shall be weighed and all line items shall be counted by the Contractor.

Payment shall be based on weekly soiled weight.

Line item payments shall be based on individual cleaning and return of items.

Upon receipt and verification of the Contractor's invoice, payment will be made within 30 days from receipt of the invoice in accordance with the Prompt Payment Act.

Shrinkage. The Contractor shall be responsible for other than normal shrinkage of articles, therefore, every precaution shall be taken to ensure that sizes of articles are as near as possible to the size when received. Articles, which have shrunk after being washed, shall be stretched by the contractor to their original size, if practicable. Any article which is excessively shrunk shall be promptly repaired or replaced.

The Contractor shall submit its invoice to the Billings Area Financial Management Branch, P.O.

Box 36600, Billings, Montana 59107, with a courtesy copy to the Contracting Officer's Technical Representative (COR) at the Blackfeet Service Unit, Browning, Montana. The Contractor agrees to include the following information on each invoice: (1) Contractor's name and address; (2) Contact name, title, and telephone number; (3) Contract Number; (4) Invoice number and date;

(5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; (6) Remit to Address; (7) Taxpayer Identification Number (Employer Identification Number or Social Security Number); and (8) Data Universal Numbering System (DUNS) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM), formerly known as the Central Contractor Registration (CCR) database. Payment shall be made in arrears by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107.

The Contractor must complete the following:

Tax ID: CAGE:

DUNS:

Point of Contact:

Phone:

Email:

B.21 ORDERING PROCEDURES:

Purchase Order will be processed through the automated procurement system PRISM. The Housekeeping Department at the Blackfeet Service Unit is responsible for ensuring that a requisition is generated in iProcurement/UFMS. Once the requisition is approved the procurement/supply office will process the requisition into a purchase order in PRISM. Once the purchase order is approved it shall be faxed or e-mailed to the Contractor by the procurement/supply office.

B.22 PROPOSAL SUBMISSION INSTRUCTIONS:

Proposals will only be accepted via email to prudence.yellowowl@ihs.gov in response to this RFQ. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.

mailto:prudence.yellowowl@ihs.gov

PURCHASE ORDER TERMS AND CONDITIONS:

52.252-2, CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

52.204-4 Printed or Copied Double-Sided on Postconsumer MAY 2011 Fiber Content Paper

52.204-13 System for Award Management Maintenance OCT 2018 52.204-18 Commercial and Government Entity Code Maintenance AUG 2020 52.204-19 Incorporation by Reference of Representations and DEC 2014

Certifications 52.209-10 Prohibition on Contracting with Inverted Domestic NOV 2015

Corporations 52.213-4 Terms and Conditions—Simplified Acquisitions JUL 2021

(Other Than Commercial Items) 52.216-18 Ordering OCT 1995 52.219-28 Post-Award Small Business Program Rerepresentation JUL 2013

52.223-6 Drug-Free Workplace MAY 2001 52.223-18 Encouraging Contractor Policies to Ban Text AUG 2011

Messaging While Driving 52.237-3 Continuity of Services JAN 1991 52.243-1 Changes – Fixed Price Alternate I (Apr 1984) AUG 1987

SOLICITATION PROVISIONS:

52.204-7 System for Award Management OCT 2018 52.204-16 Commercial and Government Entity Code Reporting AUG 2020 https://www.acquisition.gov/

CLAUSES IN FULL TEXT

52.217-8 Option to Extend Services NOV 1999 The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days before expiration of contract.

52.217-9 Option to Extend Term of the Contract MAR 2000

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) (48 CFR Chapter 3) Clauses

315.215-70 Late Proposals and Revisions DEC 2015 352.222-70 Contractor Cooperation in Equal Employment DEC 2015

Opportunity Investigations 352.224-70 Privacy Act DEC 2015 352.226-3 Native American Graves Protection and Repatriation Act DEC 2015 352.239-73 Electronic Information and Technology Accessibility DEC 2015 Notice 352.239-74 Electronic and Information Technology Accessibility DEC 2015

EVALUATION FACTORS:

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

(1) TECHNICAL EXPERIENCE = 40 Points The Company shall demonstrate experience with handling large amounts of linen.

(2) COMPANY PAST PERFORMANCE = 60 Points.

The Company must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must include at least three references. In evaluating past performance the Government may also use information from its own files, information provided by the offeror, or from any other sources it deems appropriate. Offerors will be given the opportunity to clarify information concerning the relevancy of an offeror’s past performance information, and any adverse past performance information to which the offeror has not previously had an opportunity to respond. If the offeror has no relative past performance, they shall affirmatively state so. NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror’s past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

Technical and past performance, when combined, are 100 Pts.

EVALUATION APPROACH: The content of the written quotations, as well as information derived from discussions/negotiations, if discussions are held, will be evaluated to determine the degree and extent to which the requirements and objectives set forth in the solicitation are satisfied. No assumption will be made by Government evaluators regarding areas not defined in the offeror's written material/information provided to the Government for evaluation.

EVAULATION METHODOLOGY: A team of Government personnel will evaluate the quotations. The quotations will be evaluated in accordance with the aforementioned factors. Any quotation that is unrealistic, in terms of technical approach, schedule commitments, and or costs (high or low) will be deemed unacceptable.

BASIS FOR AWARD: Selection of the successful offeror will be made based on the evaluation criteria.

The quotations will be evaluated and a contract awarded under the Best Value Continuum approach to permit tradeoffs among cost or price and non-cost factors. This will allow the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror who meets or exceeds the technical acceptability standards established in the factors referenced above.