DRAFT PWS Laundry Services.pdf

DRAFT Performance Work Statement

LAUNDRY / LINEN SERVICES

VA Palo Alto Health Care System

Section 1: General Information

This document contains the technical provisions for laundry/linen services that are to be provided to the

Veterans Administration Palo Alto Health Care System, Palo Alto Division, Menlo Park Division, Livermore Division, San Jose Community Based Outpatient Clinic, and Monterey Community Based

Outpatient Clinic.

The work required by this PWS consists of furnishing all the linen items for all VAPAHCS needs.

All workmanship shall be in accordance with practices established by the Association for Linen

Management, Dry Cleaning and Laundry Institute, International Textile Rental Services Association

(TRSA) and accepted industry standards. 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. Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The Laundry Plant layout/design must 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. 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 quality and performance requirement standards as shown in Section 6.2.

Any change of function by the Government, which may affect this 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 COR through the CO prior to initiation of such a change, to assure adequate contractual coverage.

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 in Section 6.2, shall be rejected, and returned for refund. Such items shall be identified, for contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered.

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 laundry/linen services required by the

Medical Facility.

1.1 Period of Performance (base + 4OY)

TBD

1.2 Place of Performance and Work Schedule

1.2.1 Clean Linen Delivery and Soiled Linen Pickup

1.2.2 Laundry Bag Delivery

1.2.3 Note:

a. Delivery & Pickup Locations and schedule in Section 1.2.1 and 1.2.2 may change due to VA needs.

b. COR will notify Contractor for the changes of locations and schedules.

c. Prior to the contract start date, COR will provide the required information for delivery and pickup.

d. Servicing including all State and Federal Holidays.

e. For the quantity of clean linen delivery, COR will work with CPM.

Sites Address Bldg.

Delivery/Pickup

Location

Frequency

Days

Window

Times 100 Basement Dock 7-days a week 3am-6am

5,7 7-back dock 7-days a week 3am-6am

9-Defenders Lodge Dock 7-days a week 3am-6am

8-Fisher House 1 Dock 7-days a week 3am-6am

500, 520, 530 520-Dock 7-days a week 3am-6am

334 Dock 7-days a week 3am-6am

331, 347 347-Dock 7-days a week 3am-6am

350, 351, 352, 360 360-Dock 7-days a week 3am-6am

62, 64 62-Dock 7-days a week 3am-6am

90 Dock 7-days a week 3am-6am

San Jose

San Jose Outpatient Clinic

5855 Silver Creek Valley Place

San Jose, CA, 95138

Main Bldg. Back dock Monday, Wednesday, Friday 1pm-3pm

Monterey

Monterey Outpatient Clinic

201 Ninth Street

Marina, CA 93933

Main Bldg. Back dock Monday, Wednesday, Friday 1pm-3pm

PAD

LVD

VA Palo Alto Health Care System

3801 Miranda Avenue

Palo Alto, California 94304

VA Livermore Health Care System

795 Arroyo Road

Livermore, California 94550

MPD

VA Menlo Park Health Care System

795 Willow Road

Menlo Park, California 94025

Sites Bldg.

Delivery

Location Frequency

Quantity per

Frequency 100 Basement Dock Daily 800

5,7, MB1 7-back dock Mon., Wed., Fri. 60

9-Defenders Lodge Dock Daily 50

8-Fisher House 1 Dock Daily 25

500, 520, 530 520-Dock Mon., Wed., Fri. 200

334 Dock Mon. 40

331 347-Dock Daily 80

347 347-Dock Wed. 20

350, 351, 352 360-Dock Thurs. 40

360 360-Dock Daily 240

62 62-Dock Mon., Wed. 100

90 Dock Mon., Wed., Fri. 50

San Jose Main Bldg. Back dock Mon., Wed., Fri. 50

Monterey Main Bldg. Back dock Mon., Wed., Fri. 50

PAD

MPD

LVD

1.3 Hours of VA Operation:

VA Palo Alto Healthcare System is open Monday to Sunday including all State and Federal

Holidays.

Holidays observed by the Department of Veterans Affairs:

New Years Day January 1

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth National Independence Day June 19

Fourth of July July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11th

Thanksgiving Day Last Thursday in November

Christmas Day December 25th

1.4 Type of Contract:

TBD

1.5 Modification:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the Contracting

Officer in all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustments will be made in the contract price to cover any increase in costs incurred as a result thereof.

Section 2: Definitions & Acronyms

2.1 Definitions:

2.1.1 Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (CO). A person with the authority to enter, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting

Officer may designate a government employee to act as his authorized technical representative.

2.1.3 Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

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

2.1.5 Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

Note: Prior to the Contract start date, the COR will provide more information.

2.2 Acronyms:

2.2.1 CO – Contracting Office

2.2.2 COR – Contracting Officer’s Representative

2.2.3 PAD – Palo Alto Division

2.2.4 POC – Point of Contact

2.2.5 PWS – Performance Work Statement

2.2.6 QASP – Quality Assurance Surveillance Plan

2.2.7 VA – Veterans Affairs

2.2.8 VAPAHCS – Veterans Affairs Palo Alto Health Care System

2.2.9 CPM – Contractor’s Plant Manager

Note: Prior to the Contract start date, the COR will provide more information.

Section 3: Government Furnished Property, Equipment, and Services

The government shall provide VA owned linen items as specified in Section 5.1.

Section 4: Contractor Furnished Items and Services

Materials:

Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3 (Government-furnished property and services). The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

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.

Linen. All Rental Linen Items specified in Section 5.1.

Delivery Carts. Free of charge items specified in Section 5.1:

• Fiber glass / with shelves - Presort carts for Wards.

• Plastic - Bulk items (blankets, sheets, bath towels)

Note: Prior to the Contract start date, the COR will provide more information.

Laundry Bags. Free of charge items specified in Section 5.1: Contractor shall provide Laundry Linen

Bags specified on Section 1.2.2.

Safety or protective clothing or equipment and personal hygiene:

Contractor shall provide and maintain at the Contractor’s own expense.

Miscellaneous:

The Contractor shall furnish any other items as identified elsewhere within this contract, including but not necessarily limited to, orientation and training, medical exams, procedures manual, quality control program, required data.

Section 5: Specific Tasks

The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

5.1 Clean Linen Delivery Items

Note: Linen Items are subject to change due to VA needs. COR will inform Contractor of such changes.

Linen Items Owner Process Type Remark Delivery Cart (Fiberglass & Plastic) Rental Free of Charge PAD,MPD,LVD, CBOCs

Laundry bag - hamper (Yellow, Purple) Rental Free of Charge PAD,MPD,LVD blanket, bath Rental Processed Clean Weight Paient rooms/CLCs blanket, thermal Rental Processed Clean Weight Paient rooms/CLCs blue ISO's Rental Processed Clean Weight PAD,MPD,LVD (Dental) cloth, terry Rental Processed Clean Weight PAD,MPD,LVD cloth, wash Rental Processed Clean Weight Paient rooms/CLCs cloth, wash - High Hotel Quality Rental Processed Clean Weight Fisher House cloth, wash - Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65

Comforters - High Hotel Quality Rental Processed Clean Weight Fisher House

Comforters - Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65 fitted sheets Rental Processed Clean Weight Paient rooms/CLCs fitted sheets - High Hotel Quality Rental Processed Clean Weight Fisher House fitted sheets (full size - L 75" x W 54" x D 16")- Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65 flat sheets Rental Processed Clean Weight Paient rooms/CLCs flat sheets - High Hotel Quality Rental Processed Clean Weight Fisher House flat sheets - Hotel Quality Rental Processed Clean Weight Defenders Lodge flat surgical sheets (Misty Green) Rental Processed Clean Weight OR/Clinics

Kitchen Linen Items Rental Processed Clean Weight PAD,MPD,LVD mop, bar Rental Processed Clean Weight PAD,MPD,LVD mop, micro fiber Rental Processed Clean Weight PAD,MPD,LVD mop, micro fiber string Rental Processed Clean Weight PAD,MPD,LVD pillow cases Rental Processed Clean Weight Paient rooms/CLCs pillow cases - High Hotel Quality Rental Processed Clean Weight Fisher House pillow cases - Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65 pillow cases, surgical (Misty Green) Rental Processed Clean Weight OR/Clinics

PJ top and bottom Female Mental Health (S,M,L,1X, 2X, 3X, 4X, 5X) Rental Processed Clean Weight PAD,MPD,LVD

PJ top and bottom Mental Health (S,M,L,1X, 2X, 3X, 4X, 5X) Rental Processed Clean Weight PAD,MPD,LVD

PT gowns - bariatric Rental Processed Clean Weight PAD,MPD,LVD

PT gowns -snap Rental Processed Clean Weight PAD,MPD,LVD

PT gowns tie female Rental Processed Clean Weight PAD,MPD,LVD

PT gowns -tie male Rental Processed Clean Weight PAD,MPD,LVD rag, blue cleaning Rental Processed Clean Weight PAD,MPD,LVD towel, bath Rental Processed Clean Weight Paient rooms/CLCs towel, bath - High Hotel Quality Rental Processed Clean Weight Fisher House towel, bath - Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65 towel, cleaning Rental Processed Clean Weight PAD,MPD,LVD towel, hand - High Hotel Quality Rental Processed Clean Weight Fisher House towel, hand - Hotel Quality Rental Processed Clean Weight Defenders Lodge/PAD Bldg. 500/MPD Bldg. 65 towel, micro fiber Rental Processed Clean Weight PAD,MPD,LVD towel, pool Rental Processed Clean Weight PAD Bldg. 530/MPD Bldg. 334 towel, surgical (Misty Green) Rental Processed Clean Weight OR/Clinics

Mental Health Blankets - Black Rental Rental MHS Black Blanket Laundry Service PAD Bldg. 520

SCRUBS Top and bottom (XS, S, M, L, 1X, 2X, 3X) Rental Special Handling Weight Charge PAD,MPD,LVD

Donations clothing VA Owned Patient Personal Clothing PAD,MPD includes Dry Cleaning

Patient Clothing VA Owned Patient Personal Clothing MPD, LVD

Mental Health Blankets - Blue VA Owned Rental MHS Blue Blanket Laundry Service PAD Bldg. 520

Mental Health Pillow - Blue VA Owned Rental MHS Blue Pillow Laundry Service PAD Bldg. 520

Sling, Arjo lift (S, M, L, XL) VA Owned Special Handling Weight Charge PAD (BLD 100)

Sling, Ceiling lift (S, M, L, XL) VA Owned Special Handling Weight Charge PAD (BLD 100)

Sling, Repositioning VA Owned Special Handling Weight Charge PAD (BLD 100)

Sling, Sit to Stand (S, M, L, XL) VA Owned Special Handling Weight Charge PAD (BLD 100)

Sling, Toilet VA Owned Special Handling Weight Charge PAD (BLD 100)

Tablecloths (Red/White/Blue) VA Owned Special Handling Weight Charge PAD

Tablecloths and Napkins (Burgundy/Maroon) VA Owned Special Handling Weight Charge LVD

Tablecloths and Napkins (Green) VA Owned Special Handling Weight Charge MPD

Lab Coats VA Owned Uniform Weight Charge PAD,MPD,LVD

Uniforms VA Owned Uniform Weight Charge PAD - 2 day return

5.2 Soiled Linen Pickup

• Contract will pick up soiled linen specified in Section 1.2.1.

• VA will stage soiled linen carts in the designated pickup locations.

Section 6: Quality Control Plan

6.1. Contractor Quality Control Program:

The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. A copy of the Contractor’s basic Quality Control Program shall be available for review by the COR initially and at any time during performance.

Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR. The program shall include, but not be limited to the following:

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

A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the COR during normal working hours.

The file shall be turned over to the Government within 14 days of completion of termination of the contract.

Contractor will have backup stock available to supplement quota shortages when necessary.

6.2. Government Quality Assurance Monitoring:

The Government will monitor the Contractor’s performance under this contract using the

Quality assurance Procedures. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

Performance Evaluation Meetings:

The CPM shall meet with the COR and/or his delegates on a minimum frequency of once each month according to schedule established by the COR. The Contracting Officer will meet with the parties as needed or as requested.

The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and the COR. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of these meetings.

Should the CPM not concur with the minutes, a written statement will be presented to the CO, and the CPM will be notified of the decision in writing by the CO.

Correspondence:

All correspondence relating to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR with a copy to the CO.

Linen Control:

Contractor shall comply with all Government request and policies related to linen control.

Contractor shall participate, as required by VA policy or the COR, in inventories of linen items.

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

VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor’s cost.

COR will work with CPM on linen inventory inspection plan.

Unusual losses, including suspected pilferage, shall 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 Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity, and unit cost).

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.

Delivery Requirements:

The Contractor shall provide the COR with written reports of all soiled linen processed and all clean linen delivered. The information for both soiled linens processed, and clean linen delivered must be recorded on a daily basis and delivered to the COR at the end of the current workweek.

The reports of soiled linen received must show date, pickup location, cart number(s) and weight(s), and the total pounds/items received. The reports of clean linen delivered must show date, delivery location, description of item and Contract Line-Item Number (CLIN), and quantities of each CLIN received. The COR and the Contractor will agree to the form and format to be used for reporting soiled linen pickup and clean linen delivery.

The quotas report, or required quantities of each of the items of clean linen to be delivered at stated times, either daily fixed, daily call-in, or as arranged with the COR.

Each of the 3 Textile Shipping Reports must indicate quantities of items delivered, day of delivery. The COR will call the contractor if additional quantities of items are to be delivered.

Those additional items shall be delivered no later than the next day following the call by the

COR.

In the event there is a need for additional linen items because of an emergent situation the COR will notify the contractor, and the contractor will deliver the additional items within 24 hours from the time the contractor was notified by the COR.

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

The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Disinfectant or hospital grade germicidal disinfectant, 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. Non-disposable laundry bags or liners, used to transport soiled laundry, must be laundered after use. COR will keep a list of VA approved disinfectant used by the Contractor.

Circumstances to be reported:

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 Lead COR by phone and a follow-up fax, with copies of all to the Contracting Officer.

Contingency Plan:

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. COR will keep a copy of the

Contractor’s contingency plan for reference.

Section 7: Contractor Requirement

7.1 Contractor Training

No contractor personnel may be assigned to work under the contract until initial orientation and training is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the Lead COR, documentation that personnel have had refresher training.

Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial training will include but not limited to the following topics:

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

• 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.

• Proper use and handling of supplies and equipment.

• Care and maintenance of Contractor and Government-furnished property.

• Familiarization with local fire prevention and safety procedures.

• Familiarization with equipment operational manuals.

• Individual duties and responsibilities.

• Procedures for replenishing supplies and obtaining equipment repair.

• Role of Contractor personnel and their impact on patient care.

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

• A general orientation of laundry operating procedures and policies.

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

• Compliance with Occupational Safety and Health Administration (OSHA)’s Bloodborne Pathogen

Standard 29 CFR 1910.1030, which covers Universal precautions and use of PPE (Personal

Protective Equipment).

• Hepatitis B Virus (HBV) requirement.

• General Employee Privacy Training

7.2 Fire Prevention and Emergency Procedures

7.2.1 The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

7.2.2 Any hazardous incidents created by the Contractor shall be corrected immediately.

7.2.3 The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The

Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

7.2.4 The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

7.2.5 Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

7.3 Building Security and Keys

7.3.1 The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

7.3.2 The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR.

With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed.

Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

7.3.3 The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.

7.3.4 When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the

COR or designated representative.

7.3.5 The Contractor shall comply with the security clearances or access controls imposed.

7.3.6 The Contractor shall turn in all lost articles found during the performance of duties to the

COR or designated representative.

7.3.7 If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

7.3.8 The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

7.3.9 The Contractor shall return all keys to the COR at the end of the contract.

7.4 Damage and Equipment Loss:

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 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 COR.

When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

Any damage caused to Government property during the course of the Contractor’s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor’s own expense.

7.5 Applicable Regulations and Manuals

Documents applicable to the PWS are listed below. These documents are mandatory. At the start of the contract the Government shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediately upon receipt by the Contractor.

The policies and procedures of mandatory directives shall be adhered to at all times. It is the

Contractor’s responsibility to ensure that all mandatory publications are posted and up to date:

• MIL-STD-1916

• Security Clearances or Access Controls

• Facility Policies concerning fire/disaster programs.

• Parking

• Infection Control Manual

• Facility Policy on Laundry, Linen, Uniform Management

• ANSI/AAMI ST65:2008

• General Privacy Training

• Other applicable regulations, manuals and specifications as identified locally.

7.6 Conservation of Utilities

All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultant contract.

(See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental

Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA

Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14

Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power

Devices.

7.7 Information Security Requirements

Security Incident Investigation:

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

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 into the COR or designee daily (M - F). 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).

7.8 Technical Exhibits

Technical Exhibit #1: Annual Workload Information by Medical Center:

The workload stated in the following schedule of services is approximate, based on the volume handled in FY10, and in no way is to be construed as a guarantee by the government as to work that will be processed under contract. In this regard, the workload is subject to changes resulting from many factors, i.e. hospital admissions, weather, mission changes, product changes (new light weight fabrics), etc.

ESTIMATED QUANTITIES: Quantity data is maintained by the contractor and provided on invoices and to the COR monthly. However, it is impossible to determine the exact quantities that will be required during the contract term. Each offer or whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation.

Technical Exhibit #2: Contractor Furnished Reports:

• Damage to Government property.

• Monthly report of washroom chemical titration and pH.

• ALM, Dry Cleaning and Laundry Institute test piece report (monthly unless a problem develops) or independent Textile Laboratories.

• Weekly Soiled Linen per Medical Facility(s) Report to include:

• Pounds per Schedule Line Item Received from Medical Facility(s).

• Number of Pieces per Schedule Line Item Received from Medical Facility(s).

• Weekly report of clean linen shipped to delivery points, showing pounds and pieces.

• Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR

Section 52.212-4. Invoice will also include a total dollar value of current textile inventory replacement costs and total dollar value of unexplained textile losses for the facility(s). The latter

2 items shall be provided as a notation on the total bill; however, payment will not be made without the required information.

• Textile Care production information and cost report as found in VHA Handbook 1850.3

Appendix A&B.

• Other reports as required by the COR.