Copy of Linen QA 8.24.26.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Medical Linen and Laundry Services
- Solicitation number
- FA301626Q0122
About this file
This file is a Question and Answer (Q&A) matrix documenting 39 clarifications submitted by offerors regarding solicitation FA301626Q0122 for Medical Linen and Laundry Services at JBSA Fort Sam Houston. The Q&A confirms this is a direct recompete of incumbent contract FA301621P0129 (total award value $136,059.60) with no material changes to scope, service locations, workload, linen categories, or processing standards. The contract is a 100% small-business set-aside RFQ with submission deadline of 28 August 2026, with questions due by COB 21 August 2026. Quotations must be emailed to andrew.hernandez.24@us.af.mil and ericka.mcglone@us.af.mil (not PIEE).
The Q&A clarifies that prime contractors may rely on qualified medical-laundry subcontractors to perform processing while the prime manages transportation, quality oversight, and contract administration, with subcontractor experience acceptable for technical evaluation. Services involve weekly pickup and delivery of approximately 26,728 items annually (~20,000 lbs or 10 tons) with an average weekly payload of ~385 lbs, requiring a standard 1/2-ton or 3/4-ton cargo van. Pickup/delivery must occur once weekly between 8:00 AM–11:00 AM CST on a recurring weekday (Monday–Friday) selected by the contractor during phase-in, with a mandatory one-week turnaround. The contractor must provide all transportation equipment, laundry bags, bins, and rolling carts; perform processing at an off-site facility with no geographic distance limitations; and return linens sanitized and hygienically clean per PWS quality standards (medical-grade laundering without validated sterilization certification required). Additional locations may be added via bilateral contract modification with equitable adjustment. Standard federal holidays are observed with no service required. Personnel and vehicle badging typically requires 5–10 business days following contractor submission of required security documentation upon award.
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Sheet1 Linen and Laundry Services Question/Comment Matrix
| Offerors | Government Only | ||||
| Question | |||||
| # | Comment/Question | Answer | |||
| 1 | Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past. | FA301621P0129 Total + Options $136,059.60 | |||
| 2 | May a prime offeror demonstrate the medical-linen experience required under Technical Factor 2 and provide relevant past performance using the experience and references of its proposed major subcontractor/team member that will actually perform the medical-laundry services? | Yes | |||
| 3 | Are there any limitations on subcontracting or minimum self-performance requirements specific to this solicitation beyond the applicable FAR requirements for a small-business set-aside? | No | |||
| 4 | May the small-business prime contractor utilize a qualified medical-laundry subcontractor to perform the laundering/processing portion while the prime performs transportation, contract management, quality oversight, documentation, and pickup/delivery, provided all applicable small-business subcontracting requirements are satisfied? | Yes | |||
| 5 | Is there a specific deadline for submitting solicitation questions or requests for clarification? | Deadline to submit questions is by COB 21 Aug 2026 | |||
| 6 | Contractors required to submit quotes through PIEE. | No, offerors shall email quotes to andrew.hernandez.24@us.af.mil and ericka.mcglone@us.af.mil | |||
| 7 | If subcontractor experience is acceptable, should the quote include that subcontractor’s healthcare linen experience, references, quality-control procedures, and sanitation/processing methods as part of the technical submission? | Yes. Since the prime offeror can rely on the subcontractor's experience (per Question 2), the proposal must include the subcontractor's documentation to demonstrate compliance with PWS Section 3.1, which requires experience in medical linen services. | |||
| 8 | May the majority of the laundering/processing work be performed by a qualified small-business subcontractor, provided the prime contractor remains responsible for contract management and performance? | Yes. The government has stated there are no limitations on subcontracting beyond standard FAR requirements (per Question 3). The PWS also allows for a subcontractor's facility to be used. | |||
| 9 | Is the contractor required to own and operate the laundry-processing facility, or may the required services be performed at a subcontractor’s facility? | A subcontractor's facility may be used. The PWS (Section 1) requires the contractor to provide the facility but does not prohibit the use of a subcontractor's facility to meet this requirement. | |||
| 10 | For the requirement that linen be returned “sanitized and in sterile condition,” are there specific certifications, healthcare laundry standards, testing requirements, or documentation the Government expects the contractor to provide? | No specific certifications or testing standards to be provided by contractor. Adjere to quality standards related to cleanliness, stains, odors, and fabric integrity as outlined in PWS Sections 3.1.1 - 3.1.8. | |||
| 11 | Are there any incumbent contractor or historical pricing/volume details available beyond the estimated quantities provided in the solicitation? | The PWS Appendix provides a detailed breakdown of the estimated annual workload (26,728 items) based on historical data from September 2021 to January 2025. No further pricing details beyond the incumbent award value are provided. The estimated weekly workload (514 items) is based on the estimated annual workload (26,728 items). | |||
| 12 | For the technical requirement requiring proven experience providing medical-grade linen services in healthcare environments, may the prime contractor satisfy this requirement using the experience and capabilities of a proposed subcontractor that will perform the linen processing? | Yes. This is confirmed by the answer to Question 2. | |||
| 13 | Estimated annual poundage: The PWS Appendix provides estimated annual item counts (~26,728 items) but not weight. Since laundry operations are typically sized and priced by the pound, is there an estimated annual poundage or historical/incumbent usage data you're able to share? | Refer to response for Question # 14. | |||
| 14 | Poundage/items per pickup: Relatedly, is there an estimated weekly (or per-location) poundage or item count per pickup? This will help us size the right vehicle and determine whether laundry carts are needed on-site. | The PWS appendix provideds a detail breakdown of the estimated annual workload by item count (26,728 total items). Total Estimated Annual Weight: ~20,000 lbs (approx.10 tons). Average Weekly Payload: At 52 weekly pickups, the average workload per pickup is ~385 lbs. This volume easily fits into a standard 1/2-ton or 3/4-ton cargo van (which typically handles payloads of 1,500 to 3,000 lbs), leaving plenty of margin for the physical volume (bulkiness) of the folded linens and laundry carts. | |||
| 15 | Laundry bags/carts: Will the contractor be required to supply laundry bags or carts for staging soiled linen, or does METC already have bags/carts on-site for that purpose? | The contractor is responsible for providing all necessary bags, bins, and rolling carts required for the safe, sanitary containment and transport of both soiled and clean linens to and from the contractor’s processing facility. While METC maintains localized, on-site collection bins for immediate point-of-use disposal by staff, the contractor must supply the bulk transit exchange carts (e.g., rolling wire or plastic bulk laundry tubs) to facilitate the weekly pickup and delivery exchange. All provided transport equipment must comply with the sanitary standards outlined in PWS Section 3. | |||
| 16 | Pickup day preference: Is there a preferred day of the week for weekly pickup/delivery, or is the specific day left to the contractor's discretion within the 0800–1100 CST window? | There is no pre-determined delivery day; the contractor shall establish a recurring weekly pickup/delivery day (Monday through Friday) during the phase-in period, to occur strictly within the 0800–1100 CST window. The Government reserves the right to adjust this weekly day and time to meet fluctuating mission requirements. The COR will notify the contractor of any schedule adjustments at least 24 hours in advance. | |||
| 17 | Turnaround flexibility: The PWS requires no more than a one-week turnaround. Our standard turnaround is 24–48 hours would the Government have interest in a faster pickup/delivery cycle if the contractor is capable, and if so, is there a preferred pickup/drop-off day for that schedule? Or is once-weekly the fixed operational preference regardless of contractor capability? | Once-weekly pickup and delivery is the fixed operational requirement. Per PWS Section 1.1.1, the contract mandates a maximum one-week turnaround (pickup of soiled linen and delivery of clean linen occurring during the same weekly scheduled visit). While the Government appreciates the capability for a faster 24–48 hour turnaround, METC's storage capacity, class scheduling, and staffing are structured around a once-weekly exchange cycle. Faster delivery cycles are not required and will not be utilized for evaluation or billing purposes. | |||
| 18 | Additional locations: The PWS notes that additional pickup/delivery locations may be added during performance. Are any additional locations currently anticipated? | No additional pickup or delivery locations are currently anticipated. All known requirements are limited to the locations specified in the current Performance Work Statement (PWS). In the event that future mission requirements necessitate additional locations, the Contracting Officer's Representative (COR) will coordinate directly with the Contracting Officer (CO) to execute a formal, bilateral contract modification with an equitable adjustment, if required, prior to any change in the performance locations. | |||
| 19 | Badge/pass lead time: What is the typical processing lead time for contractor personnel and vehicle installation badges/passes, so we can plan our transition-in schedule accordingly? | The COR will actively coordinate the installation access and badging process on behalf of the contractor. While the contractor is responsible for promptly submitting all required personal and vehicle identification information for background vetting, the COR will submit the official sponsorship requests to the installation visitor control center. Once sponsored, standard base pass processing typically takes 5 to 10 business days. To prevent operational delays, the contractor should submit all required security documentation immediately upon contract award. | |||
| 20 | Who is the incumbent contractor currently providing these services? 2. | What is the incumbent contract or purchase order number?3. | What was the total award amount for the incumbent contract, including the base period and exercised options? | FA301621P0129 Total + Options $136,059.60 | |
| 21 | Has the scope of work materially changed from the incumbent contract? If so, please identify the principal changes, including any changes to service locations, workload, linen categories, pickup and delivery requirements, packaging, or processing standards. | No, the current scope of work has not materially changed from the incumbent contract. The service locations, estimated annual workload, linen categories, pickup/delivery frequencies, packaging requirements, and medical processing standards remain identical to those performed under the previous contract. This solicitation represents a direct recompete of the existing, mature program. | |||
| 22 | If the Government adds service locations, linen items, or workload that materially increases the contractor’s labor, transportation, packaging, or processing costs, will those changes be implemented through a bilateral contract modification with an equitable adjustment? | Yes. Any material changes to the contract scope, locations, or workload will be coordinated between the COR and the CO. Per federal acquisition regulations, only the CO has the authority to bind the Government or modify the terms of the contract. If future mission requirements necessitate changes that impact performance costs, the COR and CO will coordinate to execute a formal, bilateral contract modification, which may include a Request for Equitable Adjustment (REA) submitted by the contractor to adjust pricing accordingly. | |||
| 23 | Packaging & Bundle Sizes (PWS Section 5.2 / Appendix): | PWS Provision: The Appendix specifies explicit bundle quantities per item type (e.g., surgical towels in bundles of 50, sheets/scrubs in 10s, patient gowns in 5s). PWS Section 5.2 notes that the Government reserves the right to add, delete, or change bundle sizes. | Clarification Request: Commercial automated high-speed production lines often operate on standard commercial bundle sizes that may vary from these exact numbers. Would the Government accept standard commercial bundle counts if clearly annotated on the delivery ticket and verified upon pickup/delivery? | While the PWS Appendix specifies exact bundle sizes, PWS Section 5.2 states the Government reserves the right to change these sizes. More importantly, PWS Section 3.1.10 requires work to be bundled "IAW commercial practices." Therefore, standard commercial bundle sizes are acceptable, provided they are clearly documented on delivery tickets for verification, as you suggested. | |
| 24 | Unserviceable Articles & Scope Definition (PWS Section 4): PWS Provision: Section 4 states that unserviceable items identified during processing shall be laundered, bundled separately, and returned marked "Unserviceable." Clarification Request: Please confirm that "unserviceable articles" refers strictly to Government-owned linens/garments that have suffered normal wear and tear or damage during use, and does not include non-contract personal items or personal clothing. | PWS Section 4 discusses the handling of "Government owned items identified as unserviceable." The term "unserviceable articles" applies only to the contract items owned by the Government, and doesn't include any non-contract personal ny personal items or personal clothing. | |||
| 25 | Property Accountability & Chain of Custody (PWS Section 3.1.13): | PWS Provision: Section 3.1.13 requires that all property and monies found in linens be returned to the Government immediately. Clarification Request: Due to continuous, bulk wash processes where items from multiple delivery points may be combined during laundering, identifying the specific point of origin or individual owner for found personal items can be difficult unless the item is clearly marked. Please clarify the required procedure for returning found items when the originating building or room cannot be definitively determined. | PWS Section 3.1.13 requires that all property and monies found in linens be returned to the Government "immediately." If the origin of an item cannot be determined, the proper procedure would be to turn it over to the COR for handling. | ||
| 26 | Delivery Window Flexibility (PWS Section 1.1.1): PWS Provision: Section 1.1.1 specifies weekly pickup and delivery between 8:00 AM and 11:00 AM (CST). Clarification Request: To accommodate base gate access processing times and local route logistics, can the delivery window be adjusted or extended by mutual agreement with the Contracting Officer Representative (COR) after award? | The PWS establishes a firm delivery window of 8:00 AM to 11:00 AM (CST). However, PWS Section 1.1.1 states the Government may adjust the schedule with 24-hour notice from the COR. While the PWS does not explicitly state the contractor can request an adjustment, it is reasonable that any potential changes can be discussed with the COR for mutual agreement after the contract is awarded. | |||
| 27 | Does METC anticipate a standard recurring weekday for the weekly linen pickup and delivery? If so, what day is currently anticipated? | According to PWS Section 1.1.1, "The contractor shall establish a recurring weekly pickup and delivery day (Monday-Friday)" during the contract's phase-in period. Therefore, there is no pre-determined day; the contractor will set the schedule in coordination with the COR. | |||
| 28 | May the prime contractor use a qualified commercial laundry-processing subcontractor to perform the laundering/finishing/packaging portion of the requirement while the prime contractor remains responsible for transportation, personnel, quality control, inventory accountability, administration, and overall contract performance? | Yes. This is confirmed by the answers to Questions 2, 4, 8, and 9, which consistently state that a subcontractor's facility and experience may be used. | |||
| 29 | If a laundry-processing subcontractor is permitted, may the prime contractor rely on and identify that subcontractor’s relevant medical/healthcare linen experience or past performance as part of the technical/past-performance submission, when clearly identified as subcontractor experience? | Yes. The answer to Question 7 explicitly confirms that if a prime offeror relies on a subcontractor's experience, the proposal must include the subcontractor's documentation to demonstrate compliance. | |||
| 30 | If available, could the Government provide the approximate historical average weekly or annual weight of the soiled linen associated with this requirement? The solicitation provides estimated quantities by piece, but historical weight would assist with transportation and processing planning. | Yes, this information was added to the revised PWS Appendix. The "Total Estimated Annual Weight" is approximately 20,000 pounds (10 tons), and the "Average Estimated Weekly Weight" is approximately 385 lbs. | |||
| 31 | Please confirm whether the intended weekly service model is a rolling exchange — delivery of the prior week’s cleaned/finished linen during the scheduled visit while picking up the current week’s soiled linen for processing and return within the required turnaround period. | Yes, that is correct. PWS Section 1.1 states, "The soiled linen shall be picked up, washed, cleaned, folded, hung and returned to the same location the following week." This describes a rolling exchange model with a one-week turnaround. | |||
| 32 | PWS Section 3.1.11 states that linen items must be returned “sanitized and in sterile condition.” Does the Government require a validated sterilization process, or is compliant medical-grade/hygienic laundering and sanitization that meets the PWS finished-linen requirements sufficient? | Compliant medical-grade, hygienic laundering is sufficient. PWS Section 3.1.11 clarifies this by stating, "The linen items must be returned sanitized and hygienically clean. The contractor shall adhere to the quality standards outlined in Sections 3.1.1 through 3.1.8. No additional certifications for sterility are required to be provided by the contractor." | |||
| 33 | For contractor personnel who will enter JBSA Fort Sam Houston to perform pickup and delivery, could the Government clarify the anticipated personnel vetting and access process? Specifically, should contractors plan for fingerprinting, criminal-history/NCIC screening, DBIDS, CAC issuance, or another installation-access process? If there are known disqualifying criteria that would affect recruiting or assignment of drivers, please identify them if available. | PWS Section 7 outlines the security requirements. The contractor's personnel and vehicles will require installation passes. The COR will sponsor the requests, and the contractor must submit all required documentation promptly upon award. The process typically takes 5 to 10 business days. While specific screening details like fingerprinting are not mentioned, contractors should anticipate standard background vetting for base access. | |||
| 34 | PWS Section 1 indicates the contractor furnishes the facility and performs full linen services at the contractor’s facility. Please confirm that all laundering, sorting, and processing occurs off-installation at the contractor’s plant, and that no on-base processing or storage space is provided. Is there any maximum distance or geographic limitation on the location of the contractor’s facility relative to JBSA-Fort Sam Houston? | Confirmed, the contractor provides the facility and that services are performed "at the Contractor’s facility," implying off-installation processing. There is no maximum distance or geographic limitation for the contractor's facility relative to JBSA-Fort Sam Houston. | |||
| 35 | PWS Section 5.4 makes the contractor responsible for all bags, bins, and rolling carts, and for supplying the bulk transit exchange carts. Please confirm that the contractor furnishes 100% of transportation, vehicles, and drivers for weekly pickup and delivery. Additionally, please advise the number of exchange carts or hampers required to be staged at each of the five pickup/delivery locations, and whether the Government furnishes any collection hampers or liners at the on-site collection points. | Confirmed, the contractor is responsible for providing all necessary bags, bins, and rolling carts required for the safe and sanitary transport.. This confirms the contractor furnishes 100% of the transportation equipment. No exchange carts or hampers are required to be staged at the pickup/delivery locations. The Government furnishes collection hampers or liners at the on-site collection points. | |||
| 36 | The solicitation states that technical acceptability will be evaluated against demonstrated capability to handle the estimated monthly laundry workloads. Please provide the historical workload for the current and prior periods of performance, including poundage and/or piece counts by item type, broken out by building if available. This data is necessary to price the requirement accurately. | The revised PWS Appendix provides detailed estimated workload data. This includes a breakdown of the "ESTIMATED ANNUAL WORKLOAD" by item type (totaling 26,728 items) and the "Total Estimated Annual Weight" (approximately 20,000 lbs). The data is based on historical usage from September 2021 to January 2025. | |||
| 37 | Please identify the current or previous service provider for this requirement, along with the incumbent contract number and total awarded value. If that information cannot be released directly in response to this inquiry, please confirm whether the prior award is publicly posted in FPDS so that we may retrieve it. | This information is provided in the answer to Question 1. The incumbent contract is FA301621P0129, with a total award value (including options) of $136,059.60. | |||
| 38 | Is a site visit or walk-through of the five pickup and delivery locations available prior to the quote due date of 28 August 2026? | No sites visits or walk-through will be available. | |||
| 39 | The current PWS no longer lists a defined federal holiday schedule for pickup/delivery planning purposes (this was present in the prior draft). Please confirm whether contractors should plan around the standard federal holiday schedule for weekly pickup/delivery, or another defined set of no-service days. | Since PWS Section 6, titled "HOLIDAYS OBSERVED," states:"Delivery and pickup of linen will not be required on the observed holidays." Therefore, contractor should plan for the standard U.S. federal holiday schedule. No services will be required on those days. If a scheduled service day falls on an observed holiday, it should be coordinated with the COR for an alternate delivery and pickup day. |
&"Arial,Bold"SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104
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