Laundry Services PWS Miami VA.docx

PERFORMANCE

WORK

STATEMENT

for

LAUNDRY SERVICES

For Miami VA Healthcare System

PERFORMANCE WORK STATEMENT

1. Description of services. This is base plus 4-year linen services for the Miami VA Healthcare System. The Contractor shall furnish all facilities, personnel, equipment, tools, materials, management, carts, trucks and other items and services necessary to provide laundry services for the Miami VA Healthcare System (MVAHCS). Performance of this service must be consistent with healthcare laundry best practices and applicable regulations. Miami VA Health Care System will provide soiled linen for pickup from two locations (noted below) by the contractor. Miami VA location pick up and return shall be from 6:00 am to 3:30 pm. This shall occur seven days per week including holidays. Pick up and drop off for the Bill Kling Community Based Outpatient Clinic (CBOC) location will be from Monday thru Friday between 8 am to 3:00 pm. The contractor shall pick up all soiled linen items and return with clean, dry, folded, ironed, package and drop off the linen to the appropriate site. Inclusion of an itemized manifest of all items returned to facility for recordkeeping and accounting is required upon delivery.

Miami Location and POC.

Lorenza Creekmur, EMS Assistant Chief Miami The Drop-Off/ Pick up physical address 1201 NW 16th ST Miami, FL 33125 (West Side Loading Dock) see photo below

Bill Kling Community Based Outpatient Clinic (CBOC) Location and POC:

Lorenza Creekmur, EMS Assistant Chief Miami The Drop-Off/ Pick up physical address Address 9800 Commercial Boulevard Sunrise, FL 33351 Pick up location: (please see below red arrow)

1. Contractor Responsibilities.

The contractor shall be responsible for the security of the goods and the safekeeping of the laundry in its possession. The contractor shall ensure each customer receives the amount clean linen that was picked up as soiled the day before. The contractor is responsible to monitor the soil returns of each sub-customer and report discrepancies. The contractor shall be responsible for loading and unloading all laundry and linen items at each facility. The contractor shall ensure soiled laundry is physically separated from clean laundry. Laundry shall be cleaned, dried, and pressed at the contractor’s facility. All laundry items shall be processed to be hygienically clean to hospital standards. All laundry must be dried and pressed in such a manner as to prevent discoloration, excessive wrinkles or shrinking of fabric. Once cleaned dried and pressed, all laundry shall be properly finished and packed. All clean linens must be covered to prevent contamination during transport. The contractor is responsible for requesting additional linens be injected into the system to ensure par levels are maintained.

1.1. All workmanship shall be in accordance with practices/guidelines established by TSRA which include the Center for Disease Control (CDC) and Occupational Safety and Health Administration (OSHA). Specific OSHA standards (29 CFR 1910.1030) and CDC guidelines have been included in this PWS. Contractor shall provide Services that include all processes necessary for the laundering and finishing of the articles.

1.2. The Contractor shall provide 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 shall incorporate a “design for asepsis” whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as outlined in this PWS and in accordance with CDC and OSHA standards.

1.3. All linen must be processed in a manner consistent with its intended use, free of wrinkles, damage, lint, stains; ensuring that quality will meet or exceed expectations of this PWS.

1.4. Safety and protective clothing and equipment for the services required per the PWS shall be provided and maintained by the contractor at the contractor’s own expense.

1.5. Facilities in which the work is done shall be open to inspection of sanitation and regulatory conditions by Government representatives. These inspections may be scheduled or unscheduled.

1.6. The contractor shall have an established program to oversee the quality assurance of this laundry.

1.7. Delivery and Pick up Schedule will be arranged between the vendor and Miami VA Healthcare System. Clean linens shall not be placed on trailers and/or box trucks unless the trailers and/or box trucks have been disinfected with an approved germicide.

1.8. Miami VA healthcare system linen shall be stamped with the pertinent logo and clean linen must clearly have the MVAHCS identifying logo.

2. Report Requirements:

2.1. The contractor shall document and provide the COR with the following written and electronic reports of all processed soiled linens and all clean linens which are being delivered, indicating the cart number and weight for each delivery on a daily basis. A paper copy will also be provided to each site upon delivery of clean linen.

2.2. The reports of soiled linen received, and clean linen delivered must show the date, name of the item, number of pieces received and delivered per schedule line-item number, pounds received or delivered per schedule line-item number, cart number and weight and the location they were delivered. An example of the report shall be provided by the COR post contract award.

2.2.1. Monthly

2.2.1.1. Report of washroom chemical titration and pH by chemical supplier.

2.2.2. Quarterly

2.2.2.1. Titration report listing the results of a whiteness test, tensile strength, and residual chlorine test.

2.2.2.2. Scale calibration.

2.3. Soil poundage and clean poundage

2.4. The reports shall be submitted electronically and shall be compatible with Microsoft Office. The report and design shall be set with columns, rows, header, date, and data will be itemized. Font shall be no less than 12 in size and black in color. Background of all reports shall reflect white in color.

3. Linen Control

3.1. 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 (CO), along with the approval of the COR. Any issues shall immediately be brought to the CO’s attention. The contractor will supply an itemized list of linen that will be replaced, to include item description, quantity and unit cost to the COR and CO.

3.2. Any items found to have been unsatisfactorily cleaned according to quality and performance standards, shall be re-cleaned at no additional cost to the Government. 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. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

3.3. The contractor will provide a team of personnel to assist the Miami Healthcare System at the beginning of the contract and at the conclusion to perform a linen inventory and all customer facilities and at the contractor facility. The Inventory Report must reflect all items delivered, cleaned items, and contractor facility storage inventory.

3.4. The contractor will store linen inventory not to exceed 3 days’ worth of daily linen for the Miami VA Healthcare System.

4. Carts

4.1. The contractor will be providing the linen carts.

4.2. The contractor shall disinfect carts daily after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide approved by the COR.

5. Rag out program

5.1. Contractor shall keep accurate records of rejected linens in the following categories. Stained, torn/holes/cuts and worn.

5.2. The contractor must keep and accurate count of rejected items by linen type and provide a ragout report to the COR and the Miami VA POC weekly. All items except for terry and bath blankets may be disposed of with the contractor’s rejected linens. This includes stained items which were not reclaimed after the contractor followed their stain reclamation program. Provide photo of rejected items.

6. Laundering Requirements

6.1. The Contractor shall accept for processing all soiled items.

7. Estimated Quantities

7.1. It is impossible to determine the exact quantities that will be required during the contract term. The contractor shall be required to provide all services that may be ordered during the contract term. Quantities not ordered shall not constitute a price adjustment.

7.2. Miami VAHCS an estimated of 1,200,000.00 soiled pounds. Average clean weight per pound is 10% less than 1,200,000.00.

8. Packaging

8.1. Linen is packaged in bulk by item according to specified quantities and established arrangements and by appropriate medical center.

8.2. Bulk carts shall be lined on the bottom and covered at the top for shipment.

8.3. Items finished and placed on hangers shall be returned in a cart with a coat bar. They shall be placed on the hanger so identification number and size is showing, if any.

9. Laundry Guidance

9.1. All linens either soiled or new must be washed under the full soil formula of that item. The rinse and spin practice is unacceptable for VA healthcare linens.

9.1.1. Category One - Flatwork items that must be washed, ironed, and folded(W,I,F).

Pillowcases White, regular, and surgical Flat white Sheets: poly/cotton, Tablecloths/napkins Green Sheets/Pillowcases (limited quantities, when received) Flat sheets beige/pillowcases Sleep study sheets (Queen/full size) Sleep study Pillow case

9.1.2. Category Two – All items must be washed, dried and folded (W,D,F).

Blankets, Bath Blankets, Bedspread Bath & Thermal Blanket IV Patient Gown Patient Gown Big Boy Gowns 3-arm gowns Bath Towels Pool Towels large white PJ Tops & Bottoms S-7XL Ortho Shorts s-5x Harm reduction sheets Scrub Tops & Bottoms (ScrubEX) Pads, absorbent Surgical towel green (Huck) Isolation and procedure gowns (must be separated by size, the grid marked if visual inspection is passed, folded, and stacked in lots of 10 and then tied.)

Kitchen Aprons Kitchen Towels

9.1.3. Category Three - Items that must be washed, dried and placed on hangers hung on a coat bar inside a bulk cart (W,D,H).

Work Shirts & pants Kitchen Work Shirt (Polo) Smock, knee length long coats Lab Coat Cargo pants/ Warm-up Jackets Lab & Consultation coats Cubical Curtains (hung) Shower Curtains (hung)

9.1.4. Category Four - Items that must be washed, dried and returned in bulk, folding/stacking unnecessary (W,D,R).

Fitted sheets, white and green Wash cloths Laundry bags yellow and green Bibs Hip protectors Mops,18” microfiber wet Mops,18” microfiber dust String mops Rags Microfiber cloths

9.1.5. Category Five - Items that must be washed, dried, placed in laundry bags and placed in a bulk cart (W,D,B).

Patient lift slings (thorax, high back, and body) – (Each piece must be bagged separately)

9.1.6. Items that must be washed, dried, folded and placed into the same net bag they came out of (W,D,F).

Patient clothing.

10. Circumstances to be reported.

10.1. 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 CO and COR by phone and a follow-up email.

10.2. Examples of reportable circumstances this is not an all-inclusive list and may be added to by the contractor:

a. Hazardous material in the linen

b. Excessive amount of sharps

c. Customer has loading docked blocked for excessive amounts of time.

d. Customer is providing a consistent poor soil return.

11. Exposure to Hazardous Working Conditions.

11.1. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by contractor and trained by contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. The contractor is required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government. The contractor is also responsible for providing employees with required personal protective equipment. The Government will not turn-in to the Contractor any soiled linen that is contaminated with radiation.

11.2. Linen contaminated with HD’s (Hazardous Drugs) or excreta from patients who have received HD’s in the past forty-eight (48) hours is a potential source of exposure to employees. Linen soiled with blood or other potentially infectious materials as well as contaminated with excreta must also be managed according to the Blood-borne Pathogens Standard. Linen contaminated with HD’s will be placed in specially marked laundry bags and then placed in a labeled impervious bag by VA employees. The laundry bag and its contents should be pre-washed, and then the linens added to other laundry for a second wash. Laundry personnel should wear latex gloves and gowns while handling pre-washed material.

11.3. Prior to start of contract performance, the contractor must supply information regarding the tuberculocidal germicide/disinfectant for COR concurrence.

11.4. Lost and found. Any personal items found in the soiled linen will be returned to the appropriate hospital on the next day with the clean linen. Items will be bagged and the bags identified by VA hospital.

12. Key Personnel

12.1. The contractor shall designate a Project Manager (PM) supporting these services for this requirement and must meet the following:

12.2. Shall have at least three (3) years of specialized experience in this capacity for requirements of similar size and magnitude.

12.3. The Contractor shall provide the CO and the COR the name, address, and telephone number where the Program Manager is to be reached during normal business hours from 7:00 am to 4:30 pm, and off duty hours from 4:30 pm to 7:00 am. The same information will be provided for a qualified alternate when the CPM is not available.

12.4. CPM or alternate shall respond in person, or by telephone, within two (2) hours of notification by the COR or CO.

12.5. Prior to start of contract performance the role of the Program Manager, extent of authority and all contact information shall be provided to the CO and COR.

13. Contingency Plan

13.1. Contractor shall furnish a detailed, written contingency plan indicating that services can be continued in the event of contractor’s equipment issues (including transportation vehicle failure), production facility failure, or any circumstance that impacts the contractor’s ability to perform the services. The contractor’s contingency plan shall include provisions to assure contractor’s ability to comply with the scheduled delivery to each VA facility within a 6-hour time frame of the delivery windows specified in this PWS.

14. Quality Control

14.1. The Contractor shall have a quality control program to ensure that the requirements of the contract are provided as specified. The plan shall also include procedures to secure Government property while under contractor’s jurisdiction. Subsequent changes to the approved quality control program must also be reviewed and agreed to by the COR and CO. The program shall include the following:

14.1.1. An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements summary.

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

14.1.3. 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 available to the COR during normal working hours upon request.

14.2. The Contracting Officer Representative (COR) shall inform the contractor immediately of deficient laundry services or laundry services which were not performed and request immediate re-performance/performance of the services. Re-performance of laundry service must be completed by the next scheduled delivery following notification, for no additional cost to Government. If the contractor does not comply with a request for re-performance or service cannot be re-performed, no payment will be made for the original cleaning services. The quantity of the laundry services not rendered shall be determined by the COR and Contracting Officer (CO) and shall be deducted from the monthly invoice. The contractor shall be informed in writing on the amount of the payment reduction. If the contractor does not meet contractual obligations, the Contracting Officer reserves the right to have the laundry services accomplished by a third party, in the business of laundry/dry-cleaning services, at the cost of the contractor.

15. Quality Assurance

15.1. The Government will monitor the contractor’s performance under this contract using a Quality Assurance Surveillance Plan. Assessments shall be by made for each area of service by the Government in accordance with stated limits on discrepancies.

16. Performance Evaluation Meetings

16.1. The CPM, or their designee, shall meet with the COR on a minimum frequency of bi-monthly according to schedule established by the COR. The COR may be accompanied by the CO, infection control representative or other Government personnel.

16.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM, COR and CO. 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 within five business days, and the CPM will be notified of the decision in writing by the CO.

17. Correspondence

17.1. All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR for technical matters. All other contract matters must include a copy to the CO.

18. Government Representative.

18.1. The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the contractor’s performance by the COR. The CO will furnish the name of the COR prior to the start date of the contract. The contractor shall be advised of the extent of the authority of the COR. The COR, CO and/or other required Government personnel may make site visits to plant facilities, without necessity of prior notification to contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the contractor’s operation and after completion of tasks. The Government’s program is not a substitute for quality control by the contractor.

18.2. 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 as well as amounts, quantities, and poundage prices, will be coordinated with the Contractor by the COR and CO prior to initiation of such a change to assure adequate contractual coverage.

19. Phase-in Plan.

19.1. The following documentation must be provided to the COR and CO within 5 days after award.

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

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

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

d. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a monthly basis and provide a copy of the certification to the Lead COR (i.e. quarterly).

e. The phase-in plan contains the actions and timelines required for successful progress from the current organization to the new. For this requirement, the contracting officer will require a phase-in plan from all offerors and the requesting activities. The purpose of the phase-in plan is to minimize startup confusion, disruption, and adverse impacts on operations and customer support when transferring responsibility from the current organization to the new service provider based on the final competition decision. The ideal situation is for the phase-in to be transparent to the customers. However, contingency plans should also be developed to prepare for other eventualities and to promote a smooth transition. The requesting activities and the contractor phase-in plan must both address the phase-in plan requirements, which include timeline, employee hiring/placement, and other startup activities. The phase-in plans must also describe the performance indicators that will define successful implementation of the service provider’s phase-in plan.

20. Phase-out Plan

20.1. A phase-out plan will be submitted by the customers and contractor 60 days prior to the end of the contract performance period. The purpose of the phase-out plan is to minimize disruption and adverse impacts on operations and customer support when transferring responsibility from the current organization to the new service provider based on the final competition decision. The ideal situation is for the phase-out to be transparent to the customers.

20.2. The typical ramp up of a refurbished laundry is for the laundry to take back one customer at a time during the shake-down period of the new equipment.

21. Security of Government Equipment

21.1. 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 (Monday through Friday). 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).

22. General Information.

22.1. Delivery. The contractor shall meet all pickup and delivery timelines (Daily M-S) to ensure proper par levels are available for each site. The contractor will have a contingency plan in place to ensure there are no delays of pickup and delivery.

22.2. Hours of Operation. The contractor shall perform the services required under this contract during their own operating hours. Deliveries and pickups shall be made in accordance with the hours set forth by the COR, except when coordinated with the contractor due to emergencies. The contractor is required to perform services on federal holidays. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government.

22.3. Overtime/Holiday Pay. Any overtime or holiday pay that may be entitled to contractor personnel performing under this contract shall be the sole responsibility of the contractor and shall not be billed to nor reimbursed by the Government.

23. Personnel. The contractor shall be responsible for the administration and management of all aspects of contractor’s obligations under this contract. This includes responsibility for all contractor employees, subcontracts, agents, and anyone acting for or on behalf of the contractor.

23.1. The Government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population. If the Government exercises this right to restrict contractor personnel from providing services under this contract, contractor shall provide an acceptable substitute(s) at no additional cost to the Government.

23.2. The parties agree that the contractor’s personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the contractor. The contractor shall be responsible for providing:

a. Workers Compensation.

b. Professional liability insurance.

c. Health examinations.

d. Income tax withholding, and,

e. Social Security payments.

24. Contracting Officer Representative (COR).

24.1. The West Palm Beach VA shall assign a COR to represent the Contracting Office in providing technical guidance regarding the work being performed under this contract.

25. Government Furnished Property and Services

25.1. All items being given to the contractor are considered to be Government Furnished Property (GFP).

26. Contractor-Furnished Property and Services

26.1. Except for those items or services specifically stated as government-furnished, here or in the specific section of this PWS, the contractor shall furnish everything needed to perform this contract according to all its terms.

26.2. Itemized Receipt Forms. Contractor shall provide all necessary individual laundry tickets and itemized receipt forms (one for every pick-up day of the month to each pick/up and delivery location). An adequate stock of individual laundry tickets and itemized receipt forms shall be provided prior to contract start date and throughout the entire contract period.

27. Other General Information

27.1. Invoicing. Contractor shall submit monthly invoices.

27.2. Normal Hours. Hours of operation are 07:00 am – 3:30 pm. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

27.3. Holidays. If a scheduled pick up or delivery falls on the following observed holiday, the service shall be performed on the next workday:

27.4 Performance Period is base 12 months with 6 option months and 4 option years

28. Specific Tasks

28.1. Contractor is responsible to track customer gross soil and item weight.

28.2. Damaged or Lost Laundry. Items damaged or lost by the contractor will be replaced with an identical or like item at the contractor’s expense within 14 business days from discovery. These replaced items must be accepted by the COR. Damaged (ripped/torn) or excessively stained linen shall be cleaned, marked, and packaged separately before returning to the Government.

28.3. Rejected Laundry. Laundry is rejected when it fails a quality assurance inspection at the time of delivery or when unpacked. Rejected laundry shall be returned to the contractor who shall re-perform and deliver cleaning by the next scheduled delivery day. The Government may reject by individual piece, package, or container. Any items found to have been unsatisfactorily laundered as determined by the contracting officer or the COR shall be re-laundered at no additional cost to the Government. The contractor is responsible for all necessary re-performance. Such items will be identified by the COR to the contractor’s representative after the unsatisfactory condition is discovered. The original laundry ticket shall be annotated that the item(s) are being returned for re-accomplishment. The item(s) shall be re-laundered and returned to the same exchange point within the same time standards that are required for first time washes. The contractor shall ensure that items are readily identifiable upon return to the Government as re-wash items, to include the date the linen was originally returned.

29. Total Items Delivered. The quantity delivered shall equal the quantity annotated on the original itemized receipt form. If any linen or laundry item is missing from a delivery, the contractor shall, on the same day the shortage occurs, issue an IOU (shortage) ticket to be redeemed by the end of the next regularly scheduled delivery. All accountable items not delivered within three (3) days from the original scheduled delivery date will be considered as lost. If the item cannot be replaced per paragraph 3.3 of this PWS, the contractor shall reimburse the Government or individual owner for the replacement cost of the item. The contractor is responsible for all loss or damage to Government property in their possession. The monthly total for items not delivered on the original scheduled day shall not exceed the daily variance detailed.

30. Service Summary The contractor shall maintain the specific critical standards listed in the following Service Summary. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. Remedies agreed upon by both the government and the contractor will be exercised throughout the period of this contract.

30.1. The performance threshold is a limitation per Task Order, per each month of the performance period of this contract.

PWS

PARAGRAPH(S)

PERFORMANCE

THRESHOLD

1. Cleaned to the required standard

Laundry is properly cleaned.

2. Packaging and Finishing Clean Linen Comply with packaging and finishing requirements.

3. Pick-up and delivery of laundry items on the designated days and times A. Pick-up and delivery of all laundry items on the designated days and times IAW the PWS.

B. All pick-up and delivery tickets submitted to the COR at the time of pick-up/ delivery.

4. Correct Quantities Returned Items returned match delivery ticket

5. Damaged, Salvaged and Lost Laundry Process damaged, salvaged and lost laundry as required in PWS.

6. Rejected Laundry Laundry items will be rejected if not cleaned to the standard required, IAW the PWS

7. Delivery vehicles are clean and secured, with no cross contamination All items shall be delivered IAW the PWS to avoid cross contamination.

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