Linen Combined Synopsis Solicitation 4_13_23.docx

Combined Synopsis/Solicitation RFQ 246-23-Q-0016

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for 246-23-Q-0016 for Linen Rental and Laundry Services. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. This solicitation is 100% small business set aside. The associated NAICS code is 812320 with a small business size standard of $5.5 Million.

This RFQ contains five (5) Line Items, for annual linen and laundry services for a base year plus four option years as follows:

OPTION YEAR 1

OPTION YEAR 2

OPTION YEAR 3

OPTION YEAR 4

PERIOD OF PERFORMANCE: (Base Period);

Vendor Requirements: See attached Statement of Work document for requirements, location, and instructions.

STATEMENT OF WORK AND WAGE DETERMINATION ARE ATTACHED TO THIS COMBINED SYNOPSIS SOLICITATION

Submit Quotes no later than: May 26, 2023 @ 3:30PM CST to the Following Point of Contact: Contracts Specialist, Shelton Bruce, Shelton.bruce@ihs.gov, Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price 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:

Best Value (see criteria below)

- Price - will evaluated on base plus option year pricing (combined).

The contractor shall complete all the pricing listed in the Schedule B. It is on a per month basis and will be multiplied by 12 for an annual rate.

- Technical Capabilities - The contractor shall provide copies of certifications and a statement demonstrating how they will meet the requirements of the Joint Commission, OSHA, CDC and Healthcare Laundry Accreditations Council Standards. Provide a copy of -(HLAC) Healthcare Laundry Accreditation Council Certification.

· The contractor shall submit an emergency response plan outlining how they will meet the requirement of the Statement of Work, Section VI, Deliverables.

· Past Performance - Provide three references for past performance in providing Rental Linen and Laundry Services. Locations (hospitals preferred) in the State of Oklahoma and surrounding areas in the past three years.

Technical and past performance are approximately equal to price

This solicitation will result in a firm fixed price contract pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.216-2 Economic Price Adjustment-Standard Supplies; FAR 52.217-8, Option to Extend Services, FAR 52.217-9, Option to Extend the Term of the Contract, FAR 52.219-6, Notice of Total Small Business Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-13, Notice of Set-Aside of Orders; FAR 52.219-28, Post-Award Small Business Program Representation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment. The above Provisions and Clauses may be obtained via internet at https://www.acquisition.gov/browse/index/far.

SECURITY CLEARANCE

In accordance with Homeland Security requirements all contractor employees who will perform the task order services shall submit to electronic fingerprints and obtain security clearance before services can be performed under this purchase order.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (Shelton.bruce@ihs.gov) Mail quotations to Claremore Indian Hospital, Attn: Shelton Bruce, 101 S Moore Ave, Claremore, OK 74017

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

For additional information, please contact the Contract Specialist, Shelton Bruce, Shelton.bruce@ihs.gov, 918-342-6424

PRICING SCHEDULE B:

Base Year 1, Year 1: (Price includes rental and Laundering) list below is for one month of service for the Base year.

Option Year 1, Year 2: (Price includes rental and Laundering) list below is for one month of service for year 2.

Option Year 2, Year 3: (Price includes rental and Laundering) list below is for one month of service for year 3.

Option Year 3, Year 4: (Price includes rental and Laundering) list below is for one month of service for year 4.

Option Year 4, Year 5: (Price includes rental and Laundering) list below is for one month of service for year 5.

Linen Services Statement of Work

I. PURPOSE:

The purpose of this contract is to provide complete laundry rental and laundry cleaning services for the Claremore Indian Hospital.

II. BACKGROUND

When the hospital was first established, no laundry facilities were included, so CIH has always purchased their own Linen and sent it out for Laundry. These services have always been contracted. This service is required to provide clean linen for patients during their treatment and recuperation and for employees for the performance of their duties.

CIH has a requirement for the following services:

a) Estimated 132,000 lbs. of annual rental and laundry services b). Estimated 125 staff wearing scrubs to include: staff working in the Operating Room (Nurses, Doctors and support staff), Housekeeping Staff, and Inpatient Pharmacy staff.

c). 50 bed hospital consisting of Intensive Care Unit, General Medical Surgical Unit, Labor and Delivery, two Operating Rooms, Emergency Room, Dental Department, Medical Clinic, Urgent Care and Dietary, Radiology and other Ambulatory Care Departments.

d). Linen needs consist of but not limited to wash cloths, patient gowns including Mammo gowns, bath towels, fitted sheets, thermal blankets, lift sheets, bath blankets, divider curtains, microfiber mops, microfiber rags, lint free surgical towels and pillow cases, flat sheets, baby blankets, baby tees, Kitchen towels, microfiber dust mops, aprons, hot pads, scrubs for staff (OR, inpatient Pharmacy, Housekeeping, Doctors and Mid wives), Physical Therapy heat/cold pad towels, gurney fitted sheets, door mats, laundry and pressing of COG window curtains.

III. PERIOD OF PERFORMANCE - 5 year service agreement (base year plus 4 option years)

Base Year: February 1, 2024 through January 31, 2025 Option Year 1, Year 2: February 1, 2025 through January 31, 2026 Option Year 2, Year 3: February 1, 2026 through January 31, 2027 Option Year 3, Year 4: February 1, 2027 through January 31, 2028 Option Year 4, Year 5: February 1, 2028 through January 31, 2029

IV. SCOPE OF WORK

The contractor shall, provide linen rental and laundry services for Claremore Indian Hospital for the items outlined in the Schedule B. The contractor shall comply with commercial practices, industry standards; conform to the professional standards identified in this SOW, and all federal, state, local law, instructions, and directives applicable to performance of this work.

The following standards shall be complied with:

a. The Joint Commission (TJC) Infection Control Standards

b. Centers for Disease Control and Prevention “Guidelines for Laundry in Healthcare Facilities”.

c. Occupational Health and Safety Administration Regulations

Laundry from Claremore Indian Hospital shall be clearly labeled so the Contractor can return laundered items to the proper location.

The Contractor’s facility shall meet the requirements of the most current edition of American Institute of Architects, “Guidelines for Design and Construction of Hospital and Health Care Facilities” that pertains to hospital laundry facilities and sanitizing carts throughout the term of this contract. The Contracting Officer shall approve any exceptions.

Prior to award, the Government shall conduct an inspection of the contractor’s laundry facilities and additional inspections as required by The Joint Commission Infection Control Standards.

The Contractor shall except management, supervision, quality control, labor, facilities, equipment, transportation, scales and supplies (example: laundry detergent, packaging and labeling materials, dry cleaning solutions, etc.) necessary to perform laundry and dry cleaning services to include pick-up of soiled laundry and delivery of clean laundry for the Claremore Indian Hospital.

The Contractor shall to maintain color and durability of laundered items in accordance with industry standards. Or replace the items if they are discolored, stained, torn, ripped etc.

The Contractor shall select laundering processes products and procedures that comply with all applicable federal, state and local standards of health and safety regulations pertaining to healthcare laundry and facilities.

The Contractor shall handle all soiled laundry as if potentially contaminated with blood or body fluids, as defined by the Centers for Disease Control and Prevention (CDC).

The Contractor shall ensure Claremore Indian Hospital’s laundry is completely separated from all other laundry during processing of linen

The contractor shall re-perform cleaning items identified as unsatisfactorily cleaned by the COR at no additional cost to the Government. Item(s) shall be re-cleaned and returned to the same exchange point the next scheduled normal delivery day. If the return period falls on a holiday, item(s) shall be returned the next scheduled normal delivery day following the holiday. The contractor shall ensure item(s) re-cleaned are segregated from other cleaned laundry and identified as “re-cleaned” by a label or tag marked “re-cleaned,” and include the date and load number with which the items were originally returned. The items shall be deducted from the total daily weight on the day the discrepancy was noted

The Contractor shall ensure all finished laundry is clean, dry, folded, and pressed (as needed). The contractor shall repair, at his expense, all damages to COG linen which occur while in custody of the contractor, to include rips, tears, holes, open seams, replacement of buttons, and repair of replacement of broken zippers according to color and material. Items shall be repaired and returned to use within three (3) working days. The unserviceable condition of each individual garment shall be noted, by the contractor, on the delivery ticket. In the event the government provides the contractor with an unserviceable COG item, the contractor is not responsible for its repair and shall return all unserviceable items in separately marked bundles to the government. Designated bundles shall be marked “Unserviceable – Attention COR Personnel”

The Contractor shall prevent contamination of finished/clean laundry.

The Contractor shall ensure no two articles are folded together.

The Contractor shall ensure that machine and hand finished articles are smooth, without wrinkles, and the original shape and dimension are retained.

The Contractor shall replace and return articles damaged beyond repair or otherwise no longer serviceable to the specific medical facility for disposal. Any linen that is identified as damaged due to negligence of the contractor shall be repaired or replaced by the contractor. The contracting officer will determine if items will be replaced or repaired when damaged due to contractor’s negligence. The contractor shall pay the Government the exact replacement cost of the item for lost or damaged articles. Any large discrepancy of missing items shall be delivered by the contractor no later than 1 business day after notification from COR (i.e. no wash clothes returned). Any small amount of missing items will be returned on the next regularly scheduled delivery at no additional cost to the government. However, if any articles are missing for 15 days or longer, these items will be considered lost and the contractor shall reimburse the government the exact replacement cost of the item(s).

The Contractor shall group, package, label, and place all finished laundry in linen carts to prevent contamination during transportation and delivery to the specific medical facility. The Contractor shall ensure finished laundry is:

a. Grouped by type of article(s) e.g. sheets, pillowcases, blankets, patient gowns, surgery scrubs

b. Packaged and labeled to identify contents type or articles, unless clear plastic wrap is used and the type of laundry is obvious.

V. SCHEDULE

The Contractor shall pick-up soiled laundry from a designated pick-up area and deliver clean laundry to a designated delivery area at Claremore Indian Hospital, Monday through Friday, including holidays if necessary (as requested by the Housekeeping Supervisor), between the hours of 6:00 a.m. and 7:00 p.m. The Contractor shall ensure that all soiled laundry picked-up, is laundered and delivered Monday and Thursday.

The contractor shall provide email the contracting Officer Representative (COR) with an invoice of laundry delivered and Mail an invoice to Oklahoma City area office.

Non-Scheduled Delivery - The Hospital Representative is authorized to contact the Contractor to report missing laundry items and request a non-scheduled delivery. The cost of a non-scheduled delivery and any shall be borne by the Contractor for any laundry items missing or not laundered.

Holiday Deliveries - The contractor shall coordinate holiday deliveries with the Hospital Representative. Contractor will notify Hospital Representative if there is a cost increase for delivery service on Holiday service.

VI. DELIVERABLES

The contractor shall deliver clean, laundered linens as described above in the qualities needed to maintain a clean linen supply at the CIH.

The Contractor shall provide the hospital representative with a delivery ticket indicating the article(s) of finished laundry returned for each delivery made.

The contractor’s invoice shall be adjusted by the Contractor to reflect re-performed work directed in accordance with FAR Part 52.214-2(a).

The Contractor shall provide the COR with a copy of the laundry wash formulas (including time and temperature specifications), drying specifications, linen processing schedule, and the most current facility ventilation report prior to the start of the contract. The Contractor shall notify the COR when a formula, specification, or schedule changes.

The Contractor shall provide an emergency response plan for responding to a natural disaster. (Example how the Contractor will provide deliveries to the Hospital so that Claremore Indian Hospital will have the necessary Linen to continue to Provide services to Patients in the time of Ice storm, or a disaster.)

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