P09 PWS - Bulk Laundry Services.docx

B.# PERFORMANCE WORK STATEMENT – BULK LAUNDRY SERVICES

1.0. DESCRIPTION OF SERVICES

1.0.1. Contractor shall furnish all resources (labor, carts, equipment, supervision, management, supplies, facilities, transportation) necessary for the provision of bulk laundry services for the Washington DC VAMC.

1.0.2. Place of performance. Contractor facility, except that laundry pickups and deliveries will be at the Washington DC Veteran Affairs Medical Center located at 50 Irving St. N.W. Washington, DC 20422.

1.0.3. Period of performance. The period of performance for this contract will be a maximum of 5 years, through the combination of a base period and several option periods that may only be exercised at VHA’s discretion—

· Base Period: January 1, 2023 – December 31, 2023

· Option Period 1: January 1, 2024 – December 31, 2024

· Option Period 2: January 1, 2025 – December 31, 2025

· Option Period 3: January 1, 2026 – December 31, 2026

· Option Period 4: January 1, 2027 – December 31, 2027

1.0.4. Service Contract Labor Standards. The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its service employees are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor’s Wage Determination is provided as an attachment to this solicitation/contract; it specifies the minimum wages and fringe benefits for service employees performing on or in connection with this contract.

1.0.5. Nonpersonal services. The Government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the laundry services. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services.

1.1. SCOPE

1.1.1. Contractor shall provide services that include processes necessary for the laundering and finishing of the bulk laundry items. All laundry must be cleaned and sanitized and be free of wrinkles, lint, and stains. Workmanship shall be in accordance with practices/guidelines established by industry standards (e.g., Center for Disease Control (CDC), Occupational Safety and Health Administration (OSHA), Association for Linen Management (ALM), International Fabricare Institute (IFI)).

1.1.2. Estimated Quantities. The annual estimated weight of items to be laundered is 801,000 pounds. While it is impossible to determine the exact quantities of items that will be laundered during the contract term, Contractor shall be required to launder the items provided to it by the DC VAMC.

1.1.3. 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.

1.1.4. Contractor facility shall provide physical separation, through the presence of a barrier wall and the use of pass-through equipment 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 SOW.

1.1.5. Contractor facility shall be open to inspection of sanitation and regulatory conditions by Government representatives. These inspections may be scheduled or unscheduled.

1.2. PICKUP AND DELIVERY REQUIREMENTS

1.2.1. Laundry pickups and deliveries shall be performed daily, between 4 AM - 6 AM.

1.2.2. Clean linen is to be unloaded at the DC VAMC loading dock by Contractor personnel and placed in the designated clean linen area. Soiled linen shall be picked up by Contractor personnel from the designated soiled linen area.

1.2.3. The Contracting Officer Representative (COR) shall verify the deliveries daily and discuss any discrepancies with the Contractor’s Project Manager (CPM).

1.2.4. In the event of medical facility emergency disaster drills or other temporary disruptions, pickups & deliveries may be altered momentarily, as needed by DC VAMC.

1.3. DAILY AND MONTHLY REPORTS

1.3.1. Daily Report: The report of soiled linen received, and clean linen delivered must show the date, name of items, 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 Daily Report shall be provided to the Contractor by the COR.

1.3.2. Monthly Report: The monthly report of delivered items must reflect the monthly charge; bill charge must be done per clean linen weight. Report of soiled linen received is to include pounds and pieces per schedule line item received. Report of clean linen delivered is to include pounds and pieces per schedule line item received.

1.3.3. The reports shall be submitted electronically to the COR 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.

1.4. LINEN CONTROL

1.4.1. Contractor shall not bill for laundry services for cleaned linens until those linens have been delivered to the Government. Government-owned items lost or badly damaged, (except normal wear and tear) while under the control of Contractor must be replaced with the name brand item or equal and approved by the COR within thirty (30) days. Contractor bears costs associated with replacing lost/damaged items.

1.4.2. Unusual losses, including suspected pilferage, shall be reported to the COR immediately upon discovery; COR 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). 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.

1.4.3. Fair, Wear and Tear. Contractor shall provide reject bags to the COR for all linen items deemed unacceptable for patient care.

1.5. LINEN CARTS

1.5.1. Contractor-owned linen carts will be utilized and maintained by Contractor to ensure they are in working order for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have piece count and weight indicated on the return cart document.

1.5.2. Contractor shall disinfect carts with an approved Tuberculocidal Germicide after removing soiled linen from them and before placing clean linen in them.

1.5.3. Linen 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 DC VAMC. If reusable laundry bags or liners are used to transport soiled laundry, they must be laundered after use. If reusable bags are not available, the DC VAMC will utilize plastic bags for soiled linens, which are to be destroyed.

1.6. TRANPORT VEHICLES

1.6.1. Contractor shall provide all required vehicles, fuels, lubricants, and repairs necessary to perform services under this contract; vehicles must be used and maintained in a safe and serviceable condition.

1.6.2. Contractor 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. Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.

1.7. LAUNDRY SORTING GUIDANCE

1.7.1. Contractor shall accept for processing all soiled items listed in this section; the DC VAMC reserves the right to add any additional items for laundering as the need arises. Any changes shall be mutually agreed to and executed via a contract modification. 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 are showing.

1.7.1.1. Category One - Flatwork items that must be cleaned, ironed, folded and bundled. This category is approximately 55% of the total laundry quantity:

Pillowcases White, Flat White Sheet, Fitted White Sheet, OR Green Sheet, Tablecloth, OR Pillowcase Green, Wash cloth white, Bath Towel, Cotton Blanket Green, Cotton Blanket Blue, Cotton, Blanket White, Laundry Bags, Gowns Yellow, Gowns Blue, Gowns Beige

1.7.1.2. Category Two - Items that must be finished through a garment finisher and placed on hangers. This category is approximately 10% of the total laundry quantity:

Lab Coats

1.7.1.3. Category Three - Items that must be tumble dried and folded. This category is approximately 20% of the total laundry quantity:

Bibs, Scrub Tops (ScrubEX), Scrub Bottoms (ScrubEx), Curtains

1.7.1.4. Category Four - Items that must be cleaned dried and returned in bulk. This category is approximately 10% of the total laundry quantity:

Microfiber Mops, Mop heads, Microfiber Dust Mops

1.7.1.5. Category Five - Items that must be dried and placed in laundry bags. This category is approximately 5% of the total laundry quantity:

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

1.8. EXPOSURE TO HAZARDOUS CONDITIONS

1.8.1. Contractor is responsible for providing its employees with required personal protective equipment.

1.8.2. 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.

1.9. CONTRACTOR’S PROJECT MANAGER (CPM)

1.9.1. The CPM providing services for this requirement shall have at least three (3) years of specialized hospital laundry experience in this capacity for requirements of similar size and magnitude.

1.9.2. Contractor shall provide the extent of the CPM’s authority as well as the name, address and telephone number where the CPM 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.

1.9.3. CPM or alternate shall respond in person, or by telephone, within four (4) hours of notification by the COR or CO. The CPM and any designated alternate should have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

1.10. CONTINGENCY PLAN

1.10.1. Contractor must be able to provide service to the DC VAMC regardless of labor levels at Contractor’s plant. Contractor is required to have a contingency service plan to cover plant operation, delivery and pickup of laundry during periods of disruption due to plant malfunction, labor disputes, natural disasters or personnel shortages due to vacation or sick leave. It is important that service is not disrupted. A copy of the Contractor’s contingency plan must be provided to the COR.

1.11. QUALITY CONTROL

1.11.1. 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 laundry while under Contractor’s jurisdiction. Subsequent changes to the quality control program must be communicated to the COR. The program shall include a method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

1.11.2. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by Contractor. The file shall be available to the COR during normal working hours upon request.

1.12. QUALITY ASSURANCE

1.12.1. The Government will monitor 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.

1.12.2. Performance requirement summary:

1.12.3. Performance Evaluation Meetings. The CPM, or their designee, should meet with the COR quarterly to discuss Contractor’s performance. On occasion, the COR may be accompanied by the CO or other required Government personnel.

1.12.4. 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.

1.13. CONTRACTING OFFICER’S REPRESENTATIVE

1.13.1. 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 and advise 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.

1.14. EXTRANEOUS ARTICLES

1.14.1. Contractor shall ensure that all extraneous articles, except trash, found in linens (e.g., medical instruments and personal items) are turned in to the COR, along with a note explaining where the item was found.

1.15. BIOPREFERRED PRODUCTS

1.15.1. The Government’s policy is to acquire supplies and services that promote a clean energy economy, safeguards the health of our environment and reduces greenhouse gas emissions from direct and indirect federal activities. This commitment is demonstrated through various laws, executive orders, regulations, and other policies that promote sustainability. As such, the Government has established minimum sustainability-related performance requirements and encourages the Contractor to implement innovative sustainability concepts and practices beyond the minimum green product requirements. See the USDA’s BioPreferred Product Catalog for the list of laundry products meeting the minimum content percentages at https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml.

1.15.2. General Purpose Laundry Products – products designed to clean, condition, or otherwise affect the quality of the laundered material (may include laundry detergent, bleach, and fabric softeners). Minimum content: 34% biobased.

1.15.3. Pretreatment/Spot Removers – products designed to clean, condition, or otherwise affect the quality of the laundered materials (may include laundry detergents, bleach, stain removers, and fabric softeners). Minimum content: 46% biobased.

1.15.4. Other sustainable practices. The Government encourages the Contractor to implement additional sustainable practices that will minimize the environmental impact of the service provided. This may include things such as using fuel-efficient vehicles or alternative fuel vehicles for pickup and delivery of laundry; implementing recycling/reuse programs for hangers, poly bags, etc.; buying items with minimal packaging and in bulk or concentrated form; employing practices that conserve water and energy, such as heat and water reclamation processes; using other certified green products that exceed minimum requirements.

1.16. GENERAL INFORMATION/LOCAL POLICIES

1.16.1. Smoking policy. Contractor personnel may only smoke in designated areas at the DC VAMC. Enclosed patios connected to facility buildings are considered part of the building and are non-smoking areas.

1.16.2. The DC VAMC is authorized to restrict entry to its facility to Contractor personnel identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

1.16.3. Contractor personnel shall present a neat appearance and be easily recognizable via distinctive clothing (i.e., uniform). Contractor personnel are required to wear identification (I.D.) badges during the time they are on the VA grounds. I.D. badges shall have an identification picture and state the name of the individual and the company name.

1.16.4. Contractor personnel performing pickups and deliveries at the DC VAMC must read, write, speak, and understand the English language.