Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

LAUNDRY SERVICES VISN 1

DESCRIPTION: Contractor shall furnish all labor, equipment, supervision, management, supplies, and facilities necessary to perform bulk laundry/linen services for the Department of Veterans Affairs, Veterans Integrated Service Network (VISN1), which includes VA Medical Centers in New England at a contractor owned facility.

All services are to be performed in accordance with standard industry practices and quality control measures.

Services are required Monday through Friday, Saturday if possible to help with turnaround times excluding federal holidays except as awarded. VISN 1 Medical Centers are required to provide 24-hour support operations essential to patient care and contractor services turn-around shall be performed accordingly to support VAMC (s) operations.

All services shall be provided FOB at Contractor’s (s) location identified elsewhere in this PWS. The VA will drop off and pick up all laundry at the Contractor’s facility; therefore, the Contractor’s processing facility CANNOT be more than 55 miles from 940 Belmont St, Brockton, MA 02301.

NOTE: Definitions of acronyms can be found in Section 2

VA PICK-UP AND DELIVERY HOURS: Pick-up and delivery schedule shall be coordinated with the COR and the Contractor. Schedule modification/alteration opportunities, which would improve operations and turn-around time, without major interruption to either contractor or the Government, shall be negotiated between the Contractor and Lead COR and shall not be implemented until all parties have concurred. Changes to the PWS will be documented in a bilateral modification to the contract before they are initiated. We have been picking up clean and dropping clean and soiled linen every morning before 11 and at night picking up clean and dropping soiled around 6 at night.

ESTIMATED QUANTITIES: Historical data is provided in Section 6. However, 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. The fact that all quantities are not ordered shall not constitute a price adjustment to the contract.

PERIOD OF PERFORMANCE: One base year, one option year and one six-month option. The total potential period of performance is 30 months. The anticipated start date is February 13, 2022. The period of performance for the base year is February 13, 2022 to February 12, 2023. The period of performance for the option year is February 13, 2023 to February 12, 2024. The period of performance of the six-month option is February 13, 2024 to August 12, 2024. The options may or may not be exercised.

1 - GENERAL INFORMATION

1.1. Scope of Work

1.1.1.1. The work required by this PWS, consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, ancillary equipment, and materials necessary for accomplishment of complete textile processing services, as described in Section 5.

1.1.1.2. All workmanship shall be in accordance with practices established by the Association of Linen

Management (ALM), International Fabricare Institute (IFI), 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 of Accreditation of Healthcare Organizations (JCAHO).

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. * 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 7.

*The Laundry Plant layout/design shall 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.

1.1.2. 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 Lead COR and CO prior to initiation of such a change to assure adequate contractual coverage. Changes to the PWS will be documented in a bilateral modification to the contract before they are initiated.

1.1.3. 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 7, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the Facility 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 shall be identified separately and not charged to the Government.

1.1.4. 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.

1.1.5. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the COR and the approval of the CO or other management official as may be deemed appropriate.

1.2. Contractor Experience. The Contractor shall have experience in providing Medical Center laundry/linen services. The firm must have gained this experience because of being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years.

1.3. Supervision By Contractor:

1.3.1. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to VISN 1 and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his/her absence or during periods of work performed after normal work hours. The Contractor’s Plant Manager (CPM) shall meet the following requirements:

1.3.1.1. Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established.

1.3.1.2. CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substituted for certification.

1.3.2. The CO and COR must be provided with the name, address, and telephone number where the CPM is to be reached during normal business hours and off duty hours within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.

1.3.3. The Contractor is responsible for the effective implementation of their Quality Control program, and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the COR.

1.3.4. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

1.4. Personnel Qualifications and Requirements for Contract Service:

1.4.1. Employment:

1.4.1.1. The CPM and qualified alternate must be able to read, write, speak and understand the English language.

1.4.1.2. The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract.

1.4.2. Training:

1.4.2.1. No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor’s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. If the Government exercises the one year option along with 6 month option, the Contractor shall provide, to the COR, documentation that personnel have had refresher training.

1.4.2.2. 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 shall include the following topics:

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

1.4.2.2.2. 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.

1.4.2.2.3. Proper use and handling of supplies and equipment.

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

1.4.2.2.5. Familiarization with local fire prevention and safety procedures.

1.4.2.2.6. Familiarization with equipment operational manuals.

1.4.2.2.7. Individual duties and responsibilities.

1.4.2.2.8. Procedures for replenishing supplies and obtaining equipment repair.

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

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

1.4.2.2.11. A general orientation of laundry operating procedures and policies.

1.4.2.2.12. Hazard communication, including location and access to the Material Safety Data Sheets

(MSDS).

1.4.2.2.13. 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).

1.4.2.2.14. Hepatitis B Virus (HBV) requirement.

1.4.2.3. Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor’s own expense.

1.4.2.4. Personal Hygiene. Contractor personnel shall be clean and neat in appearance.

1.4.2.5. Exposure to Hazardous Working Conditions. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal that become injured or ill on the job at no cost to the Government.

1.4.2.6. Physical Examinations:

1.4.2.6.1. The contractor shall be responsible for any physical examinations and emergency medical care of personnel.

1.4.2.6.2. Contractor’s personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work.

1.4.2.7. Miscellaneous: The Contractor is responsible for compliance with all appropriate JCAHO, FDA, VA and other regulatory agencies record keeping requirements.

1.5. Quality Control and Quality Assurance for Contract Service:

1.5.1. Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the COR. 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:

1.5.1.1. An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary.

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

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

1.5.2. Quality Assurance. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.

1.5.3. Post Award Conference. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. As a minimum, the Contractor shall address the following items of information in the presentation:

1.5.3.1. Start-up and phase-in schedule.

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

1.5.3.3. Availability of labor force (manning chart), plan for recruiting, type and extent of training.

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

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

1.5.3.6. Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens.

1.5.3.7. Procedures to be used to ensure contract requirements are met (Quality Control Program).

1.5.3.8. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).

1.6. Government Representative. 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 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 shall have access 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.

1.7. Performance Evaluation Meetings:

1.7.1. The CPM shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR

1.7.2. 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.

1.8. Correspondence. 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 with a copy to the CO.

1.9. 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 in to the COR 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).

1.10. Safety and Fire Prevention:

1.10.1. In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles.

1.10.2. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work, and hold the Contractor in default of the contract.

1.10.3. The Contractor shall comply with Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes.

1.10.4. Contractor’s personnel shall follow policies concerning fire/disaster programs.

1.10.5. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

1.11. Damage and Equipment loss:

1.11.1. All tasks accomplished by Contractor’s personnel shall be performed to preclude damage or disfigurement of Government-owned textiles, 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 shall be given to the COR.

1.11.2. 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 shall 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.

1.11.3. 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.

1.12. Linen Control

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

1.12.2. Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen.

1.12.3. 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.

1.12.4. 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.

1.12.5. Unusual losses, including suspected pilferage, shall be reported at once to the Lead 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 Vendor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity, and unit cost).

1.12.6. 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 shall be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date.

1.13. Delivery Requirements:

1.13.1. The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information 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, and clean linen delivered must show date, the name of the item, number of pieces received or delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered.

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

1.13.3. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, 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. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.13.4. Clean linen and specialty items shall be available for transport Monday - Friday except for federal holidays. Soiled linen and specialty items shall be processed Monday - Friday except for federal holidays.

Deliveries will be made at a time set by this contract or the COR at the Medical Center served.

1.13.5. Clean linen shall be processed and packaged as specified in Section 5.

1.14. 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 COR by phone and a follow-up fax or email.

Section 2 - Definitions/Acronyms

2.1. Definitions. Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

Ancillary Equipment. Equipment required for Contractor’s operations but not directly related to laundry production, e.g., cleaning equipment.

AQL (Acceptable Quality Level). The maximum percent of defective work, or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed in an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally. As long as unsatisfactory performance does not exceed the AQL, the contractor will not be subject to payment reduction by the Government.

The Contractor, however, must correct all unsatisfactory work unless excused by the Lead COR.

CDR (Contract Discrepancy Report). Government formal documentation of Contractor’s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.

Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies. Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.

Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service.

CO (Contracting Officer). The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR (Contracting Officer’s Representative). Any person or persons authorized to act for the Contracting Officer within authority limits.

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

Cure Notice. A formal notification to Contractor to correct a deficient situation or risk termination of contract.

Defect. Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions, as set forth in Section VII.

Delivery Point. Point which soiled linen is dropped off for processing by the VA and clean linen picked up from the Contractor.

Department of Veterans Affairs. Government agency requiring services under the terms of the contract.

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the Facility COR and/or the Lead COR.

Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

Federal Holidays. The date of observance by the Federal Government of the following holidays:

New Year’s Day (1 January), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). If any Holidays fall on a weekend, then no changes will be made for drop off and pick up.

General Linens. Linens which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, bed pads, fitted sheets, surgical linen and other items identified in Attachment 1. VA items are to be properly kaumagraphed for identification.

Government. The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives.

Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by JCAHO and the VA.

JCAHO (Joint Commission on Accreditation of Health Care Organizations). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Launder. To clean by chemical and mechanical action materials composed of natural or synthetic fibers.

For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry.

Linen. Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers.

Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center(s).

Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

Medical Center Director (s). The person with final responsibility for the mission of the Medical Center.

A Medical Center Director may have final authority over more than one Medical Center.

Must. This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the Facility COR, CPM, and Lead COR. All linen is packaged securely to prevent possible contamination.

Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear.

Personal Property. All Government property, except real property and expendable property.

Procedures Manual. A Contractor’s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions.

PWS (Performance Work Statement). A document that describes accurately the essential technical requirements for services, including the standards used to determine whether the requirements have been met.

Quality Assurance. Those actions taken by the government to check goods or services to determine that they meet the requirements of the PWS.

Quality Assurance Evaluator. Government employee(s) assigned to monitor and evaluate the quality and compliance with the Performance Work Statement requirements.

Quality Control. Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the PWS.

Sanitary. In a clean state, protected from the contamination of pathogenic organisms.

Satisfactory Performance. Within limits of the AQL, adherence to the requirements of the PWS.

Separation. Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.

Specialty Items. All textile items not classified as general linens. Examples – soap free linen, Posey boots and mitts, curtains, etc.

Standard. A Government acknowledged measure of comparison.

Surgical Linen. Linen utilized by surgical and / or specialized units. Normally blue or green linen.

Surveillance Plan. An organized written document used for quality assurance surveillance.

Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance.

Textile Care Processing Facility. A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose.

VA (Department of Veterans Affairs). The Government agency requiring services under the terms of the contract.

VAMC. Veterans Affairs Medical Center

2.2. Commonly used Acronyms

AQL Acceptable Quality Level

CDR Contracting Discrepancy Report

CO Contracting Officer

COR Contracting Officer’s Representative

COTR Contracting Officer’s Technical Representative (Lead and or Facility)

CPM Contractor’s Plant Manager

FW&T Fair Wear and Tear

IAW In Accordance With

IFI International Fabricare Institute

IG Inspector General

JCAHO Joint Commission on Accreditation of Healthcare Organizations

MCD Medical Center Director

MIL-STD-105D Specification for sampling procedures and tables for inspections by attributes.

N/A Not Allowable

NAILM National Association of Institutional linen management

PWS Performance Work Statement

M - F Monday thru Friday

QC Quality Control

RS Random Sampling

TRSA Textile Rental Services Association

VA Department of Veterans Affairs

Section 3 - Government Furnished Property and Services

3.1. Materials:

3.1.1 Fair/wear/tear or unserviceable condition of specialty items will be determined by the Facility COR.

3.1.2 The Government will provide a detailed list of specialty items to be laundered.

3.1.3 Vehicles. The VA shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract.

3.1.4. Carts. The VA shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the VA. All carts shall be numbered and have empty weight indicated on both ends.

Section 4 - Contractor Furnished Items

4.1. Materials. Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section III. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

4.5. Rags. All unusable linen items shall be returned to the VA for proper inventory accountability and proper disposal.

4.6. Reports and Data. The Contractor shall provide, in writing, to the COR the data and reports identified in Technical Exhibit 3.

4.7. Miscellaneous. The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data.

4.8 The Contractor shall provide restroom and handwashing facilities for Contractor employees to wash their hands following exposure to blood and other bodily fluids

Section 5 - Specific Tasks

5.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing all items are to be finished and placed in carts and covered for VA pick up.

5.1.1. Flatwork items that must be conditioned, ironed, and folded:

5.1.1.1. Pillowcases, regular

5.1.1.2. Pillowcases, surgical

5.1.1.3. Sheets, poly/cotton, bed

5.1.1.4. Tablecloth

5.1.1.6. Towel, huck / OR towel

5.1.1.7. Wrappers, surgical and misc. surgical linen:

Small

Medium Large

5.1.1.8. Misc. Items:

Medium Large

5.1.2. Items that must be dried and placed on hangers:

5.1.2.1. Patient personal clothing (shirts / pants)

5.1.2.2. Shirt, uniform

5.1.2.3. Trouser, uniform

5.1.2.4. Smock, knee length long coats

5.1.2.5. Coveralls

5.1.2.6. Coat, short

5.1.2.7 lab coats, doctor’s coats

5.1.3. Items that must be tumbled dried and folded:

5.1.3.1. Bathrobe

5.1.3.2. Blankets, bath

5.1.3.3. Blankets, bedspread

5.1.3.4. Cover, mattress

5.1.3.5. Curtains, shower

5.1.3.6. Curtains,

5.1.3.7. Gown, operating

5.1.3.8. Gown, patient

5.1.3.9. Gown, isolation grids must be marked

5.1.3.10. Pads, absorbent

5.1.3.11. Pads, mattress

5.1.3.12. Pajamas

5.1.3.13. Towel, bath

5.1.3.14. Misc. items:

Small Medium

5.1.3.15. Warm-up jacket

5.1.3.16 Surgical Scrubs:

Tops Bottom

5.1.4. Items that must be washed , dried and returned in bulk:

5.1.4.1. Mops, wet

5.1.4.2. Mops, dust

5.1.4.3 Microfiber mops and microfiber products

5.1.4.4 washcloths

5.1.4.5 Isolations gowns (grid must be marked)

5.1.4.6 Linen Bags

5.1.4.7 Fitted sheets

5.1.5. Items that must be dried and placed in plastic bags :

5.1.5.1. Rags

5.1.6. Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging:

5.1.6.1. Patient’s Personal Clothing, which is not on hangers

Small Medium

5.2. Packaging:

5.2.1. Linen is packaged in bulk by item according to quotas and established arrangement.

5.2.2. Items finished and placed on hangers are returned on a clothing rack. The items are placed on the hanger so identification number and size is showing, if any.

5.3. Additional Guidance. To eliminate the need for separate listing of items that are received infrequently, the item “Miscellaneous: Small, Medium, large” is shown at the end of each lot. This should be interpreted as follows:

5.3.1. Laundry:

Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper.

Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread.

Large: An item requiring the approximate time, effort and cost to process as a blanket.

Section 6 - Applicable Regulations, Manuals, Specifications and Technical Exhibits

6.1. Applicable Regulations, Manuals and Specifications: ANSI/AAMI ST65:2000

6.2. Technical Exhibits

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

6.2.1.1. The workload stated in the following schedule of services is approximate, based on the volume handled in FY16, 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.

Total Clean Pounds Total Soiled Pounds 7,120,258

*Includes the Following:

OR Linen

Uniforms Mops (wet/dust) Patient clothing General Linen **Includes standard items and station unique items not identified such as restraints, curtains, spreads, and the like

Standard Items

Estimated Daily demand

Dry fold Bath towels 7500 BT 17% Blankets 1500 BLK 17% Pads 1800 Pads 3% Gowns 2000 gowns 8% Bath blankets 1200 Fitted 6% PJ 2800 pieces Pajamas 10% Or towels 1500 Finishing MOPS 5% Flat sheets 5500 Flat sheets 12 PC 5400 pillowcase 8 Misc. Miscellaneous 5% Some surgical 200 sheets and PC Bags 5%

MISC – wash and dry – drop into bulk bins (unfolded) ISO gowns 3 Fitted 8 carts Mops 4 carts Linen bags 6 carts Washcloths 5 carts Washcloths 4%

OR Items

Green pillowcases Green or blue flat sheets

OR towels Some wrappers Surgical scrubs tops Surgical scrub pants Warm up jackets Surgical gowns

6.2.2. Technical Exhibit #2: Contractor Furnished Reports

6.2.2.1. Damage to Government property.

6.2.2.2. Monthly report of washroom chemical titration and Ph.

6.2.2.3. ALM, IFI laboratory test piece report (monthly unless a problem develops) or independent Textile Laboratories.

6.2.2.4. Weekly Soiled Linen 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)

6.2.2.5. 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.

6.2.2.6. Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B.

6.2.3. Technical Exhibit #3: Designated Pick-Up and Delivery Locations

Laundry is picked up and delivered at the Contractor’s facility

THE VA will be responsible for the pickup of all soiled linen from each VA facility.

The VA will be responsible for the delivery of all soiled linen to the Contractor’s designated address.

The VA will be responsible for pickup of all clean linen from the designated Contractor’s laundry processing facility.

The VA will be responsible for delivery of clean linens to each VA facility.

The Contractor will be responsible for processing of the textiles of the VA and having said linen ready for pick up at the designated agreed upon pick up time.

Each campus will have a color so the weekly soiled report by campus will be accurate. We service 9 campuses within the VISN Togus, Maine, White River Junction, Vermont, West Roxbury, Brockton, Jamaica Plain, North Hampton and Bedford, Massachusetts, Providence, Rhode Island, and West Haven, Connecticut. We bill campuses based on the soiled weight washed per campus. Then we are billed by the total clean weight by the contractor to Brockton.

SECTION 7. QUALITY ASSURANCE SURVEILLANCE PLAN

7.1. INTRODUCTION

7.1.1. This QASP has been developed for in-house operations or to implement a service contract. It is designed to aid the Government's COR in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are:

7.1.1.1. Sampling guides

7.1.1.2. Customer complaint surveillance guides; and

7.1.1.3. Surveillance activity checklist.

7.1.2. The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas.

We are primarily interested in the final product or service being provided and not in the details of accomplishment.

7.1.3. The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples.

7.1.4. Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

7.2. HOW TO USE THE SURVEILLANCE PLAN

7.2.1. This surveillance plan has been organized to facilitate use by the COR. It is the COR’s responsibility to develop a monthly schedule for activities based on the surveillance plan’s requirements.

The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month.

7.2.2. To build the inspection schedule, the COR will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the COR is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a COR’s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the COR perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management’s actions (payment deductions or other actions as necessary when contract services is being performed), described on a CDR.

7.2.3. Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services. Errors detected by the COR in the course of surveillance will be transmitted to the Contractor or in-house management for correction. Notification of errors will take place within 1 working day. Specifics concerning any errors will be recorded on the tally checklist. The Contractor or in-house management, as applicable, shall be asked to initial this record.

7.2.4. If the sampling guide indicates that the number of defects is too high, the current month’s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Summary Table 7.3.1. Performance Requirements Summary, of the Laundry Performance Work Statement, a Contractor or in-house management official will be given a CDR by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for contractor provided services.

7.2.5. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor or the Government is required to provide continuing training.

When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Requirement Summary in the PWS.

7.3. Performance Requirements Summary

7.3.1 Summary Table:

Factor No.

Performance Indicator

Performance Standard

AQL

Maximum Allowable Degree If Deviation

Method – Type of Surveillance Reduction When AQL Exceeded

Deduction Amount

(monthly billing)

1 Shipment schedule is met. All quotas are ready for pick up per established schedule.

1 discrepancy per month

COR Weekly inspection

1%

2. Weights are accurate Weight processed/ received equals weight billed

2 discrepancies per month

COR

Delivery tickets and daily weight records

1%

3. Laundry is clean Laundry is clean, dry, free of lint and odor, spots and stains removed.

.25% per gross

wt. processed each month.

Random Sampling -carts of clean linen, daily by COR

2%

4. Whiteness and tensile strength retention.

Test specimen laundered IAW standard textile laboratory practice.

3% deviation after washing for whiteness retention and tensile strength loss per test

Contractor furnished specimens per independent laboratory.

2%

5. Proper textile finish for items

All articles are properly processed;

articles are free from wrinkles and scorches;

IAW Stds.

.25% per month Random Sampling – carts clean linen, daily.

1%

6. Packaging is properly accomplished.

Laundered items are bundled, tied, covered, etc.

.25% per month Random Sampling – carts clean linen, daily.

1% each

7. Provide required reports. Data required submitted on time.

1 discrepancy per month.

Check list 1% for each late item x days late (Max of 5%)

8. Damaged Clean linen items.

Laundered items are not physically damaged due to improper processing or carelessness.

2.5 percent per month

Random Sampling -carts of clean linen, daily.

1%

9. Response CPM responds within 1 hr. to request for contact from

CO, COR.

1 discrepancy per month.

COR

awareness

1% each

10. Transport / Storage trailers/carts are cleaned with a tuberculocidal germicide/disinfectant, after unloading the soiled linen and prior to loading the trailer/cart with clean linen.

Trailers/carts are clean, dry, and free of visible soil

2.5 % Daily inspections

1% per occurrence

11. Emergency response. Contractor responds to emergency service request within one hour.

N/A Customer Complaint

1% each

7.3.2. Performance Requirements Summary Method of Application

7.3.2.1. The Contractor is required to perform all the work specified in the performance work statement.

If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

7.3.2.2. The purpose of this section is to:

7.3.2.2.1. List the contract requirements considered most critical to acceptable contract performance.

7.3.2.2.2. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of quality required in a VA run operation.

7.3.2.2.3. Show the percentages of the major elements of the contract price that each listed contract requirement represents.

7.3.2.2.4. Explain the quality assurance methods the Government will use to evaluate the Contractor’s performance in meeting the contract requirements.

7.3.2.2.5. Define the procedure the Government shall use in reducing the Contractor’s monthly payment if the Contractor does not render satisfactory performance.

7.3.2.3. The Government’s quality assurance procedures are based in part on statistical random sampling of the recurring critical output products of the contract using the criteria in MIL-STD-105D. Other areas will be reviewed periodically (e.g., monthly, quarterly, and semi-annually).

7.3.2.4. The criteria for acceptable and unacceptable performance are as follows:

7.3.2.4.1. MIL-STD-105D based on the lot size (number of times a service is performed in a month), sample size, and AQL for each contract requirement (Performance Indicator). When the number of defects in the Contractor’s performance discovered by the Facility COR exceeds the unacceptable criteria level, the Facility COR shall be required to complete a CDR (Contract Discrepancy Report). The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract.

7.3.2.4.2. Other Requirements: The criteria for other requirements are the level of performance deemed acceptable to the Government. When the number of defects discovered by the Facility COT exceeds the number shown in the AQL column, a CDR, as described above will be issued.

7.3.2.5. Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following methods:

7.3.2.5.1. During each month, Contractor performance will be compared to contract standards and acceptable quality levels using the Quality Assurance Plan.

7.3.2.5.2. If performance in any required service is unsatisfactory for the period of surveillance (monthly, quarterly, etc.) and the poor performance is clearly the fault of the Contractor, an amount of money up to the percentage cost of the service as stated in the fifth column of the Performance Requirements Summary will be withheld as described below.

7.3.2.6. The amount of money to be deducted for unsatisfactory performance will be computed as follows:

7.3.2.6.1. Total monthly contract price multiplied by the percentage of the function represented by the required service (see deduct percentage, column five, Performance Requirements Summary) multiplied by the percentage of the sample found defective when sampling is used.

EXAMPLE:

IF: Shipment Schedule is not met.

AND: Shipment Schedule percentage is 1% AND: Sample size is 5 AND: Number of defective deliveries in the sample is 1 AND: Contractor’s monthly invoice is:

CONTRACTOR’S INVOICE $3,000.00

X Deduct Percentage .01 X Percentage of Sample Defective .20

Deduction $ 6.00

Sample Calculation:

$3,000.00 X 1% = $30.00 (Attributable to…