PWS - DRAFT FOR RFI.docx

Performance Work Statement Fisher House Specialty Linen Laundry Services Orlando VA Healthcare System – Lake Nona, FL

1. Introduction The Environmental Management Service (EMS) at Lake Nona VA Health Care System has a need for Laundry/Linen Services for the Fisher House The purpose of this Performance Work Statement is to acquire third‑party linen laundry services for the Orlando VA Fisher House. These linens must be processed separately from VA patient‑care linen and handled in accordance with hospitality‑grade quality standards.

2. Description and Objective

2.1. The purpose of this solicitation is for the Contractor to provide collection and laundering of specified wash and fold services of flat goods as applicable at the specified location of the Fisher House. All services shall be performed by qualified contractors who are licensed and authorized to perform the work defined herein. All services shall be completed in a timely manner and in accordance with the state, local, federal, and VA standards as listed in the Performance Work Statement. To be given full consideration for award, the contractor shall provide the addition information requested in Federal Acquisition Regulations (FAR) 52.212-2, Evaluation Commercial Items.

2.2. All workmanship shall be in accordance with the practices established by the National Association of Institutional Linen Management. International Fabi care Institute. Textile Rental Services Association accepted industry standards and use universal precaution methods in handling linen. It is intended that services include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. Plants, where the work is completed, shall be open to inspection of sanitary conditions by Government representation.

3. Scope of Work The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to perform full‑cycle linen services, including:

· Pickup and delivery of soiled/clean linen.

· Sorting, washing, drying, stain removal, and finishing.

· Folding, packaging, and labeling.

· Replacement of damaged items (or return with damage tag, depending on contract terms).

· Monthly usage and inventory reporting.

4. Performance Requirements

4.1 Pickup & Delivery Schedule

· Two scheduled service days per week (e.g., Monday and Thursday).

· Additional emergency pickups within 24 hours upon request.

· Pickup and delivery must occur at the Fisher House front service area.

4.2. The Contractor shall establish and maintain a system of records to quantify work performed and shall prepare administrative correspondence and reports incidental to the work covered in this PWS.

4.3. The Contractor shall receive, account for, process and return articles tendered for laundry in a timely manner in accordance with scheduled timeframes for the Fisher House.

4.4. The Contractor shall schedule and manage operations to maximize responsiveness, efficiency and economy.

4.5. Fisher House linens must not be mixed with healthcare, industrial, or contaminated materials. No co‑mingling with patient‑care linen from VA facilities.

4.6. Laundry Processing Requirements

The contractor shall:

· Wash linens according to hospitality‑grade standards and manufacturer instructions.

· Use detergents and chemicals that ensure cleanliness without degrading fabrics.

· Ensure linens are free of stains, odors, hair, lint, or residue.

· Maintain finishing quality: wrinkle‑free, evenly folded, and neatly packaged.

4.7 Quality Standards

All processed linen must meet these requirements:

· No visible stains, tears, or excessive wear.

· No scent other than neutral/hypoallergenic fresh‑clean smell.

· Items must be dry and free of moisture when delivered.

· Contractor should remove damaged items from circulation and report them.

4.7 Packaging

· Clean linens shall be packaged in sealed bundles or protective wrapping.

· Bundles must be labeled with item type and quantity.

5. Linen Inventory (Typical Items Included) Items included are:

· Flat sheets

· Fitted sheets

· Pillowcases

· Blankets

· Comforters / Duvet covers

· Mattress pads

· Bath towels

· Hand towels

· Washcloths

· Kitchen towels

· Shower curtains (if applicable) The contractor must launder all items provided unless otherwise specified. The above-mentioned items will weigh no more than 600 pounds per week and two pickups per week. Vendor will not handle any PHI such as patient-labeled garments) or require access to VA systems.

6. DELIVERABLES

The following deliverables shall be required during contract performance:

6.1. The Contractor shall provide clean laundry/linen, specialty items, bedding items, delivery and soiled linen pickup shall occur on Monday and Thursday. If an emergency causes laundry to be missed on one of these days, the Contractor shall pick-up / drop-off the laundry on the following business day. Laundry exchange carts shall be provided by the Contractor. Laundry is picked up and delivered to the Fisher House.

6.2. The Contractor shall provide laundry/linen service including the physical laundry plant, labor, supervision, management, management support, supplies, ancillary equipment, vehicles, and materials necessary for accomplishment of complete laundry/linen services, as described within this PWS.

6.3. The Contractor shall accept for processing all soiled linens, bedding items and other specialty Items.

6.4. The Contractor shall return clean and folded laundry in marked and tagged bags dropped off at the Fisher House.

6.5. The Contractor shall receive any reported defect calls not later than 1600 hours during regular working hours; the failure elimination shall be started immediately on the same day. In urgent cases, an immediate repair can be requested after 1600 hours and on Saturdays, Sundays and Federal holidays.

6.6. The Contractor shall provide a copy of an invoice identifying items picked-up and delivered, including the time and date, driver and cost of the invoice to the designated representative of the COR upon scheduled pick-up / delivery timeframes.

6.7. The Contractor shall include a phase-out plan with their offer. This plan shall describe the Contractor’s methods and procedures to ensure smooth and uninterrupted service at contract expiration, and for a period not to exceed 90 days.

6.8. The Contractor shall report any circumstances, which may affect the performance of the work, 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. A follow-up shall be sent to the COR via email.

6.9. The Contractor shall furnish with their proposal a written Contingency Plan indicating that services can be continued in the event of Contractor’s equipment and or production facility failure. The Contingency Plan shall include name of back-up facility, Plant Manager, telephone number and a binding agreement. The agreement shall state a twenty-four (24) hour response/production capacity/ability. The Contingency Plan must include transportation vehicle failure.

6.10. The Contractor shall provide scheduled services to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency will be determined by the Contracting Officer’s Representative (COR).

7. Infection Prevention & Safety Requirements Though Fisher House linen is non‑clinical, the contractor must:

· Follow standard commercial laundry sanitation guidelines.

· Maintain facility cleanliness and equipment in accordance with industry norms.

· Ensure no cross‑contamination with healthcare linens.

8. Contractor Facility Requirements The laundry facility must:

· Meet all applicable federal, state, and local sanitation requirements.

· Operate industrial‑grade washers/dryers capable of handling high‑volume hospitality linen.

· Maintain consistent quality controls and documented process standards.

9. Performance Monitoring The Fisher House Manager or designee will:

· Inspect deliveries for quality compliance.

· Document deficiencies and provide written feedback.

· Work with the contractor to correct any issues within 5 business days.

10. Reporting Requirements The contractor shall provide:

· A monthly report showing total pounds/items processed.

· A list of damaged or retired linens.

· Notes on any delays, incidents, or quality issues.

11. Period of Performance Typically one base year + four one‑year option periods (customizable).

12. Invoicing Invoices shall be submitted monthly and must include:

· Date of service

· Items processed and quantities

· Price per unit or per pound (per contract)

· Total amount billed

12. Delivery Location Orlando VA Fisher House 13800 Veterans Way Orlando, FL 32827

13.0 Performance Requirements Summary (PRS)

13.1 PRS Table

14.0 Quality Assurance Surveillance Plan (QASP)

Purpose: This QASP outlines Government surveillance to ensure Contractor performance meets the standards established in the PWS.

Roles & Responsibilities: The Government conducts inspections and reviews; the Contractor corrects deficiencies.

Surveillance Methods: Acceptance inspections, random sampling, documentation review, complaint tracking, and site visits.

Corrective Actions: Deficiencies require immediate correction, re-performance, or issuance of Corrective Action Requests (CARs).

14.1 QASP Surveillance Matrix