PWS Spokane Laundry Services .docx

This is a non-personnel services contract for laundry and linen services at the Mann-Grandstaff VA Medical Center (MGVAMC), Spokane, Washington. The Government requires a Contractor-operated Textile Care Processing Facility (TCPF) capable of consistently returning clean, sanitary, and serviceable linen.

The Contractor shall be responsible for achieving the following outcomes:

· All linen processed and returned clean, sanitary, odor-free, and serviceable.

· Soiled and clean linen remain physically separated at all times during processing, storage, and transport, consistent with VHA Directive 1850.03 and the asepsis design principle described below.

· Linen is delivered and picked up reliably and on schedule to support uninterrupted Medical Center operations, including patient care areas with time-sensitive needs.

· The Government is provided accurate, timely reporting sufficient to verify compliance with quality, quantity, and billing requirements.

Design for Asepsis: The Contractor's facility shall be designed and operated so that clean linen at no point contacts or shares physical space with soiled linen, through the use of a barrier wall, pass-through equipment, and differential air pressure (positive in the clean section, negative in the soiled section), preventing cross-contamination. The Contractor's facility is subject to Government inspection to verify this outcome is achieved; the specific equipment and layout used to achieve it is the Contractor's determination.

Work shall be performed in accordance with the standards of the Association of Linen Management (ALM), the Dry-Cleaning and Laundry Institute (DLI), the Joint Commission (JC), and Department of Veterans Affairs requirements.

Required Outcomes and Service Capabilities

· An electronic or online ordering system allowing the MGVAMC to order linen to meet its operational needs.

· Sufficient processing capacity to launder soiled linen at the estimated volume approximately 9,500 lbs./week; approximately 340,000 lbs. annually.

· A 96-hour contingency linen supply maintained on-site at MGVAMC in accordance with 38 U.S.C. § 811A(4), to ensure continuity of patient care during a supply disruption.

· The ability to respond to a linen shortage and restore supply within one hour of notification, to support uninterrupted patient care during unforeseen circumstances.

· Itemized delivery documentation for the MGVAMC to verify quantities received against quantities ordered.

Access and Service Availability MGVAMC facility access for pickup and delivery is available Monday through Friday, 6:30 a.m. to 4:30 p.m., excluding federal holidays and periods when the facility is closed due to emergencies, administrative closure, or similar Government-directed action. For reasons other than firm-fixed-price billing provisions, the Contractor will not be reimbursed for services during periods the Government facility is closed. The Contractor is responsible for ensuring workforce staffing is sufficient to meet all performance standards.

Place of Performance

CONTRACTOR RESPONSIBILITIES AND REQUIRED CAPABILITIES

Materials and Equipment

· All linen is Government-furnished and provided by MGVAMC for laundering. Additional linen items may be added as required.

· Contractor shall furnish all materials necessary to perform this contract, in compliance with applicable local, state, and federal environmental law and VHA Directives.

· The Contractor shall provide and maintain all vehicles necessary to perform pickup and delivery, ensuring vehicles remain safe, serviceable, and sanitary (free of dirt, debris, and residue sufficient to avoid contamination risk or an unprofessional appearance) throughout the contract period. Vehicle maintenance and reliability are solely the Contractor's responsibility; vehicle breakdown does not relieve the Contractor of its delivery performance obligations.

Linen Contingency Supply The Contractor shall support maintenance of a 96-hour contingency linen supply at MGVAMC.

Delivery Carts

· The Contractor shall provide and maintain delivery carts (including Z-racks) in safe, functional condition.

· Replacement and additional cart needs are the Contractor's responsibility.

· Each cart shall be uniquely numbered with empty-cart weight indicated on both ends, and shall meet industrial-grade standards approved by the COR or designee (reference dimensions: approximately 48 cu. ft. capacity, 28.5" outside width, 47" outside length, 59" inside depth, 66.5" overall height).

· The Contractor shall return empty carts promptly to ensure the MGVAMC has adequate cart availability for daily operations at all times.

Additional Required Items The Contractor shall furnish rocedures Manual, Quality Control Program, and any other requested documentation.

REQUIRED SERVICES AND PERFORMANCE OUTCOMES

Linen Processing — Required Outcome Packaging The Contractor shall package linen by consistent bundle counts for each item type and size, as proposed by the Contractor and approved by the COR or designee, except that lift slings shall be packaged in a manner that ensures safe handling and lifting. Each delivery cart shall be clearly marked with the cart number, empty-cart weight, and an accurate itemized tally of contents (item count and weight) sufficient for the MGVAMC to verify receipt against order.

Reject and Reprocessing Contractor shall maintain a reject system capable of receiving unusable linen back for reprocessing at no additional charge (unless the item is justified as unserviceable), returning reprocessed linen to the MGVAMC within the timeframe agreed upon with the COR, except where a linen shortage requires the one-hour turnaround.

Reconciliation of Linen Losses Linen losses shall be documented, explained, and mutually agreed upon between the Contractor and the COR or designee. Losses may not be charged until a minimum of 120 days from the MGVAMC date of receipt and shall be reported monthly.

Linen Shortage Response In the event of a linen shortage affecting patient care, the Contractor shall restore supply within one hour of notification.

Transportation The Contractor shall transport linen in a manner that maintains separation between clean and soiled linen at all times (consistent with VHA Directive 1850.03), using a fully covered cart for clean linen and a secured, enclosed vehicle or trailer during transit.

Required Reports

· Monthly Titration Report. Documents test piece results (tensile strength, brightness, chlorine retention), pH readings, and corrective actions for any deficient wash formula results.

· Monthly Linen Loss Report. Reconciles linen losses and credits against the applicable CLINs

· Monthly Invoice. Reconciles billed amounts with the applicable CLINs and services performed; the Linen Loss Report shall be attached.

· Weekly/Monthly Soiled Linen Report. Total pounds of soiled linen received from the MGVAMC.

· Weekly/Monthly Clean Linen Report. Number of clean pieces and total weight delivered.

· Daily Cart Delivery Note. Itemized tally of each cart's contents (cart number, weight/count) provided with each delivery.

· Monthly Transport/Cart Cleaning Report. Documents compliance with the daily sanitation requirement.

APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

The Contractor shall comply with all applicable regulations, publications, and VA/VHA policy, including:

· VHA Directive 1850.03, Textile Management Services (including Textile Control and Security, subparagraph b(2))

· VHA Directive 1850.07, Textile Care Processing Facility Operation (including Quality Assurance and Efficiency Control, and Textile Care Manager provisions)

· CDC Guidelines for Environmental Infection Control in Health-Care Facilities

· 38 U.S.C. § 811A(4) (VHA Office of Emergency Management)

· Association of Linen Management (ALM) standards (almnet.org)

· Dry-Cleaning and Laundry Institute (DLI) standards

· VHA Central Office Textile Care Management guidance (va.gov)