PWS - Updated 8-26-26.docx

?.## PERFORMANCE WORK STATEMENT

Updated 8/26/2026

SECTION 1 – GENERAL INFORMATION

1.1 CONTRACT TITLE

Linen Supply and Laundry Processing Services for the Cincinnati VA Medical Center (CVAMC) and associated locations including domiciliary and outpatient clinics.

1.2 BACKGROUND

The Contractor shall furnish all labor, equipment, supervision, management, supplies, exchange delivery carts, transportation, and facilities necessary to provide contractor‑owned/contractor‑operated bulk laundry and linen services for the Cincinnati VA Medical Center (CVAMC).

All services shall be performed in accordance with industry standards, infection control practices, regulatory requirements, and support the medical center’s patient care programs.

CVAMC requires linen processing and distribution Monday through Saturday, with specific delivery schedules and PAR levels defined in Exhibit A – Cincinnati Delivery Schedule and Exhibit B – Cincinnati Linen PAR Levels.

1.3 DEFINITIONS AND ACRONYMS

Definitions and acronyms used throughout this Performance Work Statement (PWS) shall be as stated in Exhibit C – Definitions & Acronyms

1.4 SCOPE OF WORK

The Contractor shall provide complete linen and laundry processing services, including:

· Pickup of soiled linen from CVAMC and supported locations

· Transportation to a contractor‑owned/operated processing facility

· Sorting, washing, drying, finishing, folding, packaging, and quality assurance

· Delivery of clean linen according to established schedules

· Processing of specialty items including patient clothing, mops, microfiber items, gowns, slings, and uniforms

· Maintaining required onsite and off‑site PAR levels (See Exhibit B)

All linens shall be processed in accordance with regulatory standards (JCAHO, OSHA, CDC).

Clean and soiled linens shall not share the same physical space, equipment, or transport conditions.

NOTE: The Government reserves the right to add or remove any additional Medical Centers, CBOCs, or other facilities to the contract as they become available. Furthermore, the Government reserves the right to add, increase, or decrease the number of facilities, or users to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

Vendors are advised that VA reorganization may necessitate adding additional locations to, or deleting existing locations from, this contract in the future. Any such additions and/or deletions will be completed by bilateral modification.

1.5 CONTRACTOR EXPERIENCE REQUIREMENTS

The Contractor shall have a minimum of three (3) years experience providing laundry/linen services for inpatient and outpatient medical facilities similar in scope and size to CVAMC.

1.6 SUPERVISION AND MANAGEMENT

The Contractor shall designate a Contractor Plant Manager (CPM) who shall:

· Be physically present during processing hours

· Have a minimum of three years’ specialized experience in plant management or equivalent certification

· Serve as the primary point of contact

· Respond to Government contact within 1 hour

· Ensure compliance with Contractor’s Quality Control Program

A qualified alternate shall be designated when the CPM is unavailable.

1.7 PERSONNEL QUALIFICATIONS & TRAINING

All personnel assigned under this contract must:

· Be adequately trained and competent

· Complete required infection control, OSHA, and safety training prior to assignment

· Receive annual refresher training

· Comply with the OSHA Bloodborne Pathogens Standard (29 CFR 1910.1030) and CVAMC infection control requirements

· Maintain clean, professional appearance

· Follow facility safety and fire protocols Training program requirements are further detailed in Exhibit D – Contractor Training Requirements.

1.8 QUALITY CONTROL (CONTRACTOR)

The Contractor shall maintain a Quality Control Program that includes:

· Inspection systems covering all performance indicators

· Deficiency tracking and corrective actions

· Records of all QC inspections, maintained throughout the contract

· Coordination with Government Quality Assurance Surveillance

· Procedures ensuring sanitary processing and finished product quality QC requirements shall align with Section 7 of this PWS and are supplemented in Exhibit E – Quality Assurance Requirements.

1.9 QUALITY ASSURANCE (GOVERNMENT)

The Government will monitor performance through:

· Random sampling

· Scheduled inspections

· Review of Contractor’s reports

· Investigation of discrepancies

· Issuance of Contract Discrepancy Reports (CDRs) if required

1.10 GOVERNMENT REPRESENTATIVES

The Contracting Officer (CO) and Station Technical POC shall be identified prior to contract start.

The T-POC will:

· Provide technical assistance

· Conduct surveillance

· Review reports

· Verify delivery accuracy

· Certify monthly performance

1.11 SAFETY AND FIRE PREVENTION

The Contractor must:

· Implement safety precautions protecting workers and facility personnel

· Correct fire/safety deficiencies immediately

· Maintain vehicles and equipment in safe condition

· Comply with Federal, State, and Local safety regulations

· Display appropriate warning devices during operations

1.12 SECURITY REQUIREMENTS

Contractor personnel shall:

· Follow all CVAMC security policies

· Wear identification at all times on CVAMC property

· Report extraneous articles found in linen to the Station Technical POC daily

· Protect Government‑furnished property and information

1.13 DAMAGE & EQUIPMENT LOSS

The Contractor shall:

· Prevent damage to Government property

· Report damage immediately to the Station Technical POC

· Repair or replace damaged property at Contractor expense

· Replace lost VA‑owned items not due to normal wear/tear within 30 days

· Maintain procedures for settlement of patient/employee claims for lost items

1.14 LINEN CONTROL

The Contractor shall:

· Provide all linen except patient clothing

· Track and replace missing, damaged, or unserviceable linen

· Report unusual loss patterns to the Station Technical POC

· Support linen inventory and accountability procedures

· Replace VA‑owned items lost while under Contractor control

1.15 DELIVERY REQUIREMENTS

Clean and soiled linen shall be transported per schedules in Exhibit A – Cincinnati Delivery Schedule.

Requirements include:

· Daily manifest sheets on each cart

· Tare, gross, and net weight reporting

· Daily delivery to CVAMC and supported locations

· Carts disinfected before loading clean linen

· Transport vehicles disinfected daily

· No co‑transport of clean and soiled linen

· Maintenance of on‑site 72‑hour PAR and off‑site 48‑hour PAR levels (See Exhibit B)

1.16 PHASE‑IN / PHASE‑OUT REQUIREMENTS

The Contractor shall:

· Submit a Phase‑In Plan, including start‑up schedule, personnel plan, QC Plan, and property protection procedures

· Ensure smooth transition without service interruption

· Cooperate with successor Contractor during Phase‑Out period (not to exceed 90 days)

1.17 CONTINGENCY PLAN

The Contractor must provide a written Contingency Plan covering:

· Equipment failure

· Transportation failure

· Weather or emergency disruptions

· Restoration of PAR levels

· Continuity of operations during disasters or drills The Contractor shall maintain 48 hours off‑site + 72 hours on‑site PAR to meet the 96‑hour VA sustainability requirement.

1.18 HAZARDOUS DRUG (HD) AND INFECTIOUS LINEN HANDLING REQUIREMENTS

1.18.1 Linen contaminated with hazardous drugs (HDs), or with excreta from patients who have received HDs within the previous 48 hours, shall be handled in accordance with OSHA Bloodborne Pathogen requirements and VA infection control procedures.

1.18.2 HD‑contaminated linen shall be placed in specially marked laundry bags and then into a labeled impervious bag before transport.

1.18.3 Contractor personnel shall wear appropriate protective equipment, including gloves and gowns, and shall pre‑wash HD‑contaminated items prior to mixing them with general laundry.

1.18.4 The Contractor shall maintain written procedures for HD handling and make them available to the Station Technical POC upon request.

1.19 CLAIMS FOR PATIENT AND EMPLOYEE PROPERTY

1.19.1 The Contractor shall establish written procedures for settling claims for loss or damage to patient or employee property while in the Contractor’s possession. Procedures shall be provided to the Contracting Officer within 20 calendar days after award.

1.19.2 The Contractor shall maintain a log of claims, actions taken, and resolution dates. This log shall be provided to the Station Technical POC upon request.

1.20 CORRESPONDENCE REQUIREMENTS

1.20.1 All Contractor correspondence related to this contract shall include the contract number, contract title, and the VA medical center name. All correspondence shall be sent to the Station Technical POC with a copy to the Contracting Officer.

1.21 PHASE‑IN DOCUMENTATION REQUIREMENTS

Within five (5) days after award, the Contractor shall provide the following:

1.21.1 Procedures for securing Government property while under Contractor control.

1.21.2 Identification of the Contractor Plant Manager (CPM) and qualified alternate, including name, address, and contact information for duty and off‑duty hours.

1.21.3 A complete copy of the Contractor’s Policy and Procedure Manual for laundry operations.

1.21.4 Certification that all Contractor scales used to weigh clean and soiled linen have been calibrated by an independent certified inspector. Updated certifications shall be provided biannually.

1.21.5 A start‑up and phase‑in schedule including labor force availability, manning charts, training plan, organizational structure, and detailed logistical procedures for receiving, processing, packing, and delivering clean linen.

1.21.6 Certification that the Contractor’s facility maintains physical separation between clean and soiled linen through a barrier wall with pass‑through equipment.

1.21.7 A written contingency plan describing how services will continue in the event of equipment failure, facility interruption, transportation failure, weather delays, or any other event impacting delivery performance.

SECTION 2 – SCOPE OF WORK

2.1 Description

The Contractor shall provide full linen and laundry processing services to the Cincinnati VA Medical Center (CVAMC) and its supported locations, including Fort Thomas and the Norwood CBOC. Services include:

· Pick‑up of soiled linen

· Transportation to contractor‑operated processing facility

· Sorting, washing, disinfecting, drying, finishing, folding, and packaging

· Delivery of clean linen to all CVAMC‑designated areas

· Processing of specialty items (gowns, uniforms, patient clothing, mops, microfiber items, restraints, cubicle/shower curtains, and slings)

· Maintaining required clean/soiled tracking and reporting

· Meeting performance and infection‑control standards All work shall support patient care and comply with applicable regulatory requirements.

2.1.1 Period of Performance

· Base Period: 10/1/2026 – 3/31/2027

· Option Period #1: 4/1/2027 – 3/31/2028

· Option Period #2: 4/1/2028 – 3/31/2029

· Option Period #3: 4/1/2029 – 3/31/2030

· Option Period #4: 4/1/2030 – 3/31/2031

2.2 Service Locations

All services under this contract apply to the following Cincinnati VA Medical Center service points:

2.2.1 Cincinnati VA Medical Center (Main Campus)

3200 Vine Street Cincinnati, OH 45220 Delivery and pickup shall occur Monday through Saturday according to the schedule provided in Exhibit A – Cincinnati Delivery Schedule.

2.2.2 Fort Thomas

Domiciliary/CLC Deliveries and pickups occur at required frequencies listed in Exhibit A.

2.2.3 Norwood VA CBOC

4600 Smith Rd., Suite A6 Norwood, OH 45212 All linen/laundry shall be picked up and delivered per Exhibit A.

2.2.4 Other Supported CVAMC Locations

The Contractor shall provide service to all clinical and administrative areas identified in:

· Exhibit A – Delivery Schedule

· Exhibit B – Linen PAR Levels

· Exhibit F – Specialty Item Requirements The Government reserves the right to add or remove CVAMC internal units or departments as operational needs change per statement in section 1.4.

2.3 General Requirements

The Contractor shall:

· Adhere to all required pickup/delivery frequencies (Exhibit A)

· Process all linen to meet cleanliness, sanitization, and appearance standards

· Maintain clear separation between clean and soiled linen at all stages

· Provide disinfected, covered carts

· Maintain required PAR levels (Exhibit B)

· Track weights, counts, discrepancies, and variances Clean linen deliveries and soiled linen pickups shall occur six (6) days per week, Monday through Saturday, unless otherwise authorized by the Station Technical POC.

2.4 Emergency and Contingency Support

The Contractor shall perform all linen/laundry services during emergencies or disruptions impacting CVAMC, and shall restore PAR levels immediately once conditions permit.

The Contractor must maintain:

· 72‑hour on‑site PAR at CVAMC

· 48‑hour off‑site PAR at the contractor facility for a total VA‑required 96‑hour sustainability capability.

SECTION 3 – SPECIFIC TASKS

3.1 Overview

The Contractor shall accept, process, finish, package, and deliver all linen, uniforms, patient clothing, mops, microfiber items, slings, and specialty textile items required by the Cincinnati VA Medical Center (CVAMC) and supported locations. All items shall be returned in a clean, sanitary, and serviceable condition meeting all quality standards.

All requirements below apply to all locations listed in Exhibit A – Delivery Schedule.

3.2 Linen Processing Requirements

3.2.1 Sorting

The Contractor shall sort soiled linen by item type and processing requirements prior to washing.

3.2.2 Washing

All linen and textile items shall be washed using methods that:

· Remove soil, contaminants, stains, and odors

· Comply with infection control standards

· Utilize appropriate detergents, alkalis, disinfectants, and temperatures

· Follow OSHA Bloodborne Pathogen and CDC infection control guidelines

3.2.3 Drying

Items shall be dried according to textile standards to prevent shrinkage, damage, or breakdown.

3.2.4 Ironing / Pressing

Flatwork items such as sheets, pillowcases, and tablecloths shall be ironed and finished per industry standards.

3.2.5 Folding & Finishing

All folding, finishing, and packaging requirements shall be performed in accordance with Section 5

3.3 Delivery & Pick‑Up Tasks

Daily tasks include:

· Delivering clean linen to CVAMC and all listed facilities

· Picking up soiled linen from the same locations

· Verifying weights with CVAMC staff

· Responding to discrepancies identified at the dock

· Disinfecting carts prior to loading clean linen

· Disinfecting vehicles prior to loading clean linen

· Ensuring clean and soiled linen are never transported at the same time or in the same vehicle compartment Delivery frequency, windows, and quantities are detailed in Exhibit A.

3.4 Reporting Requirements

All reporting requirements shall be performed in accordance with Exhibit G – Reporting Requirements.

3.5 Requirements for On‑Site Support (If Requested by CVAMC)

The Contractor shall provide designated staff to support:

· Onsite distribution (ONSITE IS REQUIRED)

· Coordination with CVAMC logistics

· Issue resolution at the dock

· Direct delivery to designated patient care areas (if required) This does not replace the Contractor’s plant‑based supervision responsibilities.

SECTION 4 – CONTRACTOR‑FURNISHED ITEMS

4.1 Materials

The Contractor shall furnish all materials, chemicals, detergents, disinfectants, and supplies required to perform all linen and laundry processing services described in this PWS. All materials shall comply with Federal, State, and local environmental laws and shall meet all infection‑control standards applicable to healthcare laundry operations.

4.2 Linens

The Contractor shall provide all linens required for use by the Cincinnati VA Medical Center (CVAMC), with the exception of patient clothing. All items must meet the textile specifications established by CVAMC and fall within the categories listed in Exhibit F – Linen Specifications and Item Requirements.

Contractor‑supplied linen categories include, but are not limited to:

· Pillowcases

· Flat sheets

· Fitted/contour sheets

· Thermal blankets

· Bath blankets

· Bath towels

· Washcloths

· Patient gowns

· IV gowns

· Isolation gowns

· Pajama tops and bottoms (male and female)

· Laundry bags

· Microfiber cloths

· Microfiber mops

· Other textile items as specified in Exhibit F The Contractor shall maintain sufficient inventory to meet the CVAMC 72‑hour on‑site and 48‑hour off‑site PAR requirements (See Exhibit B – PAR Levels).

4.3 Vehicles

The Contractor shall furnish all vehicles necessary to transport soiled and clean linen between the Contractor’s facility and all CVAMC service points. Vehicle requirements include:

· Clean interiors and exteriors at all times

· No visible residue, debris, or contamination

· Proper licensing and permits

· Functional lift‑gates or loading capability suitable for linen carts

· Vehicle reliability sufficient to prevent service disruption

· Compliance with all transportation safety and sanitation regulations Vehicle breakdowns or failures shall not excuse non‑performance under the contract.

4.4 Scales

The Contractor shall provide and maintain calibrated scales capable of displaying:

· Gross weight

· Tare weight

· Net weight (clean or soiled linen only) The Contractor shall submit bi‑annual calibration certifications from a qualified independent inspector to the Station Technical POC. These scales shall be used for:

· Weighing outgoing soiled linen

· Weighing incoming clean linen

· Verification of billed weights All clean linen invoicing must be based on clean, dry weight.

4.5 Reports and Data

All reporting requirements shall be completed in accordance with Exhibit G – Reporting Requirements.

(See Exhibit G – Reporting Requirements for full reporting matrix.)

4.6 Miscellaneous Contractor‑Furnished Items

The Contractor shall also provide:

· Training materials and documentation for Contractor personnel

· Required personal protective equipment (PPE)

· Medical exams for Contractor personnel as necessary

· A complete Contractor Procedures Manual

· Quality Control Program documentation

· Any other tools or supplies required to meet this PWS

4.7 Delivery Carts

The Contractor shall furnish all delivery carts required to transport linen to and from CVAMC.

Carts must:

· Be in good repair and safe for use

· Display tare weight permanently on both ends

· Be disinfected before loading clean linen

· Be covered with clean, protective covers during transport

· Include shelves and dividers as required by item type All cart condition, cleanliness, and labeling requirements must comply with the operational rules detailed in Exhibit E – Cart Standards and Requirements.

SECTION 5 – SPECIFIC TASKS

5.1 General Requirements

The Contractor shall accept, process, finish, package, and deliver all soiled linen, patient clothing, uniforms, mops, microfiber products, slings, and specialty textile items required by the Cincinnati VA Medical Center (CVAMC) and associated locations. All items shall be returned clean, sanitary, finished, and ready for immediate use in accordance with applicable industry standards, regulatory requirements, and VA policies.

All quantities, delivery frequencies, and PAR levels referenced in this section shall be maintained in accordance with Exhibits A and B.

5.2 Flatwork Processing Requirements

Flatwork items shall be conditioned, ironed, and folded to consistent dimensions to support efficient storage and distribution. Requirements include:

· Pillowcases: finished with two folds.

· Flat sheets: folded uniformly to prevent collapse during transport.

· Tablecloths: folded without exposed tails.

· Kitchen towels and huck towels: folded into uniform stacks.

5.3 Finished and Bulk-Folded Items

The following items shall be laundered, dried, finished, and returned in bulk packaging as specified:

· Scrub tops and pants

· Warm-up jackets

· Bed pads (stacked with closed side outward)

· Patient gowns

· IV gowns

· X‑ray gowns

· Dental gowns (returned in protective plastic)

· Isolation gowns

· Pajama tops and bottoms (sorted by size and color per CVAMC system)

· Bath towels (folded 6 inches wide, single fold outward)

· Blankets and bedspreads (closed side outward)

5.4 Patient Clothing and Tumble-Dry Items

The Contractor shall wash, dry, and fold patient clothing and similar textile items separately from general linen.

Processing requirements:

· Shirts: folded with pocket and size visible

· Pants: folded with waist and size visible

· Clothing bundles: tied in lots of fifteen (15) when required

· Curtains (shower and cubicle): laundered and returned folded

· Mattress covers and bathrobes: tumble dried and folded for storage

· Pajama sets: processed by size and color coding

5.5 Bagged or Packaged Items

The Contractor shall wash, dry, and return the following items in laundry bags or plastic bags, as applicable:

· Laundry bags (nested inside larger laundry bags)

· Rags (bagged in plastic)

· Gurney sheets

· Restraints

· Sheepskin products

5.6 Items Returned on Hangers

The following garments must be fully finished, placed on hangers, and returned with proper chain-of-custody documentation:

· Uniform shirts

· Uniform trousers

· Smocks

· Lab coats Hung garments shall be protected from wrinkling, contamination, and damage during transport.

5.7 Bulk-Returned Items (Non‑Finished)

The following items shall be washed, dried, and returned in bulk without folding:

· Wet mops

· Dust mops

· Microfiber mops

· Walk-off mats

· Washcloths These items shall be counted and documented separately on daily manifests.

5.8 Packaging and Cart Requirements

The Contractor shall:

· Package all linen by item type

· Place larger items at the bottom of carts and smaller items on top

· Return all cart shelves and dividers daily

· Ensure all carts are clean, disinfected, covered, and properly labeled

· Include a manifest sheet listing item name, quantity, tare weight, gross weight, and net weight

· Email cart manifests to the Station Technical POC prior to delivery arrival

5.9 Miscellaneous Item Categories

To simplify processing of infrequent or specialty items, CVAMC uses the following classification system:

· Small items: processed like pillowcases

· Medium items: processed like sheets or spreads

· Large items: processed like blankets These categories guide pricing, processing, and handling for unusual or new items.

5.10 Patient Slings

The Contractor shall:

· Wash and dry patient lift slings in accordance with manufacturer instructions

· Use CVAMC tracking chips for all slings

· Record the date received, processing date, return date, sling type, and unit of return

· Return slings to their originating unit within 48 hours

· Replace any slings damaged through improper processing within 14 days Slings shall be processed separately from general linen.

5.11 In‑House Support (If Required by CVAMC)

If requested by the Station Technical POC, the Contractor shall provide in‑house support personnel to:

· Perform on‑site linen distribution

· Deliver linen directly to patient care areas

· Resolve issues at the dock

· Coordinate with CVAMC logistics staff This requirement does not replace the Contractor’s plant-based management responsibilities.

5.12 VA-Owned Linen Requirements

5.12.1 The Contractor shall manage all VA-owned specialty linen, including Hercules sheets and harm-reduction textiles, in accordance with unit-specific requirements.

5.12.2 VA-owned items lost or damaged beyond normal wear shall be replaced by the Contractor within 30 days at no cost to the Government.

5.12.3 The Contractor shall track all VA-owned items separately from Contractor-furnished linen and maintain accurate accountability.

5.13 Scrub Locker Program Requirements

The Contractor shall support the Scrub Locker Program by:

· Picking up, processing, restocking, and delivering scrub tops, scrub pants, warm-up jackets, and related uniform items

· Returning scrubs clean, dried, and folded or hung as required by each locker location

· Maintaining weekly scrub quantities as directed by CVAMC

· Notifying the Station Technical POC of shortages, losses, or unusual usage patterns

· Processing scrubs separately from general linen to minimize lint transfer Locker-specific quantities are listed in the Scrub Locker Program Exhibit.

5.14 Lost and Damaged Linen Procedures

5.14.1 Contractor-caused lost or damaged linen shall be replaced at no cost to the Government in the next regularly scheduled delivery.

5.14.2 The Contractor shall maintain procedures for investigating linen losses, including suspected pilferage, recurring damage, and unusual loss patterns.

5.14.3 Unusual linen loss shall be reported immediately to the Station Technical POC.

5.14.4 The Contractor shall provide quarterly itemized replacement reports that include:

· Item description

· Quantity replaced

· Unit cost

· Reason for replacement

5.14.5 Items returned to the Contractor for re-cleaning shall be processed separately and returned promptly.

5.15 Invoicing and Payment Requirements

Rates:

The Contractor shall provide firm-fixed pricing. All labor, equipment, transportation, disposal, and associated costs shall be included in the contract unit prices. No fuel surcharges or pass-through fees are permitted.

Invoices:

All invoices shall:

· Be submitted after performance (no prepayment)

· Be sent through the VA Tungsten Network

· Include contract number, PO number, dates of service, CLIN, location(s), and accurate line‑item detail Payments:

Payments will be made in arrears in accordance with the Prompt Payment Act.

SECTION 6 – APPLICABLE REGULATIONS, MANUALS, SPECIFICATIONS & TECHNICAL EXHIBITS

6.1 Applicable Regulations, Standards, and Guidelines

The Contractor shall comply with all mandatory Federal, State, local, and Department of Veterans Affairs regulations governing healthcare laundry and textile processing. All required standards listed in this section and in Exhibit I – Applicable Directives, Regulations, and Standards are binding for the duration of the contract.

Compliance shall include, but is not limited to:

· OSHA Bloodborne Pathogens Standard (29 CFR 1910.1030)

· OSHA Hazard Communication Standard (29 CFR 1910.1200)

· CDC Guidelines for Laundry and Bedding in Healthcare Facilities

· Joint Commission (JCAHO) linen and infection control standards

· EPA requirements governing disinfectants and germicides used for equipment, vehicle, and cart sanitation

· VA/VHA Directives related to textile care, infection control, safety, and environmental programs

· Facility‑specific CVAMC linen handling, infection control, and safety policies All updated or revised versions of these regulations become mandatory upon issuance.

6.2 Contractor Documentation Requirements

The Contractor shall maintain current, complete, and accessible documentation demonstrating compliance with all applicable standards.

Required documentation includes:

· Training records and competency verification for all laundry personnel

· Safety documentation and OSHA compliance records

· Chemical Safety Data Sheets (SDS) for all detergents, disinfectants, and processing agents

· Scale calibration certificates

· Contractor Quality Control Program (QCP)

· Infection control certifications and hazard‑handling procedures

· Documentation confirming physical separation of clean and soiled linen processing areas

· Documentation of approved germicidal agents used for vehicle and cart disinfection All documentation shall be made available to the Station Technical POC upon request at any time.

6.3 Government-Provided Documents

The Government will provide the Contractor access to the following materials as needed to perform contract requirements:

· CVAMC and Fort Thomas linen handling procedures

· Facility infection control manual

· Facility safety and fire prevention guidelines

· Emergency and disaster response protocols

· Delivery maps, staging areas, and access instructions

· Any additional VA policies required for contract compliance The Contractor shall ensure all operations are consistent with these materials.

6.4 Technical Exhibits

All CVAMC‑specific schedules, PAR levels, item requirements, definitions, training standards, cart specifications, and reporting obligations are contained in the Technical Exhibits listed below. These Exhibits form a mandatory part of this PWS:

· Exhibit A – Cincinnati Delivery Schedule

· Exhibit B – Linen PAR Levels

· Exhibit C – Definitions and Acronyms

· Exhibit D – Training Requirements

· Exhibit E – Cart Standards and Processing Requirements

· Exhibit F – Linen Specifications and Item Details

· Exhibit G – Reporting Requirements

· Exhibit H – Specialty Items (Slings, Microfiber, Mops, etc.)

· Exhibit I – Applicable Directives, Regulations and Standards The Contractor shall refer to the Exhibits for all quantitative requirements, location lists, item specifications, and detailed operational standards.

6.5 Contractor Compliance with Mandatory Directives

The Contractor shall:

· Maintain up‑to‑date versions of all required directives and regulations

· Ensure all mandatory publications are accessible to Contractor personnel

· Implement procedures consistent with all regulatory and VA requirements

· Train personnel to ensure understanding and proper execution of applicable standards

· Ensure continuous compliance during all phases of performance Failure to comply with mandatory directives may result in corrective action, Contract Discrepancy Reports (CDRs), or other actions deemed appropriate by the Contracting Officer.

7.1 Contractor Quality Control Program (QCP)

The Contractor shall establish and maintain a comprehensive Quality Control Program (QCP) ensuring all requirements of this PWS are met. The QCP shall:

· Identify all quality-related performance indicators

· Describe inspection methods and frequency

· Include procedures for detecting, documenting, and correcting deficiencies

· Maintain records of all inspections, findings, and corrective actions

· Ensure compliance with infection control, safety, and textile care standards

· Ensure finished linen meets requirements for cleanliness, odor, appearance, and proper finishing

· Remain available for Government review at all times The Contractor shall ensure the QCP is implemented continuously throughout the contract period, including during phase‑in, contingencies, and peak-volume periods.

7.2 Government Quality Assurance Surveillance (QASP)

The Government will monitor Contractor performance in accordance with the Quality Assurance Surveillance Plan (QASP). Surveillance methods may include:

· Random sampling

· Daily and weekly inspections at delivery points

· Review of Contractor-submitted reports

· Direct observation of delivery, packaging, or handling processes

· Clinical staff feedback or documented complaints

· Verification of manifests, weights, cart preparation, and item counts Government surveillance does not relieve the Contractor of responsibility for full compliance with contract requirements.

7.3 Performance Indicators and Acceptable Quality Levels (AQL) The Government will evaluate Contractor performance using the following performance areas, standards, and acceptable quality levels (AQLs). Exceeding the AQL may result in corrective action, issuance of Contract Discrepancy Reports (CDRs), payment reductions, or other remedies as determined by the Contracting Officer.

7.4 Corrective Action Requirements

When deficiencies are identified through Government surveillance, clinical feedback, or Contractor self‑inspection, the Contracting Officer or Station Technical POC may issue notice of deficiency or a Contract Discrepancy Report (CDR).

The Contractor shall provide a written response within the required timeframe that includes:

· A clear explanation of the cause of deficiency

· Immediate corrective actions taken

· Preventive measures to avoid recurrence Failure to correct deficiencies may result in financial deductions, additional surveillance, or further contractual remedies.

7.5 Customer Complaint Resolution

CVAMC staff may submit documented complaints related to:

· Missed or late deliveries

· Incorrect quantities

· Linen quality issues

· Packaging or cart problems

· Lost or damaged items

· Late or inaccurate reporting The Station Technical POC will validate complaints and notify the Contractor. The Contractor shall resolve validated complaints promptly and document all actions taken. Validated complaints will be included in monthly performance evaluations.

7.6 Government Inspection Frequency

The Government will conduct inspections at the following intervals:

· Daily: Random sampling of linen carts, delivery verification, manifest checks

· Weekly: Review of weight variances, summary reports, and any discrepancies

· Monthly: Review of quality inspection logs, chemical titration and pH reports, linen loss and replacement reports

· Quarterly: Verification of scale calibration and system-level performance

· As Needed: Additional inspections for discrepancies, safety concerns, or adverse events

7.7 Performance Evaluation Meetings

The Contractor Plant Manager (CPM) and Station Technical POC shall meet at least monthly to:

· Review performance data

· Discuss deficiencies and corrective actions

· Evaluate trends and customer feedback

· Recommend operational improvements More frequent meetings may be required if performance deficiencies persist or during phase-in/phase-out periods.

7.8 Records and Documentation

The Contractor shall maintain complete, accurate, and current documentation for:

· QCP inspections and results

· Delivery and pickup manifests

· Weight variance records

· Linen loss and replacement logs

· Training records

· Chemical titration and usage logs

· Cart and vehicle disinfection logs

· Scale calibration certificates All documentation becomes Government property and shall be provided to the Station Technical POC upon request.

7.9 Performance-Based Payment Reductions

If the Contractor fails to meet performance requirements or exceeds AQL thresholds, the Government may:

· Reduce payments in accordance with the severity and frequency of deficiencies

· Require re-cleaning, re-packaging, or re-delivery at no cost to the Government

· Increase surveillance frequency

· Issue CDRs or other performance notices

· Invoke other contractual remedies as authorized Persistent noncompliance may result in escalation to the Contracting Officer for formal action.

EXHIBIT A – CINCINNATI DELIVERY SCHEDULE

The Contractor shall pick up soiled linen and deliver clean linen at the frequencies listed below. All delivery windows are Monday through Saturday unless otherwise indicated.

Clean linen to be received at back dock by VA Staff. Taken to distribution room A033.

· Daily (M=Sat) Soiled linen to be stored at interior entrance of dock, weighed by staff, handed off to vendor at point of weigh station at time of pick up.

· Daily (M=Sat)

Stocked by Economy Staff on a Daily Basis/as needed by VA Staff- Daily (M=Sat) ScrubEX Machines

· OR 3rd Floor Women's Locker Rm-A322

· OR 3rd Floor Men's Locker Rm- A324

· OR 3rd floor across Rm- C324

· OR 3rd floor In between Rm- C324 C322

· Logistics 2nd floor- across A224

· Logistics 2nd floor- across A224

· SPS 3rd floor inside LR- A338b

· Cath Lab 2nd floor - C215

· X-Ray- A243

EXHIBIT B – LINEN PAR LEVELS

The Contractor shall maintain the following minimum PAR levels:

1. On‑Site PAR Requirements (Minimum 72 Hours) The Contractor shall ensure sufficient linen inventory is available at the VA Medical Center to support continuous operations for at least 72 hours, including all inpatient units, outpatient clinics, and procedural areas.

2. Off‑Site PAR Requirements (Minimum 48 Hours) The Contractor shall maintain an additional 48‑hour PAR of all linen categories at the Contractor’s processing facility.

3. Unit Specific‑ PAR Levels Unit specific linen PAR levels for the following clinical and administrative areas shall be maintained‑ as directed by the VA:

· Emergency Room

· Operating Room

· 5 North

· 6 North

· 6 South

· 7 North

· SICU

· MICU

· Cincinnati CLC

· Fort Thomas Domiciliary/CLC

· Dialysis

· CT

· Radiology

· GI Lab

· Cardiac Cath Lab

· PACU

· Med Surg 2nd Floor

· PT/OT

· Nuclear Medicine

· Women’s Clinic

· Pain Management

· ENT

· Sleep Lab

· Fitness Centers (Cincinnati & Ft. Thomas)

· Fisher House

· Norwood VA CBOC

· Patient Transport

· Specialty Linen Programs (VA‑owned items)

4. Microfiber PAR Levels

· Microfiber cloths (blue, yellow)

· Microfiber mops (all types)

· Grabber mops

· Microfiber duster sleeves

5. VA‑Owned Linen PAR The Contractor shall support Government‑owned specialty linen including, but not limited to:

· Hercules sheets

· Harm‑reduction pillows

· Harm‑reduction blankets Quantities shall be maintained and tracked separately.

30000 - Sheet, Flat Large

30011 - Sheet, Contour

30020 - Pillowcase

30060 - Towel, Bath

30077 - Wash Cloth, Premium