RFQ-CSU-22-012-JJP.pdf

The Billings Area – Crow Service Unit, Indian Health Service (IHS) is requesting quotes in response to RFQ-CSU-22-012-JJP for Laundry Services, Crow/Northern Cheyenne Hospital, Crow Agency, MT. The CSU/IHS intends to award a Firm Fixed Price Purchase Order for the Laundry Services as provided in the scope of work.

The procurement is conducted under Federal Acquisition Regulations (FAR) Part 13, Simplified Acquisition Procedures, and FAR Part 37.101, Non-Personal Services, Subject to the Service Contract Act Wage Determination Number: 2015-5397 Revision: 17 Date: 03/15/2022. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular FAC 2022-06.

The associated North American Industrial Classification System (NAICS) code for this procurement is: 812332 and the small business size standard is $41.5 million.

Offerors are requested to propose an all-inclusive cost when submitting a quotation

1. BACKGROUND/PURPOSE

Laundering Services are required for The Crow/Northern Cheyenne Indian Health Service (Crow Service Unit) located in Crow Agency, Montana. The CSU processes an average of 1,500 pounds of soiled linen a month, with an approximate volume of 18,000 pounds of soiled linen a year.

This amount fluctuates depending on patient admissions at the 24-bed health facility.

2. DESCRIPTION OF SERVICES/SUPPLIES:

a. Special controls shall be used in the transportation of linen to ensure delivery of contamination- free linen to the hospital and storage areas.

b. Laundry carts for transportation between the hospital and the laundry shall be provided by the contractor. All carts used for pickup and delivery of linen to the hospital shall be cleaned with a germicide prior to transporting clean linen.

Separate containers shall be used for transporting clean and soiled linen within the contractor’s facility.

c. All linen and garments shall be inspected by the Contractor at the laundry site;

the linen shall be inspected by the Contractor at the laundry site; the linen shall be dry, free from spots, stains, holes, rips, lint, hair and other foreign matter.

Any items delivered as clean, which are found to be unserviceable shall be returned to the contractor.

d. Inspection of delivery items shall be made the Housekeeping Linen Department upon each delivery.

e. The Vendor shall ensure the Crow Service Unit laundry is returned and not mixed with other facilities laundry.

3. SCHEDULING

The Contracting Officer Representative (COR) will coordinate and make the necessary arrangements for any appointments.

Delivery of clean linen and pick-up of soiled linen shall be accomplished twice a week; Monday through Friday. Hours of delivery and pick-up shall be between 8:00 AM and 4:30 PM.

4. PLACE OF PERFORMANCE:

a. Crow/Northern Cheyenne Indian Health Service 1 Hospital Way Crow Agency, Montana, 59022

5. DELIVERABLES:

All linen Deliveries will be performed during normal business hours of coverage unless requested or approved by the COR or his/her designee.

Federal Holidays observed are:

New Years’ Day Labor Day Martin Luther King Jr. Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

6. PRICE SCHEDULE:

The CSU processes an average of 1,500 pounds of soiled linen a month, with an approximate volume of 18,000 pounds of soiled linen a year. *Month-to-month poundage will vary due to patients seen. The volume is listed for proposal purposes to match the monthly billing cycle. The billing cycle is monthly net 30 terms. If minimum charges are applicable, list these as well.

Base Year RATE

CLIN 1 Cost of Goods Linen Laundry Service per pound $

CLIN 2 Service Charge per visit $

Option Year 1

CLIN 1 Cost of Goods Linen Laundry Service per pound $

CLIN 2 Service Charge per visit $

Option Year 2

CLIN 1 Cost of Goods Linen Laundry Service per pound $

CLIN 2 Service Charge per visit $

7. PERIOD OF PERFORMANCE:

Base Year 08/01/2022 to 07/31/2023

Option Year 1 08/01/2023 to 07/31/2024

Option Year 2 08/01/2024 to 07/31/2025

Option Year 3 08/01/2025 to 07/31/2026

Option Year 4 08/01/2026 to 07/31/2027

8. CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

9. TECHNICAL ADVISOR:

The technical advisor will be Daniel Brien jr, daniel.brien@ihs.gov, CSU Housekeeping Supervisor.

Monitoring of contract compliance and appropriate recordkeeping will be demonstrated using reports, billing details, or any other appropriate records. Daniel Brien jr, will be responsible for verifying contract compliance.

10. CONTRACTING OFFICER REPRESENTATIVE (COR):

The COR shall be responsible for:

(1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes;

(2) Interpreting the Statement of Work;

(3) Technical evaluation as required;

(4) Technical inspections and acceptance; and

(5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

11. INVOICE SUBMISSION AND PAYMENT:

Invoices shall be submitted on a Monthly basis through IPP, a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests”. The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov. Please send a courtesy copy of the invoice by email to lori.oldbear@ihs.gov Failure to include the required information may delay payment. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. Payments are made in arrears.

SECTION C - CONTRACT CLAUSES

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses:

https://www.acquisition.gov/

FAR

No. Clause No. Title Date

1. 52.204-9 Personal Identity Verification of Contractor Personnel Jan 2011

2. 52.204-7 System for Award Management Oct 2018

3. 52.204-13 System for Award Management Maintenance Oct 2018

4. 52.204-18 Commercial and Government Entity Code Maintenance Aug 2020

5. 52.204-19 Incorporation by Reference of Representations Dec 2014 and Certifications

6. 52.209-10 Prohibition on Contracting with Inverted Domestic Nov 2015

Corporations

7. 52.211-9 Desired and Required Time of Delivery June 1997

8. 52.211-16 Variation in Quantity (10% permissible variation) Apr 1984

9. 52.213-2 Invoices Apr 1984

10. 52.213-4 Terms and Conditions—Simplified Acquisitions Jan 2022

(Other Than Commercial Items)

11. 52.215-5 Facsimile Proposals Oct 1997

12. 52.217-5 Evaluation of Options June 1988

13. 52.217-9 Option to Extend the Term of the Contract Mar 2000

14. 52.222-41 Service Contract Labor Standards Aug 2018

15. 52.223-6 Drug-Free Workplace May 2001

16. 52.223-18 Encouraging Contractor Policies to Ban Text Messaging Jun 2020

While Driving

17. 52.224-1 Privacy Act Notification Apr 1984

18. 52.224-2 Privacy Act Apr 1984

19. 52.224-3 Privacy Act Training Jan 2017

20. 52.227-14 Rights in Data-General May 2014

21. 52.229-3 Federal, State, and Local Taxes Feb 2013

22. 52.239-1 Privacy or Security Safeguards Aug 1996

23. 52.242-17 Government Delay of Work Apr 1984

24. 52.243-1 Changes-Fixed-Price Aug 1987

25. 52.246-4 Inspection of Services-Fixed-Price Aug 1996

26. 52.249-1 Termination of Convenience of the Government(Fixed Apr 1984

Price)(Short Form)

27. 52.249-8 Default (Fixed-Price Supply and Service) Apr 1984

C1. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

C2. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years.

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION

REGULATION (HHSAR) (48 CFR CHAPTER 3) CLAUSES

HHSAR

Clause No. Title Date

352.211-3 Paperwork Reduction Act DEC 2015

352.222-70 Contractor Cooperation in Equal Employment DEC 2015

Opportunity Investigations

352.223-70 Safety and Health DEC 2015

352.232-71 Electronic Submission of Invoice Payments FEB 2022

352.237-75 Key Personnel DEC 2015

BASIS FOR AWARD:

Selection of the successful offeror will be made based on the quote provided by the contractor that is the Best Value to the Government. .

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM replaces the Department of Defense’s Central Contractor Registration (CCR) database. SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov.

Questions are due June 28; please submit questions to Johnna Pryor at johnna.pryor@ihs.gov for Technical Questions.

All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted via email to johnna.pryor@ihs.gov no later than 2:00pm MST, July 15, 2022. The offer may also be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company's name and address.

ACCEPTANCE PERIOD: Your proposal must stipulate that it be predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.

Evaluation Factors: The Government will award a purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

A. Technical = 70 points. Offeror must submit a technical proposal, not to exceed 3 pages, that specifies requirements in the request for quotation.

B. Past Performance = 30 Points. Offerors must demonstrate their record of successful performance in past contracts and/or jobs. The Government is seeking to determine whether the Offeror has the experience that will enhance its technical capability to perform the tasks described in the statement of work. The offeror must list at least three contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment; (4) Total contract value/Hourly wage; (5) Description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable. Each offeror will be evaluated on the following sub-factors:

1.2.1 Subfactor 1: Relevancy of the past performance

1.2.2 Subfactor 2: Quality of the offeror’s past performance

NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror’s past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

Evaluation Methodology: The Housekeeping Supervisor will evaluate the quotations. The quotations shall be evaluated in accordance with the evaluation criteria and relative weights set forth in the solicitation. The evaluator will read each quotation and describe, in writing, the strengths, weaknesses, and/or deficiencies identified to support the scores given to each proposal.

The numerical scores will be consistent with the evaluator’s written narratives; i.e., a high score should be supported by a narrative identifying a significant number of strengths and a minimum number of weaknesses. Any quotation that is unrealistic, in terms of technical approach, schedule commitments, and or costs (high or low) will be deemed unacceptable. The evaluators will use an adjective rating scale of 1 through 0 as follows:

Exceptional 1.0 Good .8 Acceptable .6 Marginal .2 Unacceptable .0

ADJECTIVAL RATING DESCRIPTION

Exceptional Greatly exceeds all minimum requirements of the criteria;

has a high probability of success; contains no weaknesses or deficiencies.

Good Exceeds all the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses and only minor, correctable weaknesses exist.

Acceptable Meets all the minimum requirements of the criteria; has an average probability of success; no significant weaknesses and no deficiencies.

Marginal Fails to meet one or more of the minimum requirements of the criteria; low probability of success; major weaknesses and/or significant number of deficiencies exist.

Unacceptable Fails to meet any of the minimum requirements of the criteria; proposal needs major revisions; very low probability of success.

The adjectival ratings require narrative statements to support the determination. The definitions listed below should be used in the narratives to justify the scores given.

• A significant strength is defined as an aspect of the proposal that appreciably increases the likelihood of successful contract performance.

• A strength is defined as an aspect of the proposal that increases the likelihood of successful contract performance.

• A weakness is defined as a flaw in the proposal that increases the risk of unsuccessful contract performance.

• A significant weakness is a flaw in the proposal that appreciably increases the risk of unsuccessful contract performance.

• A deficiency is defined as an aspect of the proposal that fails to meet a

Government requirement or a combination of significant weaknesses in the proposal that increases the risk of unsuccessful contract performance to an unacceptable level.

2. Basis for Award: Selection of the successful offeror will be made based on the evaluation criteria. The quotations will be evaluated and a contract awarded under the Best Value Continuum approach to permit tradeoffs among cost or price and non-cost factors. This will allow the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror who meets or exceeds the technical acceptability standards established in the factors referenced above. Technical and past performance, when combined, are approximately equal to cost or price.