RFQ Specifications.docx

REQUEST FOR QUOTATION

Laundry and Linen Services WSH260000001

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration, Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital is soliciting bids to establish an open-end contract to provide commercial laundry and linen services for the facility.

NOTE: Delivery Orders issued from contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting award contract are subject to the requirements of Attachment 1- Provisions Required for Federally Funded Procurements.

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means commercial laundry and linen services for the as more fully described in these specifications.

2.2 “Pricing Page” means the pages, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A – pricing page, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services as published on WSH260000001.

2.4 “Facility” means William R. Sharpe, Jr. Hospital.

2.5 “DHF” means West Virginia Department of Health Facilities.

2.6 “JACHO” means Joint Commission.

2.7 “OSHA” means Occupational Safety Health Administration.

3 QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Vendor must be registered with the WV Secretary of State’s Office, or have a waiver from WV Secretary of State’s Office that registration is not required.

4 MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Laundry and Linen Services

4.1.1.1 Laundry service must include but not be limited to aprons, blankets, bedding, towels, patient gowns, oven mitts, and pot holders.

4.1.1.1.1 Vendor must pick-up process, deliver and manage health care linen in accordance with the Joint Commission (JACHO), Occupational Safety Health Administration (OSHA), all applicable federal, state and local laws, regulations and guidelines, and facility Policies and Procedures relating to linen, mops, and laundry management.

4.1.1.1.2 Vendor will provide to the facility linen quantities based upon Par Levels, room inventories, orders, and/or patient census by facility. The required linen quantities will be coordinated with the facility Director of Environmental Services.

4.1.1.1.3 Vendor must provide a list of chemicals used, and corresponding Safety Data Sheets (SDS).

4.1.1.1.4 Vendor must allow inspections of the physical plant (or plants) by facility personnel, to monitor health and safety procedures and laundry management practices.

4.1.1.2 Laundry service must include washing mops that consist of items such as micro-fiber mops, string mops, dust mops, rags, and bonnet pads.

4.1.1.2.1 Vendor must pick-up, process, and deliver mops in accordance with the Joint Commission (JACHO), Occupational Safety Health Administration (OSHA), all applicable federal, state and local laws, regulations and guidelines, and facility Policies and Procedures relating to linen, mops, and laundry management.

4.1.1.3 Laundry service must include floor mats.

4.1.1.3.1 Floor mats must also be provided to the Transitional Living Facility at the Facility.

4.1.1.3.2 Mats must be changed out once every two (2) weeks. Any modification must be approved by the facility Director of Environmental Services.

4.1.1.3.3 The Vendor must walk throughout the facility with housekeeping staff to exchange all mats at the time of delivery.

4.1.1.4 All laundry must be delivered to William R. Sharpe, Jr. Hospital located at 936 Sharpe Hospital Road, Weston, WV 26452.

4.1.1.5 All laundry and linen must be delivered to the facility two (2) times per week, and the delivery schedule must be coordinated with the facility Director of Environmental Services.

4.1.1.5.1 Currently, the delivery time is between 4:00-8:00AM EST on Monday and Thursday; however, we are a 24/7 facility with housekeeping staff present at all times. An alternate delivery schedule can be coordinated with the facility Director of Environmental Services as long as the twice per week requirement is met.

5 CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest Grand Total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by completing the rental cost column. Then, multiply the rental cost by the quantity, and enter that amount in the total column. Then, add all the amounts in the total column to complete the Grand Total. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

The Pricing Pages contain a list of the Contract Services and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated services only. No future use of the Contract or any individual item is guaranteed or implied.

6 PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by the Agency.

7 PAYMENT: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8 TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9 FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

10 VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract.

10.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this Contract.

10.2.3 Any other remedies available in law or equity.

11 MISCELLANEOUS:

11.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014