SOW Trucking Contract-Laundry 2023 - Updated.docx

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK (SOW)

Trucking Contract

A. PURPOSE

The purpose of this statement of work is to provide transportation for supplies and laundry delivery services of clean and soiled linen items to/from the Phoenix Veterans Administration Health Care System (PVAHCS), Laundry Plant, Phoenix, AZ. and the Northern Arizona Veterans Administration Health Care System (NAVAHCS), Prescott AZ. and back again and surrounding Community Based Outpatient Clinics (CBOC’s).

The contractor shall furnish all management, labor, transportation, and pick-up and delivery service. The transportation company will align its transportation hours with the hours of delivery for the PVAHCS, Phoenix, AZ. starting at 5:00 AM in the morning Monday through Friday returning from NAVAHCS, Prescott, AZ. by 10:00 AM on the same day of delivery and if necessary, will do a 2nd run one day a week depending upon production. Linens must be transported in enclosed and lockable box truck or trailer to prevent exposer to the eliminates and maintain a clean and secure product. The transportation company shall have (2) two available box trucks or tractor trailer combinations to transport supplies and laundry and if there is a mechanical breakdown repair issue, transportation company shall switch trucks and make the deliveries on time no more than (4) four late deliveries within a one-year calendar.

B. GENERAL REQUIREMENTS

The contractor shall furnish all labor, equipment, supervision, and management necessary to perform contractor transportation services and tasks required under this contract for the Department of Veterans Affairs. The contractor shall obtain all necessary insurance, licenses and/or permits required to perform this work. All services are to be performed in accordance with standard industry practices and quality control measures. In the performance of this contract, the contractor must take safety precautions as necessary to protect the lives and health of individuals on VA property, within the laundry plant, and the transportation vehicles/trailers.

C. PERIOD OF PERFORMANCE

This contract is established for period of (1) one base year with an option for up to (4) four more additional years with exercise of options. The government shall make annual reviews to ensure the contract still represents the potential need for subject services and that the pricing offered by the contractor can be determined fair and reasonable.

D. DELIVERABLES

The vendor shall provide transportation for Environmental Management Service Line Supplies and Linen Delivery/Collection Services from PVAHCS to NAVAHCS and CBOC’s on site indefinite delivery, indefinite quantity.

E. PICKUP AND DELIVERY

The contractor shall maintain continuous operating hours. Monday thru Friday (5) five days per week. NAVAHCS, Prescott AZ. items will be delivered on Tuesday and Thursday. CBOC’s will be delivered/soiled collected on Mondays, Wednesday, and Friday, for a total of (5) five workdays, consecutively, working all (11) eleven Federal Holidays (New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Junetenth, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day).

Main Location Phoenix VA Medical Center 650 E. Indian School Rd., Phoenix, AZ 85012 602-277-5551

Prescott VA Medical Center – Deliveries / Collections Tuesday and Thursday; Operating Northern Arizona VA Health Care System 500 Hwy 89N Prescott, AZ 86313 928-445-4860 | 800-949-1005

Hours are 5:00 am to 10:00 am

Community Based Outpatient Clinic’s (CBOC’s) – Deliveries / Collections Monday, Wednesday, and Friday; Operating Hours are 7:00 am to 3:30 pm (may vary by 1 hour for remote locations).

CBOC’s are Subjected to needs and are not consistent with any delivery pattern, additionally other supplies (i.e., Cleaning Supplies) may be transported to CBOC’s in addition to linens.

CBOC’s Locations are:

· Globe Miami; Wednesday Delivery/Collection (only when Requested)

· Midtown; Wednesday Delivery/Collection (only when Requested)

· Northeast; Monday Delivery/Collection

· Northwest; Friday Delivery/Collection

· Payson; Wednesday Delivery/Collection (only when Requested)

· Show Low; Wednesday Delivery/Collection (only when Requested)

· Southeast; Monday Delivery/Collection

· Southwest; Friday Delivery/Collection

· Thunderbird; Friday Delivery/Collection

· 32nd Street; Wednesday Delivery/Collection

1) Contractor shall hand deliver to the receiving station staff the delivery manifest of the record the number of carts with quantity or weight of clean linen delivered on the delivery ticket and soiled linen documented on return ticket to facility.

2) The government representative at the PVAHCS will verify that amount the contractor delivers from Prescott VA Medical Facility and each CBOC location and the amount being received at the PVAHCS.

F. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

1) The contractor shall provide Supplies & Linen pickup and delivery service. At time of pickup, the contractor shall record the number of carts with quantity or weight of clean linen delivered on the delivery ticket and Soiled linen documented on return ticket to facility.

2) The government representative at NAVAHCS will verify that amount the contractor delivers from PVAHCS and the amount being received at the PVAHCS.

3) The contractor must also wash and sanitize the cargo area of the vehicle after every load soiled linen off-load. Also, the contractor must provide a list for items not delivered on schedule.

4) Deliver to NAVAHCS will be a combination of (5) five days a week, NAVAHCS will be delivered and picked up twice a week (Tuesday and Thursday) and CBOC’s (Monday, Wednesday, and Friday) will be delivered and picked up three times a week. The items per each shipment being shipped are up to (15) fifteen linen Turn-about carts, average size: 30”W x 57”L x 66”T and weight up to (1,000) one thousand pounds (Lbs.) each, most averaging approximately 650 Lbs.

5) This service shall include loading, unloading, segregating, transporting, counting, and obtaining necessary documentation for pickup and/or delivery.

6) The contractor company shall provide their own vehicle with full insurance and the drivers must be license contractor drivers with clean driving record. Should the truck be air supplied brakes or tractor trailer combination the driver will possess current CDL endorsements. The contract company, driver will be responsible for current inspections, insurance and licensing on all box trucks, tractors, trailers, and drivers.

7) The contract company shall maintain safe operating vehicles at all times, delivery operations shall be coordinated with the medical center staff and any departure from the schedule in excess of (30) thirty minutes will require phone communication with the contractor and laundry supervisor or laundry plant manager for coordinating the rescheduling of government personnel for loading and unloading operations the contractor shall record the number of carts not delivered and the reason.

8) The contractor shall have no less than (2) two box trucks and/or (2) two semi-trucks with trailer in good working and operating order. If one truck goes down the company must be able to replace that truck and move the load in (1) one hour from break down and arrive at receiving facility no more than (2) two hours late based on breakdown or extreme emergency. No more than more than (4) four break downs in a calendar year. Box truck and/or Trailers must have Role-Up door for Phoenix and Prescott laundry loading dock access. Box truck and/or trailer length is subjected to the discretion of the Contractor with the exception that at delivery and collection the box truck or trailer must be adequate in size to collect/delivery the entire order. Twenty-four (24’) foot box truck or trailer is typical. CBOC’s do not have loading docks, it is recommended for these deliveries that the box truck or trailer has lift gate or alternate ways to load / unload safely where loading docks are not available.

9) The contractor shall notify the COR at PVAHCS immediately if there is an anticipated delay and provide an estimated time of arrival. Any delay of more than one hour shall be cause for written correspondence from the contractor to be delivered within three (3) working days to the COR, addressing the cause, corrections, and what shall be done to prevent future delays.

10) The contractor shall report any circumstances, which may affect the performance of work, as well as any unhealthy or hazardous conditions or any other delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor/Driver to the COR by phone and a follow-up fax/e-mail.

11) The contractor assumes all responsibility to assure that the laundry reaches is intended destination within the time frames stated. This includes the retrieval and delivery of loads delayed because of breakdowns and/or accidents.

12) The COR will verify the deliveries daily and discuss any discrepancies with the contractor.

13) At the VA’s option, the Contractor may be requested to provide additional deliveries outside of weekly schedule. Charges for transportation service shall originate only when required and upon prior approval. The services shall not be initiated until a contracting officer has approved the service by modification to the contract. It is the CORs responsibility to ensure proper documentation is submitted to make this request to the contracting office.

G. CONTINGENCY PLAN

The contractor shall be responsible to provide a contingency plan indicating how services will be continued, uninterrupted in the event of equipment breakdowns, accidents, and/or staffing failures. This plan shall be provided with the contractor’s proposal.

H. QUALITY ASSURANCE

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) and the Statement of Work (SOW). The QASP is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the method of surveillance, and the minimum acceptable performance threshold(s).

I. QUALITY CONTROL PLAN

The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with accepted commercial practices and this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the work complies with the requirements of the contract. A quality Control Plan shall be submitted by the contractor to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) for review and approval no later than 15 days after contract award.

Items found in Laundry It is the responsibility of the Contractor to ensure that all extraneous items, except trash, found in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR daily (M - F). A note will accompany the articles returned identifying the area or origination/facility, and the type of item that was found.

J. CONTRACTORS EQUIPMENT & SAFETY

The maximum speed limit on any roadway at the VA Health Care System is 15 MPH, parking lots are 5 MPH.

The contactor shall maintain their equipment to comply with all Arizona Department of Transportation Standards. All vehicles provided by the contractor must be licensed and insured at the contractor’s expense.

The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during the duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, or other debris. Vehicle efficiency is solely the responsibility of the Contractor, and the Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate. The contactor shall be in compliance with Occupational Health and Safety and Health Administration (OSHA) 29CFR1926.601 (b) (4)(i). The vehicle has a reverse signal alarm audible above the surrounding noise level.

K. INSURANCE

The contractor shall have full liability insurance for all vehicles and cargo. Upon award of any resulting contract, the contractor shall submit to the CO a Certificate of Insurance that indicates the requirement of full liability coverage

L. GOVERNMENT PROPERTY

The Government will not be providing any property to perform the services. Procedures to secure Government property while under Contractor’s jurisdiction. All tasks accomplished by Contractor’s personnel shall be performed with the intent of preventing damage or disfigurement of Governmentowned furnishings, fixtures, equipment, and architectural or building structures. The Contractor/ Driver/alternate shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by the Contractor’s personnel. Upon such an incident, a follow-up written report shall be given to the COR and a copy forwarded to the CO.

M. ADDITIONAL TASK AND ASSOCIATED DELIVERABLES

Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry transportation services required by any of the VA Healthcare Facilities in Arizona.

N. CONTRACT ADMINISTRATION DATA

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. The Contractor shall:

1) Communicate with the Contracting Officer on all matters pertaining to contract administration via email or phone.

2) Direct all questions and problems regarding this contract in writing to the Contracting Officer.

3) Notify the CO at the earliest time available, but no later than the next business day, via email or phone of Contractor’s knowledge of any conditions which may adversely affect the Contractor’s ability to perform under the terms and conditions as stated in the specifications of this requirement.

O. PRICING ESTABLISHMENT AND REVIEWS

Contractor will complete the pricing schedule and record with an expiration date no less than 30 days prior to expiration year (1) one of the contract. The contractor will submit requests to the Contract Officer (CO) for consideration of revised rate of the contract. The (CO) will review and if acceptable sign the new pricing schedule and return to the contractor if the Contract Officers Representative (COR) has questions about the rate, they will be discussed with the contractors. If after the CO reviews the rates and if the rates are not considered fair and reasonable by the COR or CO the contract will be canceled.

P. CONTRACTOR EXPERIENCE REQUIREMENTS

The Contractor and their employees shall have a minimum of three (3) years of experience in providing commercial transportation services. The firm must have gained this experience as a, result of being primarily engaged in the business of providing commercial transportation services for a minimum of three consecutive years prior to submitting a proposal.

The contractor shall submit a resume of each driver’s qualifications with their proposal. If at any time during the period of performance of this contract, when contractor personnel are removed from the contract for any reason the contractor must notify the COR. All drivers must be able to read, write, speak, and understand the English language fluently

Q. HOURS OF OPERATION

The contractor shall maintain continuous operating hours. Monday thru Friday (5) five days per week. NAVAHCS, Prescott AZ. items will be delivered on Tuesday and Thursday. CBOC’s will be delivered/soiled collected on Mondays, Wednesday, and Friday, for a total of (5) five workdays, consecutively, working all (11) eleven Federal Holidays (New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Junetenth, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day).

R. SECURITY REQUIRMENTS

Contractor shall adhere to any VA specific security requirements such as no weapons allowed on the medical center grounds and no smoking permitted on the premises.

S. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COR)

The Contracting Officer’s Technical Representative (COR) for this contract will be advised upon awarding of contract. (COR) Dan Tetreau 602-277-5551 ext. 7385 (Office).

Addendum:

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.