Specifications_for_MBMHI_Linen_Services_1-8-25.pdf

Specifications for Linen Services

Purpose:

This request for bids is for a 5-year contract for linen services at the Tennessee Department of Mental Health and Substance Abuse Services, Moccasin Bend Mental Health Institute (MBMHI), with the contractor being responsible for all products and processes to provide clean linen to the designated MBMHI locations in quantities and frequency as determined by MBMHI. The linen services shall be a piece rental service, with the total volume for the contract unknown. However, an estimated usage for each line item has been provided.

Agency Point of Contact: Jim West, Executive Housekeeper

(423) 785-3331

Onsite service location: Moccasin Bend Mental Health Institute

Moccasin Bend Mental Health Institute – Main Building 100 Moccasin Bend Road Chattanooga, TN 37405

Contractor Requirements:

1. The contractor must hold all federal, state, local, or industry licenses, certifications, and/or permits necessary to perform the contracted tasks. At the State’s request, the contractor may be required to provide copies of licenses, certifications, and/or permits.

2. The contractor’s operations plant must comply with mandates, requirements, and regulations

(e.g., Occupational Safety and Health Administration (OSHA), U.S. Food and Drug Administration (FDA), that are law; State and/or Local Government regulations; best practices/recommendations for infection prevention and laundry procedures from Federal agencies (e.g., Centers for Disease Control and Prevention (CDC)).

3. The contractor must have a plant operation manual and provide the State with a copy if requested. The plant operation manual must include the following:

b. Policies and procedures that covers the contractor’s quality control and quality assurance practice; and

c. Established standards and infection control practices that assure the cleanliness of linen as established by the CDC as well as recommended practices for the Joint Commission (TJC) relevant to handling and processing of healthcare linens.

4. The contractor shall have adequate facilities, equipment, transportation, products, and personnel to provide uninterrupted service to MBMHI, as described and specified.

Service Specifications:

1. The contractor shall provide delivery and pick-up service three (3) days a week.

a. Delivery and pick-up service shall take place between the hours of 9:00 a.m. and 12:00 p.m. Monday, Wednesday, and Friday. No delivery or pick-up service must take place on the weekend unless mutually agreed upon by MBMHI and the contractor.

b. Emergency orders

i. If an emergency order is needed, the emergency order shall be placed by

MBMHI and shall be delivered with a delivery ticket.

ii. Emergency order deliveries shall be made at a mutually agreed-upon time by the

MBMHI and the contractor.

c. Holiday service coverage shall be mutually agreed upon by MBMHI and the contractor.

(Holidays are defined as official state holidays proclaimed by the Commissioner of the Department of Human Resources of the State of Tennessee which currently includes New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Veterans Day, Thanksgiving and day after Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Eve.)

2. Initial Start-up

a. MBMHI shall provide an estimated quantity.

b. The estimated item quantity must be determined by what is required for each linen closet, plus a three (3) day backup supply.

3. The contractor shall provide a three (3) day backup (reserve) supply of linen based on MBMHI’s normal daily item quantity usage.

4. After initial start-up, linen delivery order shall be submitted to the contractor using an electronic ordering system, an order form submitted to contractor via email, or other means of written communications. The placement of an order using telephone communication shall only be used in special circumstances.

5. The order placement deadline for next-day delivery shall be mutually agreed upon by MBMHI and the contractor.

6. The contractor shall be able to supply ordered products at no less than a ninety-nine percent (99%) fill rate on the entire order. The remaining one percent (1%) shall be filled and delivered within twenty-four (24) hours of the original order delivery.

7. Delivery shortages shall be documented on the corresponding delivery ticket by the driver and the MBMHI representative receiving the delivery shall also acknowledge the shortage by signing the delivery ticket and noting the shortage.

8. Estimated Weekly Usage – The number of items per bundle indicated below is the preferred quantity; however, the actual number of pieces per bundle shall be agreed upon by MBMHI and the contractor.

ITEM QUANTITY

PER UNIT OF

MEASURE

ESTIMATED

MONTHLY

BUNDLE

QUANTITY

ESTIMATED

MONTHLY

PIECE TOTAL

ESTIMATED

PIECE TOTAL

FOR THE

CONTRACT

TERM

Sheet, Flat 10 per Bundle 110 1,100 pieces 66,000 pieces

Sheet, Fitted (Contour)

10 per Bundle 102.5 1,025 pieces 61,500 pieces

Pillowcases 10 Bundle 112.5 1,125 pieces 67,500

Blanket

1 Bundle 1180 1,180 pieces 70,800

Towel, Bath 10 Bundle 580 5,800 pieces 348,000

Washcloth 50 Bundle 100 5,000 pieces 300,000

Barrier Bags (Laundry)

10 Bundle 80 8,00 pieces 48,000

Under Pads 10 Bundle 100 1,000 pieces 60,000

Dust Mops EA n/a 2,000 pieces 120,000

Wet Mops EA n/a 2,000 pieces 120,000

Dust Cloths EA n/a 5,000 pieces 300,000

Cleaning Cloths, EA n/a 5,000 pieces 300,000

Sheet Protectors 10 per Bundle 50 500 pieces 30,000

Bibs EA n/a 100 pieces 6,000

COG Jacket-Warm- Up

EA n/a 1,000 pieces 60,000

COG Pant-Scrub EA n/a 1,000 pieces 60,000

COG Shirt-Scrub EA n/a 1,000 pieces 60,000

9. The Contractor shall use carts covered in polyethylene for the delivery of clean linen to MBMHI.

10. A delivery ticket shall be attached to each cart indicating itemized quantities of clean linen delivered.

11. Delivery of clean linen must be checked by authorized MBMHI staff in the presence of the contractor/driver.

a. The delivery driver must present the delivery ticket to the MBMHI representative prior to unloading the truck so the MBMHI representative may compare the ticket to what was ordered.

b. While underloading is occurring, the MBMHI representative will be spot checking the carts for quantities.

c. Any delivery count discrepancies will be noted on the delivery ticket and initialed by both the MBMHI representative and the delivery driver.

d. Delivery count discrepancies shall be reported to the contractor by the MBMHI representative by sending a copy of the corrected, initialed delivery ticket via email.

e. If the contractor departs from the MBMHI delivery point before count spot checking is completed by the MBMHI representative, the contractor shall accept MBMHI’s delivery count as being correct.

12. Soiled linen shall be picked up after all clean linen has been delivered. At no time should soiled linen be on the delivery truck with clean linen.

a. Clean and soiled linen shall be handled and kept separated from each other.

b. The contractor shall supply cloth bags (with no drawstrings) for soiled linen return. Three hundred (300) bags shall be provided at the start of the contract.

13. The contractor shall provide its wash formulas that effectively reduce the probability of pathogenic microorganisms in the processing of reusable linen which includes but may not be limited to chemical usage for each cycle; temperatures for each cycle; water levels; and cycle times for pre-wash, wash, rinse, and final rinse as appropriate.

a. MBMHI may request at any time proof of proper sanitation of all linen.

14. The contractor shall furnish an exposure control plan as applicable and as described in the United States Department of Labor Occupational Safety & Health Administration (OSHA) pertaining to the operation of commercial laundries.

15. Carts used for soiled linen collection must be sanitized using hot water and a germicidal agent before clean linen is replaced and returned for delivery.

a. MBMHI may request at any time proof of proper sanitation of all carts.

16. Soiled linen and clean linen must be kept functionally separated during the entire production and delivery process.

17. Items improperly laundered shall be returned to the contractor in designated packages, and there shall be no charge to MBMHI for items that are returned due to improper laundering.

18. The contractor must return patients’ personal items of reasonable value that may have inadvertently been included in the soiled linen returned to the contractor. Whenever possible, MBMHI shall notify the contractor when personal items are suspected in soiled linen return.

a. Patient’s personal items shall be laundered.

b. Return of said items shall be made in designated packages.

c. The contractor shall not be responsible for damage to personal items due to commercial laundering.

d. Personal items retrieved and laundered by the contractor shall incur a flat laundering fee.

Product Specifications:

1. The quality of linen supplies, other items, and services must meet industry standards and the recommendations of the Joint Commission (TJC).

2. All products must meet or exceed the specifications listed in the chart below. The absence of detailed specification or the omission of detailed description shall be recognized as meaning that only first-quality materials and workmanship are to be used and shall be acceptable. No irregulars shall be accepted.

a. To assure specifications are meet, the contractor shall provide written textile specifications for the products bid.

3. Bedding products must fit a mattress 36”x80”x6” size.

4. Item Specifications:

ITEM SPECIFICATIONS

Flat Sheet white; 50/50 or 55/45 polyester / cotton blend;

minimum 66” x 115” finished size; minimum 180 thread count; minimum 1” hem at top and bottom;

hemmed or woven selvage sides

Fitted Sheet, Knit (Contour) white; circular knit 32/1 jersey; 60% cotton / 40% polyester blend; minimum 36” x 84” x 15” finished size; 24 ounce each; PerforMAX knitted fitted sheet that features a safety overlock stitch, (replacing the traditional spandex bias/elastic that could be used as a ligature) or equal

Pillowcase white; 50/50 or 55/45 polyester / cotton blend;

approximately 42” x 34” finished size; minimum 180 thread count; 2-inch hemmed opening

Blanket (Thermal Spread Bedspread Quality) white; 100% cotton; minimum 74” x 100” finished size; minimum 3.5-pound weight; hemmed edges or hemmed top and bottom with lock stitched woven selvage sides; tightly woven to prevent snagging, tearing, and unraveling

Towel, Bath white; 100% cotton; minimum 20” x 40” finished size; minimum 5.5-pound weight; minimum 16 yarns per square inch; hemmed ends; hemmed or lock stitched woven selvage sides

Washcloth white; 100% cotton; 12” x 12” finished size;

minimum 0.75-pound weight; 10 yarns per square inch; hemmed or locked stitched woven selvage edges

Barrier Bags (Laundry) Rental and laundering of hospital laundry bags.

Dust Mops Microfiber, Blue 24 Wet Mops Microfiber, Blue 18 Dust Cloths Microfiber, Min, 12x12 Cleaning Cloth Microfiber, Yellow, 12x12 Sheet Protectors White, Max 2x per week Bibs White Terry Adult

5. Linen bundles shall be packaged using plastic wrap and must be completely sealed around every end at the time of packaging and remain sealed upon delivery.

6. Linen products must be completely dry before packaging to prevent souring and mildew.

7. Flat sheets and pillowcases must be finished by a flatwork ironer. All other linen shall be fluff-dried and folded.

8. The contractor shall supply linen at a quality standard with no more than three percent (3%) reject rate on the entire order.

9. Linen items shall be removed from service by the contractor when wear is noticed (e.g., snagging, holes, fraying, loose hems, stains, etc.). Bedspreads shall be removed from service if/when color fades noticeably.

10. MBMHI has the prerogative to return linen deemed unacceptable for use due to wear. MBMHI shall also return linen stamped or identified as belonging to another facility. The contractor shall not charge any fees associated with linen returned due to unacceptable quality or unusable by MBMHI. Returned linen deemed unacceptable shall be deducted from the subsequent invoice.

11. The contractor shall supply and maintain (in good working order) an adequate quantity of lined plastic carts (bulk linen trucks) for clean and soiled linen transportation at no cost to MBMHI.

a. The number of carts furnished must be adequate to meet the linen delivery and return needs. Eleven (11) carts are required for clean linen, eleven (11) for dirty linen to be used by MBMHI, and eleven (11) for contractor’s use when returning clean linen.

b. Carts shall have non-marking casters.

c. Carts shall be a cutaway design with the following approximate dimensions and capacity:

i. Outside (L x W) – 28.5” L x 48 W”;

ii. Inside Depth – 48”;

iii. Overall Height – 54.5”; and

iv. Load capacity of six hundred (600) pounds.

Additional Conditions:

1. Invoicing

a. Invoices shall be submitted weekly for payment to the following address:

Moccasin Bend Mental Health Institute Attn: Procurement 100 Moccasin Bend Rd Chattanooga, TN 37405

b. Linen services must be billed by the piece.

c. The actual invoice for payment must be itemized as per the contract line items.

2. The piece price bid shall include the contractor’s cost to replace the product due to normal product loss and attrition from normal use, and wear and tear. No additional charge shall be levied for normal product loss or normal product use.

3. Charges levied by the contractor to MBMHI due to the excessive damage or loss of product by MBMHI shall be supported with reasonable documentation of abuse. This documentation can be in the form of product delivery and return records.

a. Charges for product replacement due to excessive damage or loss must be made to the contractor as reimbursement at cost, no markup shall be applied.

b. Reimbursement at cost shall be corroborated with copies of the original product purchase invoice.

c. If no purchase invoice is available for proof of cost for replacement linens, the State may verify the current market value, and, if necessary, alter the payment invoice to reflect the market price.

d. Discounts, including prompt payment discounts offered by suppliers, must be credited to the State in determining the actual cost of the linens used for the contract.

e. The invoice submitted for reimbursement of contractor’s product shall be submitted on a separate invoice from the weekly piece rental invoice.

4. Delivery of linen requiring special handling that incurs extra charge due to negligence and/or delay by the contractor to maintain the required level of site product inventory shall be borne by the contractor. MBMHI shall maintain a reasonable level of working linen inventory to eliminate any extra daily or Saturday deliveries above the established delivery schedule.

5. Security and Safety Requirements

a. All visits to MBMHI’s facilities or premises require proper check-in and check-out and on no occasion shall service be provided without proper contact with MBMHI’s authorized designee.

i. Contract personnel may be required to provide a picture identification for inspection upon entering the facilities.

b. State and MBMHI security and safety requirements and policies must be adhered while on the premises. This includes but is not limited to the following: key control, tool control, compliance with prohibitory contraband items, and smoking policies.

c. The contractor shall ensure all vehicles, equipment, tools, chemicals, and supplies used while on MBMHI premises are under the contractor’s control at all times, including while vehicles are in parking areas, loading dock areas, or on complex roads and drives.

d. MBMHI is a tobacco-free campus, and the use of tobacco products is prohibited while on MBMHI property.

6. Reports and Records

a. The contractor must provide MBMHI all necessary reports including the following to maintain accurate monitoring of linen usage:

i. Year-to-date quantity reports if requested; and

ii. Monthly bacteriostat reports.

b. The reports must include the following:

i. Individual item counts as per line items; and

ii. A breakdown of items per delivery point.

c. Upon request by MBMHI, the contractor shall make available, all books, documents, and/or records of the contractor’s that are necessary to certify the nature and extent of the costs claimed to such services for up to one (1) year after the conclusion of services.