SSN 36C24925Q0221.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Phon Phasavath Phon.phasavath@va.gov 615-225-3416

PLACE OF PERFORMANCE

2250 Leestown Road and

1101 Veterans Drive

Lexington KY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of Lexington VA Medical Center is conducting market research through this sources sought notice to seek sources for linen/laundry service. The North American Industry Classification System (NAICS) Code for this acquisition is 812320.

Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, Do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Sam.gov website. It is the potential offeror's responsibility to monitor Sam.gov for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.

Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action.

CCR: Interested parties should register in the SAM as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov.

Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to Phon Phasavath@va.gov no later than April 7, 2025 at 08:00 AM Central Time with the following information/documentation:

1. Name of Company, Address and UEI Number.

2. Point of Contact and Phone Number.

3. Business Size applicable to the NAICS Code: a. HuBZone Small Business Concern; b. Service-Disabled Veteran Owned Small Business Concern (SDVOSBC); c. Veteran Owned Small Business Concern (VOSBC); d Small Business Concern; e. Large Business Concern

4. Documentation Verifying Small Business Certification:

a. If claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA.

b. If claiming SDVOSBC status, provide documentation that shows the Service Disable Veteran (SDV) unconditionally owns 51 % of the business, controls the management and daily operations, and holds the highest officer position in the company. Documentation should also be provided to show that the SDV has a service-connected disability that has been determined by the Department of Defense or Department of Veteran Affairs. Finally, provide documentation that shows the business is small under the NAICS code 812320.

Statement of Work Laundry Services Description of Services - Contractor shall furnish all labor, equipment, supervision, management, supplies, facilities, including transportation of linen to contractor owned/contractor operated bulk laundry facility to accomplish the required linen cleaning service and tasks for accomplishment of complete medical laundry services, as described in this SOW for the Lexington VA Healthcare System, (LVAHCS.) All services are to be performed in accordance with standard medical industry practices and quality control measures. Services shall include pick-up and delivery of items by Contractor personnel.

Place of Performance: Lexington VA Health Care System; Sousley Campus 2250 Leestown Road, Lexington, KY 40511 and Bowling Campus, 1101 Veteran Drive, Lexington, KY 40502.

Scope

1.4.1. All workmanship shall be in accordance with practices/guidelines established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Hygienically Clean Healthcare Certified by Textile Rental Services Association (TRSA), Healthcare Laundry Accreditation Council (HLAC) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering and finishing of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission of Accreditation of Healthcare Organizations (JCAHO).

1.4.2. Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The laundry plant layout/design should incorporate a “design for asepsis” whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as outlined in this SOW.

1.4.3. All linen must be processed in a manner consistent with its intended use, free of wrinkles, damage, lint, stains, etc; ensuring that quality will meet or exceed expectations of this SOW.

1.4.4. Safety or protective clothing or equipment shall be provided and maintained by the contractor at the contractor’s own expense.

1.5. Delivery and pick up Schedule

1.5.1. Lexington VA Health Care System; Sousley Campus 2250 Leestown Road, Building 29 Rear loading dock. Bowling Campus 1101 Veteran Drive, Tower Building, Rear loading dock. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made seven days per week, Monday through Sunday, between the hours of 7:00 – 8:00AM. Pick- up and delivery times may be changed in order to meet the needs of the VA and as agreed between Contractor and Contracting Officer Representative (COR) or designated representative. At that time, clean linen (processed from the previous day) should be made available for return to the VA.

1.5.2. Clean linen unloaded by contractor personnel at the Medical Center loading/unloading dock area. Soiled linen picked up at Medical Center loading /unloading dock area.

1.5.3. The COR or designated representative will verify the deliveries daily and discuss any discrepancies with the contract Project Manager.

1.5.4. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR or designated representative as transportation accidents, equipment or utility failures at the plant or when transportation failures occur. In the event of Medical Facility emergencies, disaster, or drills, the contractor shall perform all laundry/linen services required by the Medical Facility/Primary Care Clinics.

1.6. Delivery Requirements:

1.6.1. The contractor shall provide the COR or designated representative with a written report of all garments and soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded on a daily basis and delivered to the COR or designated representative. The reports of garments, soiled linen received and clean linen delivered must show date, the name of the item, number of pieces received and delivered per schedule line item number, pounds received or delivered per schedule line item number, cart number/ weight and where they were delivered.

1.7. Linen Control

1.7.1. Any articles billed for, but missing, shall be supplied by the contractor in the next regularly scheduled delivery at no additional cost to the Government. VA owned items lost or badly damaged, (except normal wear and tear) while under the control of the contractor must be reimbursed to the government within a 30-day period at the Contractor’s cost.

1.7.2. Unusual losses, including suspected pilferage, shall be reported at once to the COR or designated representative, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR or designated representative, on a quarterly basis. The contractor will supply an itemized list of linen that will be replaced, (including item description, quantity and unit cost).

1.7.3. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the Facility COR or designated representative when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government.

1.8. Carts.

1.8.1. Contractor shall maintain government-owned bulk delivery linen carts in good repair for employee safety/ergonomics. All carts shall be numbered and have empty weight indicated.

1.8.2. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculoicidal Germicide, which has been approved by the COR or designated representative.

1.8.3. Carts containing clean linen being returned shall be covered with clean covers to protect them against contamination while in transit between the laundry plant and the Medical Center. If reusable laundry bags or liners are used to transport soiled laundry, they must be laundered after use. If reusable bags are not available, the VA Health Care System will utilized plastic bags for soiled linens, which are to be destroyed

1.9. Tag out program.

1.9.1. Provide reject bags for all linen items that are not acceptable for patient care. Rejects will be collected weekly. Contractor must package all rejected linen separately and clearly label the package as “TAG OUT” in a visible area.

1.9.2. Salvaged items and or items shall be used as rags when requested by the COR. i.e.: terry material. All rags shall be dyed to a dark purple color. Rags shall be colorfast so no transfer occurs onto hands, Government property or anything else during use.

1.9.2.1. Request to dye rags by the Government shall be on a quarterly basis, if needed.

1.10. Vehicles.

1.10.1. 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 duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.

1.10.2. Contractor’s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed and approved by the COR in writing.

1.11. Reports and Data. The Contractor shall provide, in writing, to the COR or designated representative the data and reports identified in this SOW. The reports shall be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.

1.11.1. Monthly report of washroom chemical titration and Ph by chemical supplier.

1.11.2. Quarterly “titration” report listing the results of a whiteness test, tensile strength and residual chlorine test.

1.11.3. Weekly report of soiled linen received per Medical Facility(s) to include: Pounds/pieces per Schedule Line Item Received from Medical Facility(s)

1.11.4. Scale Calibration Certification (Annually).

1.11.5. Weekly report of clean linen shipped per Medical Facility(s) showing pounds (dry weight) and pieces.

1.11.6. Daily report of clean linen and garment to include Pounds/pieces and itemized garment by name per Schedule Line Item delivered to Medical Facility(s).

1.11.7. The Contractor is responsible for compliance with all appropriate JCAHO, FDA, OSHA, EPA, VA and other regulatory agencies record keeping requirements.

1.11.8. Other reports as required by the COR or designated representative.

1.12. Laundering Categories

1.12.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. The LVAHCS reserves the right to add any additional items as needed based on the need for patient care. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by COR and CO prior to initiation of such a change to assure adequate contractual coverage.

1.12.1.1. Laundry Size Guidance:

Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper.

Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread.

Large: An item requiring the approximate time, effort and cost to process as a blanket.

1.12.1.2. Category One - Flatwork items that must be conditioned, ironed, and folded:

Pillowcases, regular Pillowcases, surgical (green). Must be bagged.

Sheets: surgical & bed, poly/cotton, bed, flat (white and green (M/H)), fitted (white and green). Surgical sheets must be bagged.

1.12.1.3. Category Two - Items that must be finished through a garment finisher and placed on hangers:

Shirt, uniform, (button down/polo) Trouser, uniform Coats, Lab and Smock Overalls (denim type) Scrubs used as a uniform; Top, Bottom and warm up jackets in prints or solid color, other than surgical scrub color Chef Jacket Chef pants, B/W checkered Curtains, cubicle and shower Tablecloth

1.12.1.4. Category Three - Items that must be tumbled dried and folded:

Blankets, bath and warming Scrubs used as a uniform; Top, Bottom and warm up jackets in prints or solid color, other than surgical scrub color Gown, patient Pajamas: top & bottom Towel, bath Towel, hand Towel, dish Misc. items: Small, Medium Cloth, wash Laundry Bags

1.12.1.5. Category Four - Items that must be cleaned dried and returned in bulk:

Mops, micro fiber (returned in 25 count per bundle) Mops, dust (returned in 10 count per bundle) Rags

1.12.1.6. Category Five - Items that must be dried and placed in laundry bags:

N/A

1.13. Packaging:

1.13.1. Linen is packaged in bulk by item according to specified quotas and established arrangements as indicated above.

1.13.2. Items finished and placed on hangers are returned in a cart with a coat bar. They shall be placed on the hanger so identification number and size is showing, if any.

1.14. Estimated Quantities

1.14.1. It is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract. The annual estimates are provided in a separate attachment.

1.15. Supervision by Contractor:

1.15.1. The Contractor’s Plant Manager (CPM) or key personnel must meet the following requirements:

1.15.2. Certified by NAILM or graduate of an independently controlled management-training program emphasizing institutional laundry.

1.15.3. Shall have at least three years of specialized experience in this capacity.

1.15.4. The CO and the COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours from 7:00 am to 4:30 pm, and off duty hours from 4:30 pm to 7:00 am, within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.

1.15.5. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

1.16. Personnel Qualifications and Requirements:

1.16.1. Contractor personnel shall adhere to established training criteria (such as OSHA, JCAHO).

1.16.2. No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor’s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR within two weeks of contract renewal or extension, and upon request documentation that personnel have had refresher training.

1.16.3. Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial and annual training will include but is not limited to the following topics:

a. A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted.

b. Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification.

c. Proper use and handling of supplies and equipment.

d. Care and maintenance of Contractor and Government-furnished property.

e. Familiarization with local fire prevention and safety procedures.

f. Familiarization with equipment operational manuals.

g. Individual duties and responsibilities.

h. Procedures for replenishing supplies and obtaining equipment repair.

i. Role of Contractor personnel and their impact on patient care.

j. Techniques or methods for measuring the quality of work performance.

k. A general orientation of laundry operating procedures and policies.

l. Hazard communication, including location and access to the Safety Data Sheets (SDS).

m. Compliance with Occupational Safety and Health Administration (OSHA)’s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Standard precautions and use of PPE (Personal Protective Equipment).

n. Hepatitis B Virus (HBV) requirement.

1.17. Physical Examinations:

1.17.1. The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations.

1.17.2. Contractor’s personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work.

1.18. Exposure to HazardousWorking Conditions.

1.18.1. Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor and trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. The Contractor is required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government. Contractor is also responsible for providing employees with required personal protective equipment.

1.18.2. Linen contaminated with HD’s (Hazardous Drugs) or excreta from patients who have received HD’s in the past 48 hours is a potential source of exposure to employees. Linen soiled with blood or other potentially infectious materials as well as contaminated with excreta must also be managed according to the Blood borne Pathogens Standard. Linen contaminated with HD’s should be placed in specially marked laundry bags and then placed in a labeled impervious bag. The laundry bag and its contents should be pre-washed, and then the linens added to other laundry for a second wash. Laundry personnel should wear latex gloves and gowns while handling pre-washed material.

1.18.3. Circumstances to be reported. The Contractor shall report any circumstances, which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the Laundry Supervisor by phone and a follow-up email.

1.18.4. Contingency Plan. Contractor shall furnish a detailed, written Contingency Plan indicating that services can be continued in the event of Contractor’s equipment (including transportation vehicle failure), production facility failure, or any circumstance that impacts the contractor’s ability to perform the services.

1.18.5 Labor Disputes. In the event of a labor dispute, the contractor’s responsibility to provide the service will not be terminated. The contractor shall provide the Contracting Officer his strike or other employee job action contingency plan to continue performance of service without interruption or degradation in the quality of service. In the event of a strike or other labor dispute interference with timely contract performance, the contractor shall immediately notify the Contracting Officer and initiate action under the contingency plan.

1.19. Quality Control and Quality Assurance for Contract Service:

1.19.1. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s detailed, written Quality Control Program shall be available for review by the COR prior to beginning performance on this requirement. Subsequent changes to the approved Quality Control Program must also be reviewed and agreed by the COR and CO. The program shall include, but not be limited to the following:

1.19.2. An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements summary.

1.19.3. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

1.19.4. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be available to the COR during normal working hours upon request.

1.20. Quality Assurance.

1.20.1. The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Procedures outlined in this SOW. Assessments shall be by made for each instance of service by the Government in accordance with stated limits on discrepancies.

1.21. Performance Evaluation Meetings:

1.21.1. The CPM – or their designee shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR. On occasion the COR may be accompanied by the CO or other required Government personnel.

1.21.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM, COR and the Laundry Supervisor. A mutual effort will be made to resolve all problems identified. The COR will prepare written minutes of these meetings. Should the CPM not concur with the minutes, a written statement will be presented to the CO within five business days, and the CPM will be notified of the decision in writing by the CO.

1.22. Correspondence.

1.22.1. All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA medical center, and shall be addressed to the COR for technical matters. All other contract matters must include a copy to the CO.

1.22.2. Government Representative. The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor’s performance by the COR. The CO will furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR. The COR, CO and other required Government may make site visits to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the Contractor’s operation and after completion of tasks. The Government’s program is not a substitute for quality control by the Contractor.

1.22.3. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance as well as amounts, quantities, and poundage prices, will be coordinated with the Contractor by the COR and CO prior to initiation of such a change to assure adequate contractual coverage.

1.23. Phase-in Plan.

1.23.1. The following documentation must be provided to the COR and CO within 5 days after award.

a. Procedures to secure Government property while under Contractor’s jurisdiction.

b. The role of the CPM and extent of authority.

c. A copy of the Contractor’s Policy and Procedure Manual.

d. Certification that Contractor’s scales used for weighing soiled and clean linens have been calibrated on a regular basis and provide a copy of the certification to the Lead COTR (i.e. quarterly).

1.24. Phase-out Plan.

1.24.1. The Contractor shall have a phase out plan. This plan shall describe the Contractor’s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

1.25. Security of Government Equipment.

1.25.1. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR or designated representative daily (M - F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general OR, special).

Sources Sought Notice