Statement of Work.docx

PROJECT STATEMENT and SCOPE of WORK

FOR LAUNDRY SERVICE FOR

THE DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

I. Objectives.

A. General. The Pennsylvania Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of laundry services in accordance with this Project Statement.

B. Specific. PA Soldiers’ and Sailors’ Home (PSSH) is located at 360 East Third Street, Erie, PA 16507. PSSH has 207 beds consisting of 75 skilled nursing, 32 Memory Care and 80 Personal Care, Domiciliary 20. The occupancy rate is 92%.

The PO will cover professional healthcare linen and laundry services to PSSH.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Pamela Fessler, Procurement Specialist 2 Procurement & Contracting Bldg. 0-47 Fort Indiantown Gap Annville, PA 17003-5002 Phone: 717-861-8518 Fax: 717-861-2932 Email: pfessler@pa.gov

D. Method of Award and Term of PO: DMVA shall award the PO to the lowest responsive quote.

It is DMVA’s intent to establish a three (3) year PO with two (2), one (1) year renewal options. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Contractor Experience. Potential bidders must submit proof of five (5) years of commercial laundry experience services for a health care facility. The proof may be in the form of certificates, licenses, references or other documentation.

B. Pricing. Potential bidders must submit pricing for all line items/services requested by DMVA.

III. Project Statement.

A. Contractor Responsibilities. The awarded contractor shall provide services which include pick-up, delivery and laundering in accordance with the most current policies and procedures governing healthcare facility linen services.

1. The awarded contractor shall pick-up soiled laundry and deliver clean linens to the PSSH every Monday, Wednesday, and Friday. Drivers will unload clean laundry in the proper location and place linens in the designated storage area and load all soiled laundry in the dock area.

2. The awarded contractor shall pick-up and deliver between the hours of 7:00 AM and 9:00 AM est. The awarded contractor must immediately contact the Housekeeping supervisor, or designee, at (814)871-4531 to resolve or request any deviations in this schedule.

3. The awarded contractor shall pick-up and/or deliver on the next business day following a holiday that may be on a normal scheduled service day. Commonwealth Offices are closed on specific holidays during the calendar year.

a. The awarded contractor shall note that state designated holidays include, but are not limited to, New Year’s Day, Dr. Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. Specific holiday dates are identified in accordance with the Commonwealth’s Directives Management System and is issued via an Administrative Circular. The awarded contractor shall be required to check the website for the most current published holiday dates.

B. Quality. The awarded contractor shall provide quality linens, cleaning and preserving the appearance and quantity of the linens, exceptional performance level of service, affordable prices, and assurance that a clean supply of linens will always be on hand.

C. Deliverables. The awarded contractor shall provide the initial delivery at the start of the contract to include 207 bedrolls. Each bed roll will include 1 flat sheet, 1 fitted sheet, 1 pillowcase, and 1 thermal blanket. In addition, the initial delivery will include four complete sets of linens.

1. Quantities and Descriptions of 1 complete set of linens:

125 Pillowcases 505 Under Pads 110 Thermal Blankets 300 Dish Towels (Bar Mop) 2000 Washcloths 1000 Bath Towels 160 Patient Gowns 15 Kitchen Aprons 35 Laundry Bags 24 Bath Blankets

D. Specifications. The awarded contractor shall provide the detailed items described herein, no deviations from the specifications will be accepted without prior written consent from PSSH. The awarded contractor shall supply compete sets, in quantities per item, as stipulated by this project statement and to meet the following criteria: one set in use; one clean set in the linen storage room, one clean set in linen carts; and one set soiled and to be laundered returned. The awarded contractor shall deliver pre-sorted, pre-counted, and wrapped in standard, uniform bundle quantities (no strings).

1. FLAT SHEET: 66” X 115”, White, 50% cotton/50% polyester, T-180 (thread count), 3.8 oz. /square yard minimum weight.

2. FITTED SHEET: 36” x 84” x 14.25”, Heavy Weighted Jersey Knit, 60% cotton/40% polyester, bleached, bound all around, size deep wall construction, 1.32lbs. each.

3. PILLOWCASE: 36” X 72” with a 2” hem, T-180 (thread count) percale, 50% cotton/50% polyester.

4. THERMAL BLANKET: 72” x 36”, 50% cotton/50% polyester, bound all around.

5. BATH TOWEL: 20” x 40”, White, 86% cotton/14% polyester, 5.5lbs. /dozen minimum weight.

6. BAR TOWEL: 20” x 17”, 100% cotton, terry, 24oz. /square yard.

7. WASHCLOTH: 12” x 12”, White, 100% cotton, woven terry, 75 lbs. /dozen minimum weight, hemmed all four sides.

8. PATIENT GOWN: 45” x 70”, 55% cotton/ 45% polyester, pastel geometric print, size XL-XXL overlap gown with ties at neck and waist, extra-long with extra sweep.

9. UDERPAD: 34” x 36”, 100% polyester top sheet, 6.2 oz. /square yard, 80% cotton/20% polyester blend, 10 oz. Soaker, 70% poly/30% rayon, 50% poly/50% cotton extruded barrier backing.

10. BIB APRON: 33” x 38”, plain weave, nylon ties 100% polyester, minimum weight of 6.8 oz. /square yard.

E. Detailed Services. The awarded contractor shall provide the following detailed services:

1. Monthly culture reports to PSSH that have been reviewed and attested by a licensed Pathologist. (The awarded contractor shall once a month, have Bacteriologist culture clean linens in the finishing department at the last point before linens are shipped to PSSH. The culture cleaning procedure should be conducted no later than the last day of each month. The contractor shall submit a report of the Bacteriologist’s findings to the Housekeeping Supervisor, or designee, no later than the fifteenth of the following month).

2. Laundry carts with covers as stipulated by PSSH for transportation of clean and soiled linens.

3. Vacuum and sanitize carts with a germicidal agent.

4. Properly vacuum and spray the truck after it returns to the plant with soiled linens. This shall be done with a germicidal solution after the soiled linens are unloaded.

5. Never have soiled and clean linens on the same truck at the same time except when there is a barrier on the truck separating the soiled and clean linens.

F. Contingency Plan. The awarded contractor shall provide documentation containing the Contractor’s contingency plan in the event of strikes, floods, fires and other natural or unnatural causes.

G. Deficiency. The awarded contractor shall provide the same service(s) again at no charge if the Veterans’ Home is not satisfied with the cleanliness of the linens or the services provided. The awarded contractor shall be notified in writing if the Veterans’ Home is unsatisfied with any services rendered to DGS and the contractor. The contractor shall correct the deficiency within ten (10) business days after such notification.

H. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this PO.

I. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided

J. Qualification/Scope of Work Changes. The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

K. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

L. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

M. Not to Exceed Amount. The original amount of the contract/purchase order indicates a not to exceed amount. The DMVA may increase and decrease line items as needed within the overall original amount without processing a change order prior to the request. The DMVA program office will notify the awarded contractor of the quantities to be delivered. Increases above the original amount of the contract/purchase order will be processed as change orders prior to the DMVA program office requesting additional supplies or services.

N. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.

O. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.

P. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office:

Christine Powell, Procurement Specialist 1 PA Soldiers’ and Sailors’ Home 560 East Third Street Erie, PA 16507 Telephone: 814-878-4930 Email Address: chrispowel@pa.gov

Michael Allegretto, Facility Maintenance Manager (FMM) PA Soldiers’ & Sailors’ Home 560 E Third Street Erie, PA 16507 Telephone: 814-878-4935 Email Address: mallegrett@pa.gov

Geoffrey Chaplain, Custodial Services Manager PA Soldiers’ & Sailors’ Home 560 E Third Street Erie, PA 16507 Telephone: 814-878-4947 Email Address: gchaplain@pa.gov

Bureau of Office Services, Division of Procurement and Contracting Bldg 0-47 | Fort Indiantown Gap | 717.861.6249 | F 717.861.2932 | Annville, PA 17003-5002 | www.dmva.pa.gov