WTVAHCS Laundry SOW.docx

West Texas Veterans Affairs Health Care System (WTVAHCS)

ENVIRONMENTAL MANAGEMENT SERVICES

Statement of Work (SOW)/Scope of Work

1.1.1 This document contains the technical provisions for laundry/linen services that are to be provided to the WTVAHCS, located at 300 Veterans Blvd. Big Spring TX, 79720. Workmanship shall be in accordance with practices established by the Association for Linen Management (ALM), and accepted industry standards. It is intended that services shall include all processes necessary to the laundering 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 (TJC). In no case shall clean and soiled linen share the same physical space. 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.

1.1.1.1. The work required consists of furnishing the physical laundry plant, all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5.

1.1.2. 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 (CO) by the Contracting Officer Representative (COR) and CO prior to initiation of such a change to assure adequate contractual coverage.

1.1.3. 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 COR 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.

1.1.4. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.

1.1.5. This specification is intended to produce minimal acceptable level of performance The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the COR and the approval of the CO or other management official as may be deemed appropriate.

SUPPLIES AND SERVICES AND PRICES/COSTS:

DESCRIPTION: Contractor shall furnish all labor, equipment, supervision, management, supplies, bulk delivery carts, transportation, and facilities (except as identified elsewhere in this solicitation) necessary to perform contractor owned/contractor operated bulk laundry/linen services and tasks required under this contract for the Department of Veterans Affairs, 300 Veterans Blvd. Big Spring, TX 79720. All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel. These services are in support of a patient care programs. Services are required weekly, excluding federal holidays except as awarded.

CONTRACTOR PICK-UP AND DELIVERY HOURS: Pick-up and delivery schedule shall be coordinated with the COR at the Medical Facility. Schedule modification/alteration opportunities, which would improve operations and turn-around time, without major interruption to either contractor or the Government, shall be negotiated between the Contractor and COR and shall not be implemented until all parties have concurred.

ESTIMATED QUANTITIES: Historical data is provided. However, 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 to this solicitation.

CONTRACT AWARD: The Government contemplates award of a Firm Fixed-Price, single award contract resulting from this solicitation. Contract period will be 12 consecutive months from the date of award, with four 1-year renewal option periods in accordance with the terms and conditions defined herein.

ANNUAL WORKLOAD ESTIMATION:

Bulk laundry/linen services as specified and in accordance with all contract requirements:

October 15, 2023 – October 14, 2024-Base Year

Description Qty Unit

October 15, 2024 – October 14, 2025-Option Year 1

Description Qty Unit

October 15, 2025 – October 14, 2026-Option Year 2

Description Qty Unit

October 15, 2026 – October 14, 2027-Option Year 3

Description Qty

October 15, 2027 – October 14, 2028-Option Year 4

Description Qty Unit

Historical Data

GENERAL

The following information is provided to assist the bidder in understanding the scope of services needed by the WTVAHCS

The laundry service shall supply, maintain, and launder an adequate supply of garments and other items to provide one clean uniform per maintenance employee per day.

1. Method of Delivery

The Contractor shall make use of commercial best practices in the packing and shipment of packages, unless otherwise stated in this order.

Delivery Address:

West Texas VA Health Care System 300 Veterans Blvd.

Big Spring, TX. 79720 The Contractor shall schedule on-site delivery with the COR during normal working hours between Monday and Friday, 8:00 a.m. and 4:30 p.m., local time, excluding Federal Holidays. Work outside of Normal Business Hours is not authorized unless pre-approved by the Contracting Officer and the COR. Work outside of Normal Working hours shall not result in extra costs incurred against the government.

Legal Holidays Observed by the WTVAHCS

HOLIDAY DATE

1.1. Contractor Experience:

The Contractor shall have experience in providing Medical Center laundry/linen services. The firm must have gained this experience as a result of being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years prior to submitting proposal.

1.3. Supervision by Contractor:

1.3.1. The Contractor shall assign an on-site manager at their laundry processing plant who shall be available during prescribed work hours. The on-site manager serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his absence.

1.3.2. The CO and COR must be provided with the name, address and telephone number where the on-site manager is to be reached during normal business hours.

1.3.3. The Contractor is responsible for the effective implementation of their Quality Control program and shall be responsive to the requirements of the Government's Quality Assurance Plan conducted by the COR.

1.3.4. The on-site manager or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR. The Contractor’s Plant Manager and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.

1.4. Personnel Qualifications and Requirements for Contract Service:

1.4.1. Employment:

1.4.1.2. The Contractor shall provide sufficient and adequately trained personnel, who are paid at the prevailing rate, as necessary to perform the services required by this contract.

1.5. 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 certification of the Contractor's performance 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 shall have access 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.

1.6. Correspondence:

All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA, and shall be addressed to the COR with a copy to the CO.

1.7. Security:

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. A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on.

1.8. Damage and Equipment loss:

1.8.1. All tasks accomplished by Contractor's personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor's personnel. A follow-up written report will be given to the COR.

1.8.2. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the Facility COR will issue a Contract Discrepancy Report. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

1.8.3. Any damage caused to Government property during the course of the Contractor's performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor's own expense.

1.9. Linen Control:

1.9.1. Contractor shall comply with all Government request and policies relative to linen control.

1.9.2. Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen.

1.9.3. 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.

1.9.4. VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor's cost.

1.9.5. Unusual losses, including suspected pilferage, shall be reported at once to the COR, 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, on a quarterly basis. The Vendor will supply an itemized list of linen that will be replaced, (including item description, quantity and unit cost).

1.10. Delivery Requirements:

1.10.1. The Contractor shall provide the COR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weight. The information must be recorded and delivered to the COR at the end of the current workweek. The reports of soiled linen received and clean linen delivered must show date, the name of the item, number of pieces received or delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered.

1.10.2. The COR will verify the deliveries and discuss any discrepancies with the on-site manager.

1.10.3. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR. 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 facility.

1.10.4. Clean linen and specialty items shall be available for transport weekly except for federal holidays. Soiled linen and specialty items will be available for processing weekly except for federal holidays. Deliveries will be made at a time set by this contract or the COR at the Medical facility.

1.10.5. Clean linen will be processed and packaged as specified in Section 5.

1.10.6. Contractor's personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been approved by the COR.

1.10.7. Clean linen delivery and soiled linen pickup shall be between 8:00 am and 2:00 pm during the normal work week, or as established by the COR. The laundry service may establish a pick-up and delivery schedule to suit its own needs subject to COR’s approval provided that:

· The intervals between visits to the required locations are constant;

· Each visit occurs during normal business hours. Normal business hours for WTVAHCS are Monday through Friday 8:00 a.m. to 4:30 p.m. Federal Holidays we are closed.

1.11. 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 COR by phone and a follow-up fax.

1.12. Contingency Plan: Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor's equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure.

Section 5 - Specific Tasks

5.1. The Contractor shall accept for processing all soiled linens, uniforms, clothing, mops, etc. After processing all items are to be finished and delivered to the Medical Facility in accordance with the terms outlined below.

5.1.1. Flatwork items that must be conditioned, ironed, and folded:

5.1.1.1. Pillowcases, regular

5.1.1.2. Pillowcases, surgical

5.1.1.3. Sheets, poly/cotton, bed

5.1.1.4. Misc. Items: medium, large

5.1.2. Items that must be tumbled dried and folded:

5.1.2.1. Blankets, bedspread

5.1.2.2. Gown, patient

5.1.2.3. Towel, bath

5.1.2.4. Cloth, wash

5.1.2.4. Misc. items: Small, Medium

5.1.4. Items that must be cleaned dried and returned in bulk:

5.1.4.1. Mops, wet

5.1.4.2. Mops, dust

5.1.4.3. Rags