S209--Laundry Services - Cincinnati VA Medical Center, Fisher House

The purpose of this solicitation amendment is to provide answers to questions.

How often will these items need to be picked-up/delivered?

Per the PWS Section II: Pickup and Delivery Schedule, The contractor shall provide all necessary labor, travel, supervision, equipment, supplies and coordination. Contractor is to pick-up soiled linens between the hours of 9:00 am and 2:00 pm two days per week (days are negotiable) and to deliver clean linens (wrapped in clear plastic or in covered cart) from previous pick-up on next pick-up (i.e.: Monday pick-up delivered completed on Thursday, and Thursday pick-up delivered on Monday.

Are they delivered to multiple locations in the hospital or once centralized drop-off/pick-up location?

The pickup and delivery location are the VA Fisher House Cincinnati, not the hospital or any other buildings.

Of the total # of each item that requires cleaning (ie, 360ea Queen comforters ), is the cleaning requirement distributed relatively evenly week to week (ie, 360 comforters / 52 weeks = approx. 6.92 comforters cleaned per week?)

The quantities listed are the estimated amounts per year. Estimated quantities are based upon facility occupancy and is subject to change or fluctuate depending on facility need.

Do they need to be folded?

Per the PWS Section VII: Documentation of Services Performed; Contractor shall maintain Documentation, Part b. Linen Handling Instructions: Refer to handling instructions on linen tags if available, otherwise:

Flat Bottom Sheets are to be cleaned, dried, and immediately folded to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items.

Flat Top Sheets - are to be cleaned, dried, and immediately folded to avoid excessive wrinkling pressed as needed). They are to be kept separate from other items.

Coversheets are to be cleaned, dried, and immediately folded. They are to be kept separate from other items.

Pillowcases - must be cleaned, dried, and immediately folded to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items.

Pillow protectors - must be cleaned, tumble dry on low, and folded immediately to avoid excessive wrinkling. They are to be kept separate from other items.

Pillow shams - must be cleaned, dried, and immediately folded to avoid excessive wrinkling (pressed as needed). They are to be kept separate from other items.

Mattress Pads/protectors are to be cleaned, dried, folded and kept separate from other items. NO HOT DRYERS

Down Comforters are to be cleaned, dried, folded and kept separate from other items. Must be dried on low setting.

Quilts are to be cleaned, dried, folded and kept separate from other items.

Bath Towels to be cleaned, dried, folded and kept separate from other items.

Hand Towels - to be cleaned, dried, folded and kept separate from other items.

Wash Cloths - to be cleaned, dried, folded and kept separate from other items.

Bathmats - to be cleaned, dried and kept separate from other items.

Miscellaneous blankets and comforters are to be cleaned, dried and folded.

What are standard payment terms?

Standard payment terms are Net 30, payment monthly in arrears. Vendors can at their option offer discounts for early pay i.e. 1%/10 net 30. Any discounts must be identified in your response.

For the bed sheets do they need to be pressed or just washed and folded, returned in a bag/bundle?

Please see above.

As I am working on my pricing for Cincinnati, as the years go forward the quantities go up. As I am trying to stick to the contract details, of $40K per year I under stand we would be less for more volume. However, what if those volumes are not met, and we are now charging high volume pricing for low volume work?

The minimum $40,000.00 per year has been replaced per Amendment 0003. All of the estimated quantities are based on expected usage. If the quantities estimated are significantly lower than actual use, then the contract will be terminated for the Government s convenience and a new solicitation will be competed with updated quantities.

The purpose of this solicitation amendment is to provide answers to questions posed by industry and to provide an Price-Cost Schedule with revised IDIQ language..

I wanted to get some clarification on the pricing sheet and the Item Information award totals that were disclosed. It is stated "Task order minimum is $10,000.00. The base period contract maximum is $40,000.00 and the contract maximum for each possible option year is $40,000.00. The total contract maximum, base and all possible option years included, is $249,000.00." This would make the total contract price $200,000 vice $249,000. Also, with the quantities of laundered items significantly increasing during the option years we're finding it very hard to stay under the $40,000 threshold per year. I just wanted to clarify that this information posted was accurate.

Answer to Question 1:

The minimum and maximum language will not be applicable to Task orders.

The language is hereby revised to state The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The total minimum amount, or guaranteed minimum of this contract is $10,000.00. The minimum guaranteed amount shall be expended in the initial fiscal year in which this contract is awarded. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $249,000.00. Individual task orders shall be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor. Offerors shall offer pricing for the entire estimated quantity for each CLIN.

Please see REVISED Price Cost Schedule 9-21-23 for updated language below.

I do not see a quantity for the following items on the price schedule.

Shower Curtains Internally Cleaned

Mattress protectors all sizes Internally Cleaned

Pillow protectors Internally Cleaned

Blankets all sizes Internally Cleaned

Duvet covers all sizes Do not use at this facility.

Comforters all sizes Comforters are on the schedule (Queen and Twin) CLIN/SLIN X001AB, and X001AF are for comforters (Queen and Twin).

Pillow shams Do not use at this facility.

Not sure if they are laundering these in house?

Please see Question #2 answers in red.

Repairs or zipper replacement, is that something the vender is interested in and should be included in the bid? We have no use for Zipper Replacements, Please see below regarding repairs.

Per the PWS The contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the COR by the end of the workday of occurrences. If damage is not discovered on the day the work is performed, it shall be repaired within 72 hours of notification of the contractor by the VA.

In addition, Per the PWS. Unserviceable and non-repairable articles no longer usable for the purpose intended shall be returned by the contractor to the Fisher House Manager in a separately marked bundle, prior to mending or patching, for directions and approval.

The purpose of this solicitation amendment is to answer questions from industry.

Is there a current incumbent?Â

- No, there is no current incumbent

2. How much was the last total contract award?Â

- Unknown at this time, there has not been a contract for a number of years.

3. Will any linens or clothing items need to be provided?

- No, the Vendor will not need to provide linens or clothing items. The PWS states that all items are Government Owned. The only caveat to this is if the vendor damages any linens, they would need to provide a suitable and approved replacement.

The purpose of this solicitation amendment is to provide an updated excel file for pricing information. Please utilize Price-Cost Schedule 23Q1188.xls V2 to provide pricing information.

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 23-15.

This solicitation is set-aside for small business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812331, with a small business size standard of $41.5 Million. The FSC/PSC is S209.

The Cincinnati VA Medical Center Fisher House, 3200 Vine Street, Cincinnati, OH 45220-2637, is seeking to purchase hospitality linen laundering services.

All interested companies shall provide quotations for the following: