S209--Laundry Services - CI Period of Performance: 03-01-2021 to 05-31-2022 Solicitation Amendment 0002 to Extend Solicitation Closing Date

Page 2 of 2

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the

offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY

is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not,

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter

or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to

the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print)

(Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign)

(Signature of Contracting Officer)

1

26

0002

03-01-2021

N/A; to be listed on IDIQ

task orders issued.

Sioux Falls Services Team

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

Sioux Falls Services Team

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

To all Offerors/Bidders

36C26321Q0224

01-12-2021

X

X

X

1

02-04-2021, 11:59PM CST

See CONTINUATION Page

N/A; to be listed on task orders issued against IDIQ

contract.

Laundry Services to support the VA Central Iowa Health Care System

Period of Performance: 03-01-2021 to 05-31-2022

Purpose of solicitation amendment is to do the following:

1) Revise Section B.2 (Price/Cost Schedule); see attached pages with changes highlighted in yellow.

2) Revise Section B.3 (Statement of Work); see attached pages with changes highlighted in yellow.

3) Uncheck the following clause listed in Section C, Clause 52.212-5 (Contract Terms and Conditions Requirements to

Implement Statutes and Executive Orders - Commercial Items: (6) 52.204-14 and check the following clause listed in that

same section: (7) 52.204-15.

4) Add the following clauses to Section C: 52.216-18, 52.216-19, and 52.216-22; see attached pages.

Solicitation closing date is extended to 11:59pm CST, 02-04-2021 and technical questions are no longer being accepted.

Doug Reed

Contracting Officer

VA-VHA-2020-5692567

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

Contract maximum is $598,180 for lifetime of the contract.

Contract guaranteed minimum is $59,818 for Ordering Period 1 (03-01-2021 to 12-31-2021) and will be awarded at time of contract award via the initial task order against IDIQ contract.

Quantities listed are estimates only based on projected volumes. Actual quantities on task orders can be less than or greater than estimated quantities listed based on VA Central Iowa Health Care System needs.

Only warranted Contracting Officers from Network 23 Contracting Office, Department of

Veterans Affairs can issue task orders against this single award IDIQ contract:

The offeror is instructed to edit the price per pound (lb.) to reflect the requested services per Section B.3 (Statement of Work). The Scope of Work section of the Statement of Work (SOW) provides detailed service requirements. The offeror must consider time, labor, administrative, equipment, and consumable supplies, for processing, packaging, and delivery requirements listed in the SOW.

Offerors shall not use more than two decimal points (i.e., 0.66) in its pricing. Offers using more than two decimal points (i.e, 0.667 or 0.6675) will be considered not acceptable by the Government.

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

ESTIMATED QUANTITY

UNIT

UNIT PRICE

ESTIMATED AMOUNT

1001

587,500.00

LB

__________________

__________________

Laundry Services - Mondays, Wednesdays, and Fridays

Contract Period: Base

POP Begin: 03-01-2021

POP End: 11-30-2021

1002

250,625.00

LB

__________________

__________________

Laundry Services - Mondays, Wednesdays, and Fridays

Contract Period: Option 1

POP Begin: 12-01-2021

POP End: 05-31-2022

ESTIMATED GRAND TOTAL

__________________

Page 26 of 28

B.3 STATEMENT OF WORK (SOW)

Title

Laundry Services to support the VA Central Iowa Health Care System (CI)

General Overview

CI has a requirement for a contractor to furnish full-service laundry and linen services.

The contractor shall provide:

Pick-up and delivery

Physical laundry plant (off-site location) to include all labor, supervisor, management, management support, ancillary equipment, detergents, cleaning solutions, vehicles, and insurances necessary for accomplishment of complete laundry linen services, as described in Section 4 of the SOW.

Definitions

Ancillary Equipment. Equipment required for Contractor s operations but not directly related to laundry production, e.g., cleaning equipment.

CI. VA Central Iowa Health Care System

Clean. Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.

Consumable Supplies. Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.

Contractor. An individual, partnership, or organization having a contractual relationship with the Government for provision of service.

CO (Contracting Officer). The warranted representative of the Government who has the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

CPM (Contractor s Plant Manager). Contractor s representative having supervisory responsibility and authority for total performance of work under the contract.

Cure Notice. A formal notification from the Government to a Contractor to correct a deficient situation or risk termination of contract.

Defect. Each instance of noncompliance with a contract requirement/ performance measure. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions, as set forth in Section 6 of SOW Scope of Work .

Delivery Point. Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Medical Facility. Currently C-Dock of CI.

Department of Veterans Affairs (VA). Government agency requiring services under the terms of the contract.

Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the CO and/or the VATR. This is to include contingencies for Pandemic/ Epidemic occurrences.

Epidemic. A widespread occurrence of an infectious disease in a community at a particular time.

Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.

Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year s Day (1 January), Martian Luther King s Birthday (3rd Monday in January), Washington s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday.

General Linens. Linens which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, surgical linen and other items identified in section 5 of SOW Scope of Work .

Government. The term used to refer to the VA officials designated to administer the contract or their designated representatives.

Infection Control Committee. The group designated for implementation and monitoring of the infection control program for CI as prescribed by TJC and the VA.

Launder. To clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry.

Linen. Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers.

Linen Inventory. An itemized listing of quantities and values for accounting purposes of linen items in circulation at the VA Medical Centers.

Manning Chart. A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

Medical Center Director. The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center.

Must. This word is used in connection with the Contractor and specifies that the provision is binding.

Packaging. Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the VATR and CPM. All linen is packaged securely to prevent possible contamination.

Pandemic. A widespread occurrence of an infectious disease prevalent over a whole country or the world.

Patient Clothing. Personal property of patients, e.g., pants, shirts, underwear.

Personal Property. All Government property, except real property and expendable property.

Procedures Manual. A Contractor s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions.

Quality Control. Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the SOW.

Rewash. Any laundered item that has a stain on it/ requiring re processing/cleaning to industry standards.

Sanitary. In a clean state, protected from the contamination of pathogenic organisms.

Satisfactory Performance. Within limits of the AQL, adherence to the requirements of the SOW.

Separation. Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid.

Serviceable Articles. Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.

Shall. This word is used in connection with the Contractor and specifies that the provision is binding.

Specialty Items. All textile items (requiring laundering) not classified as general linens. Such as, but not limited to : soap free linen, restraints, cubicle curtains, etc.

Standard. A Government acknowledged measure of comparison.

Start Date. The date work under the contract is scheduled to begin.

Surgical Linen. Linen utilized by surgical and/or specialized units. Normally blue or green linen.

Task and Frequency Chart. Displays the required tasks and the minimum frequencies of performance.

Textile Care Processing Facility. A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.

TJC (The Joint Commission). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Trash. Rubbish or refuse.

Uniforms. Government owned clothing worn by VA employees as a means of identification.

Unsatisfactory Performance. Failure to meet the AQL.

Unserviceable Item. An item, which can no longer be used for its intended purpose. Returned to VA for disposition.

VACO. VA Central Office.

VATR. (VA Technical Representative). The primary technical contact for this purchase order.

Will. This word is used in connection with the Government and specifies that the provision is binding.

Acronyms

ALM

Association of Linen Management

ANSI

American National Standards Institute

CO

Contracting Officer

CPM

Contractor s Plant Manager

FDA

U.S. Food and Drug Administration

FW&T

Fair Wear and Tear

IAW

In Accordance With

IFI

International Fabricare Institute

IG

Inspector General

LB

Pounds

MCD

Medical Center Director

MIL-STD-105D

Specification for sampling procedures and tables for inspections by attributes.

N/A

Not Allowable

OSHA

U.S. Occupational Safety and Health Administration

M - F

Monday thru Friday

QAE

Quality Assurance Evaluator

QC

Quality Control

RS

Random Sampling

TJC

The Joint Commission

Place of Performance

VA Central Iowa Health Care System

3600 30th Street

Des Moines, IA 50310

Laundry pickup and delivery services shall be performed between hours 7:00am to 11:00am Central Standard Time (CST) Mondays, Wednesdays, and Fridays, including Federal Holidays.

Pickup and delivery outside of times specified above can be performed by Contractor with prior written approval of the VATR.

Period of Performance

The Government intends a to make single award of Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

Period of performance for IDIQ Contract is from 03-01-2021 to 05-31-2022

Services will be contracted through the issuance of IDIQ task orders against IDIQ Contract each

ordering period:

Ordering Period

Period Begins

Period Ends

1

03-01-2021

11-30-2021

2

12-01-2021

05-31-2022

Issuance of task orders during ordering periods cited above will be made at Government s discretion based on continued need for services, Contractor performance, and availability of funds in a given fiscal year for task orders.

Scope of Work

1.1 All workmanship shall be in accordance with practices established by the Association of Linen Management (ALM) www.almnet.org, Dry cleaning & Laundry Institute (DLI) www.dlionline.org (formally International Fabricare Institute), and accepted industry standards.

It is intended that services shall include all processes necessary for 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). 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. * 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.

Pickup and delivery services must be performed between the hours of 07:00 am until 11:00 am Monday, Wednesday, and Friday including Federal Holidays, unless prior written approval of an alternate pickup and delivery time is provided by VATR

*The Laundry Plant layout/design should incorporate a design for asepsis whereby clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed

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 the VATR and CO prior to initiation of such a change to assure adequate contractual coverage. Such changes will be incorporated as applicable via bilateral contract modification executed by the CO with the Contractor.

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

The Government reserves the right to exercise additional Tuesday and Thursday pickup during a pandemic, epidemic, or emergent situation. This will be added to purchase order via bilateral modification.

Local, State, and Federal authorities shall deem a pandemic or epidemic.

The CO and/or the VATR shall have the authority to deem emergent situations.

The VATR shall inform the Contracting Officer of the need to execute Tuesday and Thursday services, according to the Government.

The contractor shall have 10 business day notice, from the CO, of the Governments intent to execute Tuesday and Thursday pickup services.

The Contractor shall reply within 24 hours (business day) of the VATR s notice and develop a plan of action with the VATR and the Contracting Officer.

The plan of action shall be in place no more than 3 business days of the written notice.

The plan of action shall be executable no more than 7 business days, after the plan of action is in place.

Tuesday and Thursday services shall be executed within 10 business days, after notice from the Contracting Officer.

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 VATR and the approval of the CO via bilateral contract modification as applicable.

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 two consecutive years prior to submitting proposal.

Supervision by Contractor

The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to CI and 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 or during periods of work performed after normal work hours. The Contractor s Plant Manager (CPM) must meet the following requirements:

Certified by ALM or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established.

CPM shall have at least three years of specialized experience in this capacity. This specialized experience maybe substituted for certification.

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 VATR.

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

Personnel Qualification and Requirements

Employment

The CPM and qualified alternate must be able to read, write, speak and understand the English language.

The Contractor shall provide sufficient and adequately trained personnel as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract.

Training

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. Annually upon end of each ordering period of IDIQ Contract, the Contractor shall provide to the VATR documentation that personnel have had refresher training upon request of the VATR.

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 upon Government request. Initial training will include but not necessarily be limited to the following topics:

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

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.

Proper use and handling of supplies and equipment.

Care and maintenance of Contractor and Government-furnished equipment

Familiarization with local fire prevention and safety procedures.

Familiarization with equipment operational manuals.

Individual duties and responsibilities.

Procedures for replenishing supplies and obtaining equipment repair.

Role of Contractor personnel and their impact on patient care.

Techniques or methods for measuring the quality of work performance.

A general orientation of laundry operating procedures and policies.

Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).

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

Hepatitis B Virus (HBV) requirement.

Safety and Protective Equipment

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

Personal Hygiene

Contract personnel shall be clean and neat in appearance.

Hazardous Exposure and Working Conditions

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

Physical Examinations

The contractor will be responsible for any physical examinations and emergency medical care of personnel.

Miscellaneous

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

Proof of Insurance

The contractor shall provide the following proof of insurance within five business days of award for initial ordering period of IDIQ contract and annually at beginning of each subsequent ordering period in addition to insurance requirements specified in Section C of contract:

Plant or Business Insurance

Vehicle Insurance for vehicles being used to provide pickup and delivery

Any other insurance required for operating a business in which, if expired, could result in disruption of services.

If an insurance lapses for above should occur, the Contractor shall immediately, upon discovery, contact the VATR by phone and follow-up with fax to VATR and email to VATR and CO.

Government Representative

The VATR is responsible for providing technical assistance to the CO in administration of the contract.

VATR Correspondence

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 VATR via electronic mail with a copy to the CO.

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 VATR 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, Operating Room, special).

Safety and Fire Prevention

In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles.

Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and consider termination of the contract.

The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes.

Contractor s personnel shall follow policies concerning fire/disaster programs.

The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

Damage and Equipment Loss

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 VATR, any damage or disfigurement to these items when caused by Contractor s personnel. A follow-up written report will be given to the VATR and a copy forwarded to CO.

When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the VATR will issue a CDR. The Contractor will reply in writing, to the VATR within five business days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

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 pre-existing conditions at Contractor s own expense.

Linen Control

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

Contractor shall participate, as required by VA Directive 1850.03 (Textile Management Services) in inventories of Government-provided specialty linen; a copy of this directive can be provided by VATR after award of contract

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 while under the control of the Contractor must be replaced within a 30-day period at the Contractor s cost.

Unusual losses, including suspected pilferage, shall be reported at once to the VATR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the CO, along with the approval of the VATR, on a quarterly basis. The Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost).

Claim of Patients and Employees. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor s possession. The procedures must be established, and a copy provided to the VATR for approval, within 10 business days after the contract award date.

Delivery Requirements

The Contractor shall provide the VATR with a written report of all soiled linen processed and all clean linen delivered, showing cart number and weights. The information must be recorded on a daily basis and delivered to the VATR at the end of the current workweek.

The VATR will verify the deliveries daily and discuss any discrepancies with the CPM.

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 VATR. 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. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

Clean linen and specialty items shall be available for transport Monday - Friday. Soiled linen and specialty items will be available for processing Monday - Friday. Deliveries will be made at a time set by the VATR.

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

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

Services must be performed between the hours of 07:00 am until 11:00 am Monday, Wednesday, and Fridays including Federal Holiday, except for Christmas unless alternate pickup and delivery prior written approval has been given by the VATR.

The Contractor shall provide an inventory sheet, attached to each cart delivered. The inventory sheet shall contain the quantity of each of the items on the cart.

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 VATR by phone and a follow-up fax/email

Contingency Plan

Contractor shall furnish, within five business days of post-award conference, 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 addressing transportation vehicle failure.

GOVERNMENT FURNISHED ITEMS

The Government will provide forms, publications, and services specifically identified in this contract as Government Furnished Items per Section 5.5.

Fair/wear/tear or unserviceable condition of specialty items will be determined by the VATR/VATR designee.

The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Center.

The Government will provide facility passes for Contractor s employees as necessary to fulfill provisions of this contract.

The Government will provide a detailed list of Specialty Items to be laundered. See examples in Definitions section of SOW.

CONTRACTOR FURNISHED ITEMS

Materials

Contractor shall furnish all materials necessary to perform the tasks specified in the contract, except to the extent specified in Section 3. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

Vehicles

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.

Linen

Not Applicable

Carts

Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have empty weight indicated on both ends.

The Contractor shall determine an appropriate level of carts, that will not cause a disruption of services. If there is a disruption of services, due to an insufficient level of carts, the Contractor shall remedy the situation within seven business days.

Rags

Not Applicable

Reports and Data

When requested or required by the contract, the Contractor shall provide the VATR requested reports:

Weight reports

Daily

Monthly

Yearly

Scale calibration reports

Truck cleaning logs

Chemical usage reports

4.6.1.5 ALM or VATR approved laboratory test piece report (quarterly unless problem develops) or independent Textile Laboratories.

4.6.1.6 Weekly soiled linen report to include:

Lbs. received

4.6.1.7 Weekly report of clean linen received to include:

Lbs. delivered to Medical Facility

Number of pieces per schedule line item received

4.6.1.8 Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B

A weight report of processed and clean laundry shall be emailed to the VATR by the 6th of each calendar month:

Laundry processed (Lbs.)

Laundry cleaned (Lbs.)

Other relevant Reports and Documents required by the contract:

4.6.3.1 Monthly report of washroom chemical titration and PH.

4.6.3.2 Damage to Government property

Miscellaneous

The Contractor shall furnish other items as identified within this contract, such as orientation, training, medical exams, procedures manual, quality control program, and required data.

Invoices

The contractor shall submit one invoice for each monthly billing period (first through the last day of each calendar month).

The contractor will send a draft invoice to the VATR for review prior to submitting to payment address listed in Block 18a of Standard Form (SF) 1449 of Purchase Order

Multiple/ duplicate invoices shall be rejected.

Invoices shall have the following listed on them:

Processed weights, and the period of performance, shall be required on all invoices and bills submitted for payment.

Name and Address of Contractor

Contract Number, Task Order Number, and Vista Purchase Order Number

Date(s) of Service

Specific Tasks

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

Flatwork items that must be washed, ironed, and folded:

Apron, cook

Pillowcases, regular

Pillowcases, surgical

Sheets, poly/cotton, bed

Tablecloth

Wrappers, surgical and misc. surgical linen:

Small

Medium

Large

Misc. Items:

Medium

Large

Items that must be finished and placed on hangers:

Lab coats

Shirts, uniform

Trouser, uniform

Smock, knee length long coats

Coveralls

Scrubs used as uniform

Dress

Top

Bottom

Misc. Items:

Medium

Large

Items that must be tumble dried and folded:

Bathrobe

Blankets, bath

Blankets, bedspread

Cover, mattress

Curtains, shower

Curtains, cubical

Gown, operating

Gown, patient

Gown, Isolation

Pads, absorbent

Pads, mattress

Pajamas separated by size

Coat

Trousers

Towel, bath

Misc. items:

Small

Medium

Warm-up jacket separated by size

Towel, kitchen

Towel, huck

Surgical scrubs:

Tops separated by size

Bottoms separated by size

Items that must be separated, cleaned, dried, and must be returned in separated bulk:

Mops, wet

Mops, dust

Micro-fiber mops

Micro-fiber cloths

Micro-fiber dusting sleeves

Fitted sheets

Laundry bags

Gowns, isolation

Flood blankets

No count is needed on bulk items.

Items that must be dried and placed in laundry bags:

Bibs

Patient booties (Footwear)

Items that must be tumble dried and returned stacked:

Wash cloths

Packaging

Bulk

Linen is packaged in bulk by item according to quotas and established arrangement.

Additional guidance.

To eliminate the need for separate listing of items that are received infrequently, the item Miscellaneous: Small, Medium, large is shown at the end of each lot. The definitions are:

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.

Dying of linen using Orange Dye

All unusable towels, blankets etc. would be cut by the VA and sent for the contractor to dye orange.

Rewash

On occasion, and within the limits of industry standards, stains may not come out during a normal wash cycle. Items that have been through a normal wash cycle, and is deemed as needing a second wash, due to a stain, shall be referred to as a rewash. Additional time, chemicals and labor may be needed to attempt the removal of the stain. There shall be no additional cost to the Government for rewashed items.

The contractor shall have the authority to determine if an item needs to be rewashed, or if the stain falls within industry standards.

Rewashed items shall be processed at the same rate as the price per pound rate of the contract. The Government shall not pay additional fees for rewash.

The VATR shall have the authority to request item(s) to be rewashed.

The rewash bin shall be provided by, and stored by, the contractor at their facility.

Only CI items may be stored in the rewash bin.

When a collection of linen or items reach a load potential, the items shall be rewashed.

If a stain remains after a rewash cycle, the Contractor shall return the items in a bag that is marked Rewashed .

Applicable Regulations, Manuals, Specifications and Technical Exhibits

Documents applicable to the SOW are listed below. These documents are mandatory. At the start of the contract, the Government will provide one copy of all mandatory regulations, manuals, and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediately upon receipt by the Contractor.

The policies and procedures of mandatory directives shall be adhered to at all times. It is the Contractor s responsibility to ensure that all mandatory publications are posted and up to date:

MIL-STD-105D

ANSI/AMMI ST65:2008

Contractor Deliverables to be reported to the VATR upon request or when required.

The contractor shall provide the following with Deliveries:

Daily Delivery Recorded (Shall include detailed cart information):

Pickup Data

Cart #

Wash & Fold

Mop

Delivery Data

Cart #

Wash and Fold

Mop

Inventory Sheet (See section 2.18.8)

Carts shall have an inventory attached to the cart listing the quantities of each of the items on the cart.

Weight Reports

The contractor shall provide processed and clean totals monthly, no later than the 6th of the month and shall be emailed to the VATR.

Lbs. of processed laundry

Lbs. of clean laundry

Invoices

The contractor shall provide the following information on monthly invoices submitted for payment (See section 4.8 Invoices). The following information shall be listed with the submitted invoice:

Period of Performance (Month of ____ and Year)

Wash & Fold Lbs. ______

Rewash Lbs. ______

Mops Laundry Services Lbs. ______

Additional CLIN items serviced for the period (If any).

The Contractor shall invoice based on clean pounds, not soiled pounds.

Proof of Insurance

The contractor shall provide the VATR with proof of insurance annually and upon request. (See section 2.10 Proof of Insurance).

Training Records

The Contractor shall provide the VATR with proof of refresher training upon execution of an Option Year. (See section 2.7.2.1 Training).

Damage and Equipment Loss

A verbal and follow-up written report is required when the Contractor s personnel have caused damage or disfigurement of Government owned property. (See section 2.16.1 Damage and Equipment Loss).

Response to the CDR (See section 2.12.2) within 10 days.

Circumstances to be reported

Any circumstances that affect the performance or unhealthy hazardous conditions shall be reported to the VATR (See section 2.20.1) by email and a follow-up email/fax.

Reports and Data

When requested or required by the contract, the contractor shall provide Reports and Data to the VATR in writing. (See section 4.6 Reports and Data).

Miscellaneous

Training, medical exams, procedure manuals and the quality control program (See section 4.7 Miscellaneous) shall be provided to the VATR in writing.

Monthly Washroom chemical report (See section 5.6.2.2.).

ALM or VATR approved laboratory test piece report (See section 5.6.2.3.).

Clean Linen weekly report (See section 5.6.2.4.).

Textile Care Production (See section 5.6.2.6.).

Other required reports requested by the VATR (See section 5.6.2.7.).

General Requirements

It shall be understood that, throughout performance of the contract, the Contractor s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law.

Contractor and their personnel shall wear visible identification at all times while they are on premises.

Possession of weapons is prohibited.

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Service Contract Labor Standards Requirement

Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part task orders issued against IDIQ contract.

For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

VETS-4212 Reporting Requirement

As this solicitation/contract has the following clauses checked off in Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items), the completion of VETS-4212 reporting on an annual basis is required:

FAR 52.222-35, Equal Opportunity for Veterans

FAR 52.222-37, Employment Reports on Veterans

Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

Furthermore, Contractors with federal contracts valued over $150,000 in the past calendar year are required to submit VETS-4212 reports by between August 1 and September 30 of each calendar year.

Service Contract Reporting

Service Contract reporting, to be completed by the contractor, is required for service contracts and orders as following are checked off under Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items):

FAR 52.204-14, Service Contract Reporting Requirement

FAR 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (as applicable)

The contractor is to report their, and their first-tier sub-contractors , direct labor hours expended and total amount invoiced for the services performed under a specific contract.

The contractor shall report the information via the System for Award Management (SAM) at https://beta.sam.gov. The information is collected through SAM and included in the agency service contract inventory.

Contractors shall log in annually to their SAM profile to complete the service contract inventory reporting requirements. Contractors performing on covered contracts must report their information between October 1 and October 31 each year. Agencies are required to review contractor input and work with them to make revisions, if and as necessary, by November 30 each year.Â

Further guidance can be provided by Contracting Officer upon Contractor request.

Deliverables

Contractor shall be responsible for complying with all deliverable requirements. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other deliverables as well as the timely submission of each. Vendor shall comply with requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. All reports and deliverables are to be sent by electronic mail to VATR unless otherwise specified by the CO:

The following are brief descriptions of required documents that must be submitted by Contractor:

Deliverable

SOW Reference

Due By

Submit To

CPM shall follow-up with VATR within one hour of notice from VATR

2.6 (Supervision by Contractor), 2.6.1.4

One hour after VATR notice

VATR

Contractor shall have Quality Control Plan available for VATR review

2.8.1 (Quality Control and Quality Assurance), 2.8.1.1

Upon VATR request

VATR

Contractor shall conduct technical kickoff meeting with VATR and VATR-designated personnel

2.9 (Technical Kickoff Meeting)

Mutually agreed meeting time via conference call with VATR, VATR Designees, and Contractor personnel

VATR

Contractor shall provide copy of contingency plan to VATR

2.21 (Contingency Plan), 2.21.1

Five days after post-award conference with VATR and CO

VATR

Contractor shall provide required reports

4.6 (Reports and Data)

Dates listed in 4.6

VATR

Contractor shall submit invoices monthly

4.8 (Invoices)

Monthly

VATR

Contractor shall complete VETS-4212 Report

VETS-4212 Reporting Requirement

Between August 1 and September 30 of each calendar year

Online

Contractor shall complete Service Contract Report

Service Contract Reporting

Between October 1 to October 31 of each calendar year

Online

Page 2 of 2

SECTION C - CONTRACT CLAUSES

C.1 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 03-01-2021 through 05-31-2022.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor s fax number; or

(3) If sent electronically, the Government either

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

C.2 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $2,500, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor

(1) Any order for a single item in excess of $598,180;

(2) Any order for a combination of items in excess of $598,180; or

(3) A series of orders from the same ordering office within 1 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 1 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.3 52.216-22 INDEFINITE QUANTITY (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 05-31-2022.

(End of Clause)