Federal contract opportunity VA24913R0033 for industrial launderers at Lexington VAMC Department of Veterans Affairs Medical Center.
** THIS IS NOT AN OFFER ** The VAMC Memphis, TN Site has a requirement for laundry/linen services and are seeking potential vendors who could provide this service as a 100% VOSB (Veteran Owned Small Business) or preferably SDVOSB (Service Disabled Veteran Owned Small Business) Set-aside. If you have the capabilities to provide these services, please complete the attached capabilities questionnaire and the attached business declaration form. Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. The NAICS code is 812332, and the size standard is $35.5 Million. Submission date to Contract Specialist by email at firstname.lastname@example.org is required by 03/23/2013. NO phone calls will be accepted. This is not a request for proposal, nor an offer. DRAFT PERFORMANCE BASED STATEMENT OF WORK MEMPHIS SYSTEM LAUNDRY SERVICES 1.1. Scope of Work 1.1.1. This document contains the technical provisions for laundry/linen services that are to be provided to the Memphis, VA Medical Centers located in Memphis, TN and all affiliated Outpatient Clinics. 1.1.2. The work required by this Performance Work Statement (PWS), consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, commonized linen and textile items (technical exhibit 1), ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5. 1.13. Commonized linen services will be provided by the Contractor as described in Section 6.4 Technical Exhibit. This includes scheduled visits to each facility to conduct linen utilization reviews, inventories, establishing and revising linen quotas, providing in-service and an on-line linen ordering system (electronically). This will benefit both the facility and contractor in executing a linen management program, maintaining cost and customer satisfaction. 1.1.4. All workmanship shall be in accordance with practices/guidelines established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) 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) and The Healthcare Laundry Accreditation Council (HLAC). 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 shown in Section 7. 1.1.5. 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 Contracting Officer Representative (COR) and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage. 1.1.6. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for Contractor recognition; by the Facility designated COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. 1.1.7. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the Facility COR. In the event of Medical Facility emergencies, disaster, or exercises, the Contractor shall perform all laundry/linen services required by the Medical Facility. 1.1.8. 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 Facility COR and the approval of the CO or other management official as may be deemed appropriate. 1.2. 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 physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services 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: 126.96.36.199. Certified by Association for Linen Management (ALM) formally the National Association of Institutional Linen Management (NAILM) or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established. 188.8.131.52. CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substituted for certification. 1.3.2. The CO and Facility COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours and off duty hours within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available. 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 Facility COR. 1.3.4. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility 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. 1.4.1. Employment 184.108.40.206 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 and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract. 1.4.2. Training: 220.127.116.11. Contractor personnel shall adhere to established training criteria (such as OSHA, Joint Commission of Accreditation of Healthcare Organizations (JCAHO) and Healthcare Laundry Accreditation Council (HLAC), and shall be able to demonstrate a documented employee initial and refresher training program that includes standard precautions, basic bacteriological concepts, infection control, safety, fire protection, PPE, and laundry operating procedures and policies. 18.104.22.168. Exposure to Hazardous Working Conditions. 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. 22.214.171.124. Physical Examinations: 126.96.36.199.1. The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations. 188.8.131.52.2. 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. 184.108.40.206. Miscellaneous: The Contractor is responsible for compliance with all appropriate JCAHO, HLAC, FDA, VA and other regulatory agencies record keeping requirements. 1.5. Quality Control and Quality Assurance for Contract Service: 1.5.1. Quality Control. 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 basic Quality Control Program shall be available for review by the COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR. The program shall include, but not be limited to the following: 220.127.116.11. An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary. 18.104.22.168. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 22.214.171.124. 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. 1.5.2. Quality Assurance. The Government will monitor the Contractor's performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies. 1.6. 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 Facility 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 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. 1.7. Performance Requirement and Evaluation Meetings: 1.7.1. Contractor will be responsible for submitting required data through COR, for annual Textile Distribution and Inventory Cost Report (Appendix A) and the Textile Care Processing Information and Cost Report (Appendix B) and the Textile Inventory Control Report (VA Form 10-9036) as required by VHA Handbook 1850.03. 1.7.2. The CPM 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 another Facility representative. 1.7.3. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and COTR. 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. 1.8. 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 COR with a copy to the CO. 1.9. 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 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). 1.10. Safety and Fire Prevention: 1.10.1. 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. 1.10.2. 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. 1.11. Damage and Equipment loss: 1.11.1. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within five working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated. 1.11.2. 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. 1.12. Linen Control/Management 1.12.1. Contractor shall comply with all Government request and policies relative to linen control. 1.12.2. Contractor shall purchase all existing inventories at Fair Market Value (FMV). Contractor will provide a copy of invoices on all textile purchases. Invoices will describe textiles purchased, quantities purchased and total cost for each purchase, as required by VHA Handbook 1850.3 Textile Care Management Report (RCN-10-0132). 1.12.3. Contractor shall participate in mandatory linen inventories, as required by VHA Handbook 1850.3 Textile Care Management Report (RCN-10-0132). 1.12.4. 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. 1.12.5. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. 1.12.6. Claim of Patients. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients while in Contractor's possession, the procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date. 1.13. Delivery Requirements: 1.13.1. 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 on a daily basis and delivered to the COR. The reports of soiled linen received and clean linen delivered must show date, the name of the item, including specialty items, 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. 1.13.2. The COR will verify the deliveries daily and discuss any discrepancies with the CPM. 1.13.3. The Contractor shall disinfect vehicles and 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 and Infection Control Practitioner. 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, used to transport soiled laundry, must be laundered after use. 1.13.4. Clean linen will be processed and packaged as specified in Section 5. 1.13.5. Clean linen delivery and soiled linen pickup shall be as indicated in Technical Exhibit 3 with delivery on M-F, delivery time to be established by COR and Contractor. Once the delivery time has been established the Contractor will provide a written confirmation. 1.14.1 Phase-in Plan. It is anticipated that the ordering and delivery of new textile products will take the first 60 days. The successful contractor will, after the first 60 days, commence their approved phase-in plan. The process for phase-in approval will be completed by the Contracting Officer and his/her Contracting Officer Representative. 1.14.2 Phase-out Plan. 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. 1.14.3 Contractor shall load, manage, provide maintenance and monitor the ScrubEx machines. 1.15. 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/email. 1.16. 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. 1.17. 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. CAPABILITIES QUESTIONNAIRE The VAMC is seeking the following information: 1. Respondent shall describe how they would propose to successfully perform each of the governments' requirements, assuming all products or services provided by the respondent would be accomplished in accordance with all applicable U.S Laws, regulation, policies, and procedures. Any opinions about the difficulty and/or feasibility of the potential requirement or proposed acquisition, possible solutions and approaches that may currently exist in the marketplace, and information regarding innovative ideas or concepts. 2. Information regarding respondents': (a) staff expertise, including their availability, experience, and formal and other training; (b) current in-house capability and capacity to perform the work; (c) prior completed projects of similar nature; (d) corporate experience and management capability; and (e) examples of prior completed Government contracts, references, and other related information; 3. General information regarding the respondent's estimate or rough order of magnitude of the effort or time that may be required for completion of the work. 4. Respondents' DUNS number, organization name, address, point of contact, and size and type of business (SDVOSB, VOSB, etc) pursuant to the applicable NAICS code; 5. Respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. Please e-mail your response with the above information to email@example.com with the subject line "RFI # VA249-13-R-0033 by 4:30 p.m. on 03/29/2013. Any questions should be emailed to firstname.lastname@example.org. BUSINESS DECLARATION FORM 1. Name of Firm: ___________________________________________________________ 2. Address of Firm: _________________________________________________________ 3. Telephone Number of Firm: ________________________________________________ DUNS NO:________________ TAX ID:_____________________________________ 4. (a) Name of Person Making Declaration:_______________________________________ (b) Telephone Number of Person Making Declaration: ___________________________ (c) Position Held in the Company: ___________________________________________ 5. Controlling Interest in Company (X All Appropriate Boxes) ( ) Black American ( ) Hispanic American ( ) Native American ( ) Asian American ( ) Other Minority ( ) Other ( ) Female ( ) Male ( ) 8(a) Certified (Certification Letter Attached) 6. Is the person identified in Number 5 above, responsible for day-to-day management and policy decision making, including but not limited to financial and management decisions? ( ) Yes ( ) No If No, provide the name and telephone number of the person who has this authority. _____________________________________________________ 7. Nature of Business-Specify major services/products (SIC):_______________________ ________________________________________________________________________ ________________________________________________________________________ 8. (a) Years the firm has been in business__________ (b) No. of Employees______-______ 9. Type of Ownership: ( ) Sole Ownership ( ) Partnership ( ) Other/Explain Below ________________________________________________________________________ ________________________________________________________________________ 10. Gross receipts of the firm for the last three years: Year Ending ________ Gross Receipts $________ Year Ending________ Gross Receipts $________ Year Ending________ Gross Receipts $______ __ 11. Is the firm a small business? Yes__________________ No______________________ 12. Is the firm a small business owned and controlled by a socially and economically disadvantaged individual? Yes __________________ No _____________________ Provide a copy of your certification letter with this form. Self-certification is not accepted. 13. Is the firm a small business owned and controlled by a woman? Yes_____ No_______ I declare that the forgoing statements concerning _____________________ (name of business) are true and correct to the best of my knowledge, information, and belief. I am aware that I am subject to criminal prosecution under the provisions of 18 U.S.C. 1001. _______________________________________ Name/Title _______________________________________ ______________________________ Signature Date