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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 10, 2013 FBO #4246
DOCUMENT

S -- Hospital Laundry Services - Attachment

Notice Date

7/8/2013
 

Notice Type

Attachment
 

NAICS

812320 — Drycleaning and Laundry Services (except Coin-Operated)
 

Contracting Office

Department of Veterans Affairs;Erie VAMC;Acquisitions (Bldg 9 90C);135 E 38th St;Erie PA 16504-1559
 

ZIP Code

16504-1559
 

Solicitation Number

VA24413R1218
 

Response Due

7/15/2013
 

Archive Date

8/29/2013
 

Point of Contact

Jennifer Balsiger
 

E-Mail Address

jennifer.balsiger2@va.gov
(jennifer.balsiger2@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Statement of Work The Department of Veterans Affairs in Erie, Pennsylvania has a need for laundry services. The Contractor shall provide laundry/linen services including the physical laundry plant, labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described within this document. All linen will be provided by the Contractor. Patient personal clothing, employee uniforms, and select specialty linen will be provided by the Government. Services are to be provided to the Department of Veterans Affairs, Erie VA Medical Center, located at 135 East 38th Street, Erie, PA 16504. The Government intends to award a firm-fixed price contract for one base year plus four - one year option periods. Scope All workmanship shall be in accordance with the practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) accepted industry standards, and use universal precaution methods in handling linen. 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 of Accreditation of Healthcare Organizations (JCAHO). Plants, where the work is completed, shall be open to inspection of sanitary conditions by Government representatives. 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 and the Contracting Officer's Representative (COR) prior to initiation of such a change to assure adequate contractual coverage. 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 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. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be determined by the Contracting Officer's Representative (COR). In the event the Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. Government Representative - COR The COR is responsible for providing technical assistance to the Contracting Officer in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor's performance by the 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 via a COR Delegation Letter. The COR shall have access to plant facilities, without the 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. 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 Contracting Officer. Extraneous Articles 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 instrument and personal items) are turned into the COR daily (M-F). A note shall accompany the article returned identifying the area or organization, and the type of linen or item it was found on (ex: general, OR, 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 Contracting Officer may issue an order stopping all or any part of the work, and hold the Contractor in default of the contract. The Contractor shall 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. The 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 reply 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 and a copy forwarded to Contracting Officer. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a Contractor's Deficiency Report (CDR). 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. 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 expense. Linen control The Contractor shall comply with all Government request and policies relative to linen control. The Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen. 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 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. 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 a procedure 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 Contracting Officer for approval, within 20 calendar days after the contract award date. Phase-out Plan The Contractor shall include a phase-out plan with their offer. This plan shall describe the Contractor's methods and procedures to ensure smooth and uninterrupted service at contract expiration, and 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. Circumstances to be Reported The Contractor shall report any circumstances, which may affect the performance of the work, 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. A follow-up shall be sent to the COR via email or facsimile. Contingency Plan The 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. The Contingency Plan shall include name of back-up facility, Plant Manager, telephone number, and a binding agreement. The agreement shall state a 24-hour response/production capacity/ability. This Contingency Plan must also include transportation vehicle failure. Deliveries & Performance Clean linen delivery and soiled linen pick-up shall occur between 7:00 AM and 9:00 AM, on Mondays, Wednesdays, and Fridays. If an emergency situation causes laundry to be missed on one of these days, the Contractor shall pick-up / drop-off the laundry on the following business day. Laundry exchange carts shall be provided by the Contractor. Laundry is picked up and delivered to the VA Medical Center, 135 East 38th Street, Erie, PA 16504. Federal Holidays The Federal Government observes the following holidays: New Year's Day (1 January), 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. Volume The following table shows a typical order for any given week. This is only an estimate. This table also does not reflect other items that may be sent for cleaning such as patient clothes, mop heads, microfiber clothes and any other item we may send. Mon Wed Fri SHEET, LARGE, 66x104 - T180150150150 PILLOW CASE300200200 WASHCLOTH - 12x12.70lb500400500 TOWEL, BATH - 20x40 BLEND 5.5lb400400500 BLANKET, BATH150150150 SPREAD, RASPBERRY THERMAL100100100 BLANKET, BLUE THERMAL 66X96202020 UNDERPAD, QUILTED - SUPER EIDERSOFF150100100 GOWN, PATIENT, MAGNA, OVERSIZED555 GOWN, IV TELEMETRY 50/50 ANGLE BACK202020 GOWN, PATIENT305030 GLASS TOWEL50050 VA OR SHEET, MISTY GREEN200150200 VA OR PILLOWCASE, MISTY GREEN755075 NOG, MISC. ITEM111 Training All Contractor employees will have to take the VA Privacy and Information Security Awareness Course after contract award and prior to coming on station. The course information is as follows: The Contractor will ensure that their employees, under this contract, complete the Privacy Awareness and Cyber Security training. The training can be completed through the following website: https://www.ees-learning.net Completion certificates will be generated at the end of the training sessions and should be printed and sent to the COR at the Erie VAMC. Contractor monitoring The Contractor will deliver every Monday, Wednesday and Friday on time. The Contractor shall not exceed more the two late deliveries per year. 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 the Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. The following form will be used, by the COR, to rate the Contractor's performance each year. CONTRACTOR PERFORMANCE REPORT GENERAL CONTRACT INFORMATION DEPARTMENT:TEAM: CONTRACTOR:CONTRACT #: BASE YEAR:OPTION: BRIEF DESCRIPTION OF SERVICE (SOW):Laundry Services CURRENT YEAR:QUARTER: AWARD FUTURE CONTRACTS?0 YES 0 NO RATINGS AND SUPPORTING DOCUMENTATION FOR RECOMMENDATION (See Page 2 for Instructions) PERFORMANCE ELEMENTS123 A. Quality of Service/record accuracy/clinical pertinence0 0 0 B. Timeliness of performance/scheduling/consistency of visits0 0 0 C. Customer Service/patient satisfaction0 0 0 D. Business Relations/honors inquiries and requests for information 0 0 0 Key: 1.Performance DOES NOT meet SOME contractual requirements. The performance of the element being assessed reflects a problem for which the CONTRACTING OFFICE will address by corrective action request with follow-up to using service. 2.Performance meets contractual requirements with COTR oversight. The contractual performance of the element being assessed contains minor problems to be addressed by the using service within the parameters designated by the delegation of the COTR. 3.Performance meets contractual requirements The contractual performance of the element being assessed was accomplished with NO problems Performance Measure DescriptionTarget/ Goal/ Contract RequirementCurrent Data Deliveries made each Monday, Wednesday, & Friday. If emergency occurs, laundry picked-up next business day.No more than 2 late deliveries per year. Scheduled services completed, subject to emergency situations.100% compliance Contractor complied with all fire and safety laws and regulations.100% compliance COR Comments: Signature of rating official__________________________ Date: _____________________ FOR CONTRACT OFFICE USE ONLY Reviewing Official: Date: CO Comments & Actions Taken CONTRACTOR PERFORMANCE REPORT INSTRUCTIONS "Outstanding Performance is measured by resourcefulness" To be objective and fair in determining contract awards, we ask that you participate in our Service Contract Performance Monitoring Program by filling out this report on a quarterly basis. Completed reports should be returned to the Contracting Office by the end of the second week of the month following the end of the quarter. The completed reports can be sent hard copy or by email. It is important that the form be completed by the designated COTR or an associate who is technically or professionally capable of rating the performance of the service being provided. "Contract monitoring is only as effective as the diligence of the COTR and/or designee". Please read the definitions of the ratings and rate appropriately. You will notice that ratings 1 through 3 specify additional action that must be taken. A rating of 3 and 2 requires action by the using service/COTR only. A rating of 1 requires action by the contracting office based on valid documentation provided by the COTR. Applicable performance measures should be monitored and included in this report. The data from your reports will be compiled into one quarterly report for the Medical Executive Council (MEC). It is important to take immediate action when performance issues are identified. Action taken and the effectiveness of that action should be included in this report. Thank you for your cooperation and please do not hesitate to call with any questions and or concerns regarding this reporting form. Erie VA Contracting Office Evaluation of Offers The Offeror's proposal shall be submitted to the Contracting Officer. The package shall be submitted by email to Jennifer Balsiger (Contracting Officer) at jennifer.balsiger2@va.gov. Offers may also be submitted via mail using the following address: Department of Veterans Affairs Erie VA Medical Center 135 East 38th Street Erie, PA 16504 Attn: Jennifer Balsiger, 90C The Offeror's proposal shall address these four topics: 1)Technical Approach 2)Past Performance 3)Socioeconomic Considerations 4)Price 1. Proposal Files Technical approach Offerors are required to submit a comprehensive and complete technical proposal that demonstrates their ability to perform the work described in this solicitation. Offerors are cautioned to be responsive to all of the requirements of the Solicitation and to provide sufficient information to allow for evaluation of the proposals per the Solicitation. Under no circumstances shall any pricing be included in the Technical Approach. Offerors shall at a minimum address the following: 1)The plan of action for the required work. 2)Evidence of the offeror's understanding of the work. 3)Inclusion of a Phase-In plan. 4)Inclusion of a Contingency plan. Past Performance Factor The offeror must demonstrate, through past performance, an ability to perform the work described in this Solicitation for Laundry Services. Offerors may submit a list of up to three (3) contracts performed during the past three (3) years, which are relevant to the efforts required by this solicitation. Areas of relevance include all objectives addressed in the Statement of Work. Completed Past Performance Questionnaires (PPQs): Offeror may submit a maximum of three (3) PPQs (Section D). The Offeror shall distribute the PPQ found in the solicitation to a point of contact (POC) at a company that they previously completed work for. The Government will accept only one (1) completed PPQ per company and a maximum of three (3) completed PPQs. The Offeror shall instruct the POC at the referenced entity to return a copy of the completed PPQ directly to Jennifer Balsiger, Contracting Officer, at jennifer.balsiger2@va.gov no later than the closing date and time of the solicitation (inclusive of any closing date extensions granted via amendment). The Government may also consider past performance information obtained through other sources. Past performance information will be utilized to determine the quality of the Offeror's past performance as it relates to the probability of success of the required effort. The Government may use information provided by the Offeror in their proposal submission, information in both Government and commercial databases, and other available information that VA determines is reasonable. The more closely the previous/current performance of services matches the solicitation requirements in terms of performance, the more relevant the performance will be considered. SOCIOECONOMIC CONSIDERATIONS The order of preference, in accordance with VAAR 819.7004, Contracting Order of Priority, will be: a)Service-Disabled Veteran-Owned Small Business (SDVOSB) b)Veteran-Owned Small Business (VOSB) 1)To receive credit as an SDVOSB or VOSB, an Offeror must be registered and verified in the VetBiz.gov Vendor Information Pages (VIP) database at www.vetbiz.gov at the time of award, in accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70. They must also be registered in the Central Contractor Registration (CCR) as required by 48 CFR Subpart 4.11. PRICE Offerors shall submit their cost proposals in the form requested in Section B.2 of this document/solicitation.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ErVAMC562/ErVAMC562/VA24413R1218/listing.html)
 

Document(s)

Attachment
 

File Name: VA244-13-R-1218 VA244-13-R-1218.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=855915&FileName=VA244-13-R-1218-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=855915&FileName=VA244-13-R-1218-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Erie VAMC;135 East 38th Street;Erie, PA

Zip Code: 16504
 

Record

SN03110093-W 20130710/130708234803-cc4c36c78b0036a5f12756ccd6a65e48 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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