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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 15, 2016 FBO #5318
DOCUMENT

S -- Loma Linda Laundry Services - Attachment

Notice Date: 6/13/2016
Notice Type: Attachment
NAICS: 812332 — Industrial Launderers
Contracting Office: Department of Veterans Affairs;Network Contracting Office 22;4811 Airport Plaza Drive;Suite 600;Long Beach CA 90815
ZIP Code: 90815
Solicitation Number: VA26216Q0766
Response Due: 6/23/2016
Archive Date: 8/22/2016
Point of Contact: Randy.Corry@va.gov
E-Mail Address: randy.corry@va.gov
(randy.corry@va.gov)
Small Business Set-Aside: N/A
Description: This is not a solicitation announcement. This is a sources sought synopsis only. This notice is to assist the VA in determining sources only and a solicitation is not currently available. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification relative to NACIS 812332. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the Federal Business Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement. The Department of Veterans Affairs, Network Contracting Office (NCO22), is seeking sources for a potential contractor to provide laundry services at VA Loma Linda Healthcare System, 11201 Benton Street, Loma Linda, CA 92357. The services requested are included in the attached Performance Work Statement. If you are interested and are capable of providing the required services please provide the requested information as indicated below. The intended contract period will be for one year with an option to extend the term of the contract. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Is your business small; (2) If small, does your firm qualify as a small, emerging business, or small disadvantaged business?; (3) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act?;(4) Is your firm a certified "Hubzone" firm?; (5) Is your firm a woman-owned or operated business?; (6) Is your firm a certified Service-Disabled Veteran Owned Small or veteran owned small business? Responses to this notice shall be e-mailed to the attention of Randy Corry, Contract Specialist at Randy.Corry@va.gov. Telephone responses will not be accepted. Responses must be received via email no later than 3:00 p.m. 17 June 2016. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Any response to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. SECTION I 1.0. Description of Services - The Department of Veterans Affairs (VA) intends to establish a single award firm-fixed price (FFP) contract for a bulk laundry facility to accomplish the required linen cleaning services as described in this Performance Work Statement (PWS). The contractor shall furnish all labor, equipment, supervision, management, supplies, facilities, including transportation of linen to and from the contractor-owned/contractor-operated bulk laundry facility to accomplish the required linen cleaning service for complete medical laundry services, as described in this PWS for the VA Loma Linda Healthcare System, (VALLHC). 1.1. Scope 1.1.1. All workmanship shall be in accordance with practices/guidelines established by the Center for Disease Control (CDC) and Occupational Safety and Health Administration (OSHA). Services shall include all processes necessary for the laundering and finishing of the articles within medical laundry industry standards. 1.1.2.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. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as outlined in this PWS and in accordance with CDC and OSHA standards. 1.1.3.All linen must be processed in a manner consistent with its intended use, free of wrinkles, damage, lint, stains, etc; ensuring that quality will meet or exceed expectations of this PWS. 1.1.4.Safety and protective clothing and equipment for the services required per the PWS shall be provided and maintained by the contractor at the contractor's own expense. 1.1.5.Facilities in which the work is done shall be open to inspection of sanitation and regulatory conditions by Government representatives. These inspections may be scheduled or unscheduled. 1.1.6. The contractor shall have an established program to oversee the quality assurance of this requirement and provide a copy to the Government for concurrence. 1.2.Delivery and Pick up Schedule 1.2.1.DELIVERY LOCATIONS: VALLHC: 11201 Benton Street, Loma Linda, CA, Building 1,Rear loading dock. The contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made seven (7) days per week, Monday through Sunday, including holidays. Upon each delivery, clean linen which was processed from the previous day's pick up shall be returned. The pick up time shall be between 6:00 am and 8:00 am. Pick up and delivery times may be changed in order to meet the needs of the VALLHS. VALLHC: Ambulatory Care Center Redlands Blvd, Loma Linda, Ca Rear loading dock. contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made seven (5) days per week, Monday through Friday, including holidays. Upon each delivery, clean linen which was processed from the previous days pick up shall be returned. The pick up time shall be between 8:00 am and 10:00 am. Pickup and delivery times may be changed in order to meet the needs of the VALLHS. 1.2.2.Clean linen (from the previous day's pick up) is to be unloaded by contractor personnel and placed at the loading/unloading dock area. Soiled linen shall be picked up by contractor personnel from the loading /unloading dock area. 1.2.3. The Contracting Officer Representative (COR) shall verify the deliveries daily and discuss any discrepancies with the contractor's Project Manager (CPM). 1.2.4. Emergency situations may call for services to be scheduled, which may require the alteration of schedules. Emergency situations will be defined by the COR such as equipment or utility failures at the plant or when transportation failures or accidents occur. In the event of medical facility emergency disaster drills, the contractor shall be notified fourteen (14) days in advance. The delivery/pick-up times may vary for a short period of performance, not to exceed seven (7) days. 1.2.5. The contractor will provide a trailer (40CY) on station for the purposes of storing collected daily soiled linen. The trailer must accommodate up to fourteen (14) linen carts. The trailer will be left at the VA Loma Linda loading dock overnight. 1.3. Report Requirements: 1.3.1. The contractor shall document and provide the COR with a written and electronic report of all processed soiled linens and all clean linens which are being delivered, indicating the cart number and weight for each delivery on a daily basis. The reports of soiled linen received and clean linen delivered must show the date, name of the item, number of pieces received and delivered per schedule line item number, pounds received or delivered per schedule line item number, cart number and weight and the location they were delivered. An example of the report shall be provided by the COR post contract award. (Example of daily report: date, soiled lined received, clean linen delivered, cart number, and weights, etc.) The weekly report delivered items must reflect the weekly cost charge; bill charge must be done per clean linen weight. 1.3.1.1.Weekly a. Report of soiled linen received to include: pounds and pieces per schedule line item received. b. Report of clean linen delivered to include: pounds and pieces per schedule line item received. 1.3.1.2.Monthly a. Report of washroom chemical titration and pH by chemical supplier. 1.3.1.3.Quarterly a. Titration report listing the results of a whiteness test, tensile strength, and residual chlorine test. b. Scale calibration. 1.3.2.The reports shall be submitted electronically and shall be compatible with Government software programs, such as Microsoft Office. The report and design shall be set with columns, rows, header, date and data will be itemized. Font shall be no less than 12 in size and black in color. Background of all reports shall reflect white in color. 1.4. Linen Control 1.4.1.Any articles billed for, but not received by the Government, shall be supplied by the contractor in the next regularly scheduled delivery at no additional cost to the Government. Government-owned items lost or badly damaged, (except normal wear and tear) while under the control of the contractor must be replaced with the name brand item or equal and approved by the COR within thirty (30) days. 1.4.2.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 (CO), along with the approval of the COR. Any issues shall immediately be brought to the CO's attention. The contractor will supply an itemized list of linen that will be replaced, to include item description, quantity and unit cost to the COR and CO. 1.4.3.Any items found to have been unsatisfactorily cleaned according to quality and performance standards, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. These items are to be kept separate from the normal laundry items for separate processing. Re-cleaned items will be identified separately and not charged to the Government. 1.4.4. The contractor of up to eight (8) personnel to assist with at VA Loma Linda Hospital and the Ambulatory Care Center every six months with the linen inventory. Semi-Annual Inventory Report must reflect all items delivered, cleaned items and contractor facility storage inventory. 1.4.5. The contractor will store linen inventory not to exceed 4 days worth of daily linen for VA Loma Linda Hospital. 1.5. Carts 1.5.1.Government-owned bulk delivery linen carts will be maintained by the Government to ensure they are in working order for employee safety/ergonomics. Contractor may be responsible for any damage to the carts above normal wear and tear while they are in the contractor's possession. All carts are identified by numbers with the empty weight indicated on the outside. 1.5.2.The contractor shall disinfect 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. 1.5.3.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 are used to transport soiled laundry, they must be laundered after use. If reusable bags are not available, the VA Medical Center will utilize plastic bags for soiled linens, which are to be destroyed. 1.5.4. Clean and soiled linen carts will be provided by the contractor. Carts will be provided by the contractor for placement in soiled utility rooms and for the collection of soiled linen. The contractor will ensure carts are in working order for employee safety/ergonomics. All carts will be identified by numbers with the empty weight indicated on the outside. 1.6. Tag out program 1.6.1.The contractor shall provide reject bags for all linen items that are not acceptable for patient care. Rejects shall be collected daily by the contractor and all rejected linen packaged separately and clearly label the package as "TAG OUT" in a visible area. 1.6.2.Salvaged items shall be used as rags when requested by the COR. i.e.: terry material. All rags shall be dark purple in color. Rags shall be colorfast so no transfer occurs onto hands, Government property or anything else during use. 1.6.2.1.Request to dye rags by the Government shall be on a quarterly basis, if needed. 1.7. Vehicles 1.7.1.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. Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate. 1.7.2.Contractor's personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed and accepted by the COR in writing. 1.8.Laundering Requirements 1.8.1.The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. The VALLHS reserves the right to add any additional items as needed based on the need for patient care. 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 COR and CO prior to initiation of such a change to assure adequate contractual coverage by bilateral modification to the contract. 1.9.Estimated Quantities 1.9.1. It is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted will be required to provide all services that may be ordered during the contract term. Quantities not ordered shall not constitute a price adjustment under any resulting contract. See Appendix A for estimated volumes/workloads. 1.10. Packaging 1.10.1. Linen is packaged in bulk by item according to specified quantities and established arrangements as indicated. 1.10.2. Items finished and placed on hangers shall be returned in a cart with a coat bar. They shall be placed on the hanger so identification number and size is showing, if any. 1.11. Laundry Size Guidance 1.11.1.Category One - Flatwork items that must be conditioned, ironed, folded and bundled: Pillowcases White, regular and surgical Flat & Fitted white Sheets: surgical & bed, poly/cotton, bed, gurney Green Fitted Sheet - Psychiatric Ward Wash Cloth White Bath Towels PJ Tops & Bottoms XS-5XL Bath & Thermal Blanket IV Patient Gown Patient Gown Insolation Gown Surgical Towels Green Laundry Bags Tablecloth Towel, Huck and OR Wrappers, surgical scrubs and misc. surgical linen: Small, Medium, Large Misc. Items: Medium, Large in solid colored (jade green, misty green, or ceil blue) 1.11.2.Category Two - Items that must be finished through a garment finisher and placed on hangers: EMS Work Shirts & pants Kitchen Work Shirt (Polo) Fire retardant shirt & pants Food Server Pants blue Chef jacket & pants, black/white Cargo pants/khaki & blue Kitchen work pants blue Warm-up Jackets Lab & Consultation coats Scrub Tops & bottoms Cubical Curtains (weights in each) 1.11.3. Category Three - Items that must be tumbled dried and folded: Bathrobe Shower Curtains Fall Alert Gown yellow m/h gowns green scrub tops & bottoms (ScrubEX) under pads OR flat & fitted green sheets OR pillow cases green M/H flat & fitted green sheets Surgical towel green (Huck) Dish Towel Hand Towel (white) Mattress pads (sleep study) 1.11.4. Category Four - Items that must be cleaned dried and returned in bulk: Mops,18" micro fiber (returned bagged in 25 counts per bag) Mops, 60" dust (returned bagged in 10 counts per bag) Rags 1.11.5. Category Five - Items that must be dried and placed in laundry bags: Knitted fitted sheets Bibs Micro fiber towels Patient lift slings (thorax, high back, and body) - (Each piece must be bagged separately) Smart cushions - (Each piece must be bagged separately) Jacobs ladder - (Each piece must be bagged separately) Return belt 1.12.Circumstances to be reported. 1.12.1. 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 CO and COR by phone and a follow-up email. 1.13. Exposure to Hazardous Working Conditions. 1.13.1.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. The contractor is also responsible for providing employees with required personal protective equipment. 1.13.2.Linen contaminated with HD's (Hazardous Drugs) or excreta from patients who have received HD's in the past forty-eight (48) hours is a potential source of exposure to employees. Linen soiled with blood or other potentially infectious materials as well as contaminated with excreta must also be managed according to the Blood-borne Pathogens Standard. Linen contaminated with HD's should be placed in specially marked laundry bags and then placed in a labeled impervious bag. The laundry bag and its contents should be pre-washed, and then the linens added to other laundry for a second wash. Laundry personnel should wear latex gloves and gowns while handling pre-washed material. 1.13.3. Prior to start of contract performance, the contractor must supply information regarding the tuberculocidal germicide/disinfectant for COR concurrence. 1.14.Key Personnel 1.14.1. The CPM, or key personnel, providing services for this requirement must meet the following: 1.14.2. Shall have at least three (3) years of specialized experience in this capacity for requirements of similar size and magnitude. 1.14.3. The CO and the COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours from 7:00 am to 4:30 pm, and off duty hours from 4:30 pm to 7:00 am, within five (5) days after award. The same information will be provided for a qualified alternate when the CPM is not available. 1.14.4. CPM or alternate shall respond in person, or by telephone, within four (4) hours of notification by the COR or CO. The CPM and any designated alternate shall have full authority to contractually commit the contractor for prompt action on matters pertaining to the contract. 1.14.5. Prior to start of contract performance the role of the CPM, extent of authority and all contact information shall be provided to the CO and COR. 1.15.Contingency Plan 1.15.1Contractor shall furnish a detailed, written contingency plan indicating that services can be continued in the event of contractor's equipment issues (including transportation vehicle failure), production facility failure, or any circumstance that impacts the contractor's ability to perform the services. The contractor must comply with the scheduled delivery within a 6-hour time frame. 1.16. Quality Control 1.16.1. The Contractor shall have a quality control program to ensure that the requirements of the contract are provided as specified. The plan must also include procedures to secure Government property while under contractor's jurisdiction. Subsequent changes to the approved quality control program must also be reviewed and agreed to by the COR and CO. The program shall include, but not be limited to the following: 1.16.2. An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements summary. 1.16.3. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 1.16.4. 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. 1.17. Quality Assurance 1.17.1.The Government will monitor the contractor's performance under this contract using the Performance Requirements Summary in Section II of this PWS. Assessments shall be by made for each area of service by the Government in accordance with stated limits on discrepancies. 1.18.Performance Evaluation Meetings 1.18.1. The CPM, or their designee, 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 the CO or other required Government personnel. 1.18.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM, COR and CO. 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. 1.19. Correspondence 1.19.1.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 for technical matters. All other contract matters must include a copy to the CO. 1.19.2. 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 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, CO and/or other required Government personnel may make site visits 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. 1.19.3. 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 as well as amounts, quantities, and poundage prices, will be coordinated with the Contractor by the COR and CO prior to initiation of such a change to assure adequate contractual coverage. 1.20. Phase-in Plan. 1.20.1.The following documentation must be provided to the COR and CO within 5 days after award. a.Procedures to secure Government property while under Contractor's jurisdiction. b.The role of the CPM and extent of authority. c.A copy of the Contractor's Policy and Procedure Manual. d.Certification that Contractor's scales used for weighing soiled and clean linens have been calibrated on a regular basis and provide a copy of the certification to the Lead COTR (i.e. quarterly). 1.21. Phase-out Plan 1.21.1.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 NTE thirty (30) days. The contractor shall fully cooperate with the successor contractor and the Government so as not to interfere with their work or duties. 1.22. Security of Government Equipment. 1.22.1.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 (Monday through Friday). 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). SECTION II QUALITY ASSURANCE 2.0. Quality Assurance Evaluator (COR) Surveillance Plan. This COR Plan has been developed to implement a service contract. It is designed to aid the Government's COR in providing effective and systematic surveillance of all aspects of laundry/linen services. 2.1. This plan provides for monitoring all contract requirements through a combination of methods. These are: 2.1.1. Sampling guides 2.1.2. Customer complaint surveillance guides; and 2.1.3. Surveillance activity checklist. 2.1.4. The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. 2.1.5. The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples. 2.1.6. Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance. 2.1.7. 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. 2.2. How to use the Surveillance Plan 2.2.1. This surveillance plan has been organized to facilitate use by the COR. It is the COR's responsibility to develop a monthly schedule for activities based on the surveillance plan's requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month. 2.2.2. To build the inspection schedule, the COR will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the COR is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a COR's performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the COR perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management's actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR. 2.2.3. Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the Contractor. Errors detected by the COR in the course of surveillance will be communicated to the Contractor. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor should be asked to initial this record. 2.2.4. If the sampling guide indicates that the number of defects is too high, the current month's service will be considered unsatisfactory. Performance Requirements Summary, of the Laundry State of Work, a Contractor will be given a CDR by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for Contractor provided services. 2.2.5. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions will be taken. For the number of allowable defects, see the Performance Requirement Summary inthe SOW. 2.3. Performance Requirements Summary 2.3.1 Summary Table: Factor No. Performance Indicator Performance Standard AQL Maximum Allowable Degree If Deviation Method - Type of Surveillance Reduction When AQL Exceeded Deduction Amount (monthly billing) 1.Shipment quotas are met. All quotas are delivered to Medical Centers per established schedule. 4 valid discrepancies per month COR Weekly inspection 1% for each discrepancy over 4, NTE 10% 2.Weights are Accurate. Weight delivery equals weight received. 4 discrepancies per month COR Delivery tickets and daily weight records 1% for each discrepancy over 2, NTE 10% 3.Laundry is clean, serviceable and properly Finished.Laundry is clean, in usable condition, and free of excessive wrinkles. 5 valid complaints per month Random Sampling - carts of clean linen, and customer complaints 2% for each discrepancy over 5, NTE 14% 4.Packaging is properly accomplished.Laundered items are bundled, tied, wrapped, covered, etc.2% per monthRandom Sampling - carts clean linen, daily. 1% for each percentage over 2%, NTE 10% 5.Provide Required reports. Data required submitted on time. Within 5 working days after due date Delivery of reports To CORCheck list 1% for each late item x days late (Max of 10%) 6.Response.CPM responds within 1 hr. to request for contact from CO or COR 1 discrepancy per month. Customer awareness2% per occurrence above one discrepancy, NTE 10% 7.Transport / vehicles/carts Are clean. Vehicles/carts are clean, dry, and free of visible soil 4 discrepancies per month Daily observations2% per discrepancy over 4, NTE 10% 2.3.2. Performance Requirements Summary Method of Application 2.3.2.1. The Contractor is required to perform all the work specified in the PWS. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task. 2.3.2.2. The purpose of this section is to: 2.3.2.2.1. List the contract requirements considered most critical to acceptable contract performance. 2.3.2.2.2. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of service and quality required. 2.3.2.2.3. Show the percentages of the major elements of the contract price that each listed contract requirement represents. 2.3.2.2.4. Explain the quality assurance methods the Government will use to evaluate the Contractor's performance in meeting the contract requirements. 2.3.2.2.5. Define the procedure the Government shall use in reducing the Contractor's monthly payment if the Contractor does not render satisfactory performance. 2.3.2.3. The criteria for acceptable and unacceptable performance are as follows: 2.3.2.3.1. When the number of deficiencies in the Contractor's performance discovered by the COR exceeds the unacceptable criteria level, the COR with involvement and concurrence of the Contracting Officer (CO) shall be required to complete a CDR (Contract Discrepancy Report). The CDR will require the Contractor to explain in writing to the CO why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract. 2.3.2.3.2. Other Requirements: The criteria for other requirements are the level of performance deemed acceptable to the Government. When the number of defects discovered by the COR exceeds the number shown in the AQL column, a CDR, as described above will be issued. 2.3.2.4. Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following methods: 2.3.2.4.1. During each month, Contractor performance will be compared to contract standards and acceptable quality levels using the Quality Assurance Plan. 2.3.2.4.2. If performance in any required service is unsatisfactory for the period of surveillance (monthly, quarterly, etc.) and the poor performance is clearly the fault of the Contractor, an amount of money up to the percentage cost of the service as stated in the fifth column of the Performance Requirements Summary will be withheld as described below. 2.3.2.5. The amount of money to be deducted for unsatisfactory performance will be computed as follows: 2.3.2.5.1. Total monthly contract price multiplied by the percentage of the function represented by the required service (see deduction amount (monthly billing) column of Performance Requirements Summary). EXAMPLE PER DISCREPANCY: IF:Shipment Schedule is not met. (Contractor is allowed 4 discrepancies) AND:"Shipment Schedule" - deduction percentage is 1% for each discrepancy over 4, NTE 10% AND:Number of total defective deliveries this month is 8 (less the 4 allowed, leaves 4, which results in 4% deduction percentage. AND:CONTRACTOR'S INVOICEis$3,000.00 XDeduct Percentage 4% Deduction from this month's invoice is $ 120.00 EXAMPLE PER PERCENT: IF:Packaging is not properly accomplished. (Contractor is allowed 2% of the daily random sampling of the carts to not be in compliance with the packaging requirements) AND:"Packaging is properly accomplished" - deduction percentage is 1% for each percentage over 2%, NTE 10% AND:Average percentage of the daily random sampling of carts that were not properly accomplished monthly is 5% (less the 2% allowed, leaves 3%, which results in 3% deduction percentage. AND:CONTRACTOR'S INVOICEis$3,000.00 XDeduct Percentage 3% Deduction from this month's invoice is $ 90.00 2.3.2.6.2.When a surveillance method other than sampling is used, the percentage deduction for each defect over the allowable maximum is specified in the Deduction column. When applied, the deductible percentage of the Deduction column is chargeable against the current month's invoices. SAMPLING GUIDES SAMPLING GUIDE 1 CLEANLINESS OF LINEN 1.AQL: 5% Maximum Allowable Degree of Deviation 2.Lot size: _*________ (number of carts received per day) 3.Sample size: _*________ 4.Sampling and Inspection Procedure: Select _*_______ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards of cleanliness established contract. 5.Performance guide: A minimum of 95% compliance with established standards for clean linen is required. 6.Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 3. * In order to standardize sampling among all participating VA Medical Centers, which have various lot sizes, the sample size will be 10% of the actual number of carts received per day. SAMPLING GUIDE 2 FINISH AND PACKAGING 1.AQL: 2% Maximum Allowable Degree of Deviation 2.Lot size: __*_________ (number of carts received per day) 1. Sample size: ___*________ 4.Sampling and inspection procedure: Select __*_____ random carts from each delivery of clean linen. Examine linen on carts selected for compliance with standards of finish and packaging established in contract. 5.Performance guide: A minimum of 98% compliance with established standards for finishing and packaging is required. 6.Contract paragraphing: Paragraph 7.3.1, Summary Table, factor numbers 5 and 6. * In order to standardize sampling among all participating VA Medical Centers, which have various lot sizes, the sample size will be 10% of the actual number of carts received per day. SAMPLING GUIDE 3 DAMAGE 1.AQL: 2.5 % Maximum Allowable Degree of Deviation 2.Lot size: ___*_____ (number of deliveries per month) 3.Sample size: ___*________ 4.Sampling and inspection procedure: Select __*_____ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards for no damage of linen item established in contract. 5.Performance guide: A minimum of 97.5% compliance with established standards for damaged linen is required. 6.Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 8. * In order to standardize sampling among all participating VA Medical Centers, which have various lot sizes, the sample size will be 10% of the actual number of deliveries per month. SAMPLING GUIDE 4 CLEANING OF CARTS 1.AQL: 2.5% 2.Lot size: ___*_______ (number of deliveries per month) 3.Sample size: _*_________ 4.Sampling and inspection procedure: Select __*_____ random days required for delivery of clean linen. On the days selected, go to the laundry and verify that carts are being cleaned between unloading of soiled linen and loading of clean linen. 5.Performance guide: A minimum of 97.5% compliance with established standards for cleaning of carts is required. 6.Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 10. * In order to standardize sampling among all participating VA Medical Centers, which have various lot sizes, the sample size will be 10% of the actual number of deliveries per month. 2.3.2.5.2. When a surveillance method other than sampling is used, the percentage deduction for each defect over the allowable maximum is specified in the Deduction column. When applied, the deductible percentage of the Deduction column is chargeable against the current month's invoices. 2.4. Customer Complaint Surveillance Guide. The checklists attached hereto contain those contract requirements that can best be monitored by the individual or activity receiving the service. 2.4.1. At the start of the contract, the COR shall instruct customers on the requirements of the contract and on the proper method to complete the customer complaint form. A written copy of the specific contract requirement will be provided to each customer. Customers shall be required to submit the complaint form within 1 working day of the discovery of the discrepancy. 2.4.2. Once each year, the COR will contact each customer to assure that there is an understanding of the contract requirements. The COR will document the annual visits. 2.4.3. When a complaint is received, the COR will contact the customer to verify the complaint. If the complaint is valid, the COR will notify the Contractor of VA management whoever is applicable of the defect in writing. 2.4.4. The COR will retain the complaint form in the files. At the end of each month, all validated complaints will be tabulated to determine satisfactory or unsatisfactory performance, in each are, based on the criteria in the AQL column in the "Performance Requirements Summary." 2.5. CUSTOMER COMPLAINT RECORD Re-occurring complaint: Date/time of complaint: Source of complaint: Office: Individual: Nature of complaint: COR evaluation: Date/time Contractor or VA informed of complaint: CPM initials Action taken by Contractor or VA: COR signature: 2.6. Surveillance Activity Checklist 2.6.1.There are some contractual requirements, of a general nature, that do not properly fit under the random sampling concept. These items are contained on the following checklist by frequency of the surveillance (weekly, monthly, etc.) SURVEILLANCE ACTIVITY CHECKLIST (To be performed (daily) (monthly) (weekly) as applicable) Contract requirementContract paragraphing Method of surveillance Date Accomp. Where Accomp.Compliance Shipment Schedule is met 1.2. & 1.3. Summary Table, Factor number 1 Review all quotas delivered to Medical Center to assure they match established schedule, weekly basis. Weights are accurate. 1.8. Summary Table, Factor number 2 Daily weighing upon receipt. Compare to delivery tickets on a weekly basis. No less than Good rating in Whiteness index after washing. 1.8. Summary Table, Factor number 4 Review independent laboratory reports on test pieces submitted by Contractor. No less than Good rating in tensile strength after washing. 1.8. Summary Table, Factor number 5 Review independent laboratory reports on test pieces submitted by Contractor. No lower than a moderate to none rating in chlorine retention after washing. 1.8. Summary Table, Factor number 6 Review independent laboratory reports on test pieces submitted by Contractor. Provide Required reports. 1.8. Summary Table, Factor number 7 Assure that all data requested of Contractor by terms of contract are complete and submitted on time, weekly, monthly, quarterly, and annually basis Response Response 4.0. Summary Table, Factor number 8 Review reports from Facility COR and Lead COR addressing responses for contact in excess of 1 hour on a monthly basis SECTION III 3.0.Government Furnished Property and Services 3.1. The Government will provide all linen/textile items and carts as specified in this PWS. 3.2.The Government will provide forms, publications and services specifically identified in this contract as Government furnished. 3.3. Restroom and hand washing facilities are available for contractor employees to wash their hands following exposure to blood or other body fluids while at the medical facility. 3.4.The Government will provide facility passes for Contractor's employees as necessary to fulfill provisions of this contract. SECTION IV 4.0.General Information 4.1. Hours of Operation. The contractor shall perform the services required under this contract during normal VALLHS operation, except when coordinated with the contractor due to emergencies. The contractor is required to perform services on federal holidays. 4.1.1. Normal Hours - VALLHS hours of operation are 6 am-5 pm. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government. 4.1.2. Any overtime or holiday pay that may be entitled to contractor personnel performing under this contract shall be the sole responsibility of the contractor and shall not be billed to nor reimbursed by the Government. 4.3. VALLHS Closures. Work scheduled but not accomplished because of closure due to weather or unforeseen emergencies, shall be accomplished as soon as possible after reopening the medical center. 4.4. Parking Policy. It is the responsibility of contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not invalidate or make reimbursement for parking violations of contractor's personnel under any circumstances. 4.5. Traffic Laws. The contractor and its employees shall comply with federal, local and VALLHS traffic regulations. 4.6. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately-owned vehicle while on VALLHS. 4.7. Physical Security. The contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured. 4.8. Smoking policy. Contractor personnel may smoke only in designated areas. Enclosed patios connected to facility buildings are considered part of the building and are non-smoking areas. 4.9.Training. The Contractor shall ensure all employees complete the local VALLHS Hazardous Communication, HAZMAT, and hazardous waste training. The Contractor shall appoint a primary and alternate HAZMAT and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within VALLHS and complete SDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs to HAZMAT as required. 4.10. Personnel. The contractor shall be responsible for the administration and management of all aspects of this contract. This includes responsibility for all contractor employees, subcontracts, agents, and anyone acting for or on behalf of the contractor. 4.10.1.The Government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population. 4.10.2.Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats. Uniforms are acceptable. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. 4.10.3. Contractor's personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. 4.10.4. All contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA grounds. I.D. badges shall have an identification picture, and shall state the name of the individual and the company they represent. The VA will issue an ID badge upon the completed fingerprinting process. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to federal property. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. 4.10.5 The parties agree that the contractor's personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the contractor. The contractor shall be responsible for providing: a. Workers Compensation. b. Professional liability insurance. c. Health examinations. d. Income tax withholding, and, e. Social Security payments. 4.11. Certification Requirements. Contractor's personnel performing services shall be fully qualified. 4.11.1"Fully qualified" is defined as trained and experienced to perform the services assigned. The Contractor shall provide written verification of the competency of their personnel and a list of credentials of approved personnel for placement at the Department of Veteran Affairs medical facility. This information shall be required when quotes are submitted and may be used during evaluations in determining award. 4.11.2The Contractor shall also be required to update this information as changes to staff are made, throughout the life of the contract. The Government Contracting Officer's Representative (COR) reserves the right to reject any of the Contractor's personnel and refuse them permission to work with VA employees if they are determined not "fully qualified" or documentation has not been submitted, and approval given, for the Contractor's personnel to provide needed services. 4.12. Cellular Phones. A hands-free device shall be utilized while driving and texting while driving is strictly prohibited. 4.13.Contracting Officer Representative (COR). A VA Medical Center (VAMC) representative of the Contracting Office shall be designated to represent the CO in furnishing technical guidance regarding the work being performed under this contract. 4.13.1. Delegation of Authority (DOA) letter(s) shall be forwarded to the using service and contractor after agreement has been signed, identifying the individual(s) as the COR(s). All authorized representatives to accept or reject services performed shall be delegated as COR(s). This designation shall be furnished in writing to the contractor prior to commencement of the contract. 4.14. (A) Workers Compensation and Employer's Liability. The contractor is required to comply with applicable Federal and State worker's compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $1,000,000 shall be required. (b) General Liability: (1) The contractor is required to maintain bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) The contractor shall be responsible for all damage to property, which may be caused by him, or any employee engaged in the performance of this contract. (c) Automobile Liability: The contractor is required to maintain automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the U.S. shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. (d) Before commencing work under this contract, the CO shall require the contractor to furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) and (c) has been obtained and that it may not be changed or canceled without a guaranteed thirty (30) days notice to the CO. 4.15. Invoice and Payment. Payment to be made in arrears. Invoices should be electronically submitted APPENDIX A LINEN/UNIFORM ITEMS USED ON A WEEKLY BASIS LOMA LINDA MEDICAL CENTER: LINEN/UNIFORM ITEMS USED ON A WEEKLY BASIS DESCRIPTIONTOTALDAYSTOTALTOTALPRICEWEEKLY TOTALS OF ITEMDAILY ITEMSOF SERVICEPER WEEKWEIGHT (lbs)PER POUND 1.9.1.2. Category One - Flatwork items that must be conditioned, ironed, and folded: Pillow Cases White700749001053.5$0.00$0.00 Flat White Sheet20007140003010$0.00$0.00 Fitted White Sheet25071750376.25$0.00$0.00 Green Fitted Sheet Psych Ward50735075.25$0.00$0.00 Wash Cloth White20007140006020$0.00$0.00 Bath Towel18007126008227.8$0.00$0.00 PJ Tops XS-5XL407280148.4$0.00$0.00 PJ Bottoms XS-5XL407280114.8$0.00$0.00 Bath Blanket300721002583$0.00$0.00 Thermal Blanket400728002698.36$0.00$0.00 IV Patient Gown250717501851.5$0.00$0.00 Gown Patient250717501851.5$0.00$0.00 Isolation Gown757525555.45$0.00$0.00 Surgical Towels Green1007700343$0.00$0.00 Laundry Bags400728002800$0.00$0.00 WEEKLY TOTALS865576058531708.81$0.00$0.00 DESCRIPTIONTOTALDAYSTOTALTOTALPRICEWEEKLY TOTALS OF ITEMDAILY ITEMSOF SERVICEPER WEEKWEIGHT (lbs)PER POUND 1.9.1.3. Category Two - Items finished through a garment finisher, placed on hangers & returned in plastic garment bags: Work Shirts EMS1005500250$0.00$0.00 Work Shirts FMS1005500250$0.00$0.00 kitchen work shirts (Polo)1256024.6$0.00$0.00 Fire Retardant Shirt452012.2$0.00$0.00 Food Server Pants Blue1256030.6$0.00$0.00 Chef Pants, Black/White1256030.6$0.00$0.00 Cargo Pants Khaki & Blue20051000510$0.00$0.00 Kitchen Work Pants Blue1256030.6$0.00$0.00 Fire Retardant Pants452012.2$0.00$0.00 Warm Up Jackets405200138.8$0.00$0.00 Lab Coats1205600337.38$0.00$0.00 Consultation Coats20510089$0.00$0.00 Scrub Tops30051500645$0.00$0.00 Scrub Bottoms30051500840$0.00$0.00 Cubical Curtains1077070$0.00$0.00 Chef Jackets1256047.214$0.00$0.00 WEEKLY TOTALS1258763103318.194$0.00$0.00 DESCRIPTIONTOTALDAYSTOTALTOTALPRICEWEEKLY TOTALS OF ITEMDAILY ITEMSOF SERVICEPER WEEKWEIGHT (lbs)PER POUND 1.9.1.4. Category Three - Items that must be tumbled dried and folded: Robes407280280$0.00$0.00 Shower Curtains307210376.6$0.00$0.00 M/H Gowns Green774953.9$0.00$0.00 Scrub Tops (ScrubEx)755375161.25$0.00$0.00 Scrub Bottoms (ScrubEx)755375210$0.00$0.00 Pillow Cases (White/Green)17571225526.75$0.00$0.00 Fitted White/Green Sheet175712251016.75$0.00$0.00 Dish Towel30051500217.5$0.00$0.00 Hand Towel White17571225278.075$0.00$0.00 Mattress Pads (Sleep Study)472834.244$0.00$0.00 WEEKLY TOTALS1056764923155.069$0.00$0.00 DESCRIPTIONTOTALDAYSTOTALTOTALPRICEWEEKLY OF ITEMDAILY ITEMSOF SERVICEPER WEEKWEIGHT (lbs)PER POUNDTOTALS 1.9.1.5. Category Four - Items that must be cleaned dried and returned in bulk bagged: 18" mops, returned bagged 25 count 60" mops returned bagged 10 count 18" Micro Fiber Mops500735001330$0.00$0.00 60" Micro Fiber Dust Mops507350385$0.00$0.00 WEEKLY TOTALS550738501715$0.00$0.00 DESCRIPTIONTOTALDAYSTOTALTOTALPRICEWEEKLY OF ITEMDAILY ITEMSOF SERVICEPER WEEKWEIGHT (lbs)PER POUNDTOTALS 1.9.1.6. Category Five- Items that must be cleaned dried and returned wrapped seperately: Patient Lifting Slings271418.62$0.00$0.00 Smart Cushions1773.01$0.00$0.00 Jacobs Ladders177266$0.00$0.00 Return Belt271411.34$0.00$0.00 WEEKLY TOTALS6742298.97$0.00$0.00 COMBINED WEEKLY TOTAL$0.00 52 WEEKSTOTAL$0.00
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Place of Performance: Address: 11201 Benton Street;Loma Linda, CA; Zip Code: 92357
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