Madison VA Hospital will be processing soiled linens for the Iowa City VA Health Care System, beginning September 1, 2018
STATEMENT OF WORK (SOW)
1. Contracting Officer s Representative (COR).
Name:
Section:
Address:
Phone Number:
Fax Number:
E-Mail Address:
2. Contract Title.
Service contract to provide the transportation of clean linens from William S Middleton VA Hospital located in Madison, WI to the Iowa City VA Health Care System, Iowa City, Iowa. Soiled Linens transported from Iowa City VA to Madison VA.
3. Background.
The Madison VA Hospital will begin processing soiled linens for the Iowa City VA Health Care System, Iowa City, Iowa. This arrangement beginning September 1, 2018 necessitates transportation of soiled and clean linen between the two facilities.
4. Scope.
Linens Transport Services shall include the collection, transportation and delivery of soiled and clean linen carts adhering to the following delivery schedule: (TOTAL of 104 round-trips/year)
Monday Schedule (52 round-trips/year):
Pickup Clean at Madison VAMC at/after 4AM on Monday Deliver Clean at Iowa City VA Pickup Soiled at Iowa City VA same day Deliver Soiled at Madison VAMC NLT 4PM on Monday
Thursday Schedule (52 round-trips/year):
Pickup Clean at Madison VAMC at/after 4AM on Thursday Deliver Clean at Iowa City VA. Pickup Soiled at Iowa City VA same day Deliver Soiled at Madison VAMC NLT 4PM on Thursday
Each trip is estimated at 10-13 carts (Cart Size: 28"W X 55"L X 65"O.H + perimeter bumper
8" x 2" TPR wheels with pre-lubricated, sealed ball bearings, 8" corrosion-resistant casters, 2 swivel & 2 rigid, capacity per caster 2000 LBS.) (Total Cart Weight: approximately 5400 LBS for the 10-13 carts-entire load-each trip, approximately 540 Lbs./individual cart)
The expectation of the Contractor is to provide uninterrupted linen transportation services within the same working day, in the order listed above, on Mondays and Thursdays (twice per week). The Contractor may pick up Clean Linens at the Madison VAMC no earlier than 4:00am Central, and must deliver dirty linens at days end, no later than 4:00pm.
The contractor is responsible for conducting business, between the hours of 4:00AM and 4:00PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.
Two round-trips must be made per week. If a Federal Holiday falls on a Monday or Thursday, an alternate day must be pre-scheduled to complete the required two trips per week.
Contractor is not required to perform services on the following federal holidays nor any other day declared a federal holiday by the President of the United States:
New Year s Day
Labor Day
Martin Luther King Jr. s Birthday
Columbus Day
President s Day
Veteran s Day
Memorial Day
Thanksgiving Day
Independence Day
Christmas Day
5. Specific Tasks.
The expectation of the Contractor is to provide uninterrupted linen transportation services within the same working day, in the order listed above. The Contractor may pick up Clean Linens at the Madison VAMC no earlier than 4:00am Central, and must deliver dirty linens at days end, no later than 4:00pm.
The Contractor shall shrink wrap all clean linen carts prior to picking transportation. Shrink wrap shall be complete from top to bottom of the cart. The Contractor shall use enough shrink wrap so there are no gaps or holes to prevent cross-contamination of clean linens during transportation. Contractor shall use only enough shrink wrap to adequately cover the carts; no carts shall be excessively shrink wrapped. The Contractor shall deliver all clean linen carts with shrink wrapping still intact. The Government shall be Responsible for the removal of all shrink wrapping.
The Contractor shall be solely responsible for the loading and off-loading of clean and soiled linens each Pickup and delivery location.
Locations:
William S Middleton VA Hospital
2500 Overlook Terrace
Madison, WI 53705-2286
VA Central Iowa City Healthcare System
601 Hwy 6 West
Iowa City, IA 52246
6. Performance Monitoring
The COR, will monitor contractor performance and certify the work was done in accordance with the contract. This monitoring will be done by periodically monitoring the pickup and drop off times as well as the condition of the product being sent and received.
7. Security Requirements
This would be considered a low risk regarding information security. Not patient or employee specific information will be provided.
8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
Equipment:
The Government shall provide linen carts for the transportation of the hospital linens. These carts shall be 650 NX Sani-Trux with dimensions of 28 x54-1/2 x63 and shall weigh approximately 500-700 pounds per cart. The Government shall also provide all hospital linens and linen bags that are to be transported as well as the covers that protect the clean and soiled linens.
Facilities:
The Government shall provide a location for pick-up and delivery of linens that is accessible by truck. The Government shall provide access to the pick-up and delivery points located at the two locations and during the hours of operations defined herein.
Materials:
The Government shall provide all associated accessories for the proper storage and transportation of the linen carts. These accessories include, but are not limited to: vinyl covers for clean linens, crossbars for clean linens that are required to be hung during transportation, and bags for soiled linens.
Contractor Furnished Equipment:
The Contractor shall furnish all tools and equipment necessary to properly perform the work defined in the contract. The Contractor shall secure all ancillary tools and equipment, including shrink wrap. The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities Due to vehicle breakdown or failure of vehicles to operate.
9. Other Pertinent Information or Special Considerations.
The Contractor shall develop and maintain an effective quality control program to ensure services are Performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor s quality control program is the means by which he assures them that their work complies with the requirement of the contract. One copy of a comprehensive written QCP shall be submitted to the Contracting Officer and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the Contractor shall receive the contracting officer s acceptance in writing of any proposed change to the quality control program.
The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).
The Contractor shall provide a contract manager who shall be responsible for the performance of the work and who shall act as the Governments sole point of contact for the Contractor. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 4:00p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.
10. Risk Control
All drivers performing services must possess a valid driver s license for the type of vehicle operated as required by the state of Wisconsin and Iowa. The Contractor will be responsible to ensure Contractor s employees providing work on this contract are fully trained and completely competent to perform the required work.
The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.
The Contractor shall have a plan in place for inclement weather and shall make all reasonable efforts to fulfill the requirements of the contract during an inclement weather event. Inclement weather does not relieve the Contractor of their duties to perform on the Contract and all deliveries shall be completed at the earliest possible time after the conclusion of the event. During an inclement weather event, it is the responsibility of the Contractor to adequately communicate any and all delays caused by the event.
Inclement weather events will evaluated on a case-by-case basis based on severity and the acceptability of the inclement weather event and its associated delays in performance shall be determined by the COR and/or CO.
11. Place of Performance.
The Contractor shall perform all work at each of the listed pickup and delivery locations provided here:
Locations:
William S Middleton VA Hospital
2500 Overlook Terrace
Madison, WI 53705-2286
VA Central Iowa City Healthcare System
601 Hwy 6 West
Iowa City, IA 52246
12. Period of Performance.
Period of Performance is one (1) base period year from September 1, 2018 to August 31, 2019 with four (4) one-year options.
Robert Boesen
robert.boesen@va.gov
Robert.Boesen@va.gov
