Fisher House Linen Services (VA-19-00042430)
Page 5 of 28
SOURCES SOUGHT - Amendment 0001
Supersedes previously issued one
The purpose of this sources sought notice is to gain market knowledge of potential small business sources and their size classifications; HUBZone, 8(a), Small Disadvantage Business, Woman Owned Business, Veteran Owned Business, Service Disabled Veteran Owned Business relative to NAICS Code 812332, Industrial Launderers, with a small business size standard not to exceed $38,500,000.00 gross annual receipts.
Responses to this sources sought notice will be used by the Government to make appropriate determinations about potential sources only. No solicitation is currently available at this time.
After review of the responses to this sources sought announcement a synopsis and/or solicitation announcement may be published at a later time. This is not request for proposal and in no way obligates the Government to award any contract.
Responses to this notice shall include company name, address, point of contact, size of business pursuant to North American Industrial Classification Code (NAICS), a capability statement and must respond to the following questions:
1) Is your business a small business under NAICS code 812322?
2) Are you an 8(a) firm?
4) Are you a certified HUBZone firm?
5) Are you a woman-owned or operated business?
6) Are you a certified Service-Disabled Veteran Owned or Veteran Owned business? Certified in Veterans Information Pages?
7) Are you a large business
Please provide a capability statement addressing your organizations ability to perform as a prime contractor the work described in the Attached Draft PWS.
Please provide responses to this notice to: Eulanda.James@va.gov no later than 6/14/2019 at 12:00 Noon ( DST). Telephone responses will not be accepted.
PERFORMANCE WORK STATEMENT (PWS )
Contract Title: Fisher House Linen Services
Background:
The contractor shall provide linen laundry service for the Fisher House in a manner that will maintain a satisfactory facility condition as determined by the COR. Service shall be required two (2) business days per week (Mondays, and Thursdays). The contractor shall be responsible for laundering and processing all linens, which shall include sheets, flat and fitted, pillowcases, duvet covers, pillow shams, blankets, comforters, mattress pads, pillows, bath towels, washcloths, hand towels, bath mats, and shower curtains. Each Fisher House consists of 16 private (bedroom/bathroom) suites and is approximately 12,584 square feet per house.
Period of Performance:
This contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract. The ordering period for the IDIQ contract will be for One (1) Base year, and Four (4 ) Twelve (12) months Option.
Contractor shall provide pick-up and delivery between the hours of 9:00 am - 2: 30 pm of linens two business days per week, (Mondays and Thursdays), excluding all Federal holidays.
Place of Performance:
The contractor shall clean all linen at its place of business; pick-up and delivery of all linen will be delivered to the Fisher House located at:
James J. Peters VA Medical Center 130 West Kingsbridge Road
c/o Fisher House Bronx, NY 10458
Scope:
All work shall be performed by skilled and trained personnel who are able to converse in English. The contractor shall provide all necessary labor, travel, supervision, equipment, supplies and coordination.
The contractor shall perform these services in Compliance with Standards for hotel laundry operations (Association of Linen Management) to include Infection Prevention and Control Guide. All services shall be performed by qualified Contractors who are licensed and authorized to perform the work defined herein. It is expected that all tasks shall be performed in a neat, professional manner, to present a professional appearance.
The contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the COR or designee by the end of the workday of occurrences. If damage is not discovered on the day the work is performed, it shall be repaired within 72 hours of notification of the contractor by the VA. In cases of disputes between the Fisher House Manager or designee and the contractor, the contractor shall notify the Contracting Officer, in writing as soon as possible, to avoid any delay in conflict resolution. If the Contracting Officer is not notified in writing within thirty (30) days of the date of the incident, the incident shall be considered to have been resolved to the satisfaction of the contractor.
Documentation of Services Performed: Contractor shall maintain documentation
Linen Laundry: Refer to handling instructions on linen tags if available, otherwise:
Fisher House will be supplied with an inventory of linens. On an as-required basis, the Fisher House will replace these linens. The contractor shall not be required to replace linens, except in the case where linens are lost and/or damaged through the negligence of the contractor. The contractor shall however inventory the outgoing soiled linens; re-inventory the incoming clean linens.
NOTE: Fisher House utilizes hotel quality linens (high thread count, satin banding, etc.) vs. hospital quality linens.
All items are to be washed in cold water, dried on low temperature setting, folded immediately to avoid excessive wrinkling and be separated by size, i.e. twin/full/queen.
Linen Handling Instructions: Wash in cold water, dry on low temperature setting and fold immediately to avoid excessive wrinkling. Separate by size, i.e., twin/full/queen
Flat Bottom Sheets are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling. They are to be separated by size.
Flat Top Sheets - are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling. They are to be kept separated by size.
Pillow cases must be washed in cold water, dried, and immediately folded to avoid excessive wrinkling. They are to be separated by size.
Pillow protectors must be washed in cold water, dried, and immediately folded to avoid excessive wrinkling. They are to be separated by size.
Pillow shams must be washed in cold water, dried, and immediately folded to avoid excessive wrinkling. They are to be separated by size.
Mattress Pads/protectors are to be washed in cold water, dried, immediately folded to avoid excessive wrinkling. They are to be separated by size. NO HOT DRYERS please use low temperature setting
Comforters are to be washed in cold water, dried, folded and immediately folded to avoid excessive wrinkling. They are to be separated by size.
Quilts are to be washed in cold water, dried, and folded immediately to avoid excessive wrinkling. They are to be separated by size.
Duvets are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
Miscellaneous blankets and comforters are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
Bath Towels are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
Hand Towels - are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
Wash Cloths - are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
.
Bath Mats - are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
Shower Curtains - are to be washed in cold water, dried, and immediately folded to avoid excessive wrinkling.
All Fisher House linen should be processed separately from other linen using keep-separate techniques.
The Fisher House Manager or designee reserves the right to visit Contractor s plant at any time to ensure that the Contractor is using the proper procedures to process the Fisher House linen separately from any and all other linen.
Unserviceable articles:
Unserviceable and non-repairable articles no longer usable for the purpose intended shall be returned by the contractor to the Fisher House Manager in a separately marked bundle, prior to mending or patching, for directions and approval.
Items Found In Linen:
Personal items & photos (billfolds, jewelry, glasses, dental devices, etc.), medical items (splints, etc.), found in the soiled linen carts shall be safely packaged and returned to the Fisher House promptly.
Any hazardous item (sharps, etc.) found in the soiled linen shall be documented with a photo and then properly disposed of by Contractor.
Please describe your company s procedure for lost and found items and attach copy of the written procedure to your bid.
Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)
Fisher House will be supplied with an inventory of linens. On an as-required basis, the Fisher House will replace these linens. The contractor will not be required to replace linens, except in the case where linens are lost and/or damaged through the negligence of the contractor. The contractor shall however inventory the outgoing soiled linens; re- inventory the incoming clean linens. Items deemed too fragile to be cleaned by the laundry service due to high- temperature levels will be cleaned by housekeeping staff in the Fisher House washers and dryers as needed. NOTE: Fisher House utilizes hotel quality linens (high thread count, satin banding, etc.) vs. hospital quality linens.
Additional As-Needed Services
Due to the possible variations of lodging census and emergent situations, additional services may be required on an as-needed basis on off schedule days. Contractor shall respond to immediate calls within two (2) hours during regular working hours, Monday - Friday, 9:00 a.m. - 2:30 p.m.
Delivery and Pick up Schedule:
James J. Peters VAMC Fisher House 130 West Kingsbridge Road, Bronx, NY10468. Fisher House laundry loading site. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made two days per week, Monday and Thursday, between the hours of 9:00am 2: 30pm. Pick- up and delivery two days per week on Mondays and Thursdays, and deliver clean linens (wrapped in clear plastic or in covered cart). Times may be changed in order to meet the needs of the VAMC Fisher House, and as agreed between Contractor and Contracting Officer Representative (COR) or designated representative. At that time, clean linen (processed from the previous day) should be made available for return to the VA.
Clean linen unloaded by contractor personnel at the Medical Center loading/unloading area. Soiled linen picked up at Medical Center Fisher House loading /unloading area.
The COR or designated representative will verify the deliveries daily and discuss any discrepancies with the contract Project Manager.
Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR or designated representative as transportation accidents, equipment or utility failures at the plant or when transportation failures occur. In the event of Medical Facility emergencies, disaster, or drills, the contractor shall perform all laundry/linen services required by the VAMC Fisher House.
Delivery Requirements:
The contractor shall provide the COR or designated representative with a written report of all garments and or 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 or designated representative. The reports of garments, soiled linen received and clean linen delivered must show date, the 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/ weight and where they were delivered.
Carts. Contractor will supply cart.
The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Germicide, which has been approved by the COR or designated representative.
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 VAMC Fisher House. 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.
Vehicles:
The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.
Contractor s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed and approved by the COR in writing.
Reports and Data: The Contractor shall provide, in writing, to the COR or designated representative the data and reports identified in this PWS. The reports shall be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.
Quarterly titration report listing the results of a whiteness test, tensile strength and residual chlorine test.
Weekly report of soiled linen received per VAMC Fisher House to include: Pounds/pieces per Schedule Line Item Received from VAMC Fisher House.
Scale Calibration Certification (Annually).
Weekly report of clean linen shipped per VAMC Fisher House facility showing pounds (dry weight) and pieces.
Daily report of clean linen and garment to include Pounds/pieces and itemized garment by name per Schedule Line Item delivered to VAMC Fisher House Facility.
The Contractor is responsible for compliance with all appropriate JCAHO, FDA, OSHA, EPA, VA and other regulatory agencies record keeping requirements
Other reports as required by the COR or designated representative.
Supervision by Contractor:
The Contractor s Plant Manager (CPM) or key personnel must meet the following requirements:
Certified by NAILM or graduate of an independently controlled management-training program emphasizing institutional laundry.
Shall have at least three years of specialized experience in this capacity.
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 8:00 am to 4:30 pm within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.
CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the 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.
Personnel Qualifications and Requirements:
Contractor personnel shall adhere to established training criteria (such as OSHA, JCAHO).
No contractor personnel may be assigned to work under the contract until initial orientation and training, as specified in the Contractor s procedures manual is completed. Documentation verifying the content of the training and a list of the personnel who attended shall be maintained by the Contractor. When the Government exercises one or more of the option years to the contract, the Contractor shall provide, to the COR within two weeks of contract renewal or extension, and upon request documentation that personnel have had refresher training.
Initial intensive training covering the topics below shall be completed prior to initial start-up for all personnel. Initial training plan, including topics, with a brief statement of content and method of training shall be available for review. Initial and annual training will include but is not limited to the following topics:
A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted.
Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification.
Proper use and handling of supplies and equipment.
Care and maintenance of Contractor and Government-furnished property.
Familiarization with local fire prevention and safety procedures.
Familiarization with equipment operational manuals.
Individual duties and responsibilities.
Procedures for replenishing supplies and obtaining equipment repair.
Role of Contractor personnel and their impact on patient care.
Techniques or methods for measuring the quality of work performance.
A general orientation of laundry operating procedures and policies.
Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).
Compliance with Occupational Safety and Health Administration (OSHA) s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Standard precautions and use of PPE (Personal Protective Equipment).
Hepatitis B Virus (HBV) requirement.
Physical Examinations:
The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations.
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.
Contingency Plan:
Contractor shall furnish a detailed, written Contingency Plan indicating that services can be continued in the event of Contractor s equipment (including transportation vehicle failure), production facility failure, or any circumstance that impacts the contractor s ability to perform the services.
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.
Quality Control and Quality Assurance for Contract Service:
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 detailed, written Quality Control Program shall be available for review by the COR prior to beginning performance on this requirement. Subsequent changes to the approved Quality Control Program must also be reviewed and agreed by the COR and CO. The program shall include, but not be limited to the following:
inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements summary.
A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.
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.
Quality Assurance:
The Government will monitor the Contractor s performance under this contract using the Quality Assurance Procedures outlined in this PWS. Assessments shall be made for each instance of service by the Government in accordance with stated limits on discrepancies.
Performance Evaluation Meetings:
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.
The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM, COR and the Laundry Supervisor. 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.
Correspondence:
All correspondence relative to this contract shall bear the VA contract number, title, and name of the VAMC Fisher House, and shall be addressed to the COR for technical matters. All other contract matters must include a copy to the CO.
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 other required Government 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.
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.
SECTION: 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 or designated representative in providing effective and systematic surveillance of all aspects of laundry/linen services.
This plan provides for monitoring all contract requirements through a combination of methods. These are:
Sampling guides
Customer complaint surveillance guides; and
Surveillance activity checklist.
The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas.
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.
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.
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.
How to use the Surveillance Plan:
This surveillance plan has been organized to facilitate use by the COR or designated representative. 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.
To build the inspection schedule, the COR or designated representative 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 or designated representative 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 or designated representative 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 or designated representative 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.
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 or designated representative 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.
If the sampling guide indicates that the number of defects is too high, the current month s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in ( Summary Table ) in Performance Standard section of PWS. Contractor will be given a CDR by the COR or designated representative. 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.
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 as described above will be taken. For the number of allowable defects.
CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)
FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.
The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.
Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.
When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.
Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, No Comment in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment. Your response is due within 30 calendar days after receipt of the CPAR.
The following guidelines apply concerning your use of the past performance evaluation:
Protect the evaluation as source selection information. After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.
Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.
Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.
If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.
A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.
END
Page 17 of 28
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
The Contractor shall be evaluated in accordance with the following QASP.
For: Department of Veterans Affairs [ James J. Peters VA Medical Center (VAMC) Fisher House] Bronx, NY
Contract Number: (Filled in at time of award)
Contract Description: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS), except as may otherwise be specified. The intent of this contract is to provide laundry linen services to the James J. Peters VA Medical Center (VAMC) Fisher House.
Contractor s Name (Hereafter referred to as the Contractor):
PURPOSE: This Quality Assurance Surveillance Plan provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:
What will be monitored
How monitoring will take place
Who will conduct the monitoring
How monitoring efforts and results will be documented
This QASP does not detail how the Contractor accomplishes the work. Rather, the QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a living document and the Government may review and revise it on a regular basis.
However, the Government shall coordinate changes with the Contractor. Copies of the original QASP and revisions shall be provided to the Contractor and Government officials implementing surveillance activities.
GOVERNMENT ROLES AND RESPONIBILITIES: The following personnel shall oversee and coordinate surveillance activities.
Contracting Officer (CO): The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the Government in the contractual relationship. The CO shall assure that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor s performance.
Assigned CO: G. Eulanda James Network Contracting Office 2 ( NCO-2 ) Email : Eulanda.James@va.gov
718-526-1000 ext. 2298
Contracting Officer s Representative (COR): The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor s performance. The COR shall keep a Quality Assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government s behalf.
Assigned COR: Ms. Ellen Trbovich Email: Ellen.Trbovich@va.gov Phone is 718 584 -9000 ext. 6678
Other Key Government Personnel: TBD
CONTRACTOR REPRESENTATIVES: The following employees of the Contractor serve as the Contractor s program manager for this contract.
Program Manager (Name):
Other Contractor Personnel (Name and Title):
PERFORMANCE STANDARDS: Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix, Performance Work Statement includes performance standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).
Page 18 of 28
ID
Performance Objective
Performance Threshold
Acceptable
Quality Level (AQL)
Method of Surveillance
Results of Surveillance
1
Cleaned laundry and linen items shall be clean in the sense of being free from soil,
stains, excessive wrinkles, and objectionable odors.
Contractor is in compliance throughout contract performance period
Allowable Deviation of 4 valid discrepancies per month
Monitored by COR
and designated representative/
Manger by inspection and sampling
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
2
Weight is accurate. Weight delivery equals weight received.
Contractor is in compliance throughout contract performance period
4 discrepancies per month
COR or designated representative Delivery
tickets and daily inspection
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are
submitted to the Federal
Government s Past Performance Retrieval System (CPARS).
Page 19 of 28
3
Turn-around time shall
not exceed 24 working hours.
Contractor remains in compliance throughout contract performance period
100% of the time, unless valid emergency
Monitored by COR
and or designated representative Delivery
tickets and daily inspection
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
4
Completed soiled laundry ticket shall be
furnished upon pickup
before departure.
Contractor remains in compliance throughout the contract performance period
Shall furnish soiled laundry ticket upon
pickup of soiled laundry 100% of the time within each calendar month.
Monitored by COR
and designated representative
by
inspection and sampling
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
5
Completed clean laundry ticket shall be furnished upon delivery before departure.
Contractor remains in compliance throughout the contract performance period
Shall furnish clean
laundry ticket upon delivery of
laundry 100% of the time within each calendar month.
Monitored by COR
and designated representative
by
inspection and sampling
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System
Page 20 of 28
(CPARS).
6
The Contractor shall
re-perform unacceptable laundry
at no cost to the Government.
Contractor remains in compliance throughout the contract performance period
Shall provide acceptable laundry, not requiring re- performance, 4
discrepancies
per month
Monitored by COR
and designated representative
by inspection
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
7
Contractor vehicle Interior/Cart shall be cleaned and sanitized before loading clean
articles.
Contractor remains in compliance throughout the contract performance period
4
discrepancies per month
Daily observation
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
Page 21 of 28
8
Response. CPM responds within 1 hr. to request for contact from CO or COR or designated
Contractor remains in compliance throughout the contract performance period
1 discrepancy per month
Customer awareness
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
9
Packaging of clean laundry will be performed as indicated in the PWS and in a manner that
is agreeable to the COR.
Contractor remains in compliance throughout the contract performance period
Shall meet requirement
at least 95% of the time within each calendar month.
Monitored by COR and designated representative
by
inspection and sampling
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
These assessments are submitted to the Federal Government s Past Performance Retrieval System (CPARS).
10
Contractor shall submit all reports and invoices in accordance with the IDIQ.
Contractor remains in compliance throughout the contract performance period
Shall meet requirement at least 95% of the time within each calendar month.
Monitored by CO,
COR and designated
representative by
Success or failure of any performance objective shall be documented in assessments of the contractor s performance.
inspection and sampling
These assessments are submitted to the Federal Government s Past Performance Retrieval System
(CPARS).
Page 22 of 28
PROCEDURES/METHODS of QA SURVEILLANCE: Various methods exist to monitor performance.
The COR shall use the surveillance method listed below in the administration of this QASP.
Direct Observation: Can be performed periodically or through 100% surveillance
Quarterly Sampling: Shall be Conducted on a preset TBD after award quarterly schedule by the COR .
Random Inspection: Can be performed randomly
RATINGS: Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:
Positive outcome: No more than 1 incident of not meeting the performance standard during the period of performance
Neutral Outcome: No more than 2 incidents of not meeting the performance standard during the period of performance
Negative Outcome: More than 2 incidents of not meeting the performance standard during the period of performance
DOCUMENTING PERFORMANCE:
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor's program manager for corrective action. The contractor shall acknowledge receipt of the CDR in writing. The CDR shall specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR shall also state how long after receipt the contractor has to present this corrective action plan to the CO and COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
Acceptable Performance: The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.
Unacceptable Performance: When unacceptable performance occurs, the COR shall inform the CO. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR and the CO shall document the discussion and place it in their respective file.
Frequency of Measurement
Frequency of Measurement: During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.
Frequency of Performance Assessment Meetings: The COR shall meet with the contractor quarterly to assess performance and shall provide a written assessment.
Signature Contractor Program Manager
Signature Contracting Officer s Representative
G. Eulanda James
Contracting Officer
