LAUNDRY SERVICES - STL
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This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.
The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.
The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, or Veteran Owned Small Businesses, interested and capable of providing the services described below.
Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business or Veteran-owned small business, and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Potential contractors must also list any GSA contract under Category 03FAC 811 002 that may pertain to this announcement.
The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide for the cleaning, processing and finishing of Government Owned Linen, consisting of: sheets, blankets, pillow cases, clinic blankets, laundry bags, scrubs, gowns, mop heads, rags, uniforms, towels, surgical gowns, pajamas etc., for the VA ST LOUIS HEALTH CARE SYSTEM. These services shall be performed in accordance with standard industry practices and quality control measures (see Statement of Work below).
The NAICS code for this service is 812332 Commercial Launderers
Important information: The Government is not obligated to, nor will it, pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a service-disabled veteran-owned small-business set-aside is anticipated under FAR 6.206 Set-asides for Service-Disabled Veteran-Owned Small Business concerns. However, if response by Service Disabled Veteran Owned Small Business firms or Veteran Owned Business firms proves inadequate, an alternate set-aside may be utilized.
If interested in bidding on this potential procurement, and are qualified to perform, please acknowledge by sending an email to the email address of the contracting officer below no later than 12/15/2016.
Attention: Kevin Wallace, Contracting Officer. Email: kevin.wallace2@va.gov
Phone: 913-946-1958 Fax: 913-946-1998
Statement of Work
GENERAL DESCRIPTION: Contractor shall provide labor, equipment, supervision, management, supplies, transportation, and facilities, for the cleaning, processing and finishing of Government Owned Linen, consisting of: sheets, blankets, pillow cases, clinic blankets, laundry bags, scrubs, gowns, mop heads, rags, uniforms, towels, surgical gowns, pajamas etc, except as identified elsewhere in this solicitation. The government will supply and contractor will maintain government supplied carts. When there are not sufficient carts available the contractor will supplement with contractor owned carts at no additional cost. The government will return the contractor supplied carts on or about the next scheduled delivery. Perform complete and all-inclusive contractor owned/contractor operated bulk laundry/linen services for Department of Veterans Affairs, NCO 15, St. Louis VA Healthcare System, including the two medical facilities listed below, at the prices indicated in this Schedule. All services are to be performed in accordance with standard industry practices and quality control measures and all requirements herein. Services shall include pick-up and delivery of items to the respective medical center and facilities by contractor personnel. Soiled linen shall be picked up and clean linen delivered each Monday through Friday for the Jefferson Barracks Division, and Monday through Saturday deliveries for the John Cochran Division, including federal holidays (except as noted below). Contractor services turn-around shall be performed accordingly to support medical center operations.
VA St. Louis Health Care System
Attn: Maureen Cottner (137/JB)
Jefferson Barracks VA Medical Center
#1 Jefferson Barracks Dr.
St. Louis, MO 63125
AND
John Cochran VA Medical Center
915 N. Grand Ave.
St. Louis, MO. 63106
The facilities are tractor/trailer accessible.
ESTIMATED QUANTITIES: Historical data is provided below. However, it is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation.
BASE YEAR THROUGH OPTION YEAR 4 ESTIMATES = 1,362,318 lbs. PER YEAR
1.1. Scope of Work
1.1.1 This document contains the technical provisions for laundry/linen services that are to be provided to the St. Louis VA Medical Centers #1 Jefferson Barracks Dr. St. Louis, MO 63125 and/or its satellite storage facility at 4683 Baumgartner Road, St. Louis, MO 63125 and John Cochran 915 N. Grand Ave. St. Louis, MO. 63106
1.1.1.1. The work required by this Statement of Work (SOW) consists of furnishing the VA St. Louis at locations listed above, labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, in accordance with specific tasks as described in Section 5.
Provide linen cleaning and finishing services consisting of: bed linens (sheets, blankets, pillow cases), gowns, mop heads, rags, uniforms, towels, pajamas, scrubs etc.
1.1.1.2. All workmanship shall be in accordance with practices established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering of the articles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions as specified by the Joint Commission of Accreditation of Healthcare Organizations (JCAHO). 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 must incorporate a design for asepsis where by clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed. Plants in which the work is done shall be open to inspection of sanitary conditions at all times by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as shown in Section 7 Quality Assurance .
1.1.2. 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 the Contracting Officer s Representative (COR) and/or Contracting Officer (CO) prior to initiation of such a change, to assure adequate contractual coverage.
1.1.3. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in Section 7, 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.
1.1.4. All linen items are to meet standards established by COR to ensure the items meet certain specifications before they are determined by the Contractor Plant Manager (CPM) to be unusable.
1.1.5. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the Contracting Officer's Representative (COR). In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.
1.2. Contractor Experience.
The Contractor shall have a minimum of three years experience in providing Medical Center laundry/linen services. The firm must have gained this experience as a result of being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years prior to submitting proposal.
1.3. Supervision by Contractor:
1.3.1. The Contractor shall assign an on-site Contractor Plant Manager (CPM) at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services to the VA and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his/her absence or during periods of work performed after normal work hours. The CPM must meet the following requirements:
1.3.1.1. Certified by NAILM, or, graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established, and;
1.3.1.2. CPM shall have at least three years of specialized experience processing hospital linen in a manner which meets all the requirements of this Performance Work Statement. This specialized experience may be substituted for NAILM certification.
1.3.2. The CO and COR must be provided with the name, address and telephone number where the CPM is to be reached during normal business hours and off duty hours. The same information will be provided for a qualified alternate when the CPM is not available. The alternate shall have equivalent experience to that of the CPM.
1.3.3. The Contractor is responsible for the effective implementation of their Quality Control program, and shall be responsive to the requirements of the Government s Quality Assurance Plan conducted by the COR.
1.3.4. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the Facility COR. The CPM and any designated alternate shall have full authority to contractually commit the Contractor for prompt action on matters pertaining to the contract.
1.4. Personnel Qualifications and Requirements for Contract Service:
1.4.1. Employment:
1.4.1.1. The CPM and qualified alternate must be able to read, write, speak and understand the English language.
1.4.1.2. The Contractor shall provide sufficient and adequately trained personnel, who are paid at the site specific (See Wage Determination attachment) prevailing rate, as necessary to perform the services required by this contract and shall meet all variations, shift schedules, and changes as may be required to assure prompt response to the requirements of contract.
1.4.2. Miscellaneous:
The Contractor is responsible for compliance with all appropriate NAIL, IFI, TRSA, JCAHO, FDA, OSHA, VA and other regulatory agencies record keeping requirements.
Cleaning of Work Area
Contaminated work surfaces shall be decontaminated with an appropriate disinfectant after completion of procedure; immediately or as soon as feasible when surfaces are overtly contaminated or after any spill of blood or other potentially infectious materials; and at the end of the work shift if the surface may have become contaminated since the last cleaning.
All bins, pails, cans, and similar receptacles intended for reuse which have a reasonable likelihood for becoming contaminated with blood or other potentially infectious materials shall be inspected and decontaminated on a regularly scheduled basis and cleaned and decontaminated immediately or as soon as upon visible contamination.
Cleaning of work area, with appropriate cleaning solution shall be done upon completion of sorting potentially hazardous soil and at the end of the workers shift. If the employee leaves the area for a period of time, for a break or lunch, then contaminated work surfaces must be cleaned.
Cleaning shall be done using a Quaternary cleaning solution. Areas to be cleaned include work tables, walls, floors, and any soiled area in the soil sorting area. A clipboard and form for recording cleaning shall be in the soil sorting area. Soil sorters shall record date and time the cleaning was performed. Soil sorters shall also sign showing that they performed this cleaning. This form shall be turned in on a weekly basis to the Plant Manager. Quaternary cleaning solution shall be sprayed in sufficient amount on areas to clean so as to moisten the surface and then wiped with a clean towel or rag.
Cleaning of Poly Truck Wheeled Containers
Cleaning of Poly Truck Wheeled Container shall be done immediately upon unloading the container. The container shall be sprayed with a sufficient quantity of Quaternary solution to wet the surface being cleaned and then wiped with a clean towel or rag. Any covers or bags shall be handled using universal precautions until cleaned.
1.5. Quality Control and Quality Assurance for Contract Service:
1.5.1. Quality Control. The Contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. A copy of the Contractor s basic Quality Control Program shall be available for review by the COR initially and at any time during performance. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR (one COR for each facility). The program shall include, but not be limited to the following:
1.5.1.1. An inspection system covering the performance indicators given in Section 7 of the Quality Assurance/Performance Requirements summary.
1.5.1.2. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.
1.5.1.3. 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 the property of the Government and shall be available to the COR during normal working hours. Contractor shall provide reports to facility COR s as requested (Site Specific). The file shall be turned over to the Government within 14 days of completion or termination of the contract.
1.5.2. Quality Assurance. The Government will monitor the Contractor s performance under this contract using the Quality Assurance Procedures outlined in Section 7. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.
1.5.2.1. Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens.
1.5.2.2. Provide detailed procedures to be used to ensure contract requirements are met including Quality Control Program, processing, and packing requirements as stated in the Performance Work Statement. Contractor must certify that their facility maintains a physical separation, through the presence of a barrier wall and the use of pass through equipment of soiled and clean linen. Contractor must also certify that all equipment used is disinfected with an EPA approved germicide.
1.6. Government Representatives.
1.6.1 COR: There will be a COR assigned for each facility. The COR is responsible for providing technical assistance to the CO in administration of the contract. COR refers to the individual assigned to this task at each of the supported facilities. This responsibility involves but is not limited to quality assurance inspection, surveillance reporting and monthly certification of the Contractor's performance. The CO will furnish the name of the COR prior to the start date of the contract along with a delegation of authority stating general responsibilities as well as limitations. The COR and the CO shall have access to plant facilities, without necessity of prior notification to Contractor. Each phase of the services rendered under this contract is subject to Government inspection during both the Contractor's operation and after completion of tasks. The Government's inspection program is not a substitute for successful quality control by the Contractor.
1.6.2 CO: The Contracting Officer is for administrative and legal aspects of the contract, as well as technical issues which cannot be resolved between the Contractor and the COR. The Contractor is responsible to advise the Contracting Officer of any suspected or actual problems, disputes, or any issues in general which could endanger contract performance.
1.7. Performance Evaluation Meetings:
I.7.1. The CPM shall meet with the COR and/or his delegates on a minimum frequency of once each month according to schedule established by the COR. The Contracting Officer will meet with the parties as needed or as requested.
1.7.2. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the CPM and the COR at the effected facility. 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, and the CPM will be notified of the decision in writing by the CO.
1.8. Correspondence. All correspondence relative to this contract shall bear the VA contract number, title, and name of the VA Medical Center, and shall be addressed to the COR with a copy to the CO.
1.9. Security. It is the responsibility of the Contractor to ensure that all extraneous articles, except trash, found in linens or in areas under the jurisdiction of the Contractor (i.e., medical instruments and personal items) are turned in to the COR daily (M - F). A note will accompany the articles returned identifying the area or origination, and the type of linen or item it was found on (ex: general, OR, special).
1.10. Damage and Equipment loss:
1.10.1. All tasks accomplished by Contractor's personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor's personnel. A follow-up written report will be given to the COR.
1.10.2. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.
1.10.3. Any damage caused to Government property during the course of the Contractor's performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor's own expense.
1. 11. Linen Control
1.11.1. Contractor shall comply with all Government request and policies relative to linen control.
1.11.2. Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government. Critical needs must be addressed same day. Critical is determined by COR and CO.
1.11.3. VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor's cost.
1.11.4. Claim of Patients and Employees. The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor's possession. The procedures must be established and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date.
1.12. Delivery Requirements:
1.12.1. The Contractor shall provide the COR with written inventory reports (Order and Delivery Form) of all soiled linen processed and all clean linen delivered. The information for both soiled linen processed and clean linen delivered must be recorded on a daily basis and delivered to the COR at the end of the current workweek. The reports of soiled linen received must show date, pickup location, cart number(s) and weight(s), and the total pounds/items received. The reports of clean linen delivered must show date, delivery location, description of item and Contract Line Item Number (CLIN), and quantities of each CLIN received. These weights will be compared against VA weights to verify billings. A variance of less than 1% is acceptable. The COR and the Contractor will agree to the form and format to be used for reporting soiled linen pickup and clean linen delivery.
Deliveries shall be made as follows:
Jefferson Barracks/Baumgartner- every week day; Monday- Friday 7:00 a.m.-7:30a.m.( except for when one of these days is a holiday).
John Cochran- every weekday 6:00a.m.- 6:30a.m. Monday- Friday and Saturday regardless of *holidays.(*except the following holidays Thanksgiving Day, Christmas Day, and New Year's Day)
1.12.2. The COR will verify the deliveries daily and discuss any discrepancies with the CPM using the Soiled Linen/Clean Linen Inventory forms.
1.12.3. 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. 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. Non-disposable laundry bags or liners, used to transport soiled laundry, must be laundered after use.
1.12.4. Clean linen will be processed and packaged as specified in Section 5.
1.12.5. Contractor's personnel shall clean the linen transport vehicle with a tuberculocidal
germicide/disinfectant, which has been approved by the COR.
1.12.6. Clean linen delivery and soiled linen pickup shall be between 6:00 a.m. and 7:30 a.m. Monday through Friday, with specific delivery times to be proposed by the Contractor and agreed to by the COR for each of the Medical Center locations.
1.13. Circumstances to be reported. The Contractor shall report any circumstances, which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the COR by phone and a follow-up fax, with copies of all to the Contracting Officer.
1.14. Contingency Plan. Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure. Contingency plan must include all elements of the primary contract.
Kevin C Wallace
Contracting Specialist
913-946-1968
kevin.wallace2@va.gov
