Laundry Chemicals, Equip, Monitoring
THIS IS A SOURCES SOUGHT NOTICE: This is not a request for quotes. A solicitation will be issued at a later date. The Phoenix VA Health Care System (PVAHCS), located at 650 E. Indian School Rd, Phoenix, AZ 85012, has a requirement for an Industrial Washroom Chemical Dispensing system, equipment and services with integrated information and data management systems for the Phoenix VA Health Care System Consolidated Laundry Plant. Contract shall be awarded as base+4 option years.
" SCOPE OF WORK ATTACHED
The applicable NAICS code is 325998 - All Other Miscellaneous Chemical Product and Preparation Manufacturing. Commercial contractors have a size standard of 500 employees.
It is anticipated that a Request for Quote will be issued in October 2016. Award of a firm-fixed price contract is contemplated before November 15, 2016. This notice is published to conduct market research to determine if there are any businesses capable of performing the requirement and the socioeconomic status of those businesses.
It is strongly recommended that interested veteran owned businesses register in the US Department of Veterans Affairs Vet Biz database and all small businesses register in the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively.
Interested parties responding to this sources sought request shall submit the following information at a minimum: (1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of performance (3) intentions of subcontracting program to include set-asides; (4) socioeconomic status (5) proof of registration in the VA Vet Biz or SBA websites (if applicable) or intention of registration prior to submission of offers to a solicitation; and (6) any other pertinent company documentation. The response date to this Sources Sought notice is October 25, 2016 at 3:00 pm EST. This market research is for informational and planning purposes only to determine if full and open competition solicitation is appropriate. The Government will not pay any costs for responses submitted. Submissions must be submitted electronically to Mary.Whitlock@va.gov. Only electronic submissions will be accepted.
NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN. ALL FIRMS ARE INSTRUCTED NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION.
STATEMENT OF WORK FOR
LAUNDRY CHEMICALS, DISPENSING EQUIPMENT AND SERVICES
1 SCOPE & CLASSIFICATION
1.1 The intent of the statement of work is to describe the minimum requirements for Industrial Washroom Chemical Dispensing system, equipment and services with integrated information and data management systems for the Phoenix VA Health Care System Consolidated Laundry Plant. All chemicals provided shall be liquid in form and dispensed in a diluted, verified state by microprocessors controls.
1.2 Estimated Yearly Poundage & Classifications:
Weights compiled from production records (dry weights) and load counts. . Historical dispenser generated poundage exceeds dry, clean weight by approximately 8%. Where no cotton/poly content is listed, the cotton content varies but is at least 65%. Equipment displays up to 17 characters and needs to be programmed exactly as indicated under
"Wash Classifications Guide" below:
Classification Estimated Soiled Linen Poundage Classification Estimated Soiled Linen Poundage
Blankets, White 548,654 Bath Towels 301,961
Laundry Bags 176,015 Fitted Sheets 205,136
Pajamas 375,008 Wash Cloths 310,476
Scrubs 154,050 Heavy Soil 55,743
White Sheets 308,449 Bed Pads 30,743
Surg. Towels 288,853 Dish Towels 94,595
Pillow Cases/White 60,473 Mops 105,608
Isolation Gowns 224,326 Micro-Mops 120,405
Colored Uniforms 91,292 Hand Towels/White 36,036
Lab Coats 9,609 White Uniforms 33,033
Dye Formula 7,432 Rinse and Spin 167,773
Rust/Reclaim 337 Bleach Soak 4,054
Estimated Total Soiled Linen Poundage: 3,378,414 LBS. Annually
1.2a If volume increases, it is expected that the poundage and classifications will be proportionately the same as those indicated above.
1.2b The water is softened (generally 0-1 gpg) and is mildly alkaline (pH 7.8-8.2). Interested vendors are highly encouraged to take water sample(s) at site visit.
2 APPLICABLE DOCUMENTS
2.1 Vendors shall submit, with initial offer, written formulas to work each classification in the specified machines as described in wash classification guide. Formulas will list each operation, the time, temperature and water level (8", low, 15", high) of each operation, supplies and amount of each added. Vendors need to incorporate listed levels, temperatures, extraction/overall time and targeted pH.
Tank set at 150-155F but raised to 160F for all wash formulas and during prolonged stain/dye work. Heavy Soil formulas may be up to 170F.
A waste water heat reclamation system tempers incoming water to 95-105F.
Phoenix VA Health Care System Consolidated Laundry Plant reserves the right to reject vendors that fail to identify total formula costs or are not calculated from the listed rates and special requirements in the formula selection guide.
2.2 Safety Data Sheets and Product Labels shall be furnished for each laundry and quality control testing chemical provided. Updated versions are to be furnished by the successful vendor with any formulation as changes come about.
3 REQUIREMENTS
3.1 Concentrated Liquid Laundry Alkali
3.1a Alkali shall be a sodium hydroxide (caustic) builder. Formulas and pricing
shall be based on use of such product.
3.1b Alkali in solution in the machines shall maintain a pH between 10.6 to 11.8
3.1c Phosphate content (if any) shall not exceed 0.5%
3.2 Concentrated Liquid Synthetic Detergent
3.2a Detergent shall be a blend of anionic and nonionic components.
3.2b Detergent (when combined with alkali) in solution in the machine shall
maintain a pH between 10.6 and 11.8
3.2c Phosphate content (if any) shall not exceed 0.5%. Detergent may not contain
Nonylphenolexthxylates (NPEs).
3.3 Concentrated Liquid Chlorine Bleach
3.3a Available Chlorine shall be 10-12% concentration when delivered.
3.3b Bleach in solution in the machine shall maintain a pH between 10.2 and 10.8
at 150-157F.
3.3c Bleach is to be replaced at no cost to Phoenix VA Health Care System Consolidated Laundry Plant if strength falls/tests below 8.5% within 30 days from delivery. Phoenix VA Health Care System Consolidated Laundry Plant shall not be subjected to a "minimum" drum quantity, providing other laundry chemicals are part of the shipment.
3.3d Vendors must elect the option of utilizing an antichlor in rinsing for certain
chlorine retentive fabric finishes or reclaim processes. This shall be decided
by vendor's ability to achieve a final chlorine level of no greater than 10 ppm
above that of the chlorinated water supply, the rinse ability of earlier used
chemicals, and doing so within the parameters listed on the washing classification /formula /equipment selection guide.
NOTES: Colored formulas requiring modest or trace amounts of chlorine
for either stain removal/ sanitation may/may not require separate
bleach bath at vendor's discretion.
3.4 Concentrated Liquid Laundry, Disinfectant and Sour
3.4a Product shall counteract iron in water and retard rust or iron buildup in
fabrics. Also, Product shall have the following properties of sanitizing and disinfectant counteract iron in water and retard rust or iron buildup in fabrics Type of souring agent shall be determined based on water conditions found at the site visit/walk-through. The product must be effective against these common healthcare industry bacteria: Acinetobacter baumannii, Escherichia coli 0157:H7, Klebsiella pneumoniae, Listeria monocytogenes, Methicillin-resistant, Staphylococcus aureus (MRSA), Methicillin-resistant Staphylococcus aureus (CA-MRSA), Pseudomonas aeruginosa, Salmonella enterica, Staphylococcus aureus, HIV-1 Virus, Enterococcus faecalis, Vancomycin-resistant enterococci(VRE), and Carbapenem resistant Klebsiella pneumonia (KPC)
3.4b Product diluted in the machine, shall provide pH for the following
classifications as indicated:
Sheets and Pillowcases: pH 5.5 - 7
Rags and Mops pH 7 - 8
All other Classifications pH 5 - 6.5
3.4c Product shall be suitable for water conditions found at site through the
Duration of contract.
3.5 Concentrated Liquid Bacteriostat
3.5a. Fabric Bacteriostatic shall contain quaternary ammonium
compound effective against gram positive and gram negative bacteria.
3.5b Product shall contain no metallic components and none of the following:
3-4-4 Trichlorocarbanilide (TCC)
Sodium Penachloraphentate (PCP)
Mercury or Bis (Tributyltin) Oxide
3.5c Product shall be registered with Environmental Protection agency with the
current registration number displayed on the product label.
3.6 Concentrated Liquid Fabric Softener
Product shall soften the fabric feel (hand) where needed when in human
contact for comfort.
3.7 Concentrated Liquid Antichlor
Product to offset likelihood of chlorine retention in all formulas using
chlorinated bleach.
[Vendor may opt to bid 15/30g drums based on anticipated consumption for
limited program(s) applied].
3.8 Fluid Repellent Laundry Product
Fluid repellant used to maintain fluid repellency of all barrier fabric linen
Items. [Vendor may opt to bid 15/30g drums based on anticipated
consumption for limited program(s) applied].
DRUM CAPACITY: Each Drum, each product, will be 15 Gallon - 55 Gallon capacity per cost and effectiveness of each product.
3.9 Estimated Annual Quantities
Description QTY
Liquid Alkaline Builders 55 Gallon Drum 38
Liquid Detergent 55 Gallon Drum 30
Liquid Bleaches 55 Gallon Drum 10
Liquid Disinfectant/Sour 55 Gallon Drum 41
Liquid Bacteriostatic 55 Gallon Drum 10
Liquid Bacteriostatic 30 Gallon Drum 18
Liquid Softener 55 Gallon Drum 6
Liquid Antichlor 55 Gallon Drum 3
Liquid Antichlor 30 Gallon Drum 6
Liquid Fluid Repellant 15 Gallon Drum 17
3.10 SERVICES REQUIRED
3.10a Quality Control Testing Chemicals. Vendor is to supply the following
chemicals on an as-needed basis at no additional cost to the Phoenix VA
Health Care System Consolidated Laundry Plant.
PH Indicator
Sour Indicator
Orthotolidine
Hardness Reagents 5,6, and 7
Testing chemicals are to be furnished in plastic squeeze bottles (1-4oz.)
3.10b The chemical manufacturer's technical representative shall make scheduled service calls at least once per month. At this time a statistical report
containing the following shall be submitted to the Supervisor Laundry Operations Specialist.
1. Water hardness and iron content
2. pH levels of all chemical operations on formula(s) titrated.
3. Free and total alkalinity levels of all operations on formula(s) titrated.
4. Chlorine retention on formula (s) titrated.
5. Water levels on formulas titrated.
6. General condition of equipment.
7. Water temperatures on formulas titrated
8. Formula running times on formulas titrated
9. Summary of number of loads in each classification ran in each machine.
10. Percentage of available chlorine from the bleach product on line and any in storage.
11. Other relevant information as requested at no cost.
Contractor must submit a minimum of one written titration per machine, per formula on an annual basis. (This amounts to no less than two or no more than four titrations per month, amounting to no less than 36 titrations in a year). The Supervisor Laundry Operations Specialist may request additional titration/service calls if any of the following conditions exist:
a. Unsatisfactory test piece results
b. Linen damage (actual or suspected)
c. Excessive chemical usage (based on solicitation projection).
d. Suspected microprocessor trouble with the wash machine or dispenser, or dispensing system hardware.
Additional titration/ service calls requested by Supervisor Laundry Operation Specialist must occur within 24 hours of initial request.
Service calls in response to injection system deterioration or failure shall not be in place of performing monthly quality control functions listed above.
The requirements referenced in 3.9b report above are not limited to problematic classifications or compromised field conditions providing the chemical delivery system has verified injection/accuracy dispensing capability.
3.10c Formulas and any subsequent formula changes (unless emergency, as
mutually agreed upon by the vendor and Supervisor Laundry Operations
Specialist) will be programmed by the vendor using OEM (Laundry
machinery) transmitting equipment/software/memory as needed.
3.10d Response time to liquid injection system failure shall be within 2 hours by
Phone/remote access and 4 hours in person if not resolved by phone or remote. Service shall be by the manufacturer's technical representative.
3.10e Repair of all chemical dispensing equipment including, but not limited to
pumps, microprocessor units, tubing and PVC conduit shall be the responsibility of the successful vendor at no cost to Phoenix VA Health Care System Consolidated Laundry. Damage to Phoenix VA Health Care System Consolidated Laundry Plant equipment, infrastructure or textiles resulting from dispensing system failure (not due to staff negligence), may include, but are not limited to, chemical lines cracking, circuit board failure, worn pinch tubes, etc. and will be the responsibility of the successful vendor. Reimbursement for said damage shall be at 100% of new replacement cost.
3.10f The successful vendor shall be responsible for furnishing a transfer pump
capable of emptying a 55g drum of such contents (as listed in 3.1 through 3.8) from a containment pallet to a salvage drum within 15 minutes. Removal of partial, unusable or damaged chemical drums that are not transportable to a recycling facility (that is safe and acceptable to applicable government agencies) shall be the responsibility of the vendor.
PVAHCS laundry staff is responsible for empting all remaining chemicals, rinsing, and resealing drums. Vendor is responsible to collect and recycle all empty used chemical drums monthly or on call as needed by Supervisor Laundry Operation Specialist, within 48 hours of request.
3.10g The successful vendor shall be solely responsible for manufacturer's
installation of all dispensing equipment at no cost to Phoenix VA Health Care System Consolidated Laundry. Dispensing equipment, flush manifolds and related equipment is to be mounted in a NEC compliant manner, where the electrical safety of the vendor's equipment and the Phoenix VA Health Care System Consolidated Laundry Plant power supply are not compromised.
Installation shall include, but is not limited to, the following:
Microprocessor control unit and flush manifold compatible with each of the following
existing washer extractors:
" QTY (4) Pellerin Milnor 70244SP2. Split pocket, pass through washer/extractor (600/700 lbs. cap.)
" QTY (1) Pellerin Milnor 60044SP2. Split pocket, pass through washer/extractor (450 lbs. cap.)
" QTY (1) Pellerin Milnor 36026Q6P. Open pocket, washer/extractor (95 lbs. cap.)*
" QTY (2) Pellerin Milnor 36026Q6P Open pocket, washer/extractor (95 lbs. cap.)*
*95lb capacity open pocket, washer/ extractors projected to be replaced with 100lb capacity in FY '17
" QTY (1) Cart Washer for laundry Turn-A-Bout delivery carts: Sani-Wash #SW500E Semi-Automatic Cart Washer/Dryer and/or Kartwasher Lite Semi-Automatic Cart Washer/Dryer.
1. Running chemical resistant braided reinforced tubing enclosed ladder tray from pumps to each washer/extractor. Chemical solutions are to be pumped in a diluted state. Diluted chemicals may be injected in the following places:
EQUIPMENT LOCATION
Pellerin Milnor 70244SP2. Split Supply line into Existing supply
pocket, pass through washer/ inlet through but not contacting the
extractor (600/700 lbs. cap.) and supply chute. Chemical solutions
Pellerin Milnor 60044SP2. Split must not be injected into the
pocket, pass through washer/ existing supply chutes but lines
extractor (450 lbs. cap.) may be routed through them.
Pellerin Milnor 36026Q6P. Supply line into chemical flush
Open pocket, washer/extractor manifold directly into wash wheel.
(95 lbs. cap.)
Cart Washer for laundry Turn-A-Bout delivery carts. Possible selections to include, but not solely; Sani-Wash #SW500E Semi-Automatic Cart Washer/Dryer and/or Kartwasher Lite Semi-Automatic Cart Washer/Dryer. (FY-2017 installation date to be determined).
2. Installation of a plant soft water line to each pump/manifold. Systems are to be equipped with a high hazard backpressure/back siphonage control as described in. (see 3.12a, next page). Installation, same day testing/certification to the by licensed personnel
is the responsibility of the successful vendor. In the event the code compliance is built into the dispenser (compared to a whole system plumbing device), a copy of the compliance document from the dispenser manufacturer needs to be made available to Phoenix VA Health Care System Consolidated Laundry staff. Systems are also to be protected by a sediment filter which is to be changed at the time of back siphonage testing (annually, for whole system device) or sooner if condition warrant it.
3.10h Vendor is to credit Phoenix VA Health Care System Consolidated Laundry
Plant for product lost due to a system failure which is not caused by the wash machine's microprocessor/Mildata, staff negligence, or rough handling of drums.
3.10i Start-up for the system shall be within 30 days following award of the
contract.
3.10j Manufacturer's technical representative shall be on location to
demonstrate proper equipment start-up and operation to the Phoenix VA Health Care System Consolidated Laundry staff to the satisfaction of the Supervisor Laundry Operations Specialist.
3.11 Training
3.11a The successful vendor shall provide initial manufacturer's training for
Phoenix VA Health Care System Consolidated Laundry personnel in proper use of the liquid chemical and dispensing system to insure optimum performance and cost effectiveness.
3.11b The successful vendor shall conduct annual in-service sessions with
Phoenix VA Health Care System Consolidated Laundry personnel on washroom chemistry and chemical safety/spill in general layman's terms.
3.12 Dispensing Equipment
3.12a Dispensing equipment and lines are to be new and function independently
for each washer/extractor. Lines between drums/dispenser and dispenser/washer need to remain transparent for at least a portion to verify flow before and after pumps. Maintenance of the delivery system needs to be preventative and scheduled to ensure consistency relative to volume.
Maintenance shall occur, at a minimum, quarterly or on call from Supervisor Laundry Operations Specialist within 24 hours of request.
3.12b Dispensing equipment shall be capable to handle up to 10 different chemical products with adaptability to add more as growth may require.
3.12c Dispensing equipment shall deliver designated amount of each product
(diluted) within 45 seconds. Bearing on demand from other washer formula
injections needed.
3.12d All units shall have controlled access on the microprocessor. A key, access
code or password shall be furnished to the Supervisor Laundry Operations Specialist.
3.12e All units shall have a power shut off switch or be able to be disconnected
from their power source.
3.12f All tubing, latter tray system, part plugs, fasteners, booster (air) pumps
and electrical hookups are the responsibility of the successful vendor.
All electrical work must be coordinated with facility Engineering Electrical
department and must comply with NEC Standards and is the responsibility
of successful vendor.
3.12g Chemical lines shall be clearly labeled within 24" of drum and machine
supply port. At both locations, Hazardous Material Information System (HMIS) tags shall warn of hazard and required precautionary measures for concentrate/solutions in the line(s). All labeling/tags shall be laminated and chemical resistant. Vendor will replace tubing in the event it becomes opaque and flow can't be visibly confirmed.
If vendor claims a single line is safe, for Sour, Alkali, and all other chemicals documented evidence needs to be provided ensuring reactive products cannot come in contract with each other. Identification/warnings as described in 3.12f apply.
3.12h Microprocessor controls along with "clone" matching
supporting software needs to be compatible with Pellerin Milnor microprocessors and with standalone or network computer. Vendor shall provide production data (upon request) and related reports as described in 3.9b by printing it out on site (or providing it via electronic means agreeable to) Phoenix VA Health Care System Consolidated Laundry within 48 hours. In the event dispensing microprocessor(s) are vulnerable to power interruptions, vendor is to supply battery back-up power supply, or memory to allow production to resume at same time as washer/extractors.
4 PREPARATION AND DELIVERY
4.1 All liquid products shall be packaged in 55 gallon poly drums (15g acceptable for conditioner, antichlor, solvent emulsifier) so the amount of product in the container is visible to Phoenix VA Health Care System Consolidated Laundry personnel. Drum bases shall be reinforced or have a poly thickness of no less than .50 inch at the base. Alternate packaging (.i.e., 15 or 30g drums for specialty/limited application products) will be considered if the container construction and method of checking fluid levels (gallon markings) is acceptable to the Phoenix VA Health Care System Consolidated Supervisor Laundry Operations Specialist. The decision of the Supervisor Laundry Operations Specialist is final.
4.2 Labels on the containers shall be the manufacturer's standard, unaltered and commercially typeset.
4.3 Packaging, labeling, Safety Data Sheets (SDS) and transporting of product shall be in compliance with all pertinent requirements of OSHA (Hazard Communication Standard (HCS) 29CFR 1910.1200(g), the Federal Hazardous Substance Labeling Act, the Department of Transportation and any other applicable governmental agency. Hazards are also to be identified by the Hazard Materials Identification System (HMIS). [HMIS Color Coding and Hazard Levels (0-4) corresponds to the National Fire Protection Association (NFPA) Coding and also identifies the type of Personal Protective Equipment (PPE) suitable to the hazard] At the inception of the contract, the successful vendor shall have all appropriate signage at the job site. If/as formulations change due to raw materials availability, written notification to the Phoenix VA Health Care System Consolidated Supervisor Laundry Operations Specialist is required no later than 48 hours prior to changes being made.
4.4 The successful vendor shall deliver the product to the Phoenix VA Health Care System Shipping and Receiving Warehouse Loading Dock (Bldg. 1). Vehicle must have lift tailgate or be able to accommodate dock height of approximately 48" to assure containers can easily be moved with a pallet jack or drum dolly.
4.5 Product shall be delivered within two (2) business days of vendor receiving the on call order(s). Phoenix VA Health Care System Shipping and Receiving Warehouse Loading Dock (Bldg. 1). Deliveries will be accepted between 6:30 AM (0630) and 2:30 PM (1430), Monday through Friday, excluding Federal Holidays excluding Ten (10) Federal Holidays (New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day).
4.6 Drum recycling - the poly drums are to be furnished without deposit charges. When
the barrels are emptied, laundry staff is responsible for rinsing, resealing drums.
Vendor is responsible for transportation and labor to facilitate onsite pick-up of used
drums. Supervisor Laundry Operations Specialist will contact the vendor to pick up
quantity of fifteen (15) used drums at a time, at no cost to the Phoenix VA Health
Care System Consolidated Laundry.
Removal of partial, unusable or damaged chemical drums that are not transportable
to a recycling facility (that is safe and acceptable to applicable government
agencies) shall be the responsibility of the vendor.
4.7 Technical Representative
Vendors shall furnish a manufacturer's representative as described in
Section 3.7(e) with the following qualifications:
1. A minimum of three (3) years' experience in the healthcare textile
care industry.
2. A minimum of two (2) years' experience with the same vendor
providing similar product and servicing like, dispensing equipment
in a plant of this capacity.
3. Able and willing to identify field conditions, make mutually
agreed on adjustments, and do so with the intent of meeting the
Phoenix VA Health Care System's Laundry need for quality and overall cost
containment.
4. The servicing technicians must provide two forms of identification
for a background screening to receive a contractor VA issue PIV
Badge. Also allow security staff to inspect vehicle/equipment prior to
entering and leaving the facility's property, if required.
5 SITE VISIT
A site visit will be held at the date, place and time to be established by the Contacting Officer.
Site visit will be the only opportunity to examine work areas, infrastructure, and
access in order for vendors to familiarize themselves with existing
conditions. These can include but are not limited to:
1. Typical soil/moisture content of the various classifications.
2. Water quality
3. Equipment design/condition
4. Installation logistics/utilities access
5. Service accessibility
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Mary Whitlock
Contract Specialist
602-277-5551 x7372
mary.whitlock@va.gov
