Laundry Services (VA-17-114825)
Page 16 of 18
COMBINED SYNOPSIS/SOLICITATION LINEN LAUNDRY SERVICES AT THE STRATTON VA MEDICAL CENTER
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 and FAR 13.5 Simplified Procedures for Certain Commercial Items , as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number VA242-17-Q-0843.
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88-1.
(iv) This procurement is being issued as a total small business set aside. The North American Industry Classification System (NAICS) code is 812320, Dry Cleaning and Laundry Services, with a small business size standard of $5.5 Million.
(v) The Contractor shall provide pricing to Linen Laundry Services. See table below:
PRICING FOR Linen Laundry Services
Line Item
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
001A
Base year: Processing of Approximately 200 lbs of regular lab coats and non-permeable lab coats on a 50lb per week basis 11/1/17 09/30/18
12
MONTH
001B
Base year: Processing of approximately 13,080 lbs of linen weekly 11/1/17 09/30/18
12
MONTH
001C
Base year: Delivery of clean linen (3)three times a week to include delivering to 30 delivery points within the medical center 11/1/17 09/30/18
12
MONTH
002A
Option year 1: Approximately 200 lbs of regular lab coats and non-permeable lab coats on a 50lb per week basis 10/1/18 09/30/19
12
MONTH
002B
Option year 1: Processing of approximately 52,320 lbs of linen per month on a 13080 per week basis 10/1/18 09/30/19
12
MONTH
002C
Option year 1: Delivery of clean linen (3)three times a week to include delivering to 30 delivery points within the medical center 10/1/18 09/30/19
12
MONTH
003A
Option year 2: Approximately 200 lbs of regular lab coats and non-permeable lab coats on a 50lb per week basis 10/1/19 09/30/20
12
MONTH
003B
Option year 2: Processing of approximately 52,320 lbs of linen per month on a 13080 per week basis 10/1/19 09/30/20
12
MONTH
003C
Option year 2: Delivery of clean linen (3)three times a week to include delivering to 30 delivery points within the medical center 10/1/19 09/30/20
12
MONTH
004A
Option year Approximately 200 lbs of regular lab coats and non-permeable lab coats on a 50lb per week basis 10/1/20 09/30/21
12
MONTH
004B
Option year 3 Processing of approximately 52,320 lbs of linen per month on a 13080 per week basis 10/1/20 09/30/21
12
MONTH
004C
Option year 3: Delivery of clean linen (3)three times a week to include delivering to 30 delivery points within the medical center 10/1/20 09/30/21
12
MONTH
005A
Option year 4: Approximately 200 lbs of regular lab coats and non-permeable lab coats on a 50lb per week basis 10/1/21 09/30/22
12
MONTH
005B
Option year 4: Processing of approximately 52,320 lbs of linen per month on a 13080 per week basis 10/1/21 09/30/22
12
MONTH
005C
Option year 4: Delivery of clean linen (3)three times a week to include delivering to 30 delivery points within the medical center 10/1/21 09/30/22
12
MONTH
TOTAL PRICE
(vi) Description of requirement
STATEMENT OF WORK
The VA Healthcare Network Upstate New York is seeking to contract with a qualified contractor to provide professional laundry services for Environmental Management Service, VA Healthcare Network Upstate New York (VISN 2), 113 Holland Avenue, Albany, NY 12208. Contractor will process all items in accordance with state, local and federal regulations and in accordance with the terms and conditions of the contract.
Section I - Scope of Work
A. The work required by this Statement of Work consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, linen, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services. Services will entail professional soil sorting, washing, processing, packaging and delivery of the rental linens. Also included will be inventory control, linen distribution, and linen loss.
B.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 guidelines. 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. Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required. In no case shall clean and soiled linen share the same physical space. * Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards.
*The Laundry Plant layout/design should incorporate a design for asepsis whereby 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.
C. Linen to be included, but not restricted to, flat sheets, fitted sheets, wash cloths, bibs, bed pads, OR towels, OR sheets, white lab coats, impervious white lab coats, pillowcases, patient pajamas, patient gowns (all types), scrubs, towels (all types), bath blankets, and thermal blankets. Impervious white lab coats, white lab coats and scrubs will be provided by the VA Medical Center.
D. Approximately 50 pounds of regular lab coats and non-permeable lab coats are processed weekly.
E. Pricing to be based on 680,000 pounds of clean/dirty linen processed annually.
F. All processed linen will be folded, bundled, strapped and delivered in carts that are internal lined with plastic and covered on top by plastic as well. All clean items will be labeled with tags identifying the items and item amounts in each cart/rack.
G. All soiled linen will be collected in plastic or cloth soil bags that will provide a functional barrier to blood borne pathogens and infectious materials. The bags should be labeled soiled linen and the weight of the linen bag shall not exceed 25 pounds. Soiled linen carts are to be washed and cleaned with a Healthcare Laundry Accreditation Council (HLAC) approved detergent/disinfectant.
H. Delivery will be three times a week with days and times to be mutually agreed upon. Services should include 24 hour, 7 day a week on call services for issues to be handled at any time.
I Contractor will deliver clean linen to all necessary areas of the Medical Center. There are approximately 30 delivery points/clean linen rooms and a few require delivery 2 times per day. Par levels for each area vary upon need. Subject to change based upon needs of the Medical Center or construction.
J. 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, shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for contractor recognition, by the Facility 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.
Section II -Supervision by Contractor
A. The Contractor shall assign an on-site manager 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 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 Contractor s Plant Manager (CPM) must meet the following requirements:
B. CPM shall have at least three years of specialized experience in this capacity.
C. The CO and Facility 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 within 15 days after award. The same information will be provided for a qualified alternate when the CPM is not available.
D. 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 Facility COR.
E. 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.
Personnel Qualifications and Requirements for Contract Service
A. Employment:
1. The CPM and qualified alternate must be able to read, write, speak and
understand the English language.
2. The Contractor shall provide sufficient and adequately trained personnel, who are paid at the 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.
B. Training:
1. 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, documentation that personnel have had refresher training.
2. 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 training will include but not limited to the following topics:
3. A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted.
4. 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.
5. Proper use and handling of supplies and equipment.
6. Care and maintenance of Contractor and Government-furnished property.
7. Familiarization with local fire prevention and safety procedures.
8. Familiarization with equipment operational manuals.
9. Individual duties and responsibilities.
10. Procedures for replenishing supplies and obtaining equipment repair.
11. Role of Contractor personnel and their impact on patient care.
12. Techniques or methods for measuring the quality of work performance.
13. A general orientation of laundry operating procedures and policies.
14. Hazard communication, including location and access to the Material Safety Data Sheets (MSDS).
15. Compliance with Occupational Safety and Health Administration (OSHA) s Blood borne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment).
16. Hepatitis B Virus (HBV) requirement.
C. Contractor Employee Safety: Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor s own expense.
D. Personal Hygiene: Contractor personnel shall be clean and neat in appearance.
E. Exposure to Hazardous Working Conditions: Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal that become injured or ill on the job at no cost to the Government.
Section 3 - Quality Control and Quality Assurance for Contract Service
A. Quality Control: 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 basic Quality Control Program shall be available for review by the Facility COR. Subsequent changes to the approved Quality Control Program must also be reviewed by the COR and approved by the Contracting Officer. The program shall include, but not be limited to the following:
1. An inspection system covering the performance indicators given in Section 4, of the Quality Assurance/Performance Requirements summary.
2. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.
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. The file shall be turned over to the Government within 14 days of completion of termination of the contract.
B. Quality Assurance: The Government will monitor the Contractor s performance under this contract using the Quality Assurance Procedures outlined in Section 4. Assessments may be made monthly by the Government in accordance with stated limits on discrepancies.
C. Phase-In Material: The following documentation must be provided to the COR within 30 days after award.
1. Procedures to secure Government property while under Contractor s jurisdiction.
2. The role of the CPM and extent of authority.
3. A copy of the Contractor s Policy and Procedure Manual.
4. Certification that Contractor s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).
D. Contracting Officer s 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 Facility COR. The CO will furnish the name of the Facility COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the Facility COR. The Facility COR 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 program is not a substitute for quality control by the Contractor.
E. Performance Evaluation Meetings: The CPM shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR.
F. 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 Fri.) 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).
G. Safety and Fire Prevention:
1. In the performance of this contract, the Contractor must take such safety precautions as necessary to protect the lives and health of individuals within the laundry plant and transportation vehicles.
2. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, must be corrected immediately. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work, and hold the Contractor in default of the contract.
3. The Contractor will comply with Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes.
4. Contractor s personnel shall follow policies concerning fire/disaster programs.
5. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.
H. Damage and Equipment loss:
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 Facility COR and a copy forwarded to CO.
2. When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the Facility 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.
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.
I. Linen Control:
1. Contractor shall comply with all Government request and policies relative to linen control.
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.
3. VA owned items lost or badly damaged, (except normal wear and tear) while under the control of the Contractor must be replaced within a 30-day period at the Contractor s cost.
4. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR, on a quarterly basis. The Vendor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity and unit cost).
J. Delivery Requirements:
1. The Contractor shall provide the Facility COR with a written report of all 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 Facility COR at the end of the current workweek. The reports of soiled linen received and clean linen delivered must show date, the name of the item, number of pieces received or delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered.
2. The Facility COR will verify the deliveries daily and discuss any discrepancies with the CPM and COR.
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 reviewed by the COR and approved by the Contracting Officer. 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. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.
4. Clean linen and specialty items shall be available for transport Monday - Friday except for Memorial Day, Labor Day, Thanksgiving and Christmas. Soiled linen and specialty items will be available for processing Monday - Friday except for Memorial Day, Labor Day, Thanksgiving and Christmas. Deliveries will be made at a time set by this contract or the Facility COR.
5. Contractor s personnel shall clean the linen transport vehicle with a tuberculocidal germicide/disinfectant, which has been reviewed by the COR and approved by the Contracting Officer.
6. Contractor is required to provide delivery to and from the contractor laundry facility. Pick up/delivery will be made three days per week, Monday, Wednesday and Friday. Contractor is to arrive at the medical center between the hours of 8:30am and 9:30am. At that time clean linen (processed from the previous pick up) should be made available for return to the VA. Pick-up and delivery times may be changed in order to meet the needs of the VA.
K. Phase-out Plan: The Contractor shall have a phase out plan. This plan shall describe the Contractor s methods and procedures to ensure smooth and uninterrupted service at contract expiration date for a period not to exceed 90 days. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.
L. 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.
M. Contingency Plan: The contractor shall furnish in their Phase-In Material a complete written Contingency Plan indicating that services can be and how they will be continued in the event of Contractor s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure.
DEFINITIONS/ACRONYMS
Definitions: Definitions used throughout this Statement of Work shall have the following meanings as set forth below:
ACO: Administrative Contracting Officer.
Ancillary Equipment: Equipment required for Contractor s operations but not directly related to laundry production, e.g., cleaning equipment.
AQL (Acceptable Quality Level): The maximum percent of defective work or number of defects that will be allowed before work is considered unsatisfactory. An AQL does not imply that the Contractor has knowingly performed in an unsatisfactory way. It implies that the Government recognizes that unsatisfactory performance sometimes happens unintentionally. As long as unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government: The Contractor, however, must correct all unsatisfactory work unless excused by the COR.
CDC : Center for Disease Control: The Centers for Disease Control and Prevention (CDC) is recognized as the lead federal agency for protecting the health and safety of people - at home and abroad, providing credible information to enhance health decisions, and promoting health through strong partnerships. CDC serves as the national focus for developing and applying disease prevention and control, environmental health, and health promotion and education activities designed to improve the health of the people of the United States.
CDR (Contract Discrepancy Report): Government formal documentation of Contractor s failure to provide services as required under the terms of the contract. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future.
Clean: Laundered articles are dry and free of visible soil, lint and objectionable odor. Spots and stains are removed where practical without fabric damage. No residual harmful chemicals are present.
Consumable Supplies: Those supplies used in the day-to-day operation of the laundry, e.g., detergent, bleach, and alkali.
Contractor: An individual, partnership, or organization having a contractual relationship with the Government for provision of service.
CO (Contracting Officer): The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.
COR (Contracting Officer s Representative): Any person or persons authorized to act for the Contracting Officer within authority limits. The COR will be appointed by ACO and provided to the contractor after award of the contract.
CPM (Contractor s Plant Manager): Contractor s representative having supervisory responsibility and authority for total performance of work under the contract.
Cure Notice. A formal notification to Contractor to correct a deficient situation or risk termination of contract.
Defect: Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions, as set forth in Section 7.
Delivery Point: Point which soiled linen is picked up for processing by the Contractor and clean linen delivered to the Wilmington HCC.
Department of Veterans Affairs. Government agency requiring services under the terms of the contract.
Emergency. An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the Facility COR.
Fair Wear and Tear Condition. That which is worn out by normal usage with no negligent misuse involved and cannot be used for its intended purpose.
Federal Holidays: The date of observance by the Federal Government of the following holidays: New Year s Day (1 January), Martin Luther King s Birthday (3rd Monday in January), Washington s Birthday (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran s Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday.
Finished: Processed through a steam tunnel.
General Linens: Linens such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, mattress pads, bed pads, fitted sheets, surgical linen and other items also referred to as bulk laundry.
Government: The United States Government, Headquarters, VA, VISN 2, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives.
Infection Control Committee. The group designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by the Joint Commission and the VA.
The Joint Commission: A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.
Launder: Not clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the contract the terms include tumble-drying, ironing, folding, and all other industry standard processes, which textile products undergo while in the laundry.
Linen: Reusable textile items composed, in whole or in part, of natural, synthetic or blended fibers.
Linen Inventory: An itemized listing of quantities and values for accounting purposes of linen items in circulation at the Medical Center(s).
Manning Chart: A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.
Medical Center Director: The person with final responsibility for the mission of the Medical Center.
Must: This word is used in connection with the Contractor and specifies that the provision is binding.
Packaging: Packaging is the process by which cleaned garments and linen are returned to the Medical Center. Linen is delivered in linen carts by quotas according to established arrangement agreed upon by the Facility COR and CPM. All linen is packaged securely to prevent possible contamination.
Patient Clothing: Personal property of patients, e.g., pants, shirts, underwear.
Personal Property: All Government property, except real property and expendable property. Procedures Manual: A Contractor s written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal fire/ safety precautions.
SOW (Statement of Work): A document that describes accurately the essential technical requirements for services, including the standards used to determine whether the requirements have been met.
Quality Assurance: Those actions taken by the government to check goods or services to determine that they meet the requirements of the Statement of Work.
Quality Assurance Evaluator: Government employee(s) assigned to monitor and evaluate the quality and compliance with the SOW requirements.
Quality Control: Those actions taken by the Contractor to control the production of goods or services so that they will meet the requirements of the SOW.
Sanitary: In a clean state, protected from the contamination of pathogenic organisms.
Satisfactory Performance: Within limits of the AQL, adherence to the requirements of the SOW.
Separation: The physical division of space through the use of an impermeable barrier wall in order to prevent cross contamination of clean materials with soiled or contaminated materials. The physical division of clean and soiled area must be accompanied by the use of pass-through equipment to prevent recontamination of materials by human or environmental contacts.
Service: A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid.
Serviceable: Articles: Articles usable in their current condition, or restorable by economically justified repair methods to usable condition.
Shall: This word is used in connection with the Contractor and specifies that the provision is binding.
Specialty Items: All textile items not classified as general linens. Examples soap free linen, restraints, cubicle curtains, etc.
Standard: A Government acknowledged measure of comparison.
Start Date: The date work under the contract is______________________________
Surgical Linen: Linen utilized by surgical and / or specialized units. Normally blue or green linen.
Surveillance Plan: An organized written document used for quality assurance surveillance.
TARE: weight of the empty cart.
Task and Frequency Chart: Displays the required tasks and the minimum frequencies of performance.
Textile Care Processing Facility: A facility designed to render soiled linens clean, sanitary and aesthetically acceptable for reuse, in an efficient and non-damaging manner.
Trash: Rubbish or refuse.
Uniforms: Government owned clothing worn by VA employees as a means of identification.
Unsatisfactory Performance: Failure to meet the AQL.
Unserviceable Item: An item, which can no longer be used for its intended purpose.
VA (Department of Veterans Affairs): The Government agency requiring services under the terms of the contract.
Period of Performance:
The base period for this requirement is November 1, 2017 through September 30, 2018 with provision of 4 option years.
Contracting Office Address:
VISN 2 Network Contracting Office - Albany
20 Madison Ave Extension
Albany, New York 12203
Place of Performance:
Stratton VA Medical Center
113 Holland Ave
Albany, NY 12208
(vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance.
(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference:
solicitation number for this requirement as VA242-17-Q-0843.
Name, address and telephone number of offeror
Technical description of services to be performed in accordance with the Statement of Work
Price
Acknowledgement of any solicitation amendments
Past performance information
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.
Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation will be excluded from consideration.
The following provisions are included as addenda to FAR 52.212-1:
52.204-16 Commercial and Government Entity Code Reporting (July 2016)
52.204-17 Ownership or Control of Offeror (July 2016)
52.204-20 Predecessor of Offeror (July 2016)
52.204-22 Alternate Line Item Proposal (Jan 2017)
52.209-7 Information Regarding Responsibility Matters (JUL 2013)
52.216-1 Type of Contract (APR 1984)
52.233-2 Service of Protest (Sep 2006)
852.209-70 Organizational Conflicts of Interest (JAN 2008)
852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016)
852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008)
852.233-71 Alternate Protest Procedure (JAN 1998)
852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
852.270-1 Representatives of Contracting Officers (JAN 2008)
(ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition.
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
EVALUATION FACTORS LAUNDRY SERVICES
Technical Capability
Factor 1 - Quality
(a) Provide a synopsis of offeror s overall approach to quality control/quality improvement.
(b) Provide plan for quality assurance of services provided
(c) Describe proposed plan for performance of services, including the methods used to handle emergency requirements necessary between scheduled pick-ups/deliveries, and standard procedures employed by contractor personnel in performance of such services.
Factor 2 Management & Experience
Describe management practices relative to performance of the requirements contained in this solicitation. In particular, describe means of assuring timely access for laundry services, from the onset of the contract period. Indicate means of maintaining adequate, trained laundry staff. Provide method for, means of scheduling laundry services staff, and other factors to provide adequate, timely access/service for laundry services.
Describe the offeror s length and breath of experience in providing laundry services, including references and experience in laundry services.
(c) Describe mechanism for providing continuity of laundry services to the Albany, New York VA Medical Center. Include the method/plan for assuring communication of laundry services information between the Contractor and the Albany, New York VA Medical Center.
(d) Describe capability and/or mechanism to be used to begin contract performance within approximately 30 days after contract award.
Price: Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis.
Past Performance: Identify at least three references, preferably federal agency contracts, including contract number, dates of performance, points of contact, and telephone numbers, whereby you have provided the same or similar services, of the magnitude described in this solicitation. References will be considered in the evaluation process. Offerors should send their listed private sector references a letter, authorizing the reference to provide past performance information to the Government.
The contractor will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contracting office will also review performance history in PPIRS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
This requirement includes options executed under FAR 52.217-8. The government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of efforts, and adding that amount to the base and other option years to arrive at the total.
(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.
(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013
CL-120 Supplemental Insurance Requirements
52.232-18 Availability of Funds (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
852.203-70 Commercial Advertising (JAN 2008)
852.215-71 Evaluation Factor Commitments (DEC 2009)
852.232-72 Electronic Submission Of Payment Requests (NOV 2012)
852.237-70 Contractor Responsibilities (APR 1984)
001AL-11-15- A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011)
001AL-11-15- B Subcontracting Commitments - Monitoring and Compliance (JUNE 2011)
(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.
52.219-6, Notice of Total Small Business Set-Aside (NOV2011)
52.219-28, Post Award Small Business Program Representation (Jul 2013)
52.222-3, Convict Labor (June 2003)
52.222-21, Prohibition of Segregated Facilities (APR 2015)
52.222-26, Equal Opportunity (APR 2015)
52.222-50, Combating Trafficking in Persons (MAR 2015)
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-34, Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013)
52.222-41, Service Contract Labor Standards (MAY 2014)
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)
52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015).
(xiii) The Service Contract Act of 1965 does apply to this procurement, the applicable wage determination is attached to this combined synopsis/solicitation
(xiv) N/A
(xv) This is an open-market total small business set-aside combined synopsis/solicitation for Linen Laundry Services at Stratton VA Medical Center as defined herein.B B The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition.
Submission shall be received not later than 12:00 PM EST, Thursday August 24, 2017. The government shall only accept electronic submissions via email, please send all quotations to Anthony.Murray2@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). RFI s will not be accepted after Tuesday August 21, 2017 @ 4:00pm EST.
(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Anthony Murray, Contracting Officer, 518-626-6138; Anthony.Murray2@va.gov.
MURRAY, ANTHONY
518-626-6138
ANTHONY.MURRAY2@VA.GOV
CONTRACTING OFFICER
