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Laundry Services for Snyder House 1425 Snyder House Ave Philadelphia, PA. 19145

Pennsylvania, United States
Government : Federal
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General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
Posted Date:
21 February, 2019
Original Response Date:
6 March, 2019
Current Response Date:
6 March, 2019
Product or Service Code:
Set Aside:
Small Business
812320 Dry-cleaning and laundry services (except coin-operated)
Contracting Office Address
The Department of Veterans Affairs
Network Contracting Office 4
Lebanon VAMC
1700 South Lincoln Ave
Lebanon, PA 17042
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. The Government reserves the right to make no award from this solicitation.

This solicitation is a request for quotations (RFQ). The government anticipates awarding a firm-fixed price contract resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.

The associated North American Industrial Classification System (NAICS) code for this procurement is 812320 Dry-cleaning and laundry services (except coin-operated), with a small business size standard of $5.5 Million. This solicitation is a 100% set-aside for Small Businesses. Offerors must be verified in the Vendor Information Pages (VIP),, at the time of receipt of quotes and at the time of award.

The Department of Veterans Affairs, Network Contracting Office 4, Lebanon VAMC, 1700 South Lincoln Ave, Lebanon PA 17042 is soliciting quotations small businesses to provide complete Laundry Services at the VISN04 facility listed below.

Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information along with any other documents necessary to support the requirements below.

All interested companies shall provide quotation(s) for the following:


This contract s period of performance will be a base year (12 months) plus four (4) twelve (12) month option years.

The contractor shall perform weekly laundry services in accordance with this Statement of Work.

The contractor shall furnish all labor, equipment, supervision, management, supplies, transportation and facilities necessary to perform contractor owned /contractor operated laundry/ linen service and task required under this contractor for the Department of Veterans Affairs. All service is to be performed in accordance with standard practices and quality control measures. Services shall include pick-up and delivery of items by contractor personnel.

Snyder House
1425 Snyder House Ave.
Philadelphia PA. 19145

All soiled linen/laundry shall be picked up every Friday between 7:00 AM EST and 3:30 PM EST.
All cleaned linen/laundry shall be delivered every Tuesday between 7:00 AM EST and 3:30 PM EST.

In the event of a pick-up or delivery day being a Federal Holiday, all arrangements shall be made in advance with the assigned Contracting Officer Representative (COR).

Base Year
1 APRIL 2019
31 MARCH 2020
Option Year 1
1 APRIL 2020
31 MARCH 2021
Option Year 2
1 APRIL 2021
31 MARCH 2022
Option Year 3
1 APRIL 2022
31 MARCH 2023
Option Year 4
1 APRIL 2023
31 MARCH 2024


Section 1 General Information

Scope of work

1.1.1. This document contains the technical provisions for laundry/linen services that are to be provided to the Snyder House located in Philadelphia, PA 19145 The work required by this Statement of Work (SOW), consists of furnishing the physical laundry plant at an off-site locations, all labor, supervision, management, management support, supplies, ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5. All workmanship shall be in accordance with practices established by the National Association of Institutional Linen Management (NAILM)/Association for Linen Management (ALM), International Fabricare Institute (IFI), and Textile Rental Services Association (TRSA) accepted industry standards and use universal precaution methods in handling linen. 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). 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 as shown in Section 7.

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 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. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.

1.1.5. This specification is intended to produce minimal acceptable level of performance. The Government does recognize the possibility of the Contractor achieving the same or improved results due to innovative approaches, advances in the state-of-the-art materials, equipment and supplies. Accordingly, provision is hereby made for alterations when a Contractor demonstrates the ability to maintain the standards established herein through use of improved techniques, materials, scheduling, etc. All changes are contingent upon the recommendations of the COR and the approval of the CO.

1.2 Contractor Experience:

1.2.1 The Contractor shall have 3 years of experience in Operating a Commercial/Industrial laundry and linen processing facility that deals with providing Hospital and Healthcare laundry and 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 health care/patient care environments (e.g. inpatient and outpatient medical treatment facilities), for a minimum of three consecutive years prior to submitting a proposal.

1.3 Supervision by Contractor.

1.3.1. The Contractor shall assign a laundry site manager 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 SNYDER HOUSE and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the laundry site manager in his absence or during periods of work performed after normal work hours. The Contractor s Plant Manager (CPM) must meet the following requirements: Certified by NAILM/ALM or equivalent plus 3 years experience. The formal course must have been previously established. CPM shall have at least three years of specialized experience in this capacity. This specialized experience may be substituted for certification.

1.3.2. The 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.

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 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: The CPM and qualified alternate must be able to read, write, speak and understand the English language fluently. 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.

1.4.2. Training: 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. The Contractor shall provide, to the COR, documentation that personnel have had refresher training if needed. 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: A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted. Infection control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification. Proper use and handling of supplies and equipment. Care and maintenance of Contractor and Government-furnished property. Familiarization with local fire prevention and safety procedures. Familiarization with equipment operational manuals. Individual duties and responsibilities. Procedures for replenishing supplies and obtaining equipment repair. Role of Contractor personnel and their impact on patient care. Techniques or methods for measuring the quality of work performance. A general orientation of laundry operating procedures and policies. Hazard communication, including location and access to the Safety
Data Sheets (SDS). Compliance with Occupational Safety and Health Administration (OSHA) s Bloodborne Pathogen Standard 29 CFR 1910.1030, which covers Universal precautions and use of PPE (Personal Protective Equipment). Hepatitis B Virus (HBV) requirement. Safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor s own expense. Personal Hygiene. Contractor personnel shall be clean and neat in appearance. 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 who become injured or ill on the job at no cost to the Government. Physical Examinations: The contractor will be responsible for any physical examinations and emergency medical care of personnel. Contractor s personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work. Miscellaneous: The Contractor is responsible for compliance with all appropriate JCAHO, VA and other regulatory agencies record keeping requirements.

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. One copy of the Contractor s basic Quality Control Program shall be available for review by the COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR. The program shall include, but not be limited to the following: An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be 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.

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.

1.5.3. Pre-Award Survey. The Contractor shall have management officials, of an appropriate level, represent the firm. The Contractor shall also be prepared to present a briefing regarding the manner in which these contractual obligations are to be accomplished. As a minimum, the Contractor shall address the following items of information in the presentation: Start-up and phase-in schedule. Procedures to secure Government property while under Contractor s jurisdiction. Availability of labor force (manning chart), plan for recruiting, type and extent of training. The role of the CPM and extent of authority. A copy of the Contractor s Policy and Procedure Manual. Plans and management procedures for logistical administrative support of all functions; that is receipt, processing, packaging and delivery of clean linens. Procedures to be used to ensure contract requirements are met (Quality Control Program). Certification that Contractor s scales used for weighing soiled and clean linens have been calibrated on a regular basis (i.e. quarterly).

1.6 Government Representative:

1.6.1 The COR is responsible for providing technical assistance to the CO in administration of the contract. This responsibility involves quality assurance inspection, surveillance reporting and monthly certification of the Contractor s performance by the COR. The CO will furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR. The COR 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.

1.7 Performance Evaluation Meetings:

1.7.1. The CPM shall meet with the COR on a minimum frequency of once each month according to schedule established by the COR.

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. A mutual effort will be made to resolve all problems identified. The COTR 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:

1.8.1 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:

1.9.1 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 Safety and Fire Prevention:

1.10.1. 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.

1.10.2. 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.

1.10.3. 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.

1.10.4. Contractor s personnel shall follow policies concerning fire/disaster programs.

1.10.5. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

1.11 Damage and Equipment Loss:

1.11.1. 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 and a copy forwarded to COR.

1.11.2. 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.

1.11.3. 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.

1.12 Linen Control:

1.12.1. Contractor shall comply with all Government request and policies relative to linen control.

1.12.2. Contractor shall participate, as required by VA policy, in inventories of Government-provided specialty linen.

1.12.3. 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.

1.12.4. 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.

1.12.5. 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 CO, 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).

1.12.6. Claim of Patients and Employees. The Contractor shall establish a procedure 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, on contract award date.

1.13 Delivery Requirements:

1.13.1. The Contractor shall provide the 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 weekly basis and delivered to the COR at the end of the current workweek. The report of clean linen delivered must show date, the name of the item, amount of pieces delivered, cart number/ weight and where they were delivered.

1.13.2. The COR will verify the deliveries daily and discuss any discrepancies with the CPM.

1.13.3. 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. Laundry bags or liners, used to transport soiled laundry, must be laundered after use.

1.13.4. Clean linen and specialty items shall be available for transport every Tuesday except for Federal holiday. Soiled linen and specialty items will be available for processing every Friday except for Federal holiday. Deliveries will be made at a time set by this contract or the COR at the Medical Center served. Clean linen delivery and soiled linen pickup shall be between 7am 3:30pm EST.

1.13.5. Clean linen will be processed and packaged as specified in Section 5.

1.13.6. Contractor s personnel shall clean the linen with a Tuberculocidal germicide/disinfectant, which has been approved by the COR.

1.14 Phase-out Plan:

1.14.1 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.

1.15 Circumstances to be reported:

1.15.1 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.

1.16 Contingency Plan:

1.16.1 Contractor shall furnish with its quote a written Contingency Plan indicating that services can be continued in the event of Contractor s equipment and /or production facility failure. Contingency Plan shall include name of back-up facility, Plant Manager, telephone number and binding agreement. The agreement shall state a 24-hour response/production capacity/ability. This Contingency Plan must also include transportation vehicle failure.

Section 2 - Definitions/Acronyms

2.1 Definitions used throughout this Performance Work Statement shall have the following meanings as set forth below:

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.

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. (Lead/Facility)

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 Medical Facility.

Department of Veterans Affairs is the Government agency requiring services under the terms of the contract.

Director - The person with final responsibility for the mission of the Medical Center.

Emergency - An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the COR.

Fair Wear and Tear Condition 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), 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.

General Linen - Linens which are commercially available, such as, sheets, towels, blankets, bedspreads, pillowcases, washcloths, bath blankets, pajamas, bathrobes, mattress pads, bed pads, fitted sheets, and surgical linen and other items identified in Attachment 1. Contractor supplied linens do not have to have chronograph/logo.

Government - The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives.

Infection Control Committee -The group is designated for implementation and monitoring of the infection control program for the Medical Center as prescribed by JCAHO and the VA.

JC (Joint Commission on Accreditation of Health Care Organizations) - A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities.

Launder - To 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.

Manning Chart - A survey chart or inventory for scheduling manpower requirements in an industrial plant showing each operation with number of workers.

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 COR and CPM... All linen is packaged securely to prevent possible contamination.

Patient Clothing is personal property of patients, e.g., pants, shirts, underwear.

Personal Property is 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.

PWS (Performance Work Statement) - 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 SOW.

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 is within limits of the AQL, adherence to the requirements of the SOW.

Separation - Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination.

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, table cloths, napery, etc.

Standard - A Government acknowledged measure of comparison.

Start Date - The date work under the contract is scheduled to begin.

SOW Statement of Work.

Surgical Linen - Linen utilized by surgical and / or specialized units; normally blue or green linen.

Quality Assurance Surveillance Plan (QASP) - An organized written document used for quality assurance surveillance.

Task and Frequency Chart Displays all necessary tasks and frequencies.

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 - Any 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.

VAMC - Veterans Affairs Medical Center

Headquarter - Veterans Affairs Central Office.

Will - This word is used in connection with the Government and specifies that the provision is binding.

2.2. Commonly used Acronyms/Abbreviations

Acceptable Quality Level
Association for Linen Management
Contracting Discrepancy Report
Contracting Officer
Contracting Officer s Technical Representative (Facility)
Contractor s Plant Manager
Fair Wear and Tear
In Accordance With
International Fabricare Institute
Inspector General
Joint Commission on Accreditation of Healthcare Organizations
Medical Center Director
Specification for sampling procedures and tables for inspections by attributes.
Not Allowable
National Association of Institutional linen management
Statement of Work
M - F
Monday thru Friday
Quality Control
Random Sampling
Textile Rental Services Association
Department of Veterans Affairs

Section 3 - Government Furnished Property and Services

3.1 Materials:

3.1.1. The Government will provide forms, publications and services specifically identified in this contract as Government furnished.

3.1.2. Fair/wear/tear or unserviceable condition of specialty items will be determined by the COR.

3.1.3. The Government will provide restroom and hand washing facilities for Contractor employees to wash their hands following exposure to blood or other body fluids while at the Medical Facility.

3.1.4. The Government will provide facility passes for Contractor s employees as necessary to fulfill provisions of this contract.

3.1.5. Government will furnish plastic hamper bags for collecting soiled linen at medical center. Note: Contractor will collect & recycle per supplier requirements.

Section 4 - Contractor Furnished Items

4.1 Materials.

4.1.1 Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3. The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.

4.2 Vehicles.

4.2.1 The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate.

4.3. Linen.

4.3.1 Linen/Laundry items to be provided by the contractor are as follows: flat sheet, fitted sheet, pillowcase, thermal blanket, washcloth, bath towel, regular pillow cases, blankets, comforts, linen bags. All items shall be agreed to by the COR and Contractor.

4.3. Carts:

4.3.1 Contractor shall maintain bulk delivery linen carts in good repair for employee safety/ergonomics. Replacement or additional cart requirements shall be the responsibility of the Contractor. All carts shall be numbered and have empty weight indicated on both ends.

4.4. Rags:

4.4.1 If available salvaged items and or items to be used as rags when requested by the COR. i.e.: terry material

4.5. Reports and Data:

4.5.1. The Contractor shall provide, in writing, to the COR the data and reports required.

4.6. Miscellaneous:

4.6.1 The Contractor shall furnish other items as identified within this contract, such as, orientation and training, medical exams, procedures manual, quality control program, required data.

Section 5 - Specific Tasks

5.1. The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, and IAW line items. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below.

Contractor must perform the following weekly-
Pick up and launder in accordance with industry standards the following items
Flat Sheet
Fitted Sheet
Thermal Blanket
Towel, Bath
Pillowcases, regular
Linen Bags

5.2 Packaging:

5.2.1. Linen is packaged in bulk by item according to quotas and established arrangement.

5.2.2. All items returned to or requested by Medical Center shall be neatly folded, counted and stacked in linen Bags.

Section 6 - Applicable Regulations, Manuals, Specifications and Technical Exhibits

6.1 Applicable Regulations, Manuals and Specifications:

Documents applicable to the SOW are listed below. These documents are mandatory. At the start of the contract the COR shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. It is the Contractor s responsibility to insure that all mandatory publications are posted and up to date:

Security Clearances or Access Controls
Facility Policies concerning fire/disaster programs
Infection Control Manual
Facility Policy on Laundry, Linen, Uniform Management
Other applicable regulations, manuals and specifications as identified locally.

6.2 Technical Exhibits:

6.2.1. The workload stated in the following schedule of services is approximate, based on the volume handled in FY18, and in no way, is to be construed as a guarantee by the government as to work that will be processed under contract. In this regard, the workload is subject to changes resulting from many factors, i.e. hospital admissions, weather, mission changes, product changes (new light weight fabrics), etc. Snyder House weekly estimation.

Flat Sheet 60 a week
Fitted Sheet 60 a week
Pillowcase 60 a week
Thermal Blanket 60 a week
Washcloth 60 a week
Towel, Bath 60 a week
Pillowcases, regular 60 a week
Blankets 60 a week
Comforts 60 a week
Linen Bag 60 a week

6.2.2. Technical Exhibit 2- Contractor Furnished Reports: Damage to Government property. Monthly report of washroom chemical titration and Ph. NAILM, IFI laboratory test piece report (monthly unless a problem develops) or independent Textile Laboratories. Monthly Soiled Linen per Medical Facility(s) Report to include:
Pounds per Schedule Line Item Received from Medical Facility(s)
Number of Pieces per Schedule Line Item Received from Medical Facility(s) Weekly report of clean linen shipped to delivery points, showing pounds and pieces. Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. Invoice will also include a total dollar value of current textile inventory replacement costs and total dollar value of unexplained textile losses for the facility(s). The latter 2 items shall be provided as a notation on the total bill; however, payment will not be made without the required information. Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B.

SECTION 7: Quality Assurance Surveillance Plan (QASP)

7.1 Introduction:

7.1.1. This QASP Plan has been developed for in-house operations or to implement a service contract. It is designed to aid the Government's QAE in providing effective and systematic surveillance of all aspects of laundry services. This plan provides for monitoring all contract requirements through a combination of methods. These are: Sampling guides Customer complaint surveillance guides; and Surveillance activity checklist.

7.1.2. The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment.

7.1.3. The principal method of surveillance will be the random sampling of the quantity and quality of laundered items processed. The plan contains sampling guides for use in random sampling. It contains random sampling (tally) checklists which are used to record information about the random samples.

7.1.4. Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

7.2 How to Use the Surveillance Plan:

7.2.1. This surveillance plan has been organized to facilitate use by the QAE. It is the QAE s responsibility to develop a monthly schedule for activities based on the surveillance plan s requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month.

7.2.2. To build the inspection schedule, the QAE will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the QAE is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a QAE s performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the QAE perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able to track from the above items to the management s actions (payment deductions or other actions as necessary if contract service is being performed), described on a CDR.

7.2.3. Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the VA for in-house operations and the Contractor for contracted services. Errors detected by the QAE in the course of surveillance will be transmitted to the Contractor or in-house management for correction. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or in-house management, as applicable, should be asked to initial this record.

7.2.4. If the sampling guide indicates that the number of defects is too high, the current month s service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in Technical Exhibit 2, Performance Requirements Summary, of the Laundry Statement of Work, a Contractor or in-house management official will be given a CDR by the COTR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting payment or nonpayment or other actions as necessary for contractor provided services.

7.2.5. There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor or the Government is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Requirement Summary in the SOW.

7.3 Performance Requirements Summary:

7.3.1 Summary Table:


Performance Indicator

Performance Standard
AQL Maximum Allowable Degree If Deviation
Method Type of Surveillance Reduction When AQL Exceeded

Deduction Amount
(monthly billing)
Shipment schedule is met.
All quotas are delivered to Medical Centers per established schedule.
4 discrepancies per month
COR Weekly inspection
1% for each discrepancy over 4, NTE 10%
Weights are accurate
Weight processed/ received equals weight billed
2 discrepancies per month
COR Delivery tickets and daily weight records
1% for each discrepancy over 2, NTE 10%
Laundry is clean
Laundry is clean, dry, free of lint and odor, spots and stains removed.
5% per month
Random Sampling -carts of clean linen, daily by COR
2% for each percentage over 5%, NTE 14% or possible termination
Whiteness and tensile strength retention.
Test specimen laundered IAW standard textile laboratory practice.
5% deviation after washing for whiteness retention and tensile strength loss per test
Contractor furnished specimens per independent laboratory.
1% for each percentage over 5%, NTE 10%
Proper textile finish for items
All articles are properly processed; articles are free from wrinkles and scorches; IAW Stds.
2% per month
Random Sampling carts clean linen, daily.
1% for each percentage over 5%, NTE 10%
Packaging is properly accomplished.
Laundered items are bundled, tied, wrapped, covered, etc.
2% per month
Random Sampling carts clean linen, daily.
1% for each percentage over 2%, NTE 10%
Provide required reports.
Data required submitted on time.
Check list
1% for each late item x days late (Max of 10%)
Damaged Clean linen items.
Laundered items are not physically damaged due to improper processing or carelessness.
2.5% per month
Random Sampling -carts of clean linen, daily.
1% for each percentage above 2.5%, NTE 10%
CPM responds within 1 hr. to request for contact from CO, Lead COR, Facility COR.
1 discrepancy per month.
COR awareness
1% per occurrence above one discrepancy, NTE 5%
Transport / Storage trailers/carts are cleaned with a tuberculocidal germicide/disinfectant, after unloading the soiled linen and prior to loading the trailer/cart with clean linen.
Trailers/carts are clean, dry, and free of visible soil
2.5 %
Daily inspections
2% per percentage above 2.5%, NTE 10%

7.3.2 Performance Requirements Summary Method of Application: The Contractor is required to perform all the work specified in the SOW. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task. The purpose of this section is List the contract requirements considered most critical to acceptable contract performance. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory. This is known as the AQL and represents the level of quality required in a VA run operation. Show the percentages of the major elements of the contract price that each listed contract requirement represents. Explain the quality assurance methods the Government will use to evaluate the Contractor s performance in meeting the contract requirements. Define the procedure the Government shall use in reducing the Contractor s monthly payment if the Contractor does not render satisfactory performance. The Government s quality assurance procedures are based in part on statistical random sampling of the recurring critical output products of the contract using the criteria in MIL-STD-105D. Other areas will be reviewed periodically (e.g., monthly, quarterly, and semi-annually). The criteria for acceptable and unacceptable performance are as follows: MIL-STD-105D based on the lot size (number of times a service is performed in a month), sample size, and AQL for each contract requirement (Performance Indicator). When the number of defects in the Contractor s performance discovered by the Facility COR exceeds the unacceptable criteria level, the Facility COTR shall be required to complete a CDR (Contract Discrepancy Report). The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in the contract. Other Requirements: The criteria for other requirements are the level of performance deemed acceptable to the Government. When the number of defects discovered by the Facility COR exceeds the number shown in the AQL column, a CDR, as described above will be issued. Monthly payments to the Contractor will be reduced for unsatisfactory performance using the following methods: During each month, Contractor performance will be compared to contract standards and acceptable quality levels using the Quality Assurance Plan. If performance in any required service is unsatisfactory for the period of surveillance (monthly, quarterly, etc.) and the poor performance is clearly the fault of the Contractor, an amount of money up to the percentage cost of the service as stated in the fifth column of the Performance Requirements Summary will be withheld as described below. The amount of money to be deducted for unsatisfactory performance will be computed as follows: Total monthly contract price multiplied by the percentage of the function represented by the required service (see deduction amount (monthly billing) column of Performance Requirements Summary).


IF: Shipment Schedule is not met. (Contractor is allowed 4 discrepancies)
AND: Shipment Schedule - deduction percentage is 1% for each discrepancy over 4, NTE
AND: Number of total defective deliveries this month is 8 (less the 4 allowed, leaves 4, which results in 4% deduction percentage.
X Deduct Percentage 4%

Deduction from this month s invoice is $ 120.00


IF: Packaging is not properly accomplished. (Contractor is allowed 2% of the daily random sampling of the carts to not be in compliance with the packaging requirements)
AND: Packaging is properly accomplished - deduction percentage is 1% for each percentage over 2%, NTE 10%
AND: Average percentage of the daily random sampling of carts that were not properly accomplished monthly is 5% (less the 2% allowed, leaves 3%, which results in 3% deduction percentage.
X Deduct Percentage 3%

Deduction from this month s invoice is $ 90.00 When a surveillance method other than sampling is used, the percentage deduction for each defect over the allowable maximum is specified in the Deduction column. When applied, the deductible percentage of the Deduction column is chargeable against the current month s invoices.

7.4. Sampling Guides

7.4.1 Sampling Guide 1 Cleanliness of Linen

1. AQL: 5% Maximum Allowable Degree of Deviation

2. Lot size: _*________ (number of carts received per day)

3. Sample size: _*________

4. Sampling and Inspection Procedure: Select _*_______ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards of cleanliness established contract.

5. Performance guide: A minimum of 95% compliance with established standards for clean linen is required.

6. Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 3.

* Sample size will be 10% of the actual number of carts received per day.



1. AQL: .25%

2. Lot size: ____________ (number of carts received per day)

3. Sample size: ____________

4. Sampling and inspection procedure: Select ________ random carts from each delivery of clean linen. Examine linen on carts selected for compliance with standards of finish and packaging established in contract.

5. Performance guide: .25% defects per gross weight processed is allowed.

6. Contract paragraphing: Paragraph 7.3.1, Summary Table, factor numbers 5 and 6.

7.4.3 Sampling Guide 3 -Damage

AQL: 2.5 % Maximum Allowable Degree of Deviation

Lot size: ___*_____ (number of deliveries per month)

Sample size: ___*________

Sampling and inspection procedure: Select __*_____ random carts per day from each delivery of clean linen. Examine linen on carts selected for compliance with standards for no damage of linen item established in contract.

Performance guide: A minimum of 97.5% compliance with established standards for damaged linen is required.

Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 8.

7.4.4 Sampling Guide 4 - Cleaning Of Carts

AQL: 2.5%

Lot size: ___*_______ (number of deliveries per month)

Sample size: _*_________

Sampling and inspection procedure: Select __*_____ random days required for delivery of clean linen. On the days selected, go to the laundry and verify that carts are being cleaned between unloading of soiled linen and loading of clean linen.

5. Performance guide: A minimum of 97.5% compliance with established standards for cleaning of carts is required.

6. Contract paragraphing: Paragraph 7.3.1, Summary Table, factor number 10.


The checklists attached hereto contain those contract requirements that can best be monitored by the individual or activity receiving the service.

7.5.1 At the start of the contract, the QAE shall instruct customers on the requirements of the contract and on the proper method to complete the customer complaint form. A written copy of the specific contract requirement will be provided to each customer. Customers shall be required to submit the complaint form within 1 working day of the discovery of the discrepancy.

7.5.2 Once each year, the QAE will contact each customer to assure that there is an understanding of the contract requirements. The QAE will document the annual visits.

7.5.3 When a complaint is received, the QAE will contact the customer to verify the complaint. If the complaint is valid, the QAE will notify the Contractor of VA management whoever is applicable of the defect in writing.

7.5.4 The QAE will retain the complaint form in the files. At the end of each month, all validated complaints will be tabulated to determine satisfactory or unsatisfactory performance, in each are, based on the criteria in the AQL column in the Performance Requirements Summary.


7.6 Customer Compliant Record
Date/time of complaint:
Source of complaint:
Nature of complaint:
QAE evaluation:

Date/time contractor or VA informed of complaint: ________________________

CPM initials _________________

Action taken by contractor or VA:
QAE signature: ___________________________________________

7.7 Surveillance Activity Checklist:

There are some contractual requirements, of a general nature, that do not properly fit under the random sampling concept. These items are contained on the following checklist by frequency of the surveillance (weekly, monthly, etc. - See Attachment 2).

(To be performed (daily) (monthly) (weekly) as applicable)

Contract requirement
Contract paragraphing
Method of surveillance
Date accomplished
Where accomplished
Shipment Schedule is Met
7.3.1 Summary Table, Factor number 1
Review all quotas delivered to Medical Center to assure they match established schedule, weekly basis.

Weights are accurate.
7.3.1 Summary Table, Factor number 2
Daily weighing upon receipt. Compare to delivery tickets on a weekly basis.

No more than 7 percent reduction in whiteness or tensile strength after washing.
7.3.1 Summary Table, Factor number 4
Review independent laboratory reports on test pieces submitted by Contractor.

Provide required reports.
7.3.1 Summary Table, Factor number 7
Assure that all data requested of contractor by terms of contract are complete and submitted on time, monthly basis.

7.3.1 Summary Table, Factor number 9
Review reports from Facility COTR and Lead COTR addressing responses for contact in excess of 1 hour on a monthly basis

Compliance with JCAHO and VA requirements.
Technical exhibit 2
Review records of customer complaints monthly regarding response to emergency requests for service that take more than 1 hour.

Attachment 1 - Surveillance Activity Checklist: (To be performed daily / monthly / weekly as applicable)


Method of
Soil and clean
weights equal.

exhibit 2
Check delivery tickets for month.
Check periodic inventories.
Daily weighing of soil and clean
Weekly reconciliation of totals.

No more than 7 % reduction
in whiteness or tensile
strength after washing.
exhibit 2
Review independent laboratory
reports on test pieces submitted
by Contractor.

Packaging is properly
Sect. 5,
Examine returned linen items to assure that they are
properly and appropriately packaged, hung, bundled, etc.

Weights are
exhibit 2
Daily weighing upon receipt.

Provide data.
Technical exhibit 2
Sect. 1.12.2.
Assure that all data request of contractor by terms of contract
are complete and submitted on time.

Compliance with JCAHO
and VA requirements.
Sect. ,
1.4 ,
Review appropriate records quarterly to assure that the
VA or Contractor is complying with JCAHO and VA requirements and Properly documenting compliance.

Maintain quality
control program
1.3.3., 1.5.
Review quality control program quarterly for effectiveness.

Maintain and update files of
required publications.
Sect. 6.1.
Review publications files semi-annually for completeness and currency.

Qualified Manager
Sect. 1.2. , ,
If appropriate review CPM s qualifications prior to start of work.

Initial employee training and
employee developmental
Sect. 1.4. ,
Review training records 2 weeks after contract start date and quarterly thereafter.

Receipt and release of
Sect. 1.13.
Monitor receipt and release for adherence to stated schedules.


Attachment 1: Price Quote Contract Line Items
Attachment 2: Wage and Determination
Attachment 3: Solicitation Clauses and Provisions

Price Schedule:
The contractor must provide a price quote for each CLIN delineated in Attachment 1 to be considered for award.

Evaluation of Quotes:
The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance. Specific quote requirements are detailed in attached FAR 52.212-1 Instructions to Offerors Commercial Items .

Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted in accordance with FAR 13.106-2(b)(3). The Government will compare quotes to one another to select the quote that best benefits the Government by fulfilling the requirement.

Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote.

Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues.

Clauses and Provisions:
The clauses and provisions for this solicitation are found in Attachment 3: Solicitation Clauses and Provisions. The Clauses and Provisions provide additional information regarding the requirements for quote submission and evaluation.

See Attachment 3: Solicitation Clauses and Provisions
The full text of FAR and VAAR provisions or clauses may be accessed electronically at and

This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a firm fixed price Base plus four (4) option years contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.
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."
"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:"
Offeror shall list exception(s) and rationale for the exception(s).

All quotations shall be sent via email to Bradley Fasnacht, Contract Specialist, at . Submission shall be received not later than 11:00AM EST on 6 March 2019. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed quotes will be accepted. It is the responsibility of the vendor to ensure the Government s timely receipt of their quote.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Bradley Fasnacht, no later than 11:0

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