3510--Uniform and Maintenance Lease

SOURCES SOUGHT The Department of Veterans Affairs, James A, Haley Veterans Hospital (JAVH) located at 13000 Bruce B. Downs, Tampa, Fl. 33612 is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Rental and Laundry Service. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 812320. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. [Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.] The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by12/14/2021. All responses under this Sources Sought Notice must be emailed to leonora contact@example.gov no later than 12/14/2021 at 10 am EST. If you have any questions concerning this opportunity please contact: Leonora Simmons Scope of Need: The purpose of this SON is to provide a work uniform rental and laundry service for identified employees in the Facilities Management Service at the James A. Haley Veteran's Hospital (JAHVH) campus in Tampa, Fl. Uniforms that are Occupational Safety and Health Administration (OSHA) compliant with respect to National Fire Protection Association (NFPA) 70E are flash level two protection are needed for workers daily. As part of their work assignments, these personnel may expectedly encounter live, electronically energized parts. All FR protective clothing shall be rated for Arc Flash protection in accordance with NFPA 70E and ASTM F1506. Each employee shall be measured/sized to assure proper fit and assigned a total of Twelve (12) FR ARC 2 sets of leased shirt/pants (navy). Note: Provisions for employee weight changes must be allowed. Each employee shall be sized and provided (head protection) clear safety glasses, 12 cal. purview face shield, MSA slotted hard hat (white), 12 cal. Balaclava (navy), and electric gear bag. Each employee shall be sized and provided (hand protection) two 11 class 00 rubber insulated gloves (one yellow/one black), ARC guard FR knit glove, 10 leather protectors, and a glove bag. Sets of leased PPE in the head/hand program will be replaced when damaged at no charge to the customer. All required semi-annual inspections/certifications of PPE are the responsibility of the contractor and will be provided to the COR. Additional Five (5) leased sets of unassigned community FR Coveralls shall be provided and laundered/replaced as needed for incidental employee wear. The sizes are to be determined during fitting. Garments/PPE shall be marked in such a manner that each piece is identifiable as personal clothing for each employee supplied. Pants will have the user s identification on the waistband. The vendor s identification will be on each item for their purposes. On the industrial uniform shirts there will be an embroidered tag on one side of the shirt identifying the employee's name and on the other side an embroidered tag with the James A. Haley Veterans Hospital logo and department name. Uniform Requirements: Contractor Furnished Items: The contractor shall furnish all facilities, labor, material, and transpot1ation to provide a weekly work uniform rental and laundry service in accordance with the terms and conditions herein. The contractor shall provide good and usable uniforms. Uniform Specifications; Employee uniforms shall consist of a long sleeve collared shirt (Arc Flash Rated as indicated), short sleeve collared shirt, a t-shirt under shirt (100% cotton) and a pair of pants (Arc Flash Rated as indicated). Long sleeve and short sleeve collared shirts shall have a breast pocket. Employees requiring arc-flash level one protections shall have long sleeve collard and a pair of pants, both with flame resistant protection value of not less than 4 calories per square centimeter (4 Cal/cm2) as defined in American Society for Testing and Material (ASTM) F 1959-99. Provided clothing shall be OSHA compliant with respect to NFP A 70E arc flash level one protections. 100% Cotton shirt short sleeve FR rated. Employees requiring arc-flash level two protections shall have long sleeve collared and a pair of pants, both with a flame resistant protection value of not less than 8 calories per square centimeter (8 cal.cm2) as defined in American Society for Testing and Material (ASTM) F 1959-99. Provided clothing shall also be OSHA compliant with respect to NFPA 70E are flash level two protections. Qualities and color: There are approximately 22 employees that shall require uniforms. All of those shall require flame resistant level I or II uniforms. Price/Cost Schedule provides the estimated number of personnel per shop/ group and recommended number of uniforms per person. The contractor shall provide identified employees with the specified number of properly sized uniforms within 4 to 10 weeks of receiving the Attachment B list of names and preliminary sizes. Or, as soon as possible due to Covid -19 shipping delays. The contractor shall provide samples of a variety of uniform shirt and pants colors and styles from which to choose. Members of each shop will have the same color uniform. The overall number of employees requiring a uniform increase or if individual names of employees requiring a uniform change during the contract period, the contractor shall be notified in writing of these changes by JAHVH. The contractor shall provide new, not previously worm uniforms as a result of these changes within two weeks of written notification. Certificate of Compliance: The contractor shall furnish a certificate of compliance at the same time their offer is submitted. This certificate shall certify in writing that the uniform pants/shirts/coveralls they will provide under the terms of this contract do, in fact, meet the requirements of: Provided clothing shall have flame resistant rating in compliance with NFPA 70E. 6. Uniform measurements: To ensure a proper fit, the contractor shall visit the VAMC campus within 2 weeks or when the sizing kits is received by the contractor . The award of the Contract will commence prior to the ordering of garments and all employees are measured who are requiring a uniform. Measurements shall require more than one session and the contractor shall make arrangements with the Contracting Officer's Representative (COR) to schedule these times. The COR shall be an employee of the JAHVH Facilities Management Service. Within two days of the last initial measurement taken, COR shall forward a list of uniforms required, by name/quantity/size, to the contractor. Weekly Laundry and Delivery: The contractor shall pick up soiled uniform weekly, on a day set by the vendor for cleaning. If the particular set day occurs on a Federal holiday, the pickup and delivery day shall be on the next regular working day that VAMC is open for business. The uniforms shall be laundered to clean and remove all dirt, chemical residue, and sweat from everyday use. The uniforms shall be returned to the same pick-up point the following week (on the set day) after being properly cleaned. The returned pants and shirts shall be neat in appearance and clean after laundering. They shall be free of any defects that would detract from the uniforms' ASTM/OSHA/NFPA 70E compliance, serviceability, or appearance. The uniforms shall be delivered to Building 54. The contractor shall pick up soiled uniforms and deliver clean uniforms to Building 54. Pickup and delivery times shall be in the set but must occur within a mutually agreed 2-hour window between 7 AM and 4PM. In the event the 2-hour window is missed due to events that are out of control of the driver this is understood. The rental and laundry costs shall be based on the number of individual garments involved, i.e., each shirt and pair of pants. A list of returned laundered uniforms, by name and quantity, shall be submitted to the COR on a weekly basis along with a list of soiled uniforms, by name and quantity, which were removed from the previous week's list. Uniforms not returned from the laundry after two weeks shall be replaced with good and usable garments at no extra charge to VAMC. The Contracting Officer shall be the final arbiter of all disputes. Uniform Maintenance and Repair: The contractor shall maintain the uniforms in good order by ensuring they are free of any defects, i.e., holes, tears, fabric defects, spots, uneven dyeing, loose or missed stitches, or anything else that shall affect their ASTM/OSHA/NFPA 70E compliance, serviceability, or appearance. The contractor shall be responsible for replacing buttons, zippers, etc., and patching small rips and tears on a u11ifo1m as requested and returning these uniform garments to VAMC within two weeks at no additional cost to the Government. The Government shall notify the contractor of requested repairs by affixing a tag provided by the contractor to the shirt or pair of pants and specifying the repair(s). Any repairs or replacements garments over a two-week period must be communicated to the COR with expected date. Only accepted delays are for size 3X, and up, and or waist 42 and over. The contractor shall perform minor alterations (i.e., adjustments to the waist and length of pants,) at no additional cost to the Government. Uniforms that are tom or worn beyond repair shall be replaced with good and usable uniforms at no additional cost to the Government. The COR shall make the final determination as whether a uniform is torn or worn beyond repair. All FR rated uniform shall have a wearing cycle of longer than eighteen (36) months, or 78 washings per the OSHA FR rated requirement for washing requirements. Uniform Returns: Uniforms that are no longer required shall be returned to the contractor and the weekly rental fee shall be reduced accordingly. If the VAMC fails to return a uniform and the uniform is less than nine months old, VAMC shall pay half of the replacement cost of the uniform. If the uniform is between nine and fifteen months old, VAMC shall pay one quarter of replacement cost of the uniform. If the uniform is more than fifteen months old, JAHVH shall not be charged for that particular uniform. At the end of the contract, JAHVH shall pay for unreturned uniforms in accordance with the price/cost scheduled. 10. Uniform Exchanges: Uniform replacements for size change reasons shall be provided at no additional cost to the Government, except in those instances associated with lost, deliberately damaged or unreturned uniforms. (Subparagraph 2.6 above pertains). The contractor shall replace identified uniforms needing sizing changes within two weeks for standard sizes, and extended time for sizes over 3X, and 42 waist or higher, of the request date. The contractor shall allow the Government a minimum of four weeks to gather and return the former uniforms after the new uniforms have been received at the JAHVH. Under certain circumstances (such as extended absence of an employee) and with prior mutual agreement between the contractor and Government, the contractor shall accept the return of the former uniforms after the four-week period has expired with no penalty to the Government. Contractor Inventory: The contractor shall maintain an accurate inventory of all uniforms provided to JAHVH. The contractor shall maintain a log, by employee's name, for the number of individual uniform pieces (shirts and pants) laundered each week. A copy of this log shall be delivered to the COR during every drop-off/ pick-up day, or notes will be made on the weekly invoice by each employee's name for clear communication. 12. Invoices: Invoices shall be submitted monthly and shall be based on the number of items rented and cleaned. Invoices shall be accurate, up-to-date, free from duplications, and show the number of uniforms assigned to each employee. The contractor shall affix the following certification to each monthly invoice: I certify in writing that the work uniforms provided during the past monthly billing cycle and to be provided during the upcoming monthly billing cycle do provide the VAMC employees with flame resistant protection of not less than 8 Cal/em2 as defined in ASTM F 1959-1999 and are OSHA compliant with respect to NFPA 70E arc flash level two protection . 12 b. Payment will be made to the contractor monthly after the submitting and certification of Invoice. Contractor Reports: The contractor shall provide a monthly report to the COR identifying the number of uniforms replaced and the number recommended for replacement, either because they cannot be cleaned, they are damaged beyond economic repair, they are approaching their wearing cycle of eighteen (36) months, or 78 washings. The contractor shall maintain an accurate accounting system that identifies each piece of clothing by the employee. Contractor shall monitor and track the number of times all arc flash rated clothing is washed and replaced when rated garments have reached their maximum number of washes at no extra expense to the VAMC. Contractor will provide JAHVH monthly report indicating how many times each arc flash uniform component has been laundered. Recovered Materials: Uniforms and garments provided by the contractor shall be made of recovered materials to the maximum extent practical and still be ASTM/OSHA compliant (with respect to NFPA 70E arc flash level two protection). In addition, the shirts shall be labeled in accordance with the Rules and Regulations under the Textile Fiber Products Identification Act and the Trade Regulation Rule concerning its care. Health and Safety: The contractor shall supply the COR with material safety data sheets for each chemical used to launder uniforms. VAMC retains the right to reject any uniform that causes an adverse effect upon one of its employees. Adverse effects include, but are not limited to headache; eye, dermal, nasal, or throat irritation and/or sensitization; nausea; and dizziness. If the particular cleaning process used or the fabric supplied causes an individual employee to have an allergic reaction, the contractor shall provide an alternate cleaning method or alternative fabric for that employee at no extra cost to the Government. Uniforms: Minimum Specifications: The contractor shall provide good and useable uniforms and shall individually label the shirts and pants on the inside collar and waistline, respectively, with the employee's name and an identification number. The contractors shall use price/cost schedule for estimated quantities. Final initial quantities shall be provided using price / cost schedule, which shall specify quantities and sizes. The contractor shall be prepared to provide identified employees with the specified number of properly sized uniforms within 4 weeks of receiving the employees names. The overall number of employees requiring a uniform increase or if individual names of employees requiring a uniform change during the contract period, the contractor shall be notified in writing of these changes by JAHVH. The contractor shall provide good and usable uniforms as a result of these changes within two weeks of written notification, To ensure a proper fit, the contractor shall measure these additional employees or employees requiring a uniform change. Measurements may be taken on Tuesday Morning at the same time and location where soiled uniforms are picked up and clean uniforms are delivered - VAMC's FMS Operations & Maintenance Shop, Building 54. Shirts, Fabric and Style: Shirts shall be long sleeve and made of a flame-resistant material with a protective value of not less than 8 Cal/cm2 and shall be ASTM/OSHA compliant (with respect to NFPA 70E arc flash level two protection). All shirts shall in good condition and usable upon delivery to the Government. The fabric shall have permanent press and soil release finishes. Shirts shall have at least two front pockets and shall be of a quality and style generally accepted in the industry. Sleeves shall be reinforced at the elbow as to insure extended usage. Shirts shall have the employee's name and his/her identification number marked on the inside for identification purposes. Bar codes are acceptable provided that written identification is also present. Size: Shirts shall be available in men's sizes from small to 6x. Quantities are indicated in Price/Cost schedule. If a woman will require a uniforms the men's will be altered to fit as needed. Identification: Shirts shall have employee's First Name and Shop listed above front pocket for both short and long sleeve shirts. Short Sleeve T-Shilts do not require the employee's names. Pants, Fabric and style: Pants shall be made of a flame-resistant material with a protection value of not less than 8 Cal/cm2 and shall be ASTMO/OSHA compliant (with respect to NFPA 70E arc flash level two protection). All pants shall be ii1 good and usable condition upon delivery to the Government . The fabric shall have permanent press and soil release finishes. Pants shall have a plain front with two quarter top pockets and two back hip pockets. Pants shall have regular (not flared) leg bottoms and shall be double stitched with no cuff at the end of the legs. Pants shall be reinforced at the knees and at the inseam as to ensure extended usage and shall be of a quality and style generally accepted in the work uniform rental industry. Pants shall be available in regular cut. Pants shall have the employee's name and his/her identification number marked on the inside for identification purposes. Bar codes are acceptable provided that written identification is also present. Sizes. Men's pants shall be available in waist sizes from 28 inches to 54 inches with an inseam of 28 inches to 36 inches and shall be altered to fit as needed at no additional cost to the Government. Quantities are indicated in the Price/Cost schedule. 22. Quality Assurance: Contractor Quality Control Plan: 22 a. The contractor shall maintain a documented and functioning quality control program. 22 b. The contractor shall rely on its existing quality control system to assure that the services supplied to the Government meet the requirements of this specification. 23. Government Quality Assurance: 23 a. The Government will verify that the contractor is meeting the requirements in this contract by reviewing the monthly reports described in sub'paragraph. 23 b. and comparing the data to the Government's internal records, randomly inspecting uniforms throughout the performance period of this contract, obtaining customer feedback, and reviewing the contractor's quality control data. 24. Period of Performance: 24 a. The base period of performance will be one (1) year from the date of award with four (4) twelve- month option periods that may be exercised by written notice to the contractor. 25. Deliverables: Shop Est. number of Employees Number of uniforms Arc Flash Rating (Level I/ Level II/None) Electric Shop 22 12 ea. Shirt/Pants II Delivery location: James A. Haley Veteran s Hospital, 13000 Bruce B. Downs, Tampa, FL 33612 VAMC's FMS Operations & Maintenance Shop, Building 54. Delivery date: 60 Days After receipt of Order (ARO). FOB Destination.