Laundry Services at the Pine Ridge IHS Hospital in Pine Ridge, South Dakota

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Programs for Certain Commercial Items (10 U.S.C. 2304(g) & 2305 & 41 U.S.C. 253(g) & 253a & 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), & FAR Subpart 37.4, Non-personal Health Care Services (10 U.S.C. 2304 and 41 U.S.C. 253). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Aberdeen Area Indian Health Service (IHS) intends to award a firm-fixed price requirements type contract in accordance with the Request for Proposal (RFP) 013-42 for Laundry Services at the Pine Ridge IHS Hospital in Pine Ridge, South Dakota. BID SCHEDULE: LAUNDRY SERVICES: the quoted pricing must be all inclusive (to include but not be limited to travel, lodging, per diem, fringe benefits, federal, state and local taxes) plus all other costs pertinent to the performance of this contract. The contract resulting from this solicitation will not obligate funds; funds must be obligated prior to starting performance through a delivery order or task order. Orders may be submitted electronically, facsimile or hard copy. Please complete the following pricing schedule utilizing your most competitive and reasonable rates which the IHS will use to the "Best Value" to the government. The quantities of supplies or services specified in the Schedule are estimates only. 1. BASE YEAR (04/01/2013 through 03/31/ 2014) Laundry Services: 155,000 pounds x $ __________________per pound 2. OPTION YEAR ONE (04/01/2014 through 03/31/2015) Laundry Services: 155,000 pounds x $___________________per pound 3. OPTION YEAR TWO (04/01/2015 through 03/31/2016) Laundry Services: 155,000 pounds x $____________________per pound 4. OPTION YEAR THREE (04/01/2016 through 03/31/2017) Laundry Services: 155,000 pounds x $____________________per pound 5. OPTION YEAR FOUR (04/01/2017 through 03/31/2018) Laundry Services: 155,000 pounds x $___________________per pound PERFORMANCE WORK STATEMENT The purpose of this contract is to provide Laundry Services for the Pine Ridge I.H.S Hospital, Laundry services include the collection and delivery of various types of laundry, which include rough dry, flat work, finished work, pillows, mops and dry cleaning of window drapes, Laundry shall be done in accordance with the following specifications: Quality of Work: Laundering will be done in accordance with accepted standards of the Joint Commission on the Accreditation of Hospitals (JCAHO) and Centers for Medicaid & Medicare Services (CMS)on the Health Care Financing Administration (HCFA) depending upon the Accreditation status of the receiving facility. All certifications required by the State of South Dakota should be available on file at the Contractor's place of business. Collection and Deliveries: Collections and deliveries are required at least twice per week. They shall be made on Tuesday and Friday of each week, unless previously arranged with the Housekeeping Supervisor. A. Collections shall be picked up at the laundry contractor/representative in separate lots, and shall be receipted for the contractor/representative at the time of collection. The vehicle shall transport dirty laundry to the laundry facility and shall be cleaned and sterilized with a 50 ppm chlorine solution prior the placement of clean laundry into the vehicle for return transport. Clean laundry shall not be transferred at any time in the same vehicle with dirty laundry. B. Deliveries will be made directly to the hospital by the contractor/representative in closed laundry vehicle. Deliveries by commercial conveyance are not acceptable. All rough and flat work shall be packed (by type of garment and item) in clear plastic wrapping and sealed by heat or pressure methods and handled in such a manner as to prevent contamination. All uniforms jackets and coats shall be delivered on hangers with envelopes. A representative of the Public Health Service will receipt for all articles delivered by the contractor, noting any damages or shortages at the time of delivery. Processing: Hospital laundry shall be processed separately from other customer laundry as a separate lot, all uniforms shall be washed separately. As the laundry progresses through the various stages it shall be kept separate from the preceding stage. Receiving and sorting, laundering, finishing and storing. Infectious Disease Linen: The hospital will bag linens from infectious disease (isolation linen) cases separately from other linens in yellow bags or white bags labeled appropriately or marked "Infectious Disease Linen". Infectious disease lined (isolation linen) should not be sorted before it is washed. A water-soluble inner bag is deposited directly into the water, (provided by the hospital). Sorting is accomplished after processing, flat work, day cleaning, or finish should be indicated on an attached label, if applicable. Test Piece Analysis: A. All washing procedures shall be subject to Laboratory Report of Test Piece Analysis when requested by the Contractor. B. Tensile strength and whiteness retention measurement of test pieces shall be determined on the basis of (20) washings in accordance with methods of American Institute of Laundering. C. The washing procedures shall meet the following standards of tensile strength loss and whiteness retention: Tensile Strength Loss: A-not over 5% - Excellent B-6% to 10% - Good Witness Retention: A-95% or Higher - Excellent B-92% to 96% - Good Processing Laundry Procedures: The following procedures are outlined in processing commercial laundry. White formula to assure maximum sterilization. A separate linen processing should be provided. Processing equipment should be arranged so that linen flows from soiled to clean, i.e., sorting area- washing - extracting - drying - ironing - folding - storage - etc. Basic processing steps should include the following components: A. An Initial Flush A cool water flush, or split (half cold and half hot water), shall be utilized initially to prevent setting of certain stains B. Sudsing Stages (4 stages minimum) The principal washing action is achieved during the detergent sudsing stages. The maximum temperature range should be between 150 degrees Fahrenheit and 170 degrees Fahrenheit. (A water temperature above 71 degrees Centigrade (160 degrees Fahrenheit) for 25 minutes will destroy practically all microorganisms except spores). A bleach is commonly added after the last sudsing stage. Chlorine (approximately 100 ppm) is most commonly used for this purpose. C. Rinsing Stages (4 stages minimum) High temperatures rinsing (165 degrees Fahrenheit to 170 degrees Fahrenheit) normally follows the sudsing stages. A sour shall be added after the final rinse to remove traces of detergent. The sour abruptly reduces the pH from about 10.0 to 5.0 and thus aids in reduction of microorganism. D. Fluff Drying Twenty minutes at 165 degrees Fahrenheit E. Ironing Ironing shall be performed in a laundry press or a flatwork ironer of approximately 100 pounds of steam pressure or (130 degrees Fahrenheit) to significantly reduce the number of microorganism. Clean Linen Storage: Final holding and storage should be accomplished in an area, which is separate from dirty laundry, which has been sanitized with a 50 ppm chlorine solution. Hand washing facilities should be provided in this area. Items stored should preferably be placed in enclosed carts or on closed or covered linen shelves. A sewing and repair operation may be included in this area. Environmental Quality: All laundry facilities should consider construction of interior finishes which are smooth and easily cleanable. The interior of the laundry should be thoroughly cleaned daily. An appropriately sized janitorial closet should be provided. Toilet facilities should be provided and located within or immediately adjacent to the laundry. Appropriate OSHA standards should be met by the laundry facilities. Contractors Facilities - Sanitary Inspection: A. Award of items listed on this invitation for bid shall be made only to a bidder whose facilities at which such items are to be processed have been inspected or otherwise meet the requirements of the Indian Health Service Office of Environmental Health. B. The Government reserves the right to have the contractor's facilities inspected at all reasonable times during the performance of this contract. If an inspection reveals the existence of unsanitary conditions, the contractor shall be requested in writing by the Contracting Officer to correct such conditions. C. Refusal to correct unsanitary conditions shall constitute sufficient cause of the Government to terminate this contract immediately in accordance with clause entitled (default) and without waiting ten (10) days for the correcting of the condition. INSPECTION AND ACCEPTANCE E-1. INSPECTION OF SERVICES-FIXED-PRICE (FAR 52.246.-4) (AFR 1984): A. Definitions. "Services," as used in this clause, includes services performed, workmanship and material furnished or utilized in the performance of services. B. The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires. C. The Government has the right to inspect and test all services called for by the contract, to the extend practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work. D. If any of the services do not conform with contract requirements, the Government my require the contractor to perform the services again in comformity with contract requirements, at no increase in contract amount. When the defects in service cannot be corrected by reperformance, the Government may (1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of their services performed. E. If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or (2) terminate the contract for default. E-2. Project Officer: The Project Officer representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer. A. Monitoring the contractor's technical progress including surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; B. Interpreting the scope of work; C. Performing technical inspections and acceptances required by the contract; D. Assisting the contractor in the resolution of technical problems encountered during performance; and E. Serving as systems manager to insure compliance with the Privacy Act. F. The Contracting Officer is responsible for directing or negotiating changes in the terms, conditions or amounts cited in the contract. F-1. Period of Performance: Performance under this contract shall be from April 01, 2013 to March 31, 2014 (option years) , unless the period is changed in writing by the Contracting Officer. F-2. Delivery Schedule: A. Two deliveries per week requested, to be arranged between the contractor and the Service Unit Director and/or a designated representative of the Hospital. B. The delivery days of the week which the contractor will make collections and deliveries will be Tuesdays and Fridays. F-3. Payment Due Date (HHSAR 352.242.74): A. Payments under this contract will be due on the 15th calendar day after the date of the actual receipt of a proper invoice in the officer designated to receive the invoice. B. The date of the check issued in payment or the date of payment by wire transfer through the Treasury Financial Communications System shall be considered to be the date payments are made. G-2. Invoice Submission (HHSAR 343.242-78) (April 1984) The Contractor shall submit a signed and approved invoice to request payment on at least a monthly basis. (a) The Contractor shall submit an original invoice to: Attn: Accounts Payable Aberdeen Area Indian Health Service Division of Financial Management 115 4th Avenue SE, Room 309, Federal Building Aberdeen, South Dakota 57401 (b) The Contractor shall include the following information on each invoice in accordance with the prompt payment act (5 CFR Part 1315.9 (b)): 1. Contractor's name; 2. Invoice number and date; 3. Entire award number or other authorization number for delivery of goods or services; 4. Description (including dates of service), price, and quantity of goods and services rendered; 5. Shipping and payment terms; 6. DUNS number and Taxpayer Identifying Number (TIN); and 7. Contact name (where practicable), title and telephone number. Payment shall be made by the Aberdeen Area Financial Management Branch, Room 309, Federal Building, Aberdeen, South Dakota 57401. INVOICE SUBMISSION AND PAYMENT G-3 Method of Payment (HHSAR 352.242-79): A. Payments under this contract will be made either by check or by wire transfer through the Treasury Financial Communications System at the option of the Government. B. Contractor will be paid by the pound. The rate is determined by the successful bid. C. Housekeeping Officer, I.H.S. Pine Ridge Service Unit, P.O. Box 1201, East Hwy 18, Pine Ridge, South Dakota 57770, not later then seven (7) days after receipt of notice of award: The Contractor shall forward the following information in writing to the (1) Full name (where practicable), title, phone number and complete mailing address of responsible official (s). (I) To whom check payments are to be sent, and (II) Who may be contracted concerning the bank account information requested below. (2) The following bank account information required to accomplish the transfers: (I) Name, address and telegraphic abbreviation of the receiving financial institution; (II) Receiving financial institutions 9 digit American Bankers Association (ABA) identifying number for routing transfer of funds. (Provide this number only if the receiving financial institution has access to the Federal Reserve Communications System). (III) Recipient's name and account number at the receiving financial institution to be accredited with the funds. (IV) If the Receiving Financial Institution does not have access to the Federal Reserve Communication System, provide the name of the correspondent financial institution through which the receiving correspondent financial institution received electronic funds transfer messages. If a correspondent financial institution is specified, also proved: (a) Address and telegraphic abbreviation of the correspondent financial institution. (b) The correspondent financial institution's nine (9) digit ABA identifying number for routing transfer of funds. C. Any changes to the information furnished under paragraph B of this clause shall be furnished to the Purchasing Officer, I.H.S. Pine Ridge Service Unit, P.O. Box 1201, East Hwy 18, Pine Ridge, South Dakota 57770 in writing at least (30) days before the effective date of change. It is the contractor's responsibility to furnish these changes promptly to avoid payments erroneous addresses or bank accounts. D. The document furnishing the information required in paragraphs B and C must be dated and contain the signature, title and telephone number of the contractor official authorized to provide it, as well as the contractor's name and contract number. G-4 Project Officer: Project Officer representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer. A. Monitoring the contractor's technical progress including surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; B. Interpreting the scope of work; C. Performing technical inspections and acceptance required by this contract; D. Assisting the contractor in the resolution of technical problems encountered during performance; and E. Serving as systems manager to insure compliance with the Privacy Act. The contracting officer is responsible for directing or negotiating changes in the terms, condition or amounts cited in the contract. 52.246.20 WARRANTY OF SERVICES/LAUNDRY SERVICES CONTRACT As prescribed in 46.710(d), the contracting officer may insert a clause substantially as follows in solicitations and contracts when a fixed-price contract for services is contemplated and the use of a clause at 52.246-19, Warranty of Systems and Equipment under Performance Specifications or Design Criteria, has been used: WARRANTY OF SERVICES (APR 1984) (A) Definitions. "Acceptance", as used in this clause means the act of n authorized representative of the Government by which the Government assumes itself, or as an agent of another, ownership of existing and identified supplies, or approves specific services, as partial or complete performance of the contract, "Correction", as used in this clause, means the elimination of a defect. (B) Not with standing inspection and acceptance by the Government of any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under this contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this contract. The Contracting Officer shall give written notice of any defect or nonconformance to the Contractor... [Contracting Officer shall insert the specific period of time in which notice shall be given to the Contractor; e.g., "within 30 days from the date of acceptance by the Government", within 1000 hours of use by the Government; or other specified event whose occurrence will terminate the period of notice, or combination of any applicable events or period of time]. This notice shall state either (1) that the Contractor shall correct or re-perform any defective or non-conforming services, or (2) that the Government does not require correction or re-performance. (C) If the Contractor is required to correct or re-perform, it shall be at no cost to the Government, and any services corrected or re-performed by the Contractor shall be subject to this clause to the same extent as work initially performed. If the Contractor fails or refuses to correct or re-perform, the Contracting Officer may, be contract or otherwise, correct or replace with similar services and charge to the Contractor the cost occasioned to the Government thereby, or make equitable adjustment in the contract price. (D) If the Government does not require correction or re-performance, the Contracting Officer shall make an equitable adjustment in the contract price. (End of Clause) (R7-1904,5(b)1979 SEP) Past Performance will be a factor in the consideration for acceptance of this Contract. SURVEILLANCE ACTIVITIES AND CONTRACTOR INCENTIVES Performance surveillance monitors will be established to comply with regulatory guidelines and to monitor contract performance. Performance-based incentive are consistent with the intent and purpose of the contract and are outlined on the following grid. PERFORMANCE OBJECTIVES PERFORMANCE MEASURE PERFORMANCE STANDARD SURVEILLANCE PLAN CONTRACTOR INCENTIVE TASK 1 Develop a staffing Plan to provide Monitoring, data Entry of laundry Cleaned and Stained coming back All laundry staff Must be Knowledgeable in The cleanliness of The laundry Coming in Contractor must Demonstrate that Their facility meets The standards of JCAHO and OSHA The project officer And staff will Monitor all laundry Coming back from The Laundry And stained, dirty, or torn IHS will provide A acceptable Performance to Contractor if they Meet. All standards SUBMISSION OF WORKLOAD INFORMATION AND INVOICE The Contractor shall establish a reporting and involving process for each service unit indentified in this delivery order. Each invoice shall contain workload information and the Common Accounting Number (CAN) for the service unit being involved. The contract person and CAN number for the Service Units are as follows.