Laundry Services at the Rosebud IHS Hospital in Rosebud, SD

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) 12-02, for Laundry Services at the Rosebud IHS Hospital in Rosebud, South Dakota. The solicitation is issued as a 100% small business set-aside. The solicitation documents & incorporated provisions & clauses are those in effect through Federal Acquisition Circular 2005-53. The associated North American Industry Classification System code is 812320 and the small business size standard is $5.0 million. 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 (01/01/2012 through 12/31/ 2012) Laundry Services: 132,000 pounds x $ __________________per pound 2. OPTION YEAR ONE (01/01/2013 through 12/31/2013) Laundry Services: 132,000 pounds x $_________________ per pound 3. OPTION YEAR TWO (01/01/2014 through 12/31/2014) Laundry Services: 132,000 pounds x $_________________ per pound 4. OPTION YEAR THREE (01/01/2015 through 12/31/2015) Laundry Services: 132,000 pounds x $_________________ per pound 5. OPTION YEAR FOUR (01/01/2016 through 12/31/2016) Laundry Services: 132,000 pounds x $_________________ per pound STATEMENT OF WORK The purpose of this contract is to provide Laundry Services for the Rosebud IHS Hospital. Laundry services include the collection and delivery of various types of laundry, which include rough dry, flat work, finished work, pillows, mops, rugs 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 Centers for Medicare and Medicaid services of Hospitals (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 three per week. They shall be made on Monday, Wednesday 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 to 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 wrapped with 6 items in each package) 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 and in separate envelopes according to color. 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 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 linen (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 Wetness 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. Siding Stages (4 stages minimum) The principal washing action is achieved during the detergent siding 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). Bleach is commonly added after the last siding stage. Chlorine (approximately 100 pip) is most commonly used for this purpose. C. Rinsing Stages (4 stages minimum) High temperatures rinsing (165 degrees Fahrenheit to 170 degrees Fahrenheit) normally follow the siding 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 request for proposal shall be made only to an offeror 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 the contract immediately in accordance with clause entitled (default) and without waiting ten (10) days for the correcting of the condition. Contracting Officer's Technical Representative (COTR): CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE: The person identified below is hereby designated as the Contracting Officer's Technical Representative (COTR) for this contract. COTR: Edward Arcoren Rosebud Service Unit PO Box 400 Rosebud, SD 57570 The COTR shall be responsible for: 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. E. Serving as systems manager to insure compliance with the Privacy Act. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PERIOD OF PERFORMANCE: Performance of the contract(s) shall be from January 1, 2012 through December 31, 2012, plus four (4) one-year options. Delivery Schedule: A. Three 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 Monday, Wednesday and Fridays prior to 12:00PM. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where federally funded children's services are provided. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its original invoice to the Aberdeen Area Indian Health Service, Financial Management branch, 115 4th Avenue SE, Aberdeen SD 57401 and a copy to the COTR at the Rosebud Service Unit listed above. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address; (2) Contract Number (entire contract number must be included); (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. The Aberdeen Area Financial Management Branch, 115 4th Avenue SE, Aberdeen, SD 57401, shall make payment. Attached are the Federal Acquisition Regulations (FAR) & Health & Human Services Acquisition Regulation (HHSAR) clauses that are applicable including below. FAR 52.212-1 Instructions to Offerors-Commercial Items (June 2008). Quotes shall be submitted on company letterhead stationery. Signed and dated. And it shall include: 1. Solicitation number 2. Closing Date: November 3, 2011 at 4:00 pm CST 3. Name, address and telephone number of company and email address of contact person. 4. Technical description of the item/service being offered in sufficient detail to evaluate compliance with the requirements of the solicitation. This may include product literature, or other documents, if necessary 5. Terms of any express warranty 6. Price and any discount terms 7. "Remit to" address, if different from mailing address 8. A completed copy of the representations and certifications at FAR 52.212-3 or a copy of the contractor's Online Representations and Certifications Application (ORCA). 9. Acknowledgment of Solicitation Amendments (if any issued) 10. Past performance information, when included as a "best value" factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information). FAR 52.212-2, Evaluation-Commercial Items (January 1999). The provision at 52.212-2 applies to this acquisition and is provided in full text. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and the following "best value" factors considered. (1) Past Performance - the government reserves the right to conduct their own investigation other than the contractors provided list. (2) Ability to meet the requirements in the statement of work. (3) Responsiveness to requirement. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award of acceptance or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2011). See attachment for full text and instructions for completion. FAR 52.212-4, Contract Terms and Conditions-Commercial Items (June 2010), applies to this acquisition and is incorporated by reference. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 2011). See attachment for full text. Submit quote to: Aberdeen Area Indian Health Service Attn: Courtney Davis, Contract Specialist 115 4th Ave. SE, Room 309 Aberdeen, SD 57401 Or fax to +1 (555) 000-0000 or email contact@example.gov Contractor must be registered with the Central Contractor Registration. The website to register at is www.ccr.gov. No contract award shall be made to any vendor listed on the OIG Exclusion List at http://exclusions.oig.hhs.gov throughout the duration of the contract. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFP. In addition, it must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt by the Government.