S209--Linen Cleaning Services Contract Eastern Oklahoma VA Health Care System Muskogee OK, Tulsa OK, and Bartlesville OK

Linen Services VA Eastern Oklahoma Health Care System Muskogee OK 74401 BRIEF SCOPE OF WORK (This is for information only) This RFI (Request for Information) is for information only. No award will be made from this RFI. See bottom of last page of how to submit interest of performance. PURPOSE. The purpose of this project is to provide laundry/linen services that are to be provided to Eastern Oklahoma VA Health Care System (EOVAHCS), Medical Centers located in Muskogee, Tulsa OK and Bartlesville Oklahoma. The Government contemplates award of an Indefinite Quantity Definite Delivery (IDIQ) contract resulting from a future solicitation. Contract period will be approximately 12 consecutive months from the date of award, with four 1-year renewal option periods in accordance with the terms and conditions within possible upcoming solicitation/contract. Locations of Performance: VA Medical Center, 1011 Honor Heights Drive, Muskogee OK 74401 Earnest Childress VA HCC, 8921 S. Mingo Rd, Tulsa OK, 74113 Bartlesville OK (exact address to be determined) SCOPE OF WORK The work required by this Performance Work Statement (PWS), consists of furnishing the physical laundry plant (at an off-site location), all labor, supervision, management, management support, supplies, communized linen and textile items (technical exhibit 1), ancillary equipment, vehicles and materials necessary for accomplishment of complete laundry/linen services, as described in Section 5. Linen is to be picked up on Monday, Wednesday, and Friday, except on Federal Holidays, then picked up or delivered the next business day (M-F). All workmanship shall be in accordance with practices/guidelines established by the National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering and finishing 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). Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The Laundry Plant layout/design should incorporate a design for asepsis whereby clean linen neither comes into contact with soiled linens nor shares the same physical space, thus avoiding cross-contamination and/or reintroduction of bacteria once processed. 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. The Contractor shall assign an on-site manager at their laundry processing plant who shall be physically present during prescribed work hours. The on-site manager is solely responsible to supervise the provision of these laundry/linen services and serves as the primary point of contact with the Government. The Contractor shall designate a qualified alternate to substitute for the on-site manager in his 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 or graduate of an independently controlled management-training program emphasizing institutional laundry. The formal course must have been previously established. 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 daily basis and delivered to the COR or linen supervisor in charge. The reports of soiled linen received and clean linen delivered must show date, the name of the item, including specialty items, number of pieces received and delivered per Schedule Line Item number, pounds received or delivered per Schedule Line Item number, cart number/ weight and where they were delivered. The COR will verify the deliveries M-W-F and discuss any discrepancies with the CPM. The Contractor shall disinfect vehicles and 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 and Infection Control Practitioner. 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. If reusable, laundry bags or liners, used to transport soiled laundry, must be laundered after use. Clean linen will be processed and packaged as specified in Section 5. Clean linen delivery and soiled linen pickup shall be as indicated in Technical Exhibit 3 with delivery on M-W-F except federal holidays. SECTION 5 SPECIFIC TASKS The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below. 5.1.1. Flatwork items that must be conditioned, ironed, and folded: 5.1.1.2. Pillowcases, regular 5.1.1.3. Pillowcases, surgical 5.1.1.4. Sheets: surgical & bed, poly/cotton, bed 5.1.1.5. Tablecloth 5.1.1.6. Towel, huck and OR 5.1.1.7. Wrappers, surgical scrubs* and misc. surgical linen: Small, Medium, Large 5.1.1.8. Misc. Items: Medium, Large* solid colored jade green, misty green, or ceil blue 5.1.2. Items that must be finished through a garment finisher and placed on hangers: 5.1.2.1. Patient personal clothing (shirts / pants) 5.1.2.2. Shirt, uniform 5.1.2.3. Trouser, uniform 5.1.2.4. Smocks and warm up jackets, knee length long coats 5.1.2.5. Coat, short 5.1.2.6. Scrubs used as a uniform* Dress, Top, Bottom * prints or solid color other than surgical scrub color 5.1.2.10. Curtains, cubicle 5.1.3. Items that must be tumbled dried and folded: 5.1.3.1. Bathrobe 5.1.3.2. Blankets, bath 5.1.3.3. Blankets, bedspread 5.1.3.4. Curtains, shower 5.1.3.5. Gown, patient 5.1.3.6. Pajamas: top & bottom 5.1.3.7. Towel, bath 5.1.3.8. Towel, dish 5.1.3.9. Misc. items: Small, Medium 5.1.3.10. Surgical gowns 5.1.3.11. Cloth, wash 5.1.3.12. Laundry Bags Items that must be finished folded, identified by patient name/number, if any, and put in protective packaging: Patient s Personal Clothing, which is not on hangers Small, Medium 5.2. Packaging: 1. Linen is packaged in bulk by item according to quotas and established arrangement. 2. Items finished and placed on hangers are returned in a cart with a coat bar. They are placed on the hanger so identification number and size is showing, if any. 5.3. Additional Guidance. To eliminate the need for separate listing of items that are received infrequently, the item Miscellaneous: Small, Medium, large is shown at the end of each lot. This should be interpreted as follows: 5.3.1. Laundry: Small: An item requiring the approximate time, effort and cost to process as a pillowcase or wrapper. Medium: An item requiring the approximate time, effort and cost to process as a sheet or spread. Large: An item requiring the approximate time, effort and cost to process as a blanket. SECTION 6: TECHNICAL EXHIBITS 6.1. Technical Exhibit #1: Annual Workload Information by Medical Center: The workload stated in the following schedule of services is, based on the volume handled in FY20, 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. 6.1.1. VAMC Muskogee, OK. Total Clean Pounds 500,000 *Includes standard items and station government unique items not identified such as restraints, cubical curtains, spreads, and the like Item and Piece Count: Standard Items - Wt. each 0001-0009 Flat Sheets 1.15 0019 Knitted Fitted Sheets 1.05 0028 Green Gurney Knitted Fitted Sheet 0.88 0101 Wash Cloths 0.07 0103 Bath Towels 0.45 0104 Hand Towel 0.23 0302 Thermal Blanket 3.27 0401 Patient Gowns - Ties Green 0.50 0404 Patient Gowns - 5XL White 0.65 0406 Patient Gowns - 10 XL Tan 1.10 0440 IV Gowns - Snaps Blue 0.55 4002 Hamper Bags 0.25 4011 Pillowcases 0.20 4016 Underpads 1.30 Total Total Units and Pounds - 847,598.07 Non Standard Items - Wt. Each 0480-0487 Women's PSYCH Top - Green 0.40 0402 Isolation Gowns 0.60 0446 Ladies PINK Tie Gown 0.50 0447 Ladies Snap Gown 0.55 0504-0511 Adult PJ Tops - Navy 0.42 0514-0521 Adult PJ Pant - Navy 0.42 2841-2848 Men's Navy Scrub Top 0.42 2851-2856 Men's Navy Scrub Pant 0.42 2900-2908 Men's PSYCH TOP Green 0.42 2911-2918 Men's PSYCH PANT Green 0.42 2922-2928 WARD PANT 1.50 2932-2938 WARD TOP 0.80 2941-2946 UNIFORM TOP 0.50 2951-2956 UNIFORM PANT 1.00 2963 ROBES - L 0.70 2971-2976 SCRUB TOP - C.Blue 0.42 2982-2986 SCRUB PANT - C.Blue 0.42 2994 WARM UP JACKET - XL - C. Blue 0.42 3216 Wrappers 54" X 54" 0.80 3217 Wrappers 72" X 72" 0.90 3901 Pillows 1.50 0006-0007 Surgical Sheets - (Misty-Jade) 1.15 4010-4013 Surgical Pillowscases (Misty, Jade) 0.20 4021-4025 OR Towels (C.Blue or Jade) 0.20 A001 Cubicle Curtains 5.00 A003 Cart Cover 3.00 B003 Table Cloths 4.09 B005 Restraints 2.00 D018 Personal Clothing 1.26 D025 Surgical Gown - OR 0.88 L001 Lab Coat Long - Pressed 2.00 M002 Mops - Medium Loop 0.20 M003 Mops - Flat 0.31 M008 Mops - 18" Dust Head 0.40 M009 Mops - 24" Dust Head 0.45 M011 Mops - 36" Dust Head 0.50 M025 Micro Fiber Dust Mop Pad 12" 0.22 Total Total Units and Pounds - 6.1.2. VAHCC Tulsa, OK And Bartlesville Total Clean Pounds TBD *Includes standard items and station government unique items not identified such as restraints, cubical curtains, spreads, and the like Item and Piece Count: Standard Items - Wt. each . 0001-0009 Flat Sheets 1.15 0019 Knitted Fitted Sheets 1.05 0027 Green Knitted Fitted Sheet (Gurney Sheets) 0.88 0101 Wash Cloths 0.07 0103 Bath Towels 0.45 0302 Thermal Blanket 3.27 0401 Patient Gowns - Ties Green 0.50 0404 Patient Gowns - 5XL (White) 0.65 0406 Patient Gowns - 10 XL Tan 1.10 0440 IV Gowns - Snaps Blue 0.55 4002 Hamper Bags 0.25 4011 Pillowcases 0.20 4016 Underpads 1.30 Total Total Units and Pounds - Non Standard Items - Wt. Each 0402 Isolation Gowns 0.60 0446 PINK Tie Gown 0.50 0482-0494 Women's PSYCH Pant - Green 0.40 0504-0511 Adult PJ Top - Navy 0.42 0514-0521 Adult PJ Pant - Navy 0.42 0545-0567 Female Adult PJ Pant, Pink 0.42 1004-1009 Dr Scrub Pants, C.Blue 0.42 1014-1019 Dr. Scrub Tops - C.Blue 0.42 1085-1088 Dr. Scrub Top Khaki 0.42 1095-1099 Dr. Scrub Pants Khaki 0.42 1333-1339 Nurse Scrub Pants, C.Blue 0.42 1343-1348 Nurse Scrub Tops C. Blue 0.42 2901-2908 Men's PJ Top, Psych Green 0.42 2911-2918 Men's PJ Pant, Psych Green 0.42 2943-2946 Uniform Top 0.50 2953-2954 Uniform Pant 1.00 2961-2966 Robes 0.70 2971-2976 Scrub Top - C.Blue 0.42 2981-2986 Scrub Pant - C.Blue 0.42 2991-2995 Warm Up Jacket 0.42 3000 Wrappers 0.80 3216 Wrappers 54" X 54" 0.90 3470 VA Burgandy Vests - Volunteer Svc 0.30 3471 VA Red Vests - Volunteer Svc 0.30 3499 VA Brown Blankets 2.00 4021-4025 OR Towels (C.Blue, Jade) 0.20 A001 Cubicle Curtains 5.00 B003 Table Cloths 4.09 B005 Restraints 2.00 D007 Tops 0.42 D008 Pant 0.42 D018 Personal Clothing 1.25 D025 Surgical Gown - OR 0.88 J001 Pillow/Decontaminated 1.50 L001 Lab Coat Long - Pressed 2.00 M022 VA-N Large Orange Mops 0.31 M025 Micro Fiber Dust Mop Pad 12" 0.22 Total Units and Pounds - 6.2. Technical Exhibit #2: Contractor Furnished Reports 6.2.1. Damage to Government property 6.2.2. Monthly report of washroom chemical titration and Ph by chemical supplier 6.2.3. Monthly report of soiled linen received per Medical Facility(s) to include: Pounds/pieces per Schedule Line Item Received from Medical Facility(s) 6.2.4. Scale Calibration Certification (quarterly) 6.2.5. Monthly report of clean linen shipped per Medical Facility(s) showing pounds and pieces 6.2.6. Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. For the purpose of required Textile care Report, Handbook 1850.3, a separate data sheet will be submitted annually on October 31st of each year, that will include a total piece count by item of the current textile inventory replacement and piece count by item of unexplained textile losses for the facility(s). Failure to submit the required reporting data by October 31st of each year could result in a Contract Discrepancy Report (CDR) and deductions as outlined in Summary Table 7.3.1 performance indicator number 7. 6.2.7. Textile Care production information and cost report as found in VHA Handbook 1850.3 appendix B 6.2.8. Other reports as required by the COR Technical Exhibit #3: Designated Pick-Up and Delivery Locations Delivery time will be set by COR and contractor Muskogee OK 1011 Honor Heights Dr (rear dock) Tulsa OK 8921 S. Mingo Rd (TBD) Bartlesville OK (exact address TBD as location will not start until Option Year #1) Base Year Estimation: ITEM NO. DESCRIPTION QTY UNIT UNIT COST EST. TOTAL COST 0001 0002 0003 Contractor shall furnish all equipment, supervision, management, supplies, transportation, and facilities necessary to perform Contractor owned/operated laundry/linen services IAW Performance Based Work Statement. STANDARD ITEMS NON STANDARD ITEMS CUSTOMER OWNED GOODS NON STANDARD SURCHARGE CUSTOMER OWNED GOODS 974,400 2000 2,000 LBS LBS LBS All services are to be performed in accordance with standard industry practices and quality control measures. Services shall include pick-up and delivery of items by Contractor personnel. These services are in support of patient care programs. Services are required Monday, Wednesday, Friday, excluding federal holidays except as awarded. EOVAMC is required to provide 24-hour support operations essential to patient care and Contractor services turn-around shall be performed accordingly to support VAMC operations. All services shall be provided FOB at VAMC (s) location identified elsewhere in this contract. CONTRACTOR PICK-UP AND DELIVERY HOURS: Pick-up and delivery schedule shall be coordinated with the COR and. Schedule modification/alteration opportunities, which would improve operations and turn-around time, without major interruption to either Contractor or the Government, shall be negotiated between the Contractor and COR and shall not be implemented until all parties have concurred. Applicable Standards: National Association of Institutional Linen Management (NAILM), International Fabricare Institute (IFI), Textile Rental Services Association (TRSA) and accepted industry standards. IMPORTANTR NOTE: This RFI (Request for Information) is for information only. No award will be made from this RFI. Please communicate via e-mail to contact@example.gov by COB February 4, 2021 as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: Please state your company s business size Please provide DUNS number If you have a FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable