S209--Linen/Laundry Services for Oklahoma City VA Health Care System

Linen/Laundry Services Oklahoma City VA Health Care System Oklahoma City, OK 73104 BRIEF SCOPE OF WORK (This is for information only) IMPORTANTR NOTE: This Sources Sought is for market research purposes only (to determine the socioeconomic status of interested companies). No award will be made off of this posting. GENERAL INFORMATION The intent of the Government is to award a base plus two Option Year, IDIQ, firm-Fixed-price (FFP), Non-Personal Services Contract. 1.1. Scope of Work Contractor shall furnish all equipment, supervision, management, transportation, and facilities necessary to perform contractor owned/operated laundry/linen services. This document contains the technical provisions for laundry/linen services that are to be provided for the Oklahoma City VA Health Care System (OKCVAHCS) in Oklahoma City, Oklahoma Soiled linen shall be picked-up and clean linen delivered every Monday, Wednesday, and Friday (except Federal Holidays) If a federal holiday falls on a regular scheduled pick-up date, then pick-up and delivery will occur the next business day. Normal business days are Monday through Friday 7:00 AM to 3:30 PM. A Mandatory Pre-Award Site Visit (IAW VAAR 809.106) must be conducted before final Award. Once all evaluations have been conducted and the Potential Awardee has been identified a pre-award site visit will be coordinated. Once the Potential Awardee passes the site visit the final Award will be issued. Location of Performance (pick-up & drop-off) Oklahoma City VA Medical Center 921 NE 13th Street Oklahoma City, Oklahoma 73014 1.1.2. 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. 1.13. Commonized linen services will be provided by the Contractor as described in Section 6.4 Technical Exhibit. This includes scheduled visits to each facility to conduct linen utilization reviews, inventories, establishing and revising linen quotas, providing in-service and an on-line linen ordering system (electronically). This will benefit both the facility and contractor in executing a linen management program, maintaining cost and customer satisfaction. 1.1.4. All workmanship shall be in accordance with practices/guidelines and accepted industry standards. Facilities shall meet Healthcare Laundry Accreditation Council (HLAC) standards and all work shall be performed to these standards. HLAC accreditation is not required. 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 (TJC). 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. 1.1.5. 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 Contracting Officer Representative (COR) and Contracting Officer (CO) prior to initiation of such a change to assure adequate contractual coverage. 1.1.6. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned shall be re-cleaned at no additional cost to the Government. Such items shall be identified, for Contractor recognition; by the Facility designated COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. 1.1.7. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the Facility COR. In the event of Medical Facility emergencies, disaster, or exercises, the Contractor shall perform all laundry/linen services required by the Medical Facility. 1.1.8. 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 Facility COR and the approval of the CO or other management official as may be deemed appropriate. 1.2. Contractor Experience. The Contractor shall have experience in providing Medical Center laundry/linen services. The firm must have gained this experience due to being primarily engaged in the business of providing laundry/linen services in Medical Center environments (e.g. inpatient and outpatient medical treatment facilities) for a minimum of three consecutive years prior to submitting proposal. 1.3. Supervision by Contractor: 1.3.1. 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: 1.3.1.1. 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 (Contracting Officer Representative) 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 5 days after award. The same information will be provided for a qualified alternate when the CPM is not available. CPM or alternate shall respond in person, or by telephone, within 1 hour of notification by the COR, during normal business hours, and within 12 hours outside of normal business hours. 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. 1.4. Personnel Qualifications and Requirements for Contract Service: 1.4.1. Employment 1.4.1.1 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: 1.4.2.1. Contractor personnel shall adhere to established training criteria (such as OSHA) and shall be able to demonstrate a documented employee initial and refresher training program that includes standard precautions, basic bacteriological concepts, infection control, safety, fire protection, PPE, and laundry operating procedures and policies. 1.4.2.2. 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 and trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk. The Contractor is required to adhere to standard techniques for personnel who become injured or ill on the job at no cost to the Government. Contractor is also responsible for providing employees with required personal protective equipment. 1.4.2.3. Physical Examinations: 1.4.2.3.1. The Contractor will be responsible for any physical examinations and emergency medical care of personnel to include any required immunizations. 1.4.2.3.2. 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. 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 within 30 days of contract award. 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: 1.5.1.1. An inspection system covering the performance indicators given in Section 7, of the Quality Assurance/Performance Requirements summary. 1.5.1.2. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 1.5.1.3. 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 available to the COR during normal working hours upon request. 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. IMPORTANTR NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting. LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation. Please communicate via e-mail to contact@example.gov by COB May 27, 2022, as to your company s interest and ability to perform service per this brief Scope of Work. If interested, please provide the following: Please state your company s business size as related to NAICS code 812320 As per the Limitations of Subcontracting: (see FAR 19.505) As Primary Contractor: what % of Total Contract Value will you retain? If using a Subcontractor: what % of Total Contract Value will go to them? Please provide SAM.Gov Unique Entity ID (UEID) number Please state if you have an FSS/GSA contract that includes this service If applicable provide that FSS/GSA contract number In order for you company s information to be counted in relation to this Market Research all above questions must be answered.