S209--VAPAHCS Laundry & Linen Exchange Services

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY
The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer.
Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 06/09/2026 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aid such as informal pricing.
Section 1: General Information This document contains the technical provisions for laundry services and linen supply that are to be provided to the Veterans Administration Palo Alto Health Care System, Palo Alto Division, Menlo Park Division, Livermore Division, San Jose Community Based Outpatient Clinic, and Monterey Community Based Outpatient Clinic. The work required by this PWS consists of furnishing all the linen items for all VAPAHCS needs. All workmanship shall be in accordance with practices established by the Association for Linen Management, Dry Cleaning and Laundry Institute, International Textile Rental Services Association (TRSA) and accepted industry standards. It is intended that services shall include all processes necessary for the laundering 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. 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 must incorporate a design for asepsis whereby clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination 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 6.2. 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 Contractor by the COR through the CO prior to initiation of such a change, to assure adequate contractual coverage. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in Section 6.2, shall be rejected, and returned for refund. Such items shall be identified, for contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility.
Contractor shall furnish items outlined within Section 4 Contractor supplied items, or Rented and respective attachments.
1.1
Section 3: Government Furnished Property, Equipment, and Services

The government shall provide VA owned linen items as specified in Section 5.1. and listed within Attachment #1 Supply Services Quantity VA Owned. Place of Performance and Schedule: Clean Linen Delivery and Soiled Linen Pickup
Laundry Bag Delivery Note: Delivery & Pickup Locations and schedule in Section 1.2.1 and 1.2.2 may change due to VA needs. COR will notify Contractor for the changes of locations and schedules. Prior to the contract start date, COR will provide the required information for delivery and pickup. Servicing including all State and Federal Holidays. For the quantity of clean linen delivery, COR will work with CPM.
Section 3: Government Furnished Property, Equipment, and Services

The government shall provide VA owned linen items as specified in Section 5.1. Section 4: Contractor Furnished Items and Services Materials: Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3 (Government-furnished property and services). The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws.
Vehicles: The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate. Linen. All Rental Linen Items specified in Section 5.1. Delivery Carts. Free of charge items specified in Section 5.1: Fiber glass / with shelves - Presort carts for Wards. Plastic - Bulk items (blankets, sheets, bath towels)
Note: Prior to the Contract start date, the COR will provide more information.
Laundry Bags. Free of charge items specified in Section 5.1: Contractor shall provide Laundry Linen Bags specified on Section 1.2.2. Safety or protective clothing or equipment and personal hygiene: Contractor shall provide and maintain at the Contractor s own expense.
Miscellaneous: The Contractor shall furnish any other items as identified elsewhere within this contract, including but not necessarily limited to, orientation and training, medical exams, procedures manual, quality control program, required data.

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. See Attachment #1 Supply Services Quantity which outlines the line-item for each item, annual quantity, process type, and locations of pick-up/delivery.
5.1 Clean Linen Delivery Items (within Attachment #1) Delivery Cart (Fiberglass & Plastic): Free of Charge for PAD, MPD, LVD, CBOCs Laundry bag hamper, est. 165,820 (Yellow, Purple): Free of Charge for PAD, MPD, LVD
5.2 Soiled Linen Pickup Contract will pickup soiled linen specified in Section 1.2.1. VA will stage soiled linen carts in the designated pickup locations.
Note: Linen Items are subject to change due to VA needs. COR will inform Contractor of such changes with changes reflected in Attachment #1 Supply Services Quantity Linen Control: Contractor shall comply with all Government request and policies relative to linen control. Contractor shall participate, as required by VA policy or the COR, in inventories of linen items. Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government. VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor s cost. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR, on a quarterly basis. The Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity, and unit cost). Claim of Patients and Employees: The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor s possession. The procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date. Delivery Requirements: The Contractor shall provide the COR with written reports of all soiled linen processed and all clean linen delivered. The information for both soiled linens processed, and clean linen delivered must be recorded on a daily basis and delivered to the COR at the end of the current workweek. The reports of soiled linen received must show date, pickup location, cart number(s) and weight(s), and the total pounds/items received. The reports of clean linen delivered must show date, delivery location, description of item and Contract Line-Item Number (CLIN), and quantities of each CLIN received. The COR and the Contractor will agree to the form and format to be used for reporting soiled linen pickup and clean linen delivery. The quotas report, or required quantities of each of the items of clean linen to be delivered at stated times, either daily fixed, daily call-in, or as arranged with the COR. Each of the 3 Textile Shipping Reports must indicate quantities of items delivered, day of delivery. The COR will call the contractor if additional quantities of items are to be delivered. Those additional items shall be delivered no later than the next day following the call by the COR. In the event there is a need for additional linen items because of an emergent situation the COR will notify the contractor and the contractor will deliver the additional items within 24 hours from the time the contractor was notified by the COR. The COR will verify the deliveries daily and discuss any discrepancies with the CPM. The Contractor shall disinfect carts after removing soiled linen from them and before placing clean linen in them, with a Tuberculocidal Disinfectant or hospital grade germicidal disinfectant, which has been approved by the COR. 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. Non-disposable laundry bags or liners, used to transport soiled laundry, must be laundered after use. COR will keep a list of VA approved disinfectant used by the Contractor. Circumstances to be reported: The Contractor shall report any circumstances, which may affect the performance of the work and unhealthy or hazardous conditions or any delays or interference with work. Such reports shall be made immediately upon discovery by the Contractor to the Lead COR by phone and a follow-up fax, with copies of all to the Contracting Officer. Contingency Plan: Contractor shall furnish with his proposal a written Contingency Plan indicating that services can be continued in the event of Contractor s equipment and /or production facility failure. This Contingency Plan must also include transportation vehicle failure. COR will keep a copy of the Contractor s contingency plan for reference. Section 7: Contractor Requirement




Damage and Equipment Loss: All tasks accomplished by Contractor s personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor s personnel. A follow-up written report will be given to the COR.
When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the COR within 10 working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.
Any damage caused to Government property during the course of the Contractor s performance of work under the contract shall be repaired or replaced to preexisting conditions at Contractor s own expense. Applicable Regulations and Manuals Documents applicable to the PWS are listed below. These documents are mandatory. At the start of the contract the Government shall provide one copy of all mandatory regulations, manuals and specifications listed below to the Contractor. Supplements and amendments thereto, shall be updated and shall be considered to be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. It is the Contractor s responsibility to ensure that all mandatory publications are posted and up to date: MIL-STD-1916 Security Clearances or Access Controls Facility Policies concerning fire/disaster programs. Parking Infection Control Manual Facility Policy on Laundry, Linen, Uniform Management ANSI/AAMI ST65:2008 General Privacy Training Other applicable regulations, manuals and specifications as identified locally.
Conservation of Utilities All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultant contract. (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices. Technical Exhibits Technical Exhibit #1: Annual Workload Information by Medical Center: The workload stated in the following schedule of services is approximate, based on the volume handled in FY10, 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. ESTIMATED QUANTITIES: Quantity data is maintained by the contractor and provided on invoices and to the COR monthly. However, it is impossible to determine the exact quantities that will be required during the contract term. Each offer or whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation. Technical Exhibit #2: Contractor Furnished Reports: Damage to Government property. Monthly report of washroom chemical titration and pH. ALM, Dry Cleaning and Laundry Institute test piece report (monthly unless a problem develops) or independent Textile Laboratories. Weekly Soiled Linen per Medical Facility(s) Report to include: Pounds per Schedule Line Item Received from Medical Facility(s). Number of Pieces per Schedule Line Item Received from Medical Facility(s). Weekly report of clean linen shipped to delivery points, showing pounds and pieces. Detailed monthly statement of charges as stated in the Contract Terms and Conditions FAR Section 52.212-4. Invoice will also include a total dollar value of current textile inventory replacement costs and total dollar value of unexplained textile losses for the facility(s). The latter 2 items shall be provided as a notation on the total bill; however, payment will not be made without the required information. Textile Care production information and cost report as found in VHA Handbook 1850.3 Appendix A&B. Other reports as required by the COR.
R E S P O N S E M E T H O D: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VAPAHCS Laundry Line Services
At a minimum, the following information shall be provided:
1. Company Name;
2. Company Mailing Address;
3. Point(s) of Contact including telephone number(s) & email address(es);
4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 812320 Drycleaning and Laundry Services ($8 Million)
5. Provide a summary of the type of services performed and experience as it relates to repair, maintenance, and servicing of equipment listed in Attachment #1 Supply Services Quantity
6. UEI Number
7. If participant in Veterans Affairs national contracts or GSA; provide contract #.
8. Sub-Contracting Intentions (provide above items 1 thru 6 of intended subcontractor along with description of sub-contractor duties). This area will be heavily scrutinized so as to avoid pass-through acquisitions.
9. Additional information and/or comments.
Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in Small Business Administration database at https://search.certifications.sba.gov/ to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice within the above stated due date will be eligible for award.