W084--Scrub Storage System with Maintenance

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract to include a base year and four option years for procurement of a surgical scrub system rental/lease with maintenance services for the Wilmington, Delaware VA Medical Center. SYNOPSIS - DRAFT DESCRIPTION OF REQUIREMENT The purpose of this procurement is to obtain a contractor to provide rental/lease of scrub machines with maintenance, and routinely stocking the automated machine with clean scrubs as indicated in this Statement of Work (SOW). Scope of Work Contractor shall provide the Wilmington VA Medical Center with Surgical Scrub apparel services as follows: Scrub rental in the quantities as outlined in the RFP Four (4) automated scrub machines - with dedicated cellular data connection capabilities (cannot merge with the VAs network) Personalized Access cards for each designated user Two (2) Soiled scrub return units for the OR department One (1) soiled scrub return unit for the SPS department All laundering, processing, drying, folding, packaging Restocking of the scrub machines An automatic replacement program to ensure adequate quantities with no maintenance fees The contractor must furnish everything needed to perform this contract in accordance with all terms and specifications. All automated scrub machines and return units must adhere to the provided size restraints noted, all scrubs shall be laundered, folded, and tracked. PERFORMANCE REQUIREMENTS: The Contractor must provide, install, and maintain: Four (4) automated Scrub machines: All Automated Scrub Machines shall fit into the dimensions of 78" H x 52" W x 18" D Three (3) unautomated Scrub Return Units: All Unautomated Scrub Return shall fit into the dimensions of 78" H x 51" W x 18" D The Contractor shall be able to provide, stock, collect, transport, launder, fold, package and maintain stock of contractor owned scrubs of various sizes. The Contractor must have the ability to track weekly use of garments via a UHF RFID chip and barcode and provide a report of items serviced on a weekly and monthly basis. The Contractor must provide a rental program for scrub pants, shirts and warm up jackets and provide the VA with an auto - loss replacement policy to replace any scrubs that may be come damaged or deemed no longer usable. DETAILED PERFORMANCE REQUIREMENTS: Automated Scrub Machines: Automated Scrub Machines must have dedicated cellular connectivity ability and may NOT merge with the Wilmington VA Medical Center network Must utilize NO MORE than a standard 110 AMP electrical outlet for operation Must NOT prevent a user from gaining access and retrieving needed scrubs at any time Must have internal adjustable shelving Must have the capabilities to capture data and generate reporting of: On-Hand inventory Usage data by size and date range Outstanding History by individual and date range(aging) Must accommodate up to 280 pieces per machine Automated Scrub Machine must open within ~2 seconds for user to have access to both top/bottom/warm - up jacket. Contractor must have the ability to provide the Wilmington VA Medical Center both community scrubs as well as individualized and personalized scrubs and warm-up jackets from both the OR and SPS/Logistics Department Automated Scrub Machines for OR Department: Contractor will deliver all automated scrub machines to proper locations, install, program, stock, and ensure proper operations of every system. The units must be provided by the Contractor on a rental basis for as long as the contract is active. The machines are to be installed and be fully functioning by the contractor. The machines will also be serviced/maintained by the Contractor if it runs into any technical difficulties and causes the machine to malfunction. The Contractor shall make every effort to properly resolve the issue by coming on site as needed, as well as maintain open communication with the COR during this process. The Contractor may leave a key with the COR to the scrub machines and return unit in case of a malfunction and it would need to be opened for simple repairs. Contractor will gather usage data thru input collected at each station. The collected data will not require any medical staff PHI/PH information. Contractor shall have NO NEED to connect to the VA Medical Center's network. At no time will patient, or employee information be shared with the Contractor. Contractor shall train all necessary staff on how to properly use the scrub machine units. SPS/Logistics Surgical Scrubs: Contractor will also provide scrubs for the SPS/Logistics department at the Wilmington VA Medical Center. No scrub machine is required for this department. The scrubs will be delivered directly to the SPS/Logistics department. Distribution of staff scrubs will occur as determined between the Contractor and the Wilmington VA Medical Center to accommodate weekly needs. OR Unautomated Scrub Returns for the OR and SPS/Logistics Department: Contractor will deliver all unautomated scrub returns to proper locations, install, stock, and insure proper operations of every system. The returns cabinets units must be provided by the Contractor on a rental basis for as long as the contract is active. The machines are to be installed and be fully functioning by the contractor. The machines will also be serviced/maintained by the Contractor. The Contractor shall make every effort to properly resolve the issue by coming on site as needed, as well as maintain open communication with the COR during this process. The Contractor may leave a key with the COR to the scrub machines and return units in case of a malfunction and it would need to be opened for simple fixes. Contractor will gather usage data thru input collected at each station. The collected data will not require any medical staff PHI/PH information. Contractor shall have NO NEED to connect to the VA Medical Center's network. At no time will patient, or employee information will be shared with the Contractor. Contractor shall train all necessary staff on how to properly use the return units. Scrubs: The Contractor must be capable of providing clean sanitized scrubs and must be capable of providing individually folded, individually poly-sealed garments. The Contractor must have a management system that uses barcoded and UHF RFID chipped garments to determine lifecycle of the garments for replacement and be capable of delivering disinfected, and cleaned scrubs within 24 hours to the facility Contractor shall provide the following for the scrubs: Barcode and UHF RFID chip each item to maintain precise management of rental garments in accordance with contractor's regular business practices. Contractor shall sort and stock/restock clean scrubs into the scrub machines in designated areas of the medical center. Contractor shall empty out soiled items from the return units located in designated areas of the medical center. Contractor shall launder scrubs to infection control standards as well as the removal of foreign material (e.g., soil, and organic material) from scrub supply using high-level disinfection processes. Contractor shall provide cleaned with no stained, marked, tinted, or any other foreign material that did not come with the original fabric of the surgical scrubs. Each item shall be individually folded, and scrubs sealed individually in poly-sealed bag prior to delivery. Contractor shall track the weekly use of garments and provide a report of what items have been serviced to the COR upon request. Contractor shall have the ability to perform a sizing event to determine the correct sizing needs of the OR staff. Each automated scrub machine is to stock complete sizes of scrub sets, i.e., extra small, small, medium, large, extra-large, 2 extra-large, 3 extra-large, 4 extra-large etc. Requests for more or less of certain sizes due to employee needs, and or new sizes of scrubs, due to change of employees, will be communicated on a written request through the COR. Contractor is to fill the scrub machines to its full capacity on each visit. Shelf space for each machine will be adjusted based on the average weekly demand history after the contract is awarded. The contractor is to establish, track, and modify distribution based on demand history. The contractor must provide all personnel, rental equipment, tools, materials, supervision, and other items and services necessary to manage the required garments. Pick up and cleaning will occur weekly as determined by the inventory needs of the surgical staff. The contractor must also drop-off and restock the cotton/polyester blend scrubs and scrub jackets for the Wilmington VA Medical Center. Specifications for Scrubs: Contractor must offer "Petite" Sizes Contractor must offer tall sizes up to 2.5 inches longer Contractor shall provide contractor owned scrubs for the OR and SPS/Logistics Department specified in this contract. The scrubs shall be of quality and condition as determined by the VA. Scrubs shall be free of stain, tears, and holes. Scrubs with minor tears and stains are not acceptable. The company name and logo will be clearly labeled on all scrub tops. The scrubs shall me made of 55%/45% cotton/polyester Each scrub piece will clearly be labeled and have an UHF RFID chip inserted in the hem The Contractor will be required to deliver clean scrubs and pick up soiled scrubs for the two departments 2 times per week within the Wilmington V.A. Medical Center. The Contractor will provide scrubs to each authorized wearer. This will ensure that each staff member has access to a clean set of scrubs as needed for work schedule Each scrub set will include the V.A. Logo as the embroidered name for each department. The Contractor will label and UHF RFID chip each scrub piece for identifying and tracking each scrub throughout the laundering and delivery process. The Contractor will be required to scan each scrub using a handheld device, upon delivery, upon receipt, and when processed through the cleaning process. The Contractor will provide detailed reporting on each scrub, indicating when it was picked up, washed, and delivered back to the end user. This delivery report will be provided on a weekly basis by e-mail to ensure that the scrubs are cleaned and returned to the correct wearer. Quality Control: The contractor shall monitor its employees' performance and based upon the results of such monitoring, shall establish performance improvement activities to assure employee efficiency and knowledge, and to ensure employees are performing their duties in a manner consistent with all federal, state, and local rules and regulations, and as set forth by applicable regulatory agencies and this contractual agreement. Quality Assurance: If the Government performs inspections or tests on the premises of the contractor, the contractor shall furnish, without additional charge, all reasonable facilities and assistance for the safe and convenient performance of these duties. Infection Control: Care must be taken to contain pathogens during transport (separation of clean from soiled), efforts to avoid cross contamination between soiled and clean and use of a consistent thorough wash process. A quality assurance program to ensure life of textile is not exceeded per manufacture recommendations. Transportation of any linens/scrubs shall be handled in accordance with industry best practice to ensure that they remain hygienically clean. This includes the use of a truck dedicated to healthcare transport and proper use of Personal Protective Equipment (PPE). The Contractor must comply with all VA infection control and masking guidelines. Capabilities Statement and Documentation: Companies are invited to provide their capabilities, experience, and knowledge in the provision of surgical scrub apparel services. Sources are asked to provide information to demonstrate their answers to the following items of information: 1. General information about your company to include: Company Name: Company Address: Socioeconomic Status: GSA Contract Number covering these services and Expiration Date (if applicable): Company DUNS / UEID: Company NAICS Code(s): Point of Contact Name: Point of Contact Phone Number: Point of Contact Email Address: Company Website (if available): 2. The North American Industry Classification System Code (NAICS) is 532490, (Commercial and Industrial Machinery and Equipment Rental and Leasing), and the Small Business Size Standard is $35 million. 3. Based on market response, the following clauses may be included in a resulting solicitation, should one be issued: VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside FAR 52.219-6, Notice of Total Small Business Set-Aside Accordingly, prospective contractors will be required at time of solicitation response to certify to the applicable limitation on subcontracting requirements in 13 CFR 125.6, with reference to the appropriate set-aside. Please include in the response to this sources sought notice your ability or inability to certify to the clause applicable to your organization. 4. Provide a summary of your firm s ability to provide the services described in this announcement. In addition to a Capability Statement, submissions can include specifications, brochures, and manuals as attachments. Submit responses via email to Contract Specialist Theresa Murray at contact@example.gov no later than 2:00 PM EST, 04/19/2022, with Sources Sought number 36C24422Q0597 in the subject line. Telephone responses shall not be accepted. The government will not provide feedback in response to vendor questions about the requirement at this time. If you identify ambiguities or have concerns about anything in the description of the requirement, however, please include them with your response. Confirming receipt of the response is the responsibility of the contractor. Contact the contract specialist if the government does not confirm receipt of the sources sought response within 2 business days. Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM. No solicitation document is available at this time; this notice is to acquire information only.