VA Iliana Health Care System Facility Management Service (138) 11 The VA Iliana Healthcare System in Danville Illinois is seeking Service Disabled Veteran Owned Small Business or Veteran Owned Small Business sources with the capability to furnish all labor, supervision, management/support, transportation and vehicles, supplies, equipment, materials and facilities necessary to perform laundry services. Laundry Services are required to be 24 Hour turnaround services. Services are required Monday through Friday, excluding federal holidays. The NAICS code for the solicitation to be released is 812332, with a size standard of $38.5 million. Contractor shall respond with their capabilities, proof of registration in VIP at https://www.vip.vetbiz.va.gov/Home/Index ,and business size and socioeconomic status under the NAICS Code listed above. Responses shall be due by 4PM CDT on Friday November 16,2018. Responses should be sent by email to
[email protected] . Requirement information is as follows: STATEMENT OF WORK A. Requirements and Scope Section 1-General Contractor shall provide laundry services to the VA Iliana Health Care System located at 1900 E. Main Street, Danville IL, 61832 as specified within the requirements of this Statement of Work for the period of one (1) base year and four (4) option years, exercisable at the Government s discretion. Contractor shall furnish all labor, supervision, management/support, transportation and vehicles, supplies, equipment, materials and facilities necessary to perform laundry services. All services to be performed by the Contractor shall be in accordance with standard industry practices for the duration of this contract. Services are required Monday through Friday, excluding federal holidays. Payment for these services will be for clean linen weights processed only (bulk, uniforms, surgical, patient clothing, general linens and specialty items). Contractor services shall be performed within a 24-hour time span. It is incumbent on the contractor to furnish a fully managed operation for a total processing program in accordance with all contract requirements. All services shall be provided FOB: Destination, within Contractor s Premises. There shall be no additional charge for mileage or transportation costs. The work required by the Statement of Work consists of furnishing all labor, supervision, management, management support, supplies, reports, and materials necessary for the services required, unless otherwise specified below. The contractor shall process, package, and assist in loading and delivering laundry as prescribed within this Statement of Work. Soiled linen, patient clothing, uniforms, specialty items, and general linens shall be shipped in closed laundry bags that will be placed inside of a VA provided laundry cart. Contractor shall separately process VA Iliana linen from other contracts that the Contractor processes. VA linen items shall remain separate through all processing cycles; soiled receipt, soiled sort, washing, drying, ironing, folding, processing, and clean shipping. All workmanship shall be in accordance with practices established by the Association of Linen Management (ALM), and VA Laundry directives. 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. The Contractor shall provide delivery services to transport clean and soiled textiles Monday through Friday, excluding federal holidays. Textiles are to be laundered and returned the VA Iliana within 24-hours. Contractor shall be responsible for picking up, delivering, and exchanging laundry carts. After processing, laundered articles shall be in serviceable and sanitary condition. Contractor shall be responsible for sanitizing laundry carts before clean linen is packed in the cart. Carts shall be packed with like items. Any item found to be unsatisfactorily cleaned shall be identified to the Contractor by the COR. Identified items shall be returned on the next scheduled pickup. The VA will keep these items separate from the normal laundry items and package them separate. The Contractor shall re-wash items as needed or directed by the COR. Contractor shall bear the cost of re-washing any unsatisfactorily cleaned linen. Re-wash items shall be shown as a sperate line item on the monthly invoice noting the cause for re-wash. Poundage for re-wash caused by factors outside of the contractor s control shall be billed at the rate specified for clean linen in the pricing schedule. Emergency situations may require alteration of schedules and shall be determined by the COR. All tasks accomplished by the contractor personnel shall be done so as to preclude damage of all carts and laundry. The contractor shall correct any damage caused by their employees to equipment or linen items. Contractor shall be responsible for services to continue in the event equipment or production of the facility fail. Work shall be accomplished in a facility designed for Laundry processing, with separation between soiled and clean items and be open for sanitary inspection by Government VA Iliana representatives. It is the responsibility of the Contractor to ensure that all extraneous articles found in linens or in areas under the jurisdiction of the Contractor are turned in as specified by the COR within 24 hours after receipt (i.e., patient or employee personal items). Section 2 Supervision by Contractor The Contractor shall assign an on-site Plant Manager, who is solely responsible to supervise the operation of the laundry plant and provide specified services to VA Iliana. The Contractor s Plant Manager (CPM) shall meet the following requirements: Certified by the ALM or a graduate of independently controlled management training program emphasizing institutional Laundry. The training format course must have been previously established, sponsored by a teaching activity, and comparable in content and durations to the ALM Certified Laundry and Linen Management Certification and ALM Registered Laundry and Linen Director Certification. The alternate CPM shall, at a minimum, possess a certificate of completion of an ALM or acceptable correspondence course in laundry management that meets industry standard. A copy of the certificate of completion shall be provided to the COR within 30 calendar days of starting work under the contract. CPM shall have at least three (3) years of specialized experience in the operations of laundry plant processing. Certification of experience including name and address of facility, and certifications of completed courses shall be submitted to the COR 15 days before commencement of the contract performance. In the event of replacement, the new CPM s qualifications and certifications shall be submitted to the Contracting Officer (CO) for approval a minimum of 45 calendar days prior to the scheduled start date. The Contractor shall provide the CO and COR the name, address and telephone number where the Contractor s alternate for the CPM (when the CPM is not available), can be reached during normal business hours. 7:30AM to 4:00PM, Monday through Friday. The CPM and alternate shall also provide emergency phone numbers to be used during non- duty hours in the case of emergency situations. The Contractor shall be responsible for the effective implementation of the Quality Control Program, and shall be responsive to the requirements of the oversight by the COR. The CPM or alternate shall respond in person, by phone, or by e-mail within one (1) working day of nonfictions by the COR, during normal business hours Monday Through Friday, for matters concerning complaints, shortages, or extra linen needs. For a satisfactory response to an emergency the CPM shall assembly a laundry production crew of four (4) to twelve (12) people depending on the emergency within eight (8) hours after the notification by the COR. Section 3 Personnel Qualifications and requirements for Contract Service Training Contractor shall provide initial intense training covering the topics below within one (1) week of a new employee starting employment, as well as provide training at least once per year or as necessary to maintain the Quality Control Standards defined within the Quality Assurance Surveillance Plan (QASP). Initial training shall include the following topics: A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted. Infection Control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environments sanitation methods and to the technical provisions of this specification. Proper use and handling of supplies and equipment and personal protective equipment (PPE). Care and Maintenance of Contractors property and equipment. Familiarization with applicable fire prevention, disaster plan, and safety procedures. Familiarization with applicable policies and regulations and their effect on sanitation services. Familiarization with equipment and operation manuals. Individual duties and responsibilities. Familiarization with Safety Data Sheets (SDS). Contractor Personal Health Standards Contractor s personnel who acquire a communicable illness shall not perform service under the contract and shall be free if illness before returning to work. Contractor shall be responsible for compliance with appropriate OSHA and all VA regulatory bodies and shall maintain the required records. Contractor shall have a bed bug policy. 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 Quality Control Program shall be provided and approved by the COR. Subsequent changed to the Quality Control Program shall be reviewed and approved by the COR. The program shall include the following: An inspection system covering the performance indicators given in Surveillance Plan. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. A file shall be maintained by the contractor of all inspections conducted by the Contractor and the corrective action taken. All corrective actions shall be completed in conjunction with the Contractor and the COR. This documentation shall be made available to the COR and CO during the term of the contract, and for one year after the expiration of the contract. Quality Assurance 1. The COR shall monitor the Contractor s performance under this contract using the Performance standards given. Performance Evaluation Meeting The CPM and COR shall meet as needed to review contract performance. The issuance of a Cure Notice shall be cause for the scheduling of additional meetings with the COM, CO, and the COR. A mutual effort shall be made to resolve all problems identified. The COR shall prepare written minutes to be signed by the CPM, CO and COR. Security Access to the facility laundry building, Building 69, is granted to the contractor during normal business hours to facilitate the pickup and drop off linen. If problems arise the VA Police Service shall be notified immediately. The C & A requirements do not apply, and that a Security Accreditation Package is not required. Damage and Loss of Equipment All tasks accomplished by the Contractor s personnel shall be performed to prevent damage or disfigurement to Government-owned furnishings, fixtures, equipment and architectural, or building structures. The Contractor shall provide a written report of any damage or disfigurement to these items within 24 hours. This report shall be given to the COR. Contractor shall participate in all complete or partial inventories scheduled at the discretion of the COR. When the Contractor has caused damage or loss of Government property, performance is determined unsatisfactory the COR shall issue a notice. The contractor shall reply to the COR in writing within 10 workdays stating the reason for the unsatisfactory condition. The statement shall also include corrective measures which have been taken and preventive procedures initiated to prevent future damage or loss. Any loss or damage of Government property caused by the contractor during the Contractor s performance of work under the contract shall be repaired or replaced at the Contractor s expense. The Government shall submit an estimate, quote or bill of collection for reimbursement under such circumstances. Linen Control Contractor shall participate in two complete linen inventories per year. A complete linen inventory consists of a physical count of all linen items found within the laundry plant and will be scheduled and planned with the COR. Additional inventories may be scheduled by the COR if needed. Articles other than linen lost or damaged such as patient clothing and or uniforms while under the control of the Contractor shall be replaced by the Contractor. The Contractor shall notify the COR immediately of all lost or damaged items. The Contractor shall replace the lost or damaged items within 60 calendar days or less once the COR has submitted a quote for the replacement costs to the Contractor. The Contractor shall provide a daily poundage report of all clean items being shipped to the VA. The count shall be broken down to identify individual linen items. Interference with Normal Function and Hours of Operation At no time should the Contractor s actions, procedures, or employees interrupt or interfere with normal VA functions or delivery schedules. VA Iliana s normal business hours are 8:00am to 4:30PM, Monday through Friday, excluding Federal holidays. Some contract duties shall require work to be performed at other times than the Contractor s regular operating schedule, (i.e., emergencies or increased military action). Any activity performed on Government premises by the Contractor during other than the Contractor s regular operating schedule shall be approved in advance, either verbally or in writing by the COR. Delivery Requirements Weight verification is required for each receipt and release of the laundry workload. Delivery tickets shall be furnished by the Contractor. The original of the delivery ticket shall be retained by the contractor, one (1) copy shall be retained by the CPM, and one copy shall be forwarded with the shipment to the Laundry Supervisor. Pickup and delivery shall be accomplished between 9:00AM and 9:30AM, Monday through Friday. Any modification or alteration to this schedule shall be negotiated between the Contractor and the CO or COR. All laundry shall be picked up by the Contractor as prescribed in the requirements of the Statement of Work. The Government shall furnish linen carts for the pick-up and delivery of all laundry processed under this contract. The Contractor shall disinfect carts before placing clean linen in them. Carts containing clean linen shall be clean and covered to protect linen against contamination while in transit between the laundry and delivery point. Laundry bags or liners used to transport soiled laundry shall be laundered after each and every use. Contractor shall process general and bulk linen, patient clothing, surgical, and uniforms within one (1) work day. Specialty or miscellaneous items (i.e., patient lift slings) shall be processed in two (2) workdays. Upon request from the COR, any linen item shall be processed within one (1) work day. Contractor shall provide the equipment and vehicles including semi tractor s, semi- trailers up to 53 feet in length and/or boxed trucks as required to provide the service. The contractor is responsible for the trailers to be left overnight at the hospital for pick up the next day or according to the schedule. Contractor shall comply with all standards found Illinois Commercial Driver License Manual and IDOT laws and regulations. Contractor shall process all linens and prepare for shipment and delivery in such a manner as not to interfere with the normal functions of the VA facilities pre-determined operational hours. Appropriate schedules shall be determined and agreed upon between the contractor, VA facilities, and the CO or COR. Chemicals Contractor shall provide all chemical injection, transport, monitors and containment equipment, supplies, maintenance, labor and supervision necessary to provide complete laundry chemical program to include a full range of washroom chemicals and an injection system. Chemicals as appropriate shall include, alkali (builder), detergent, soap, anti-chlor, softener, sour, rust remover, bleach to include chlorine or peroxide, hand sanitizer, and ox-cilic acid. Wash formula chemistry shall meet laundry standards per ALM, the VA, and VA directives. Chemical wash formula shall be effective for varying water temperatures ranging from 120 degrees Fahrenheit to 160 degrees Fahrenheit. Contractor shall be responsible for pick-up and disposal of used containers, provide monthly preventative maintenance service report to ensure that the linens remain hygienically clean and sanitized and chemical injection systems are working properly. Contractor shall test linens for Ph levels, residual chlorine and iron content. Contractor shall be required to do a washroom analysis of alkalinity (active or inactive) for each step of the wash formula per machine on a regular basis. This report shall be submitted to the COR monthly. Contractor shall be responsible for submitting monthly test pieces to the Association for Linen Management (ALM) to evaluate wash performance using the following criteria; whiteness shall be no less than 85-89%, tensile strength shall be no less than -4 to -7% and chlorine retentions shall be none (N). Rewash shall not exceed 5% of the facility s monthly poundage without a deduction of 5%. Contractor shall provide a copy of the monthly test piece report to the COR within five (5) days of receipt. Government and COR responsibilities Section 1 - General Premises: The Government shall provide a centralized building (Building 69), located at VA Iliana as well as the equipment (ramps, hanger bars, hangers, and cart covers) needed to drop off clean linen and pick up soiled linen. Laundry Equipment and Maintenance: The Government shall furnish all laundry/linen carts to be used by the Contractor. The Government shall provide all personnel, labor, tools, spare parts, and supplies necessary to complete the required preventive/service maintenance on the linen carts. Uniform List: The COR shall work with the contractor to develop an agreed upon document that meets the needs of both parties for uniform accountability. COR Responsibilities: The Contracting Officer s Representative (COR) is responsible for providing technical assistance to the Contracting Officer (CO) in administration of the contract. This responsibility involves monitoring the performance of the contract through the Quality Assurance Surveillance Plan. The CO shall furnish the name of the COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the COR through the Delegation of Authority Memo that will be provided at the time the contract is awarded. Contractor Responsibilities Section 1 - General Except for those supplies or services specifically stated to be Government furnished, the Contractor shall furnish all services and supplies necessary to provide complete laundry services. Maintenance and Housekeeping: The Contractor shall maintain the building space in accordance with the same maintenance and housekeeping standards as required by Joint Commission and OSHA standards. Materials: The Contractor shall furnish all materials and supplies necessary to accomplish complete laundry and delivery service. All materials shall be cleaned and sanitized prior to introduction or re-entry into the medical facility. A copy of the Safety Data Sheet for all chemicals furnished and used by the Contractor shall be furnished to the COR. Section 2 Reports and Data The Contractor shall provide the following reports to the COR by the due dates identified below. Damage to Government property by contractor personnel: within in 24-houts after damages occur. Weekly report of titration and PH: no later than the close of business on each Monday. Laboratory test piece report: no later than the close of business on the last Friday of each month. Clean shipping log, piece and weight: daily. Bill of Lading: daily. Soiled linen received by Contractor, weigh only: daily. Safety check once a month: within five (5) working days. Loss of linen by Contractor: immediately. Scale calibration certification: annually. Linen inventory count data: within five (5) working days after the inventory is completed. Records: Daily records shall be maintained and shipped to VA Iliana daily. Records shall include pounds or pieces of soiled linen received from the hospital and clean linen sent to the hospital. Specific Task Section 1 - Tasks Contractor shall receive and weigh soiled linens, uniforms, patient clothing, surgical, and other general linens. Contractor shall sort soiled linens into proper wash classification. Contractor shall process soiled lines. Contractor shall separate and package like items. All surgical linens shall be packaged separately. Contractor shall pre-condition patients clothing, put on hanger, run through steam tunnel or machine press, hang on rolling rack, return to VA Iliana and bill separately from bulk linen. Contractor shall pre-condition uniforms, put on hanger, run through steam tunnel or machine press, hang on rolling rack, return to VA Iliana, and bill separately from bulk linen. Contractor shall dry patient clothing, put on hanger, return the VA Iliana, and bill separately from bulk linen. Contractor shall clean and sanitize transport carts. Contractor shall maintain records of cleaning schedules. Section 2 Packaging All general, surgical, specialty linen, uniforms, and patient clothing shall be counted and placed on clean racks or carts and covered. Cart covers shall cover the entire cart. All items shall be neatly stacked and/or hung on linen racks and carts in such a manner than an accurate visual inventory can be taken. All like items shall be placed in the same rack/cart. If there is still room on the rack/cart for additional linen, the linen shall be separated with a clean white sheet. General, surgical, patient clothing, and specialty linen items shall be folded, stacked, or hung as follows. Flatwork items that must be conditioned, ironed, and folded Pillowcase Surgical pillowcase Flat sheet Surgical flat sheet Tablecloth Items that must be finished and placed on hangers Patient personal clothing (shirts and pants) All other patient clothing is to be folded and placed in the bottom of the cart Warm-up jacket Uniforms (top and bottom) Smock, knee length coats Coat, short Scrubs (top and bottom) Items that must be folded, and stacked Bath blanket Bed spread Mattress cover Mattress pad Patient Gown Pajamas Thermal blanket Towel, bath Robes Hipsavers (all sizes) Items to be returned in bulk Mops, all types Linen bags Fitted sheets, untangled Items to be stacked Wash cloths Items to be nearly folded according to size and returned to VA Iliana. Fitted sheets and linen bags shall be placed in laundry carts unfolded and untangled. Clean linen identified as unserviceable shall be bagged separately with a tag stating wasted linen, documented on the clean weight ticket, and returned to the facility. Applicable Regulations, Manuals, and Specifications Section 1 Mandatory Documents The documents listed below have been coded as mandatory or advisory. It is the Contractors responsibility to ensure that all mandatory publications are posted and up to date. MIL-STD-1916 Joint Commission EPA Other applicable regulations and specifications Any other documents found to be pertinent to laundry operation shall be supplied to Contractor. Full compliance with these documents shall be expected immediately upon receipt by Contractor, unless immediate compliance shall change the terms and conditions of this contract. In that event, compliance shall be the effective date agreed upon in negotiation among Contractor, COR, and CO. Definitions Acceptable Quality Level (AQL): The percentage required, as defined in the Quality Assurance Surveillance Plan (QASP), considered as a minimally acceptable level of work for the Contractor to produce. Ancillary Equipment: Equipment required for Contractor's operations but not directly related to Laundry production, e.g., cleaning equipment. Clean: Laundered articles are dry and free of visible soil, lint, and objectionable odor. Spots and stains are removed without fabric damage. No residual harmful chemicals are present. Contract Discrepancy Report: Government formal documentation of Contractor's failure to provide under the terms of the contract; corrective action is required of the Contractor. Contractor: An individual, partnership, or organization having a contractual relationship with the Government for provision of service. Contracting Officer (CO): The person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Contracting Officer's Representative (COR): Any person or persons authorized to act for the Contracting Officer within authority limits. Contractor's Plant Manager (CPM): Contractor's representative having supervisory responsibility and authority for total performance of work under the contract. Cure Notice: A formal notification to Contractor to correct a deficient situation or risk termination of contract. Days: Day means, unless otherwise specified, a calendar day. Emergency: An unforeseen combination of circumstances, or the resulting state which requires immediate action. An emergency situation shall be declared by the CO, or designee. General Linens: Sheets, towels, blankets, bedspreads, pillow cases, wash cloths, bath blankets, pajamas, bathrobes, uniforms, patients clothing, mattress pads, garment protectors, reusable under pads, dust mops, wet mops and other items deemed washable by the COR. Isolation: Physical separation of contaminated materials from other materials or personnel to prevent the spread of contamination. The Joint Commission (TJC): A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities. Launder: To clean by chemical and mechanical action materials composed of natural or synthetic fibers. For the purposes of the Contract the terms include tumble drying, ironing, folding, bacteriological treatment, and all other standard industrial processes, which textile products undergo while in the laundry. Laundry: (1) A facility designated to render soiled linens clean, sanitary and aesthetically acceptable for re-use, in an efficient and non-damaging manner. (2) Textile items which, at some point in their service, are subject to the laundering process. Linens: Textile items composed in whole or in part of natural, synthetic, or blended fibers. Linen cart: A cart on casters approximately 70" W x 33" D x 55" L used to house bulk soiled and clean linen items. Linen Distribution Clerk: VA employee responsible for the receipt of linens at the facility. (i.e., loading, unloading, verification of shipment) Medical Center Director: The person with final responsibility for the mission of the Medical Center. Packaging: Unless otherwise specified in the contract, packaging is the process by which cleaned garments or other items are placed on hangers and placed in protective paper or plastic film bags. Small items of clothing and items which are not customarily placed on hangers shall be packed and identified in each cart. Bulk shipments are enclosed within clean, impermeable protective material. Par: A level of linen supply per patient bed, i.e., each patient bed on a one (1) par would receive 2 sheets, 1 pillow case, 1 blanket, 1 wash cloth, 1 bath towel, 1 patient gown, 1 bathrobe, 1 pair pajamas, 1 mattress pad, and 1 bed spread. Patient Personal Clothing: Items of a personal nature, e.g., shirts, pants, blouses, slacks, jackets, socks, and underwear that are owned by individual patients and sent to the laundry for processing. Performance Work Statement (PWS): A document that describes accurately the technical requirement for services including the standard used to determine whether the requirements have been met. Procedures Manual: A contractor's written document describing in detail the methods normally used to accomplish tasks required by the contract, proper operation of equipment, and normal safety precautions. Quality Assurance: Those actions taken by the government to check goods or services to determine that they meet the requirements of the PWS. Quality Control: Those actions taken by a Contractor to control the production of goods or services so that they shall meet the requirements of the PWS. Sanitary: In a clean state, protected from contamination of pathologic organisms. Satisfactory Performance: Within limits of the AQL; adherence to the requirements of PWS. Serviceable Articles: Articles usable in their current condition, or restorable by economically justified repair methods to usable condition. Specialty Items: All textile items not classified as general linens, to include pillows. Standard: A government acknowledged measure of comparison. Standard Surgical Pack: A package containing linen articles comprised of materials which establish and provide an effective barrier in eliminating the passage of micro- organisms between sterile and non-sterile areas. Unsterile Surgical Linen: Surgical linen which is prepared without an effective barrier. Start Date: The date work under the contract is scheduled to begin. Quality Assurance Surveillance Plan: An organized written document used for monitoring contract performance and defining performance standard expectations, also known as a QASP. (See Section D of contract) Truck: Box trucks and tractor trailers. Department of Veterans Affairs (VA): The government agency requiring services under the terms of the Contract. --- End of SOW ---