IT IS THE GOVERNMENTS INTENT TO FOLLOW UP TO THIS PRE-SOLICIATION AND POST AN OFFICIAL SOLICIATION STATEMENT OF WORK Surgical Scrubs Services Lebanon VA Medical Center DESCRIPTION: The Lebanon Veterans Affairs Medical Center intends to award a Firm Fixed Price 5-year IDV contract using task orders. PLACE OF PERFORMANCE: Department of Veterans Affairs Lebanon VA Medical Center 1700 South Lincoln Ave Lebanon, PA 17042 SERVICES: Contractor shall provide the Lebanon VA Medical Center with Surgical Scrubs services. All personnel, equipment, tools, materials, supervision will be provided by the contractor. Contractor will provide, install and maintain three (3) automated scrub dispensing machines, six (6) return units, along with all scrub rentals to include an auto-loss replacement program, launder and restock the dispensers. The contractor must furnish everything needed to perform this contract according to all its terms. All dispensing and return units must adhere to the provided size restraints annotated, and all scrubs shall be laundered, folded and tracked in accordance within this Statement of Work. PERFORMANCE REQUIREMENTS: The Contractor must provide, install and maintain: Three (3) automated Scrub dispensers: Dispenser #1 shall fit into the dimensions of 93 H x 158 W x 34 D Dispenser #2 shall fit into the dimensions of 108 H x 158 W x 34 D Dispenser #3 shall fit into the dimensions of 100 H x 79 W x 30 D Six (6) automated Scrub Return Units: Return unit #1 shall fit into the dimensions of 94 H x 106 W x 30 D Return unit #2 shall fit into the dimensions of 96 H x 95.5 W x 29 D Return unit #3 shall fit into the dimensions of 109 H x 37 W x 24 D Return unit #4 shall fit into the dimensions of 108 H x 60 W x 33 D Return unit #5 shall fit into the dimensions of 100 H x 40 W x 25 D Return unit #6 shall fit into the dimensions of 100 H x 40 W x 25 D The Contractor shall be able to provide, stock, collect, transport, launder, fold, package and maintain stock of contractor owned scrubs of various sizes with an estimated: Minimum annual order of 312,000 scrubs Maximum annual order of 728,000 scrubs The Contractor must have the ability to track weekly use of garments via an electronic monitoring system and provide a report of items serviced upon request. The Contractor must provide a rental program for scrub pants, shirts and 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 Dispensers- Contractor will deliver all automated scrub dispensers to proper locations, install, program, stock and insure proper operations of every system. The dispensing machines units must be provided by the Contractor on a rental basis for as long as the contract is in place. 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 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 dispensing and return machine 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/PII 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 dispenser units. Dispenser locations: Dispenser #1 will be housed within Building 1 Sterile Processing Service Department Dispenser #2 will be housed within Building 101 Operating Room Dispenser #3 will be housed within Building 17, 5th floor, Dental Lab Automated Scrub Returns- Contractor will deliver all automated scrub returns to proper locations, install, program, stock and insure proper operations of every system. The returns machines units must be provided by the Contractor on a rental basis for as long as the contract is in place. 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 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 dispensing and return machine 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/PII 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. Returns locations: Return unit #1 will be housed within Building 1 Sterile Processing Service Department Locker room #1 Return unit #2 will be housed within Building 1 Sterile Processing Service Department Locker room #2 Return unit #3 will be housed within Building 101 Operating Room Locker room #1 Return unit #4 will be housed within Building 101 Operating Room Locker room #2 Return unit #5 will be housed within Building 17, 5th floor, Dental Lab Return unit #6 will be housed within Building 17, 5th floor, Dental Lab Scrubs- The Contractor must be capable of providing hygienically clean scrubs and must be capable of providing individually folded, individually poly-sealed garments. The Contractor must have a management system that uses barcoded garments to determine lifecycle of the garments for replacement and be capable of delivering disinfected, sterilized, and cleaned scrub within 24 hours to the facility Contractor shall barcode 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 dispensing 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 and sterilization process. Also, 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 custom tailor garments to fit staffing sizing needs and requirements. Each dispenser 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. Request 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 thru the COR. Contractor is to fill the dispensers to its full capacity on each visit. Sizes for each dispenser 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, twice a week pick- up (Mondays and Wednesdays), cleaning, twice a week (Mondays and Wednesdays) drop off and restocking of cotton/polyester blend scrub uniforms and scrub jackets for the Lebanon VA Medical Center as defined in this Scope of Work. Forecasted demand per dispenser by size: REGULAR SIZES: 4-XL-5% 3-XL-5% 2-XL 10% XL-25% LARGE 25% MEDIUM 10% SMALL-5% EXTRA SMALL-5% PETITE SIZES: Remainder 10% will be petite sizes listed below. P 4-XL P 3-XL P 2-XL P XL P LARGE P MEDIUM P SMALL Hours of Operation- The contractor must perform the tasks as required by the SOW under this contract during the following hours: Monday through Friday between 6:00am and 2:30pm unless other time is specified. Holidays: Delivery of scrubs shall not occur on Federal holidays. Should a delivery be regularly scheduled on a holiday, the delivery shall occur on the working day prior to the holiday. The observed Federal Government of the following holidays: New Year s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non- workday, the next workday will be considered a holiday. A special event, or adjusted work hours: If circumstances should arise wherein the contractor desires a different work schedule as required, the contractor must request the same in writing. Submit a written request to the government Contracting Officers Representative (COR) a minimum of 72 hours before the requested adjusted work schedule; to include inclement weather. GENERAL INFORMATION: 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 also 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). Contractor Staff Information: The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person, and an alternate or alternates, who must act for the contractor when the manager is absent, must be designated in writing to the contracting officer. The contract manager or alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language. Uniforms: All employees shall wear contractor provided uniforms, (contractor code of dress), which include pants, shirts or blouses, and protective clothing which are clearly distinguishable from other VAMC uniforms currently in use. The uniform will be worn as designed by the manufacturer. Open toe shoes or sandals will not be worn. A basic leather shoe covering the entire foot is recommended. All personnel will display identification badges on their uniforms, which will show the employee s last name and the contractor s full name. Personal Hygiene: Contractor s personnel shall be clean, bathe daily (including hair), and wear a clean uniform daily. Fingernails will be clean and free of dirt. Hair will be neatly trimmed and combed. Security Requirements: The contractor s employees shall wear visible identification at all times while on the premises. It is the responsibility of the contractor to park in the appropriate designated parking areas. The Department of Veterans Affairs will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited on VA grounds. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. All contractor employees performing tasks related to this SOW, while on Lebanon VAMC property, shall have proper valid identification. All applicable background checks must be completed before contractor employees may begin work. Badges after security clearances shall be worn at all times while on VA ground. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and or replaced to the satisfaction of the VA at the contractor s expense. Damage to the building, its contents or loss of government property, in access of $100,000 will require a Report of Survey or Investigation Report by the VACC. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss. Access (Keys): If the COR provides keys for access, it shall be the Contractors responsibility to safe guard and control keys provided. GOVERNMENT FURNISHED MATERIALS (GFM): None END OF STATEMENT OF WORK