Gmvc Laundry Services

PROJECT STATEMENT and SCOPE OF WORK

FOR PERSONAL LAUNDRY SERVICES FOR

THE DEPARTMENT OF MILITARY AND VETERANS’ AFFAIRS

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of personal laundry service in accordance with this Project Statement.

B. Specific. Gino J. Merli Veterans’ Home (GMVC) is located at 401 Penn Avenue, Scranton, Pa 18503.

The PO will cover all personal laundry services in accordance with this Project Statement. These services shall be all-inclusive and consist of laundering resident basic personal items such as shirts, trousers, blouses, dresses, socks, undergarments, etc. Items such as dry clean only, mending, or laundry items not defined as basic personal clothing shall not be covered under this contract. Soiled laundry must be picked up, cleaned, and delivered twice weekly, on days determined by GMVC. The awarded contractor shall provide all laundry supplies needed to perform these services.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Pamela Fessler, Procurement Specialist II

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-8518

Fax: 717-861-2932

Email: pfessler@pa.gov

D. Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote.

It is DMVA’s intent to establish a one (1) year PO with four (4), one (1) year renewal options. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Contractor Experience. Potential bidders shall provide proof of a minimum of 5 years’ experience in personal laundry services at the time of bid submission. A valid certification or other similar documentation is required as proof.

B. Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

C. Small Business Reserve Procurement. This solicitation has been identified as a Small Business Reserve procurement. Only vendors that meet the Department of General Services requirements and are registered as Small or Disadvantaged Business may be awarded the contract from this solicitation.

D. Subcontracting. For this service contract, subcontracting will not be allowed. The awarded contractor shall provide all services directly.

III. Project Statement.

A. Service Pickup. The awarded contractor shall provide all laundry carts. Each resident’s personal laundry shall be contained in separate laundry bag. Each bag shall contain a laundry slip with the resident’s name. The awarded contractor shall ensure that the residents personal clothing items contained in each laundry bag is consistent with the name on the laundry slip (which is placed inside each bag). The awarded contractor shall also be responsible for examining the name tags on the clothing (resident clothing is tagged with the name in an inconspicuous area) to be sure they are in the correct bag.

B. Services. The awarded contractor shall fold, stack and package each resident’s clean and fully dried personal laundry items in clean and dry packaging. The awarded contractor shall also write the resident’s room number on the outside of the package, fully visible and legible to the GMVC staff. GMVC shall provide the awarded contractor with a weekly alphabetical listing of residents and their room numbers, for those who are utilizing personal laundry services.

When the awarded contractor picks up the soiled clothing for laundering, the contractor’s staff shall examine each bag and proceed as follows:

• For each bag of personal laundry, the awarded contractor shall ensure that the name on the laundry slip (included in each laundry bag) coincides with the resident’s clothing items contained in the bag. The contractor shall inspect the name tags on the personal clothing items to ensure they are labeled properly in accordance with the laundry slip included in the bag.

• If the labeled clothing does not correspond to the name on the laundry slip:

The awarded contractor shall search the listing of residents, provided to them by GMVC. If the name on the clothing label corresponds to a resident on the provided list, the contractor shall place the item of clothing in the appropriate resident’s laundry bag.

• The awarded contractor shall fold, stack and package each resident’s clean and fully dried personal laundry items in clean and dry packaging. The awarded contractor shall also write the resident’s room number on the outside of the package, fully visible and legible to the GMVC staff.

• The awarded contractor shall have clean covers on all bins and racks upon delivery.

C. Unlabeled Items: If there are unlabeled items in said laundry bags, the awarded contractor shall launder the item but:

• Place the item of clothing in a separate bag labeled GMVC and deliver to the Housekeeping staff upon return to the facility. The awarded contractor shall bill GMVC for laundering of these clothing items on an item-per-item basis.

• If there is no label on an item of clothing, the awarded contractor shall launder the item but shall place the item of clothing in a separate bag for “unlabeled GMVC” clothing. The contractor shall also indicate the name listed on the laundry slip contained in the bag from which the unlabeled item of clothing was found. (example: unlabeled shirt was found in Mr. Smith’s laundry bag; contractor shall indicate unlabeled clothing item found in Mr. Smith’s bag and deliver in a separate package to the housekeeping staff).

D. Hours of Operation. The awarded contractor shall perform services during normal business hours which are: Monday – Friday from 7:00 am through 3:00 pm.

E. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this PO.

F. Background Checks. The awarded contractor shall be required to certify compliance with the Commonwealth Standard Terms and Conditions Section V.43 Contract-036.1 Background Checks (February 2016).

The awarded contractor shall, at its expense, perform a background check on each of his/her/its employees who shall provide services at GMVC. Backgrounds checks can be conducted via the Request for Criminal Record Check form and procedure found at https://uenroll.identogo.com/. The awarded contractor shall certify that a background check has been performed of each of the awarded contractor’s employees not less than five (5) days prior to that employee providing services at GMVC. Thereafter, the awarded contractor shall certify that a background check has been conducted on each employee on an annual basis. If an employee of the awarded contractor has not been a resident of Pennsylvania for at least two (2) consecutive years prior to providing services at GMVC, the award contractor shall also have an FBI check conducted on the employee.

The awarded contractor shall maintain documentation confirming that the required background checks and FBI checks, if required. In the event of an investigation or audit by DMVA or another governmental entity, the awarded contractor shall be required to provide the documentation to DMVA.

The awarded contractor shall complete and return the background certification form and the RFQ to DMVA’s point of contact (POC) prior to commencement of services and annually thereafter.

G. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

H. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

I. Qualification/Scope of Work Changes.  The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

J. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided.

K. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.

L. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.  

M. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office:

Timothy S. Hart, Purchasing Specialist 1

Department of Military & Veterans

Gino J. Merli Veterans’ Center

401 Penn Avenue

Scranton PA 18503

Telephone: 570-961-4356

Email Address: thhart@pa.gov