Swvc Personal 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 services to be provided to Southwestern Veterans’ Center (SWVC) in accordance with this Project Statement.

B. Specific. SWVC is located at 7060 Highland Drive, Pittsburgh, PA 15206.

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 will not be covered under this contract. Soiled laundry must be picked up, cleaned, and delivered three (3) times per week on Monday, Wednesday, and Friday. Pickup and delivery cannot occur before 8:00 a.m. on these days. 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 2

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.

E. 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 

F. Sub-Contracting. For this service contract, subcontracting will not be allowed.

II. Minimum Qualification Requirements.

A. Contractor Experience. Potential bidders shall directly provide all basic personal laundry services for facility resident clothing in accordance with all Federal, State, and Local Standards and Regulations. Potential bidder shall provide proof of a minimum of 5 years’ experience in personal laundry. A valid certification or other similar documentation is required as proof at time of bid submission.

B. Pricing. The awarded contractor shall submit pricing for all line items/services requested by DMVA.

III. Project Statement.

A. Service Pickup. The awarded contractor shall provide all laundry carts. Each resident’s personal laundry will be contained in bags, with SWVC and unit location on each provided cart. Bags will be placed in the awarded contractor carts. These carts will be placed in the soiled utility room by SWVC staff. Soiled utility room is located off the dock and next to the freight elevator. The awarded contractor will transport all personal clothing carts from soiled utility room. Soiled laundry must be picked up, cleaned, and delivered three (3) times per week on Monday, Wednesday, and Friday. Pickup and delivery cannot occur before 8:00 a.m. on these days.

B. Services. The awarded contractor shall properly launder, dry, and hang all clothes on provided plastic hangers, and place them either on contractor fully covered racks or bins with hangers.

The awarded contractor shall place clean clothing in numerical order of room numbers on each cart for each unit. SWVC will provide the awarded contractor with a matching list of room numbers for units. The awarded contractor shall also be provided a matching current listing of residents, units, and the room number of each resident. This list will be updated by SWVC each time a resident moves to a different room or unit and provided to the awarded contractor on a timely basis.

The awarded contractor shall have clean and fully covered bins and racks upon delivery.

The awarded contract shall launder clothing utilizing the proper water temperatures to avoid damage to resident items.

C. Unlabeled Items. If there are unlabeled items in said laundry bags, these items are to be laundered and dried. The awarded contractor shall hang these items at the end of the specified cart to each unit. The awarded contractor shall bill SWVC for laundered unlabeled clothing on an item-by-item basis.

D. Supplies. The awarded contractor shall keep the linen carts clean and free of mechanical deficiencies. The awarded contractor shall ensure an adequate supply of hangers, bins, carts, etc., to provide these services. The awarded contractor’s trucks and laundry carts used for transportation of clean clothing shall be disinfected by the contractor. The awarded contractor shall provide SWVC a monthly sanitation log listing the trucks, date, and sanitation product used.

G. Inventory. The awarded contractor is responsible for any lost or damaged items during the cleaning process. The awarded contractor will provide their guidelines and process resident reimbursement requests in writing. If the facility deems necessary, the awarded contractor shall furnish an inventory process for each resident clothing article.

H. Final Inspection. DMVA reserves the right to conduct a final inspection and

acceptance test of all work or deliverables acquired under this PO.

I. Contingency Plan. The awarded contractor shall provide documentation containing the Contractor’s contingency plan in the event of strikes, floods, fires and other natural or unnatural causes.

J. 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.

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

L. Not to Exceed Amount. The original amount of the contract/purchase order indicates a not to exceed amount. The DMVA may increase and decrease line items as needed within the overall original amount without processing a change order prior to the request. The DMVA program office will notify the awarded contractor of the quantities to be delivered. Increases above the original amount of the contract/purchase order will be processed as change orders prior to the DMVA program office requesting additional supplies or services.  

M. 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.

N. Deficiency. The awarded contractor shall provide the same service(s) again at no charge if the Veterans’ Home is not satisfied with the cleanliness of the linens or the services provided. The awarded contractor shall be notified in writing if the Veterans’ Home is unsatisfied with any services rendered to DGS and the contractor. The contractor shall correct the deficiency within ten (10) business days after such notification.

O. Facility Security Procedures. Each time the awarded contractor’s employees provide services at SWVC, 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 the SWVC 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. 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 SWVC staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. The awarded contractor will provide all necessary paperwork for facility designee to sign verifying services rendered.

P. 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. 

Q. 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.

R. 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:

Barbara Klucinec, Procurement Specialist

Department of Military & Veterans Affairs

Southwestern Veterans’ Center

7060 Highland Drive

Pittsburgh PA 15206

Telephone: 412-665-6766

Email Address: bklucinec@pa.gov

Theresa White, Housekeeping Manager

Department of Military & Veterans Affairs

Southwestern Veterans’ Center

7060 Highland Drive

Pittsburgh PA 15206

Telephone: 412-665-6757

Email Address: thewhite@pa.gov

Douglas Emery,

Facility & Grounds Director

Department of Military & Veterans Affairs

Southwestern Veterans’ Center

7060 Highland Drive

Pittsburgh PA 15206

Telephone: 412-665-6759

Email Address: douemery@pa.gov