S209--VAPAHCS Laundry & Linen Exchange Services

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 06/09/2026 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aid such as informal pricing. Section 1: General Information This document contains the technical provisions for laundry services and linen supply that are to be provided to the Veterans Administration Palo Alto Health Care System, Palo Alto Division, Menlo Park Division, Livermore Division, San Jose Community Based Outpatient Clinic, and Monterey Community Based Outpatient Clinic. The work required by this PWS consists of furnishing all the linen items for all VAPAHCS needs. All workmanship shall be in accordance with practices established by the Association for Linen Management, Dry Cleaning and Laundry Institute, International Textile Rental Services Association (TRSA) and accepted industry standards. 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 as specified by The Joint Commission. Physical separation, through the presence of a barrier wall and the use of pass-through equipment is required to maintain positive air pressure in the clean section relative to a negative air pressure in the soiled section. In no case shall clean and soiled linen share the same physical space. The Laundry Plant layout/design must incorporate a design for asepsis whereby clean linen does not come into contact with soiled linens nor share the same physical space, thus avoiding cross-contamination or reintroduction of bacteria once processed. Plants in which the work is done shall be open to inspection of sanitary conditions by Government representatives. After processing, laundered articles shall be in serviceable and sanitary condition, meeting established quality and performance requirement standards as shown in Section 6.2. Any change of function by the Government, which may affect this contract as contemplated by this paragraph, and which requires permanent adjustments in frequency or type of performance, will be coordinated with the Contractor by the COR through the CO prior to initiation of such a change, to assure adequate contractual coverage. Notwithstanding the provisions of the contract covering inspection, acceptance, and deduction from payment, any items found to have been unsatisfactorily cleaned according to quality and performance standards established in Section 6.2, shall be rejected, and returned for refund. Such items shall be identified, for contractor recognition, by the COR when they are returned on the next scheduled pickup after an unsatisfactory condition is discovered. Scheduled services are to be accomplished subject to emergency situations, which may require alteration of schedules. Emergency situations will be defined by the COR. In the event of Medical Facility emergencies, disaster, or drills, the Contractor shall perform all laundry/linen services required by the Medical Facility. Contractor shall furnish items outlined within Section 4 Contractor supplied items, or Rented and respective attachments. 1.1 Section 3: Government Furnished Property, Equipment, and Services The government shall provide VA owned linen items as specified in Section 5.1. and listed within Attachment #1 Supply Services Quantity VA Owned. Place of Performance and Schedule: Clean Linen Delivery and Soiled Linen Pickup Laundry Bag Delivery Note: Delivery & Pickup Locations and schedule in Section 1.2.1 and 1.2.2 may change due to VA needs. COR will notify Contractor for the changes of locations and schedules. Prior to the contract start date, COR will provide the required information for delivery and pickup. Servicing including all State and Federal Holidays. For the quantity of clean linen delivery, COR will work with CPM. Section 3: Government Furnished Property, Equipment, and Services The government shall provide VA owned linen items as specified in Section 5.1. Section 4: Contractor Furnished Items and Services Materials: Contractor shall furnish all materials necessary to perform the tasks specified in the contract except to the extent specified in Section 3 (Government-furnished property and services). The Contractor shall secure all materials and supplies that comply with Local, State and Federal environmental laws. Vehicles: The Contractor shall provide all required vehicles, vehicle fuels, lubricants, and repairs necessary to perform services under this contract. All vehicles to be used under this contract must be maintained in a safe and serviceable condition during duration of this contract. In addition, the vehicles must be kept clean (exterior and interior) with no unsightly residue of dirt, mud, trash, and other debris. Vehicle efficiency is solely the responsibility of Contractor and Contractor shall not be relieved of his contract responsibilities due to vehicle breakdown or failure of vehicles to operate. Linen. All Rental Linen Items specified in Section 5.1. Delivery Carts. Free of charge items specified in Section 5.1: Fiber glass / with shelves - Presort carts for Wards. Plastic - Bulk items (blankets, sheets, bath towels) Note: Prior to the Contract start date, the COR will provide more information. Laundry Bags. Free of charge items specified in Section 5.1: Contractor shall provide Laundry Linen Bags specified on Section 1.2.2. Safety or protective clothing or equipment and personal hygiene: Contractor shall provide and maintain at the Contractor s own expense. Miscellaneous: The Contractor shall furnish any other items as identified elsewhere within this contract, including but not necessarily limited to, orientation and training, medical exams, procedures manual, quality control program, required data. Section 5: Specific Tasks The Contractor shall accept for processing all soiled linens, uniforms, patient clothing, mops, etc. After processing all items are to be finished and delivered to the Medical Center in accordance with the terms outlined below. See Attachment #1 Supply Services Quantity which outlines the line-item for each item, annual quantity, process type, and locations of pick-up/delivery. 5.1 Clean Linen Delivery Items (within Attachment #1) Delivery Cart (Fiberglass & Plastic): Free of Charge for PAD, MPD, LVD, CBOCs Laundry bag hamper, est. 165,820 (Yellow, Purple): Free of Charge for PAD, MPD, LVD 5.2 Soiled Linen Pickup Contract will pickup soiled linen specified in Section 1.2.1. VA will stage soiled linen carts in the designated pickup locations. Note: Linen Items are subject to change due to VA needs. COR will inform Contractor of such changes with changes reflected in Attachment #1 Supply Services Quantity Linen Control: Contractor shall comply with all Government request and policies relative to linen control. Contractor shall participate, as required by VA policy or the COR, in inventories of linen items. Any articles billed for, but missing, shall be supplied by the Contractor in the next regularly scheduled delivery at no additional cost to the Government. VA owned items lost or badly damaged while under the control of the Contractor must be replaced within a 30-day period at the Contractor s cost. Unusual losses, including suspected pilferage, shall be reported at once to the COR, who will take immediate action to investigate the loss. If the loss is not recovered, the cost of replacement will be negotiated with the Contracting Officer, along with the approval of the COR, on a quarterly basis. The Contractor will supply an itemized list (by location) of linen that will be replaced, (including item description, quantity, and unit cost). Claim of Patients and Employees: The Contractor shall establish procedures for the settlement of claims for loss or damage to property of patients and employees while in Contractor s possession. The procedures must be established, and a copy provided to the Contracting Officer for approval, within 20 calendar days after the contract award date. Delivery Requirements: The Contractor shall provide…