36C24921Q0019 – Sources Sought – S209–TVHS Uniform Leasing Base plus Four option Years

Oct 14, 2020 | Sources Sought

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.
Background: The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Nashville and York VA Medical Center is conducting market research through this sources sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below
Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.
NAICS code: 812332 and sized standard is $41.5 Million.
NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov.

Background: The Tennessee Valley Healthcare System (TVHS) is a Complexity Level 1A facility and teaching hospital, providing a full range of patient care services complete with state-of-the-art technology, education and research. Comprehensive health care is provided through emergency medicine, primary care, tertiary care, and long-term care in the areas of medicine, surgery, mental health, physical medicine and rehabilitation, neurology, oncology, dentistry, geriatrics, and extended care.
Environmental Services is required to provide uniforms to a majority of the services to include Nursing, covering nearly 750 employees. During the past years we have historically purchased at least seven uniforms for each employee within the facilities and due to the maintenance and cost required to maintain such a large number of uniforms, we are considering a leasing program. The goal of the leasing program is to improve the appearance of the employee uniforms and give a fresh new look to the staff. It is critical that EMS meets the organizations responsibility to provide uniforms to designated employees who are required to wear them within the facility. The expectation of the contract will be to provide aesthetic uniforms to the Nashville Campus in Nashville, Alvin C. York Campus in Murfreesboro and the Chattanooga Outpatient Clinic in Chattanooga. The Contractor will not be responsible to provide laundering of employee uniforms.
Nashville Campus 1310 24th Ave S, Nashville, TN 37212
Alvin C. York Campus 3400 Lebanon Pike, Murfreesboro, TN 37129
Chattanooga Outpatient Clinic 6401 Shallowford Road, Chattanooga, TN 37426
Scope: The purpose of this contract is to provide a uniform program for Tennessee Valley Healthcare System (TVHS). The business partner shall demonstrate full operating capability within 60 days of the contract award or sooner. The partner shall determine which source to use based on the best value combination of a fair and reasonable price, superior quality, and timely delivery. The business partner shall demonstrate expertise as a manufacturer and experience in sourcing product from other manufacturers. The Contractor shall work with Tennessee Valley Healthcare System (TVHS) staff and perform a site visit to determine existing site conditions and to obtain additional data and information to support completion of the work listed. The Contractor shall work with the COR to determine the type and size of uniforms that will be needed for the staff. The contractor will be required to establish procedures for the management of new hire orders, annual government allowance orders, returns, backorders, and other special orders with ability to see the names and locations tied to backordered items and replenishment or stock procurement status. Contractor will be expected to maintain a process for securing and processing uniform orders for newly hired employees.
The itemized salient characteristics included in this scope include:
Provide a comprehensive uniform program for TVHS
Provides overall management of uniform program for TVHS
Prior experience with large healthcare systems
Quality control program
Dedicated POC for services
Ability to provide and customize uniforms with logos, employee name, without damaging garment (reuse)
Ability to provide and customize lab coats with logos, employee name, without damaging garment (reuse)
Ability to provide XS, 2XL thru 5XL sizes as needed
Ability to provide both male and female uniforms (not one style fits all)
Maintains system that provides proof of delivery and pickup
Maintain inspection program in accordance with ASTM standards
Ability to provide numerous color and style selections so that each Service in TVHS is distinctly different in appearance
Performs repairs to damaged garments as part of program
Size changes (up or down) included as part of program
Replacements included as part of program
Inventory control conducted by barcoding system (or equal) to ensure user-specific services
Maintains appropriate on site inventory for emergent needs
Provides inspection of uniforms to ensure professional appearance
Ensures all uniforms delivered to TVHS are folded/hung to ensure professional appearance
Provides 7 sets of uniforms to each employee to ensure constant provision of clean professional looking uniforms
Allows for TVHS to tour processing plant as requested
Provides cost breakdown and cost comparison of each Service outfitted in TVHS
Services provided biweekly (may be changed to monthly based on the needs of TVHS)
CONTRACTORS DELIVERY/DELIVERABLES: The Contractor will be responsible for the delivery of material in first class condition at the point of delivery, and in accordance with good commercial practice. Contractor is responsible for making sure that the following expectations are met:

Delivery date: Awardee of this contract will have to deliver all items within 60 days from award notification. The awardee will also have to comply with the schedule listed below. The contractor should demonstrate an understanding of the issues created by the introduction of new products into the program or the discontinuation of products from the program. These issues should include assessing the timing for product introduction and the resolution of existing inventory when a product is discontinued. The contractor should provide a calendar of events that should take place to facilitate the transition.
A post award meeting should take place within 15 days of award. This meeting should include a final product review and approval of first article samples before production begins.
Awardee will have 30 days from date of award notification to measure and fit all required employees; Fitting must be performed on-site (Tennessee Valley Healthcare System (TVHS)).
Awardee will have 30 days from last day of fitting to deliver all uniforms specified in contract.
Provide shipping, handling and delivery of all goods by traceable means directly to Tennessee Valley Healthcare System (TVHS) employees at their duty location.
Provide processes to effectively manage introduction of new uniform items and termination (or changes) to existing uniform garments. Due to the Tennessee Valley Healthcare System (TVHS) s needs for rapid response to changes, the contractor must be able to state and meet response times which meet s Tennessee Valley Healthcare System (TVHS) needs.
Effect an orderly transition from the current uniforms without delay or disruption to daily operations.

Program Management: The contractor shall have a made-to-measure/special measurements program to provide uniforms for individuals that cannot wear stock pattern garments. A form should be provided that instructs the employee to provide a series of measurements. From the measurements a unique pattern will be created by the business partner to produce the required uniform. The business partner should state a timeframe within which the uniform can be delivered
Participant measurement process
Ordering procedure
Program launch procedure
Pick-up and delivery procedure/schedule
Auditable inventory control system/procedure
Garment repair & replacement procedure
Lost, Damaged, Exchange procedure
All employees to be sized and fitted on site.
Contract will be based on an (7) seven set uniform cycle (per employee), unless specified otherwise in the contract.
Vendor shall proactively inspect, repair, and replace garments as needed.
Vendor shall communicate with Site Representative (COR) on a monthly basis to evaluate service and make adjustments. Reduced frequency may be determined by COR.
Vendor to fully comply with Uniform Lease Program Specifications.

Commodity item:
Lease of Uniform Shirts and Pants. Colors to be determined before startup of program.
All employees to have new items assigned initially.
Staff to choose from men or women s cuts,
COR to choose from flat front style or pleated pant, and short or long sleeve shirt.
Vendor will replace or repair uniforms when they become unserviceable or no longer present a professional appearance.
Quantities will change with the gain and losses of employees
Equivalent items will be considered

Inventory control system: Provide inventory control and management, warehousing and tracking of inventory to ensure secure storage and timely delivery. The contractor should have an established distribution process and a quality control/quality assurance program. The contractor must demonstrate experience and expertise in forecasting the demand for each item in the uniform program. This forecast should become the basis for an inventory plan for each product. The inventory plan addresses such issues as where the item is sourced; size and frequency of ordering inventory, and the amount of safety level inventory maintained in stock (provide estimated dollar value). The contractor should incorporate time tested, state-of-the-art software technology to assist in this complex task. The contractor should have the financial capacity to maintain the appropriate levels of inventory to meet target delivery time requirements.

Vendor must have a scanning system to verify what was picked up and delivered.
Vendor s scanner must have the ability to print a receipt on site for what was issued, turned in and exchanged for our records when requested.
All shortages must be credited off of the invoice on site monthly no exceptions.
All clothing to be identified by employee code or number and name.

Repairs/replacements:
Vendor must supply repair tags for all employees.
Vendor must ensure sufficient stock of repair tags at all times
All garments must be replaced with new garments when no longer serviceable or do not present a professional appearance for image and morale purposes.

Customer Satisfaction: The contractor shall maintain a customer service call center that can input faxed orders, process returns, assist with fittings; provide the Tennessee Valley Healthcare System (TVHS) program information. The Customer Service Representatives (CSRs) should be trained and experienced in working with government contracts. A lead CSR should be designated as the Tennessee Valley Healthcare System (TVHS) program customer service expert. Customers should be able to contact CSRs via toll free phone numbers, toll free fax lines, email, and the web site.

Contractor to create and administer a Customer Service Report for program participants.
The contractor should maintain a customer service / help desk during normal business hours of 8:00am to 4:30pm CST on normal business days, but it should have the capability to expand hours to meet peak demand periods. The contractors should demonstrate training programs for the Customer Service Representatives (CSR). In order to provide superior customer service, the business partner should demonstrate the use of technology in the call center.
All shipments should contain a Customer Service Report Card
Provide efficient and courteous customer service, including receiving and resolving complaints. Customer assistance should include fitting instructions, comfort, proper accessories, back order issues, late deliveries, problems regarding allowance account balance information and resolution of other problems that arise.
Effectively assure customer satisfaction in the product lines.
Implement a made-to-measure/special measurements program for employees that cannot wear standard dimension uniform garments.

Invoicing: Provide standard procedures for invoicing, refunds, credits, exchanges, deliveries, lost deliveries, billing processes, compliance with quality assurance reviews, maintaining employee privacy and customer service. Invoicing should be by uniform sets for new hires unless orders are incomplete, then the items shipped can be invoiced by item.
Invoices must reflect description of service listed for each employee.
Invoices must reflect one price per employee.
Invoices must reflect quantity of garments picked up and/or delivered.
Invoices must be all-inclusive, not one invoice per employee (invoice shall be broken down per Service if requested by COR).
Invoices will be submitted monthly in arrears.
Performance Period: The Period of Performance for this contract service shall be for one (1) base year and four (4) option years after Notice to Proceed (NTP).

Type of Contract: The Government contemplates award of an Indefinite Quantity/Indefinite Delivery contract resulting from solicitation

Contractor Furnished Equipment, Materials, and Information: Contractor shall, at no additional cost to the Government, provide and maintain licenses, permits, vehicles, operators, equipment, and materials to properly handle, label, and transport uniforms.

Government Furnished Equipment, Materials and Information: The government will provide lockers, as well as adequate space for lockers and easy access, if needed.

Quality Control: The contractor shall submit a Quality Assurance Plan and effectively assure high level contract quality requirement (MIL I or similar) in the manufacturing process. [Note: MIL I is 52.246-11 in the FAR.]. The plan shall demonstrate the contractor s process to maintain redundant quality control procedures for the delivery of lease and purchased products. These procedures should include inspections during the manufacturing process, insuring fit consistency, color controls, and laboratory testing. The contractor will show expertise in providing products that meet quality standards based upon contract specifications. The contractor s quality control and quality assurance procedures should result in over 99% of all items shipped being defect free. The contractor shall define a performance metric to measure the frequency of defective products delivered to the Tennessee Valley Healthcare System (TVHS). The program shall include, but will not be limited to, the following:

An inspection system covering the services listed in the Statement of Work. It must specify areas of work to be inspected on a scheduled basis.
A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.
A record of all inspections conducted by the contractor and any corrective action taken. The documented Quality Control Program and records of inspections shall be made available to the Government upon request
The number of instances that Tennessee Valley Healthcare System (TVHS) is not notified in writing via invoice notation.
Notation should include at a minimum: employee name, employee department and item(s) being replaced.
Garments shall be delivered to location the same day each week.
Discrepancies should not exceed 2 occurrences in any 24-week period during contract.
The number of instances that changes in delivery schedule were not proposed for approval by the COTR a minimum of two (2) weeks in advance of proposed change date.
Ninety-five percent (95%) approval of service rating on bi-annual Customer Service Report

General Requirements: The government will determine on a service requirements basis what positions are considered key personnel. In addition, the contractor shall provide evidence of qualification to perform the requested services through documentation provided when the initial quotation is submitted to the Government for consideration. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the service requirements, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key Contractor personnel are no longer available, he/she reserves the right to review qualifications of proposed replacement personnel and to reject individuals who do not meet the qualifications. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills:

The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet the qualifications set forth herein. The contractor must inform the VHA COR, Project Manager and/or Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee’s performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.
The contractor must inform the VHA COR and Project Manager/Task Manager when personnel are removed from the contract for any reason.
If a key person becomes unavailable to complete the SR, the proposed substitutions of key personnel shall be made only if approved by the COR and Project Manager.
The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty.

The VHA shall not be liable for further payment of any Contractor employee that VHA requires the Contractor to remove from the performance of this contract. VHA’s payment liability, for unsuitable Contractor employees, ends five working days after Contractor’s receipt of “removal request” for unsatisfactory performance and immediately for any violation of law, VA security, confidentiality requirements and/or other disciplinary action.
BASIS OF AWARD
The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable.

The Government will evaluate the following: Technical Capability, Price, and Past Performance.

Following receipt of quotes, the Government will perform an evaluation of the products/services quoted. The Government will perform a comparative evaluation by comparing quotes to one another to select the product/service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability.

The government will evaluate information based on the procedures authorized in FAR 13.106-2 using the following evaluation criteria:

Technical Capability The evaluation process will consider whether the quote demonstrates a clear understanding of the salient characteristics involved in meeting the requirements of the solicitation.

Price Prices shall be submitted in accordance with the Price Schedule contained in the Solicitation. Total price will be evaluated by the Government. In evaluating the quoter s proposed price for this project, the Government concern includes determining price reasonableness.

Reasonableness determinations will be made by determining if competition exists, by comparing proposed price with established commercial prices, other contract vehicles and/or by comparing proposed price with the Independent Government Cost Estimate (IGCE). The IGCE is not releasable to the public.

Past Performance The quote will be evaluated to determine the extent to which the contractor s performance demonstrates the likelihood of successful performance in providing requirements similar in size, scope, and complexity to this solicitation. The Government may choose to evaluate publicly available reports, and/or data from the Past Performance Information Retrieval System (PPIRS). The Government may use present and/or past performance data obtained from a variety of sources, not just those contracts identified by the contractor.

All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. Consequently, contractors are highly encouraged to quote their best non-price and pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all contractors submitting a quote, if it is determined advantageous to the Government to do so. If these communications take place, the Government is not obligated to communicate with every contractor. All contractors will be treated fairly and impartially. A contractor may be eliminated from consideration without further communication if its non-price and/or pricing quotes are not among those contractors considered most advantageous to the Government.

Uniform Descriptions (Equivalent Items may be acceptable) (Colors to be determined at award) (Employee numbers will increase and decrease)
Environmental Management Service (153 Employees)
Men/Women Work Shirt (long and/or short sleeve): (153)
Polyester/cotton (65%/35%)
Fully lined collar with sewn stays for crisp appearance
All emblems must be embroidered and blend in with the shirt (so that they appear to be direct embroidered)
Chest pockets on both sides with buttons through pockets
Set in sleeves with continuous sleeve placket
Full cut shirts, with extra tall lengths available (longs, 2XL+)

Men/Women Work Pant: (153)
Polyester/Cotton (65%/35%)
Fabric should be lightweight but durable made with increased strength and comfort; breathable fabric
Plain front
Solid lined waist band
Heavy duty zipper

Engineering Service (96 employee s)
Men/Women Work Shirt (long and/or short sleeve): (80)
Polyester/cotton (65%/35%)
Fully lined collar with sewn stays for crisp appearance
All emblems must be embroidered and blend in with the shirt (so that they appear to be direct embroidered)
Chest pockets on both sides with buttons through pockets
Set in sleeves with continuous sleeve placket
Full cut shirts, with extra tall lengths available (longs, 2XL+)

Men/Women Fire Retardant Work Shirt: (16)
ATPV 8.7: HRC 2
Topstitched button down collar
Two chest pockets with flaps
NFPA 70 E Compliance

Flame Resistant Pant: (16)
ATPV 11.2: HRC 2
Full cut tapered fit
Inner lined waist band
ASTM 1506 Compliant
Two back pockets
Leg opening fits over work boot
23.8 ATPV

Men/Women Work Pant: (80)
Polyester/Cotton (65%/35%)
Fabric should be lightweight but durable made with increased strength and comfort; breathable fabric
Plain front
Solid lined waist band
Heavy duty zipper

Volunteer Services (22 Employees)
Men/Women Red Polo Shirts (long and/or short sleeve)(22):
Polyester/cotton
All emblems must be embroidered and blend in with the shirt (so that they appear to be direct embroidered)
Full cut shirts, with extra tall lengths available (longs, 2XL+)

Men/Women Work Pant: (22)
Polyester/Cotton (65%/35%)
Fabric should be lightweight but durable made with increased strength and comfort; breathable fabric
Plain front
Solid lined waist band
Heavy duty zipper

Logistics Service (12 Employees)
Men/Women Work Shirt (long and/or short sleeve): (12)
Polyester/cotton (65%/35%)
Fully lined collar with sewn stays for crisp appearance
All emblems must be embroidered and blend in with the shirt (so that they appear to be direct embroidered)
Chest pockets on both sides with buttons through pockets
Set in sleeves with continuous sleeve placket
Full cut shirts, with extra tall lengths available (longs, 2XL+)

Men/Women Work Pant: (12)
Polyester/Cotton (65%/35%)
Fabric should be lightweight but durable made with increased strength and comfort; breathable fabric
Plain front
Solid lined waist band
Heavy duty zipper
Nutrition and Food Services (75 Employees)
Men/Women Work Shirt: (75)
Polyester/cotton (65%/35%), permanent press, 4 ¼ oz. comfort fabric
Polyester/cotton (65%/35%)
Fully lined collar with sewn stays for crisp appearance
All emblems must be embroidered and blend in with the shirt (so that they appear to be direct embroidered)
Chest pockets on both sides with buttons through pockets
Set in sleeves with continuous sleeve placket
Full cut shirts, with extra tall lengths available (longs, 2XL+)

Men/Women Work Pant: (75)
Polyester/Cotton (65%/35%)
Fabric should be lightweight but durable made with increased strength and comfort; breathable fabric
Plain front
Solid lined waist band
Heavy duty zipper

Anticipated period of performance: 12/15/2020 thru 12/14/2025.
Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.
Please e-mail your response with the above information to Lori.Ellis2@va.gov or with the subject line “Sources Sought Notice # 36C24921Q0019 by 10:00 a.m. CST on 10/27/2020. Any question should be emailed to Lori.Ellis2@va.gov.
Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

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