The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below.
As permitted by FAR Part 10, this is a market research tool being utilized for informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.
Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice.
Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.
This service will be implemented using the North American Industry Classification System (NAICS) Code 812320.
If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered.
NOTES
All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to craig.armagost@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than August 31, 2026 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.
DISCLAIMER
This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.
INTERESTED & CAPABLE RESPONSES
Network Contracting Office 5 (NCO 5) is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your:
Business name (including Unique Entity ID (SAM.gov), business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address).
Capability statement
GSA Contract number, if applicable, to include NAICS
Brief summary of categories of professional services that your company can provide.
Applicable Certification(s)/Licenses
Statement of Work (SOW)
for Laundry Contingency due to Emergencies or Repairs
1.0 General
1.1 Background
The mission of the Hershel Woody Williams VAMC is to provide patient care. The mission of the on-premises Laundry Facility is to provide clean textiles to the Hershel Woody Williams VAMC, located in Huntington, West Virginia. This acquisition is for Drycleaning and Laundry Services (except Coin Operated) for the linen being laundered at the Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington West Virginia, 25704.
1.2 Objective
At Hershel Woody Williams VAMC we want to ensure our Veterans have clean, fresh, and sanitary linen always, even during disruptions in laundry operations. Clean linen is essential to supporting the health, comfort, and dignity of our Veterans, while also maintaining infection control standards. Contractor required to provide uninterrupted, quality service to the patients in the event of production disabling repairs or renovations to the laundry plant and/or equipment.
*Contingency contract only, services may not be required on a routine basis
1.3 Scope of Work
Establish an Indefinite Delivery Indefinite Quantity (IDIQ) contract to provide Contingency laundry services for the Hershel Woody Williams VAMC during emergencies and/or times of equipment repair. Only the Contracting Officer has the authority to make changes to the terms and conditions of the contract and that changes will be made by written agreement by both parties in accordance with FAR 52.212-4(c). The contractor shall provide all equipment, material, labor, supplies, and supervision to properly clean the soiled linen in compliance with any standard, ruling or regulations of the Joint Commission. It is intended that services shall include all processes necessary for the laundering of the textiles even though every step involved is not specifically mentioned. All work shall be performed under sanitary conditions. After processing, laundered textiles shall be in serviceable and sanitary condition. This will be a Firm-Fixed-Price (FFP) Purchase Order based on the clean weight of laundered textiles, where the contractor is responsible for following all regulations/guidelines of OSHA, VA, National Association of Institutional Laundry Managers (ALM), and/or any other pertinent federal or state references concerning the cleaning and laundering of linen. The C&A requirements do not apply, and a Security Accreditation Package is not required.
1.4 Period of Performance
The period of performance is from October 1, 2026, through January 31, 2031. This contract is an IDIQ as required by the government.
1.5 Place of Performance
TBD
2.0 Government Responsibilities
The Government will be responsible for providing transportation of laundry textiles TO & FROM the contractors laundering facility
The Government will provide textiles in a dry soiled manner to the laundering facility in linen carts presorted and unfolded.
The Government will provide transportation of the clean folded textiles from the laundering facility.
The Government will provide a Linen inventory of all textiles being transported to the laundering facility.
The Government will weigh each linen cart being transported to the laundering facility.
The Government will witness the weighing of each linen cart at drop off and pick up and record the weight for accuracy.
3.0 Contractor Responsibilities
The Contractor will be responsible for receiving /transfer of laundry textiles to the contractors laundering facility.
The Contractor is responsible for weighing each linen cart as it is received and storing linen carts until picked back up by the government.
The Contractor will provide all manpower, utilities, space and chemicals needed for laundering services.
The Contractor is responsible for cleaning, drying, ironing, folding and covering the textiles prior to placing them in the linen carts for pickup.
The Contractor shall process soiled linens (general and surgical), uniforms, scrubs, blankets, sheets, pillowcases, towels, washcloths, mops, rags and other general or surgical linens.
The Contractor shall package the linen in the same linen cart it was processed out of.
The Contractor shall weigh linen carts with Government present to verify the clean weight being returned. This weight will be placed on the laundry inventory list that accompanied the linen from the Government facility.
The Contractor shall have linen carts sorted, filled, covered and ready for pickup by the government within 48 hours from the time they were received.
The Contractor will be paid on a monthly basis in arrears when services are used. The price will be based per clean pound of the linen.
4.0 Specific Requirements/Tasks
The Contractor will furnish all labor, cleaning chemicals, utilities, and equipment.
The Contractor will ensure that the employees are properly supervised during their work tour.
The Contractor will ensure that employees are properly trained in laundering procedures, including basic bacteriological concepts and the proper use of chemicals, detergents and equipment they use.
The Contractor will perform all services in accordance with the Occupational Safety and Health Administration (OSHA) and the National Association of Institutional Laundry Managers (ALM).
The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/sub shall immediately notify the COR for the contract, of any known or suspected security/privacy incidents or any unauthorized disclosure of sensitive information to which the contractor/sub has access.
All tasks accomplished by Contractor personnel will be performed to preclude damage or disfigurement to government linen. The Contractor will report any damage to these items caused by Contractor personnel to the Contract COR. The government is not held responsible for the Contractors equipment or belongings that are lost, stolen, or damaged.
The Contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors.
In case of disputes between the COR and contractor, the contractor shall notify the Contracting Officer, in writing as soon as possible, to avoid any delay in conflict resolution. If the Contacting Officer is not notified in writing within thirty (30) days of the date of the incident, the incident shall be considered to have been resolved to the satisfaction of the contractor.
No work, outside the scope of the contract will be performed by the Contractor without prior approval from the COR. No work will be performed by the Contractor on the following Federal holidays without prior approval of the COR: The eleven (11) holidays observed by the government are: New Years' Day, Martin Luther King Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a national holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. When a legal holiday falls on a Sunday, the following Monday is observed as a holiday by U.S. Government agencies. The VA will not pay any additional costs for work performed by the Contractor on Federal Holidays if the Contractor elects to work on those days.
The Contractor shall furnish all materials / supplies necessary to perform the tasks specified in this contract.
The contractor shall furnish all equipment and tools necessary to perform the work defined in the contract. All equipment must comply with all safety standards, including OSHA.
All Government linen carts must be stored separately.
5.0 Packaging
All general, surgical, specialty linen, uniforms and patient clothing shall be placed onto clean carts and covered. Cart covers shall cover the exposed area of the linen cart. All items shall be neatly stacked in such a manner then an accurate visual inventory can be taken. All like items shall be placed in the same cart. If there is a cart room for additional linen, the linen must be separated with a clean white sheet. General, surgical, and specialty linen items shall be folded, stacked, and hung, as follows:
Items to be folded with two (2) primary folds, three (3) cross folds and stacked:
Regular bed sheets
Surgical sheets
Bath Blankets
Surgical linens
Items to be folded with (2) primary folds and stacked:
Pillowcases
Pajama Jackets
Scrub Jackets
Items to be French folded with one (1) cross fold and stacked:
Towels
Items to be French folded in thirds and stacked in stacks:
Patient gowns
Pajama tops
Scrub Tops
Scrub Bottoms
Uniforms
Items to be folded with two (2) primary folds and two (2) cross folds:
Heavy blankets
Hercules sheets
Items to be folded with one (1) lengthwise primary fold, two (2) equal length cross folds and stacked:
Pajama bottoms
Items to be laid flat and stacked:
Washcloths
Items to be weighed and shipped in bulk, in regular laundry cart:
Rags
Mops (Wet and Dust)
Restraints
Slings
Discards
Fitted sheets and Laundry Bags shall be placed in laundry bags unfolded, 25 count per bag.
6.0 Supporting Documents
STATEMENT OF WORK PART C SUPPORTING INFORMATION
C.1 Furnished Materials All labor, materials, and equipment to perform the job. When "furnish", "provide", "install', or similar term is used it shall mean a complete installation, ready for use. The Contractor shall supply all parts, equipment, material, and labor to perform the work described above. The work will include all items as described in the Scope of Work listed above.
C.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property.
C.3 Qualifications of Key Personnel Contractor employees should be knowledgeable of standards associated with this type of work.
C.4 Supervision/Communications. At all times during the performance, the Contractors Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the contractor shall supply the COTR with the telephone number for the Superintendent. The 's "Competent Person" that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the shall be physically located on site at all times during performance of the contract. If the Contractors Competent Person is absent from the job site for an extended period of time, the COTR may send all /sub- employees off the job.
C.5 The Contracting Officer's Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer's Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve them of any quality control responsibilities.
