861-12 Laundry Linen Guidance Notes

7/31/2019 861-12 Laundry Linen Guidance Notes

1/22

Laundry & Linen ServicesFramework agreement buyers guide

861-12 (Feb 12)


2/22

1. Introduction 03

2. Background 04

3. Framework overview 05

4. Benets o using the ramework 09

5. Accessing and using the ramework 10

6. Guidance to undertake a urther competition 12

7. Sustainable solutions 148. Legislative Compliance 16

Appendix A 17

Appendix B 19

Appendix C 20

Additional assistance 22

contents


3/22

1 Introduction

03

This guide to the Laundry & Linen Services

ramework agreement contains commercially

conidential inormation that must be used only

or the purpose o oicial business and may be

shared only with eligible parties.

I you currently have a contract or any o theservices covered by this ramework you should

ascertain whether better value or money could

be obtained by using the ramework.

An investment analysis and business case may

be needed in order to support a decision to

switch suppliers.

This guide is designed to help users o the

ramework:

Identiy participating suppliers.

Access and make the most o the beneits

and savings available.

Know who to contact or help and clariication.

It will also help advise potential customers on how

to work with suppliers through the ramework.

This document is or guidance only. It is not a

contractual document. It does not orm part o

the ramework agreement or any resulting call-

o contracts, and it is not to be construed as

being part o these documents.

Contract reerence number:

RM849

Period o contract:24 May 2011 to 23 May 2013

+ up to 24 month extension option

(2 x 12 months blocks)


4/22

2 Background

This ramework has historically been provided by

the NHS Purchasing and Supply Agency (PASA).

The new Government Procurement Service

ramework has been revised and its scope

extended to include requirements rom other

wider public sector bodies.

It aims to provide cost-eective and quality

controlled laundry & linen outsourced services

and is a key project supporting the Department

o Healths objective o enhancing the saety and

quality o services or users and patients.

The aim o the new Laundry & Linen Services

ramework agreement is the supply o a quality

service, delivered to NHS Laundry Standards

(under review), to organisations throughout

England. The ramework is primarily or NHS

Trusts in England although it does allow other

NHS Trusts in Scotland, Wales and Northern

Ireland to access it. It is also available or central

government departments and other wider public

sector organisations to access should their

requirements change in the uture towards an

outsourced service, e.g. HM Prisons.

04


5/2205

2 Framework overview

The ramework or the provision o Laundry &

Linen Services provides access to suppliers in

the ollowing our lots:

Lot 1: Wash and return

Lot 2: Linen hire

Lot 3: Hire o CE marked reusable barrier

theatre textiles

Lot 4: Mop hire

There are 13 suppliers in total across the

ramework:

Additionally:

Appendix Alists each service provider, which

lots(s) they have been awarded and their

region(s) o work (or inormation only).

Appendix B outlines the scope o work listed

within each lot.

Supplier contact details can be ound on the

ramework page or each lot once you have

logged on.

A list o 51 core linen articles orm part o the

ramework. These articles, which account or

in excess o 95% o a Trusts requirements, are

priced in the ramework.

Service enhancements/variations, as detailed in the

specication have been included where possible,

examples o which are indicated in the table on

page 6. Some o these options incur an on-cost

which will be advised by the category team.

Number o

suppliers

Lot 1: Wash and return 13

Lot 2: Linen hire 12

Lot 3: Hire o CE marked

reusable barrier

theatre textiles

1

Lot 4: Mop hire 5


6/22

Service enhancements/variations:

06

Supplier Saturdayservice

Sundayservice

48hours

turnaround

Sewingroom

Turnaroundtime

of72hoursfor

curtains(from

receiptatlaundry)

Packtoward:

onsite

Packtoward:

offsite

Central Laundry

Clean Linen ServicesLtd

East LancashireHospitals NHS Trust

Wash &

return

only

Wash &

return

only

East Sussex HospitalsNHS Trust

Express LinenServices Ltd

Grosvenor ContractLondon Ltd

Maidstone andTunbridge WellsNHS Trust

Nottingham UniversityHospitals NHS Trust

Royal Devonand Exeter NHSFoundation Trust

Salisbury NHSFoundation Trust

Synergy Health PLC Linen hire

only

Linen hire

only

The Pennine AcuteHospitals NHS Trust

Linen hire

only

Wash &

returnonly

The Sunlight ServiceGroup Ltd


7/2207

Laundry Standards

Historically HSG95(18) has been the standard

that NHS Laundries have had to meet. This

is currently undergoing an update by the

Department o Health with consultation and

involvement o the trade bodies and suppliers.

Suppliers have been asked to price their service

to meet the Essential Quality Requirement

contained in the new CFPP01-04 (ormerly

HTM01-04) with a view to moving to the

Best Practice level o service over the lie o

the ramework.

The Department o Health consider this

ramework to be the vehicle to implement

this policy.


8/22

Price Increase Mechanism

Details o Price breakdown and indices to

be included.

Percentages have been agreed with the suppliers

as to their cost breakdowns in preparation

or any requests or price increases on the

anniversary o the ramework being let. These are

slightly dierent depending on the supplier and

the service provided.

08

Cost Elemento the Core

Linen ItemCharge

Percentage o

Core Linen ItemCharge aected

by a change inthe Applicable

Index

Applicable

Index

Labour Cost 60% (A) National

Minimum Wage

Energy Cost 11% (B) Department

o Energy and

Climate Change

Energy Prices

Linen

Replacement

Cost

0% (C) POKI Index

Other Costs

(including proit)

29% (D) RPIX Index

Total 100%

East Lancashire (Wash & Return only)


Linen ItemCharge

Percentage o



Index

Applicable

Index


Minimum Wage


o Energy and

Climate Change

Energy Prices

Linen

Replacement

Cost

9% (C) POKI Index

Other Costs

(including proit)

34% (D) RPIX Index

Total 100%


Linen ItemCharge

Percentage o



Index

Applicable

Index


Minimum Wage


o Energy and

Climate ChangeEnergy Prices

Linen

Replacement

Cost

9% (C) POKI Index

Other Costs

(including proit)

20% (D) RPIX Index

Total 100%

Private Sector Suppliers

NHS Organisations


9/22

4 The benets o using the ramework

Saves time and money.

Fully EU compliant ramework.

Consistent terms & conditions o contract.

Standardises KPIs.

Simplies the process and removes the cost

to Trusts in procuring the services

and providers.

Robust and fexible ramework oering.

Range o regional and national supplier

oerings.

Compliant service or the NHS to HSG95(18)

to be upgraded to the new HTM01-04

(CFPP0104) when published.

Requirement or urther competition (mini

competition).

Opportunity or urther savings through

urther competition.

Compliance with recent EU legislation i.e. EU

Procurement Law, MDD.

09


10/22

The ramework can be accessed by:

NHS bodies.

NHS Trusts (including PFI healthcare

buildings and acilities).

Strategic health authorities.

NHS collaborative procurement organisations.

County councils and local authorities.

Central government departments.

Customers should contact the category team to

conrm that they can use the ramework, i they

are unsure.

How to access the rameworkThe ramework can be accessed via the

Government Procurement Services website.

Protection or users with one set o terms

and conditions o contract

The ramework is subject to specic terms

and conditions.

Award criteria

Call-o contracts must be awarded on the basis

o the award criteria contained in the ramework

itsel. These are:

5 Accessing and using the ramework

10

Criteria Percentage

Risk o ailure

(extent o contingency planning)

(Customers may vary by up to

+/- 10%)

15

Quality o linen hire items


+ 10% /- 5%)

5

Price


+/- 10%)

80


11/22

Using urther competitions

It is recognised that customer requirements can

vary considerably; thereore the use o urther

competition is an excellent tool to allow you to

set out your own requirements and re-open the

competition to the suppliers within that particular lot.

By doing this you can provide more detailed

inormation regarding your particular requirements.

This level o detail will enable the suppliers to

tender or a specic set o requirements.

The guiding principle o urther competitions

is to allow customers to re-open competitions

between the ramework suppliers where

they need to speciy their requirements more

precisely than is provided or under the overall

terms o the ramework agreement.

These specic requirements can includedelivery and collection points, additional items

not included in the core items, stang and

management arrangements or a total linen

management requirement, transportation

arrangements and costs and bespoke

requirements or lot 3, where such opportunities

are not provided or in the ramework itsel.

The new terms must not substantially change

those laid down in the framework.

Please see the Guidance to undertake a urther

competition section which starts on page 12 or

additional inormation.

Pricing and costs

The ramework provides pricing inormation or a

list o 51 core items across lots 1, 2 and 4.

Specifcations

The ramework utilises an output based

specication with reerence to the existing

HSG95(18) guidance with a view to moving to

the new HTM01-04 (CFPP0104) once published.

11


12/22

There are a number o options available to you

when issuing urther competition documents.

The Government Procurement Service online

Capacity Assessment and Invitation to Quote

tools are available on the website.

You will need to be registered on our websiteand logged in to use these tools. Alternatively,

you can use your own standard tender process.

As a minimum, documentation should include a

brie outlining:

The inormation requested rom the suppliers

in response to the urther competition.

An explanation o the way in which bids willbe marked.

Details o the evaluation criteria that will be

used to assess the bids.

Details o the tender procedure and return date.

Service inormation outlining the services that

are to be included within the contract on a

site by site basis.

Conrmation/clarication or suppliers

regarding operational and quality issue.

The ollowing highlights the main issues,

although these are not denitive as it may vary at

a local level:

Operational Issues

Has the supplier sucient capacity to

undertake the work?

Does the supplier have the capability to meet

local turnaround times?

What are the suppliers local contingency

plans in the event o plant ailure?

Ease o motorway and arterial road access

between plant and Trust premises.

Conrmation that the supplier is able to meet

contract start up date.

Supplier to provide an implementation plan

refecting local requirements.

Quality Issues

Service to comply with local control o

inection procedures.

Provision o samples (linen hire and total linen

management only).

Tailor ramework KPIs in specication to local

requirements.

Trust to undertake site visits.

6 Guidance to undertake aurther competition

12


13/22

Contract period

The individual agreement between you and the

supplier will orm a standalone contract. You

and the supplier must agree the length o the

contract, which may extend beyond the expiry

date o the ramework agreement.

Hold interviews (i required)

Clarication interviews can be held with the

participating suppliers so that they are able to

answer any questions you have and explaincertain elements o their bid urther.

Make award decision

Following the application o the weightings to the

evaluation, a list o the participating contractors

should be compiled ranked by the score achieved.

The contract should be awarded to the supplier

that ranks rst within the evaluation ollowingthe application o the pre-published evaluation

criteria and associated weightings.

Contract award

Following completion o the evaluation exercise

and identication o the successul supplier

communications should be issued to all participating

suppliers notiying them o the outcome.

Opportunity should be given or each supplier to

obtain urther debrie inormation on the reasons

why they have been unsuccessul within the

evaluation exercise.

The customer will issue its order/contract to

the successul supplier. This must quote the

ramework number.

Contract management

As a customer you will eectively manage the

supplier in the delivery and perormance o the

services they have been selected to undertake.

Regular review meetings should take place to

discuss perormance (KPIs) and ensure that the

services are being delivered to an acceptable

standard. I issues cannot be resolved to your

satisaction then please inorm the Government

Procurement Service Category Managementteam (see section 9). We will then pursue your

issue with the supplier and aim to provide you

with a satisactory outcome.

13


14/2214

Sustainability is an important issue across

the public sector. Contracting Bodies need

assurance that services will be provided

sustainably.

The procuring or health and sustainability 2012:

sustainable procurement action plan sets outhow, in the next ve years, the health and social

care sector in England will use sustainable

procurement, not only o equipment and supplies,

but also buildings, acilities and services, to

achieve improved health and well-being or the

people, the environment and the economy.

The NHS launched its carbon reduction strategy

in January 2009 outlining the actions across

the NHS to reduce the 18 million tonnes o

CO generated across its operations. The NHS

supply chain accounts or 60% o this total,

with a number o specic actions identied

to address carbon reduction through the

procurement process.

In relation to laundry services and linen

provision a number o signicant sustainable

development aspects have been identied. For

this ramework, sustainable service provision

is dened as provision where the supplier

monitors, manages and continuously improves

their perormance with regards to nine key

elements, listed below.

A Sustainable Service Delivery Plan (SSDP),setting out how the supplier will manage the

sustainability o service provision will be drated,

agreed and incorporated into the ramework

and subsequent call-o contracts. Government

Procurement Service will manage adherence

to the SSDP as part o ongoing ramework

management.

The SSDP will have three components:1. Explain how, in delivering the services to

contracting bodies, the supplier will monitor,

manage and continuously improve its

perormance with regards to the ollowing

nine elements:

Energy eciency.

Energy security o supply.

Water eciency.

Direct and indirect Greenhouse Gas (GHG)

emissions to the atmosphere, including

transport emissions.

Waste minimisation.

Use o cleaning products complying with

Government Buying Standard (GBS)

specications.

Provision o linen products complying with

the Government Buying Standard (GBS)

specications or textiles.

Basic skills o the workorce.

Provision o linen products manuactured

in accordance with International Labour

Organisation (ILO) conventions onlabour standards.

7 Sustainable solutions


15/2215

2. Set out any specic milestones and targets

that the supplier will meet in improving

its perormance with regards to the nine

elements above.

3. Set out the suppliers plans to provide

Management Inormation (MI) to Government

Procurement Service and to contracting

bodies on the sustainability o service

provision, relating to the nine elements

above. MI should include:

Energy use per tonne o laundry processed.

Energy use per 1000 items o laundry

processed.

Water use per tonne o laundry processed.

Water use per 1000 items o laundry

processed.

Greenhouse Gas emissions (expressed

in CO equivalent) per tonne o laundry

processed.

Greenhouse Gas emissions (expressed

in CO equivalent) per thousand items o

laundry processed.

Proportion o cleaning products used that

comply with Government Buying Standard

(GBS) specication.

Where relevant, the proportion o

linen supplied that complies with the

Government Buying Standard (GBS)

specication or textiles.

Suppliers will be required to report the

MI required by the SSDP to Government

Procurement Service on a monthly basis

throughout the term.


16/22

The scope o the ramework is governed by a

range o legislation, regulations and guidance.

All participating suppliers were required to

demonstrate compliance with the requirements

o associated legislation or each category.

Some o the key legislation and regulations aredetailed below:

COSHH - Control o Substances Hazardous

to Health Regulations 2002

(SI 2002/2677_as amended).

HSWA - Health and Saety at work

Act (1974).

MDD93/42/EEC - Medical Devices Directive

(including provision o CE mark).

EN13795 - European Committee or

Standardization (CEN): standard concerning

surgical drapes, gowns and clean air suits,

made rom woven or nonwoven material,

used as medical devices or patients,

clinical sta and equipment, dening

the perormance requirements and the

corresponding test methods.

HTM87 -Textiles and urniture (recode).

8 Legislative compliance

16


17/22


18/22

Table 2: Suppliers preerences by region/area (or inormation only)

18

Area/Region CentralLaundry

CleanLinen

EastLancashireHos

pitalsNHSTrust

EastSussexHospita

lsNHSTrust

ExpressLinenServic

esLtd

GrosvenorContractLondonLtd

MaidstoneandTunb

ridgeWellsNHSTrust

NottinghamUniversityHospitalsNHSTrust

RoyalDevonandExeterNHSFoundationTrust

SalisburyNHSFoundationTrust

SynergyHealthPLC

ThePennineAcuteH

ospitalsNHSTrust

TheSunlightService

GroupLtd

North West

North East

Yorkshire and the

Humber

East Midlands

East o England

London

South East Coast

South Central

South West

West Midlands

Scotland

Wales

Northern Ireland


19/22

The scope o each lot is as ollows:

Appendix B

Lot 1: Wash and return

In this lot, all articles o linen are owned by the

contracting body and, unless agreed otherwise,

any subsequent replenishment o stock, due to

loss or condemnation, will be the responsibilityo the contracting body.

Suppliers will be responsible or the collection

o dirty articles rom a storage area/collection

points designated by the contracting body, the

subsequent laundering o those articles and,

nally, the delivery o clean articles to a separate

designated area/delivery points.

There may be some ancillary services which

could include:

Scrub suit locker service.

Curtain hire including the option o hanging

and removal or laundering.

Dry cleaning.

The ancillary services will be determined at the

urther competition stage and negotiated locally.

Lot 2:Linen hire

This is a similar service to wash and return, with

the exception that the supplier owns the linen

stock and is also responsible or maintaining

adequate linen stock in the system to meet the

contracting bodys needs.

The ancillary services may include:

Total linen management (a ully managed

linen service which includes linen hire as well

as the inclusion o a ward top-up service

oered by the supplier). Scrub suit locker service.

Curtain hire including the option o hanging

and removal or laundering.

Dry cleaning.

The ancillary services will be determined at the

urther competition stage and negotiated locally.

Lot 3: Hire o CE marked reusable barrier

theatre textiles.This lot consists o the

provision o a laundry and nishing service or

theatre textiles (gowns, drapes and clean air suits)

that meet the requirements o the European

directive or the decontamination o Medical

Devices Directive 93/42/EEC (including the

requirement to CE mark). Items provided must

comply with EN 13795.

This lot may also include a theatre top up service

(optional) which will be negotiated locally and

included in any urther competition.

Lot 4: Mop hire

This lot has a selection o mops (core items 54 to

56 inclusive) including traditional and microbre

or hire. It is the suppliers responsibility or

maintaining adequate stock in the system to meet

the contracting bodys needs.

19


20/22

The table below provides a list o the 52 core items available:

Appendix C

NewItemCode

Category ItemWashandreturn

Linenhire

LLS1 Blankets Large

LLS2 Blankets Cot

LLS3 Blankets Knee

LLS4 Sheets Bed

LLS5 Sheets Cot

LLS6 Sheets Pillowcases

LLS7 Sheets Canvasses stretcher

LLS8 Sheets Draw

LLS9 Sheets Counterpanes

LLS10 Sheets Counterpanes - cot

LLS11 Towels White - bath

LLS12 Towels White - hand

LLS13 Towels Baby

For towels white bath sheets see LLS57

LLS14 Patient Clothing Dressing gowns - adult

LLS15 Patient Clothing Nightdresses - adult (various)

LLS16 Patient Clothing Nightshirts - adult

LLS17 Patient Clothing Pyjama jackets - adult

LLS18 Patient Clothing Pyjama trousers - adult

LLS19 Theatre Wear Scrub suit trousers

LLS20 Theatre Wear Scrub suit tops

LLS21 Theatre Wear Surgeons gowns

LLS22 Theatre Wear Flats & drapes

LLS23 Theatre Wear Dresses

20


21/2221

NewItemCode

Category Item Washandreturn

Linenhire

LLS24 Uniorms Nurses

LLS25 Uniorms White coat

LLS26 Uniorms Cooks jacket

LLS27 Uniorms Cooks trousers

LLS28 Uniorms Boiler suit

LLS29 Uniorms Other

LLS30 Gowns Patient

LLS31 Gowns Operation - adult

LLS32 Gowns Ray-Blue

LLS33 Gowns Children

LLS34 Gowns Baby

LLS35 Bags Plastic

LLS36 Bags Polyester

LLS38 Other Items Slings/pat slides/bed pads

LLS40 Other Items Patient clothing - small items

LLS41 Other Items Nappies

LLS43 Other Items Wrap - baby

LLS44 Other Items Covers - duvet

LLS48 Other Items Curtains - small

LLS49 Other Items Curtains - medium

LLS50 Other Items Curtains - large

LLS51 Sheets Fitted sheets

LLS52 Other Items Thermal covers - lightweight

LLS53 Other Items Thermal covers - heavyweight

LLS54 Other Items Mops - kentucky

LLS55 Other Items Mops - socket

LLS56 Other Items Mops - microibre

LLS57 Towels White - bath sheet


22/22

10 Additional assistance

For general enquiries please contact the

customer service desk on 0345 410 2222

or [email protected]

Feedback

Should you experience any problems with the

services provided by any o the suppliers underthis ramework and wish to register a complaint,

in the irst instance, please direct your concerns

to the supplier with whom the complaint relates.

In the event that a resolution has not been

provided to your satisaction, the issue should

be escalated to the Government Procurement

Service Contract Manager(s) via the customer

service desk.

Norwich

Rosebery Court

St Andrews Business Park

Norwich NR7 0HS

Liverpool

9th Floor

Capital Building

Old Hall Street

Liverpool L3 9PP
mailto:[email protected]:[email protected]

Documents

861-12 Laundry Linen Guidance Notes