RFP# 26-07128 Request for Proposal Rev. 01-13-2026

Request for Proposal #26-07128

Janitorial Services Staffing Augmentation

10801 6th Street Rancho Cucamonga, CA 91730

This RFP and any ensuing Addenda are available at the following link:

http://iehp.bonfirehub.com

NOTE: BIDDERS ARE RESPONSIBLE TO READ ALL INFORMATION THAT IS STATED IN THIS

REQUEST FOR PROPOSAL AND PROVIDE A RESPONSE AS REQUIRED

http://iehp.bonfirehub.com/

Timeline

1. The following timeline is based on IEHP’s requirements and will be strictly adhered to unless modified by written addendum:

Date: Description:

5/12/26 RFP release date 5/15/26 Bidder Questions Due (5:00 p.m. PT) 5/29/26 Bidder’s Proposals Due (2:00 p.m. PT)

2. The period of performance anticipated for this RFP shall be for an initial term of one

(1) year. At the end of the initial term, IEHP shall have the option to renew the Agreement for up to four (4) additional consecutive one (1) year period(s), upon written notice. This RFP does not commit IEHP to award a contract, and there is no obligation by IEHP to purchase any specified amount of goods or services. IEHP will award a contract, if any, in its best interest and based on a proposal that best meets its needs as set forth herein.

3. IEHP reserves the right to award to multiple bidders, based on IEHP’s needs, at IEHP’s sole discretion.

TABLE OF CONTENTS

A. SOLICITATION INTRODUCTION

1. Background of IEHP

2. Key Principles

3. Primary Goals

4. Program Objectives

5. Key Selection Criteria

6. Program Outcomes

7. Target Population/Historical Information

B. PROPOSAL COMPONENTS

Instructions Proposal Guidelines Bidder Acknowledgements Required Documents Required Data Company Profile Company Evaluation Criteria Scope of Services Cost Proposal/Pricing Narrative Exhibit A: RFP Bidder Terms and Conditions Exhibit B: IEHP Standard Contract Terms Exhibit C: IT Security Documents

1. Background of IEHP

Inland Empire Health Plan (IEHP) is a local public entity of the State of California and is a rapidly growing Medi-Cal and IEHP DualChoice (HMO D-SNP [Dual Eligible Special Needs Plans]) health plan in California. Since September of 1996, IEHP has consistently focused on our mission: “We heal and inspire the human spirit”. As a result of the Healthcare Reform and participation in the California Coordinated Care Initiatives, IEHP grew to over 1 million members. With a provider network of over 7,500 providers and more than 3,200 employees, we now serve more than 1.4 million residents of the Riverside and San Bernardino counties who are enrolled in Medi-Cal, D-SNP, or Covered California.

IEHP’s Membership totals as of May 2026 are listed in the table below:

Line of Business Member Count Medi-Cal 1,341,879

D-SNP 38,591

Covered California 36,521 Total Membership 1,416,991

2. Key Principles

This RFP contains a list of requirements for Janitorial Services Staffing Augmentation on behalf of IEHP. IEHP’s Procurement Department is soliciting responses from qualified vendors to address the stated requirements of this RFP. A “Qualified Bidder”, for the purpose of this RFP, is one that can reliably and independently provide the required services to IEHP for the entire term of the agreement.

3. Primary Goals

The primary goals of the Janitorial Services Augmentation Staffing Program are to contract with a vendor that can provide trained, experienced janitorial personnel to support IEHP’s facility operations during periods of employee absence, vacancy, or operational need. This includes coverage for day shift, swing shift, and project-based work across all IEHP facilities.

Components of the program include:

a. Supply of qualified janitorial personnel

b. Support for routine, deep cleaning, and day porter services

c. Compliance with safety and regulatory requirements

d. Coordination with IEHP supervisors

e. Ability to deploy staff for both supervised and independent assignments

4. Program Objectives

A. Solicitation Introduction

The objectives of contracting with a vendor for Janitorial Services Augmentation Staffing services are to:

a. Ensure continuity of janitorial operations during team member absences or vacancies

b. Maintain clean, safe, and properly serviced work environments across all

IEHP locations

c. Supplement IEHP’s in‑house Environmental Services (EVS) team during high‑demand periods or special projects

d. Support IEHP’s ability to meet workplace cleanliness and safety expectations

5. Key Selection Criteria

At the discretion of the Evaluation Team, 65 points will be allocated between the scope and company scores, 30 points will be assigned to price, and 5 points will be given for local preference. If demonstrations or interviews are conducted, an additional 10 points will be allocated to demo scores.

IEHP reserves the right, at its sole discretion, to award the contract to the responsive and responsible bidder whose proposal offers the best value to IEHP. Best value will be determined through a comprehensive evaluation of both price and non-price factors, including technical approach, experience, methodology, and other criteria specified in this RFP.

Additional details on evaluation criteria can be found in Exhibit A: RFP Bidder Terms and Conditions.

6. Program Outcomes

IEHP expects this program to result in:

a. Reliable and timely access to qualified janitorial personnel

b. Consistent facility cleanliness and sanitation

c. Maintained operational readiness during staffing shortages

d. Improved flexibility in responding to facility cleaning needs and special projects

7. Target Population/Historical Information

This program will serve all IEHP facilities, including administrative buildings, community wellness centers, the warehouse, and the data center. The janitorial personnel provided through this program will support IEHP team members, visitors, and community-facing operations.

Historically, IEHP utilized contracted janitorial services to maintain its facilities.

Approximately sixteen (16) months ago, IEHP transitioned to an in‑house janitorial services model and has since relied on the former vendor for ad‑hoc temporary staffing needs. IEHP now seeks to competitively evaluate qualified bidders that can provide temporary janitorial personnel to support vacancies, absences, and operational needs on an ongoing, as‑needed basis.

8. FDR Status – NO

The services outlined in this RFP are classified as non-delegated administrative or healthcare services. The contractor will not be recognized as a first-tier, downstream, and related entity (FDR) vendor, and therefore is not subject to the associated requirements. However, if the status changes, as determined by IEHP, the contractor will be required to comply with all relevant FDR requirements.

9. Piggyback Provision

Other public agencies, municipalities, and government entities within the State of California may, at their discretion and with the awarded vendor’s consent, utilize this Request for Proposal (RFP) and any resulting agreement. Any such use shall be arranged directly between the vendor and the participating entity, independent of IEHP. IEHP does not assume any responsibility or liability for contracts entered into by other entities under this provision.

B. Proposal Guidelines

Instructions:

1. This document is provided to Bidders as a reference. Bidders are not required to enter answers to Bidder questions in this document. All required questions will be found under the associated solicitation number on the Bonfire portal at http://iehp.bonfirehub.com.

a. All requested documents from each section shall be uploaded to their corresponding document slot at http://iehp.bonfirehub.com.

b. All questions from each section shall be answered by bidders in the corresponding questionnaire and/or bid table located at http://iehp.bonfirehub.com.

2. Follow the instructions in each section of this RFP.

3. All Proposals must include a detailed description of each proposed service to be provided.

4. Responses that do not comply with submission instructions may be delayed or not accepted for review.

5. Bidders that do not follow the bid instructions found in the Bidder Terms and Conditions document, attached hereto as Exhibit A, may be found to be “non-responsive” and disqualified from the bid process, at the sole discretion of IEHP.

6. A duly authorized officer of the organization must sign your RFP response.

7. IEHP reserves the right to modify or terminate the RFP process at any time. IEHP may amend or modify the project scope of services prior to the award of a contract(s), as necessity may dictate, reject any and all proposals submitted (and rebid, if necessary), accept any or all proposals submitted, negotiate with any qualified source, or cancel, in part or in its entirety, this RFP if it is in the best interest of IEHP, at IEHP’s sole discretion.

8. IEHP may keep submissions and negotiations confidential until the Governing Board approves the final contract and/or a contract is issued. Proposals may contain financial statements or other information which constitute a trade secret. In order to protect such data from disclosure, please identify the pages by clearly marking the applicable pages as confidential.

9. Upon receipt of this RFP, recipients are expected to read and understand the service priorities and requirements that have been defined by IEHP. Opportunity will be http://iehp.bonfirehub.com/ https://iehp.bonfirehub.com/ given to ask questions and receive clarification. The character and operating principles of the successful vendor are important to IEHP. The following sections ask questions about the history and purpose of the vendor’s company. Please answer the specific questions. If additional information would be informative to IEHP, please add it to the last question in each question set.

10. Each proposal will be reviewed by IEHP’s Procurement team to determine if the proposal is responsive to the submission requirements outlined in the RFP. A responsive proposal, for the purpose of this RFP, is one which follows the requirements of this RFP, includes all documentation, is submitted in the format specified in this RFP document, is submitted on time, and has the appropriate signatures required on each document. Failure to comply with these requirements may result in the proposal being deemed non-responsive and, therefore, rejected, at the sole discretion of IEHP.

11. An Evaluation Committee comprised of IEHP stakeholders will review each bidder’s responses to the questions contained in this RFP. If the respondent cannot represent and warrant the business requirements listed herein, the proposal may be rejected, at the sole discretion of IEHP.

12. The Evaluation Committee will review, evaluate, and score the proposals. The best response(s) may be recommended for another round of evaluation at IEHP’s sole discretion. IEHP reserves the right to conduct as many rounds of evaluations as it deems to be reasonable or necessary in the public interest. Each round of evaluation may result in modification of scores, further clarification or addenda being issued, and changes in the RFP process.

13. Upon evaluation of the criteria and the rating and ranking, the Evaluation Committee may choose to conduct an oral presentation/demonstration with any bidder(s). Upon completion of the oral presentations/demonstrations, the Evaluation Committee members may re-evaluate, re-score and/or re-rank the proposals remaining in consideration.

14. The price proposal will be evaluated relative to the combination of the technical proposal, including an evaluation of how well it matches the bidder’s understanding of IEHP’s needs described in this Solicitation, the bidder’s assumptions, and the value of the proposed solution and/or services. The pricing evaluation is used as part of the evaluation process to determine the bidder that will provide the best overall value to IEHP.

15. IEHP may direct negotiations with its first-choice bidder, negotiations with multiple bidders, and/or may request for best and final offers. The discussions may include price and conditions attendant to price. This RFP includes IEHP’s standard, required contract terms, attached hereto as Exhibit B, which IEHP expects to be incorporated into a final contract form together with other terms and conditions. Failure to accept IEHP’s standard terms may result in the bidder being removed from consideration.

16. Notwithstanding the foregoing, if IEHP believes IEHP and the said bidder(s) cannot reach agreement on a contract, IEHP shall exercise its right to terminate or suspend negotiations and may begin negotiations with the other bidder(s). This process may continue until a contract acceptable to IEHP has been executed or all proposals are rejected. No bidder shall have any rights against the IEHP arising from such negotiations or termination thereof.

17. A bidder’s protest of any IEHP decision to eliminate the bidder from further consideration for an award, or to award a contract to another bidder, shall be made in writing and submitted to IEHP by 5:00 p.m. PT on the fifth (5th) day following posting of Notice of Intent to Award, or posting Notice of Award of the contract, whichever occurs first. The written protest shall be submitted to procurement@iehp.org. The written protest shall fully describe each and every basis for protest and shall describe the manner in which IEHP failed to act within its discretion or abused its discretion.

For avoidance of doubt, IEHP’s intent is to reserve its discretion under this RFP to maximum amount allowed by law, and this RFP shall be construed in favor of reserving IEHP’s discretion in all circumstances. Failure to timely and completely submit a protest shall constitute a final and conclusive waiver of any and all rights to bring a legal action to challenge an award of a contract under this RFP. IEHP will not consider untimely protests or protests where the bidder failed to timely object under Section 1 of the Bidder Acknowledgements below. All bidders expressly acknowledge that IEHP may proceed with awarding and implementing a contract under this RFP while any protest, or legal action related to a protest, is pending.

mailto:procurement@iehp.org

1. Clarifications, Exceptions, or Deviations

a. All bidders must describe any exceptions or deviations from the requirements of this RFP in Question Set 1 of Questionnaire Q-27DJ. Each clarification, exception, or deviation must be clearly identified. If your firm has no clarifications, exceptions, or deviations, include a statement to that effect.

IEHP’s standard contract terms are outlined in the RFP Bidder Terms and Conditions document incorporated herein by reference, and attached as Exhibit A.

b. Any objection to the prescribed procedures, terms, conditions, or requirements set forth in this RFP or any component document must be submitted to IEHP as part of, or contemporaneously with, the bidder’s proposal. Failure to timely submit an objection, or failure to submit a proposal, constitutes a final and conclusive waiver of any and all rights to raise such objection for any purpose, including, without limitation, any protest or legal action challenging an award of a contract under this RFP.

c. All bidders must specify any additional documents that IEHP will need to sign along with the standard Agreement (e.g., appendices, requirements documents, third-party agreements, service level agreements, compliance certifications) in Question Set 1 of Questionnaire Q-27DJ. These documents must also be uploaded to the “Bidder Attachments” document slot.

d. All Bidders must specify any additional costs that IEHP will be required to pay outside of the standard agreement (e.g., third-party fees) in Question Set 1 of Questionnaire Q-27DJ. These costs should also be included in Bid Table BT-

58QW.

2. Evidence of Insurability/Business Licenses

a. All bidders must submit evidence of required insurance in the corresponding document slot on the Bonfire portal. An Acord cover page will suffice for submission. If awarded the contract, the bidder will have ten (10) calendar days to provide all required insurance documentation, including a certified endorsement naming IEHP as additionally insured.

b. Bidders must also certify possession of all current required licenses or certifications. Do not purchase additional insurance until this RFP has been awarded. Provide a copy of your current business license or other applicable licenses. Failure to provide the required document may be grounds for disqualification of bidder from the RFP process, at IEHP's sole discretion.

3. IEHP General Compliance Requirements for Contractors

Bidder Acknowledgements

a. If the services provided under this RFP are designated as delegated administrative or healthcare services, the contractor will be considered a First-Tier, Downstream, and Related Entity (FDR) vendor. IEHP requires all temporary FDR staff and contractors to participate in General Compliance Training as mandated by State and Federal regulations.

b. The training includes a quiz to assess knowledge of compliance topics and covers the following objectives:

• Understand the purpose and functions of a Compliance Program

• Learn the 7 Elements of an Effective Compliance Program

• Understand IEHP’s Fraud, Waste, and Abuse and HIPAA Programs, including reporting requirements and procedures for suspected non-compliance.

4. IEHP Background Check Requirements for Bidders

IEHP may require all individuals assigned to provide services under this RFP to undergo a background check prior to commencement of work, at the contractor’s expense, including any checks required by law.

5. Out of Country Services Notice

a. IEHP will only consider service offerings within the continental United States, defined as the 49 States including Alaska and the District of Columbia; excluding Hawaii.

b. Proposed solutions that create, transmit, receive and/or maintain IEHP data must always reside within the United States.

c. IEHP’s data must always remain in the United States.

d. All persons, electronic processes, information systems, and devices accessing

IEHP systems or data must be physically located in the United States.

6. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, California Governor Gavin Newsom issued Executive Order N-6- 22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs all California state agencies and departments to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. All contractors and grantees are obligated to comply with the Economic Sanctions. Accordingly, should the State of California (the State) or IEHP determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Agreement. Contractor shall be provided with advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State or

IEHP.

7. Registration with California Agencies

All bidders must comply with California business registration and standing requirements including:

a. Secretary of State (SOS): Register and maintain active status for your business entity (corporation, LLC, partnership) to legally operate and contract in California.

b. Franchise Tax Board (FTB): Register with the FTB, ensure good standing (i.e., no outstanding state tax liabilities), and complete any required filings to participate in public procurement.

c. IEHP Procurement Compliance: Review and adhere to IEHP’s procurement procedures as documented in the IEHP Purchasing Policies & Procedures Manual, available here: IEHP Purchasing Policy & Procedures Manual PDF

This requirement ensures bidders are authorized and fully compliant with statutory and IEHP-specific procurement rules.

https://www.iehp.org/content/dam/iehp-org/en/documents/procurement/2025/Purchasing%20Policy%20and%20Procedure%20Manual.pdf

All required documents listed below shall be uploaded to their corresponding document slot in the Requested Information section at http://iehp.bonfirehub.com.

Note: Failure to provide the required documents listed below at time of bid may be grounds for disqualification of bidder from the RFP process, at IEHP's sole discretion.

1. Principal Certification Binding Bidder’s Response (IEHP-provided form)

2. Certification of Non-Debarment (IEHP-provided form)

3. Non-Collusion Declaration (IEHP-provided form)

4. Local Preference Affidavit (If applicable – IEHP-provided form)

5. Contractor’s Certificate Regarding Workers’ Compensation (IEHP-Provided form)

6. Acknowledgment of Non-Negotiable Contract Terms (IEHP-Provided form)

7. Company W-9 Form listing company’s Tax Identification Number (TIN)

8. Evidence of Insurability (ACORD Certificate of Insurance)

9. Business License(s)

10. Proof of Registration: Documentation verifying corporate registration with the

California Secretary of State or if not a corporation, proof of tax registration with the California Franchise Tax Board.

11. Company Hierarchy/Organizational Chart

12. Credentials/Certifications/Licenses Document

13. Account Management Narrative

14. List of three (3) contracts of similar value awarded to your company in the past three

(3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

15. Policy and Procedures document detailing Bidder’s background checking procedures and the name of any external company utilized to perform this service.

16. Pricing Narrative

17. Redacted Pricing Narrative

18. Vendor Security Documents Checklist

19. Bidder’s Security Documents

20. Annual Report for publicly traded companies, or if privately held, details of financial stability.

21. Bidder’s Standard Agreement Template, including detailed pricing and Scope of

Work (for consideration). If not available, include a detailed proposal on Bidder’s letterhead including detailed pricing and Scope of Work (for consideration).

22. References (Questionnaire Q-89PZ)

23. Cost Proposal (Bid Table BT-58JW)

24. Company Profile and Evaluation Criteria (Questionnaire Q-27DJ)

25. Bidder Response Questions (Questionnaire Q-48BW)

Required Documents

All required information listed below must be provided in the Requested Information section at http://iehp.bonfirehub.com.

Note: Failure to provide the required information at the time of bid submission may result in disqualification from the RFP process at IEHP's sole discretion.

1. Ownership and Campaign Contributions

IEHP is a public agency with a Board of Directors composed of elected officials and public members. Under applicable law, elected officials are restricted from voting on any action concerning a contract if the contractor’s owners have made campaign contributions of $250 or more within the previous 12 months. To assist in compliance, please provide:

a. The names of all company owners

b. Disclosure of any campaign contributions made to IEHP Board members or elected officials within the past 12 months

2. Exclusions from State and Federal Programs

a. In accordance with 42 C.F.R. §§ 438.610, 422.503 (b)(4)(vi)(F), 423.504 (b)(4)(vi)(F) and California Welfare and Institutions Code §§ 14043.6 and 14123, IEHP is prohibited from employing, contracting, or issuing payments to an individual or entity that is excluded, ineligible, or terminated from participation in State and Federal health care programs.

b. Contract awards are contingent upon the bidder, its principals’ and subcontractors’, eligibility to participate in State and Federal health care programs.

c. Bidders must certify that it or any of its subcontractors do not appear on State and Federal exclusionary lists in the Requested Data section of their response on the Bonfire portal.

3. DUNS Number Provide your company’s DUNS (Data Universal Numbering System) number.

Required Data

This section of the proposal is designed to establish the bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the RFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 2 of Questionnaire Q-27DJ, unless specifically stated otherwise below. Questions that also require the upload of a (Required Document) to the associated document slot are noted.

Questions that require an answer in the form of (Required Data) are also noted.

2.1 Company Name and Corporate Structure:

2.1.1 Business name and legal business status (i.e., partnership, corporation, etc.).

2.2 Company overview related to RFP services or activities performed, including:

2.2.1 Company hierarchy (President, Vice President, Company Officers, etc.) and an organizational chart. The organizational chart shall clearly identify all staff members that will provide services under this contract. Upload this document to the corresponding document slot on Bonfire. (Required Document)

2.2.2 Number of years in business under the present business name, as well as prior business names, and the number of years of experience providing the proposed, equivalent, or related services.

2.2.3 Location of the office from which the work under this contract will be provided, and the staff allocation at that office.

2.3 Provision of Services:

2.3.1 Please provide a detailed response discussing how bidder plans on providing the services requested in this RFP; specifically, whether services will be provided by bidder’s own forces, subcontractors.

2.4 Financial Interests:

2.4.1 Please indicate whether the Bidder holds controlling or interests in any other organization or is owned or controlled by any other person or organization. If none, please state N/A. Governmental agencies are exempt from this requirement.

2.4.2 Provide any financial interests in any other business. Individuals who are personally performing the contracted services and governmental agencies are exempt from this requirement.

2.4.3 Please indicate if the Bidder is privately or publicly held. If private, please provide details of financial stability. If public, please provide ticker symbol and copy of your most recent annual report.

Company Profile

2.5 Company Structure/Staffing:

2.5.1 Please describe any organizational changes (mergers, acquisitions, divestitures) that have occurred in the past five (5) years.

2.5.2 Please indicate whether Bidder has organizational changes (mergers, acquisitions, divestitures) planned within the next five (5) years.

2.5.3 Please indicate whether Bidder has any layoffs, or personnel expansions planned within the next five (5) years.

2.6 Legal:

2.6.1 Provide a detailed explanation of any litigation involving the Bidder or any principal officers thereof in connection with any contract within the last five (5) years. Is your firm, or the principals corresponding with your firm, under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency? If none, state N/A.

2.6.2 Has your company ever been or are you currently subject to any federal or state regulatory enforcement action including but not limited to exclusion and/or suspension from participation in a federal program?

2.6.3 List the officers of your organization who are authorized to negotiate the agreement with IEHP if awarded, and their positions within your organization.

2.6.4 Provide details of any failure or refusal to complete a contract. If none, that must be stated.

2.6.5 Has your company ever been or are you currently subject to any federal or state regulatory enforcement action including but not limited to exclusion and/or suspension from participation in a federal program?

2.6.6 State whether your company, or the principals corresponding with your company, are under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency. If so, please provide details.

2.7 Certification of Non-Debarment: (Required Document)

2.7.1 IEHP receives Federal and State funds. All Bidders must sign and submit the Certification of Non-Debarment document provided by IEHP in Bonfire that verifies that the bidder is not listed on any of the exclusion lists notated in the section below.

If awarded a contract, awarded vendor must notify IEHP immediately if debarred at any time during the contract period.

a. The Department of Health & Human Services (DHHS), Office of Inspector General (OIG), and List of Excluded Individuals and Entities (LEIE). Please visit https://exclusions.oig.hhs.gov.

b. General Services Administration (GSA), and the System for Award Management (SAM.gov). Please visit https://www.sam.gov.

c. California Department of Health Care Services (DHCS), and Medi-Cal Suspended and Ineligible Provider List (S&I List). Please visit https://mcweb.apps.prd.cammis.medi-cal.ca.gov/references/sandi.

d. Medicare Opt-Out List. Please visit https://data.cms.gov/tools/provider-opt-out-affidavits-look-up-tool.

2.8 Financial Stability:

2.8.1 Please detail your insurance coverage, including the name of the carrier and coverage level for General Liability.

2.8.2 Please detail your insurance coverage, including the name of the carrier and coverage level for Tech Errors & Omissions (E&O).

2.8.3 Please detail your insurance coverage, including the name of the carrier and coverage level for Cyber Crime Insurance

2.8.4 Please provide your revenue for last five (5) fiscal years.

2.8.5 Please provide your profit/(loss) for last five (5) fiscal years.

2.8.6 Please provide your company ratings (i.e., A.M. Best, Better Business Bureau, etc.).

2.8.7 Please provide your annual R&D budget for the last five (5) fiscal years (break out by product offerings).

2.8.8 Explain how your company is planning to meet the increase in demand for your product (including implementation, training, and support) over the next five (5) years.

2.9 Eligibility to Participate in Federal and State Health Care Programs (Required Data)

2.9.1 In accordance with 42 C.F.R. 438.610, 422.503 (b)(4)(vi)(F), 423.504 (b)(4)(vi)(F) and California Welfare and Institutions Code, §§ 14043.6 and 14123, IEHP is prohibited from employing, contracting, or issuing payments to an individual or entity that is excluded, ineligible, or terminated from participation in State and Federal health care programs. Contract awards are contingent upon the bidder, its principals’ and subcontractors’, eligibility to participate in State and Federal health care programs.

https://exclusions.oig.hhs.gov/ https://www.sam.gov/ https://mcweb.apps.prd.cammis.medi-cal.ca.gov/references/sandi https://data.cms.gov/tools/provider-opt-out-affidavits-look-up-tool

Bidders must certify that it or any of its subcontractors do not appear on State and Federal exclusionary lists in the Requested Data section of their response on Bonfire.

Company Evaluation Criteria

This section of the proposal is designed to further establish the Bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the RFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 3 of Questionnaire Q-27DJ, unless specifically stated otherwise below. Questions that also require the upload of a (Required Document) to the associated document slot are noted.

3.1 Differentiators

3.1.1 What do you consider to be your company’s strengths, and how do you see your company as differentiated from other Bidders?

3.1.2 Is there any other information you would like IEHP to know about your company including value-added services?

3.2. Account Management Team (Required Document)

3.2.1 In the corresponding document slot on Bonfire, please provide the name(s) and general background(s) of each member of your account management team that will be assigned to IEHP. Include the information below:

• Functional area to which each person reports

• Years of service with your organization

• Total years of experience with commercial product implementation and operations

• Number of public entity accounts currently handled

• General size of the accounts (in terms of number of employees)

3.3 Organizational Information:

3.3.1 Provide a summary of the work plan and/or methodology and physical resources (staff and equipment) your company will commit to ensure successful services are provided under this RFP.

3.3.2 Will IEHP have a dedicated team assigned throughout the implementation? If so, who? Provide the organizational structure and experience for each team member, if not outlined above.

3.3.3 How would the account service team be structured after the implementation?

3.3.4 What is your company’s Mission Statement?

3.3.5 Summarize your company’s billing procedures.

3.3.6 What office will support IEHP?

3.3.7 Please indicate your company’s total number of employees this year and last year.

3.3.8 Please indicate your company’s total number of contractors this year and last year.

3.4 Administration:

3.4.1 Describe any customer and/or member services available on-line.

3.4.2 Do you have a customer service department? If so, what is the phone number, and the hours of operation?

3.4.3 Please describe how your customer service department is organized. Would IEHP receive a dedicated team?

3.5 Experience:

3.5.1 Describe your company’s experience/history with providing the services requested in this RFP.

3.5.2 Describe your company’s experience with Public Entities.

3.5.3 Describe your company’s relationship/experience with governmental regulators (e.g., Department of Health Services, Department of Managed Healthcare, and the Centers for Medicare and Medicaid Services).

3.6.1 Credentials/Resumes/Certifications/Licenses: (Required Document)

In the corresponding document slot on Bonfire, please provide information for all employees/subcontractors responsible for administering or providing services.

Provide a summary list of the organizational personnel that will actively participate and contribute their skills to this project. Include in this list:

• Name

• Job title

• Work location and

• Responsibilities

• Qualifications/Experience

• Relevant experience in projects of similar size and complexity. (Responses may be one page per individual.)

• Education

• Certifications/licenses, if applicable

• Years of service with your organization

• Total years of experience

• List other pertinent information that will assist in evaluating Bidder’s qualifications.

3.7 Awarded Contracts: (Required Document)

3.7.1 In the corresponding document slot, provide a list of three (3) contracts of similar value awarded to your company in the past three (3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

Scope of Services

Project Overview

IEHP seeks a qualified contractor to provide as‑needed janitorial services to support facility cleanliness, safety, and operational continuity at IEHP locations. IEHP will provide all cleaning supplies, chemicals, consumables, equipment, and PPE, and the contractor will provide qualified labor only. Personnel will perform general janitorial functions under the direction of IEHP’s Environmental Services (EVS) Supervisor, including routine and project tasks as assigned.

Primary Goals

Contract with a vendor capable of supplying trained, experienced janitorial personnel who can cover day shift and swing shift assignments, support day porter services, and perform deep cleaning and project work across IEHP facilities while adhering to safety, training, and compliance requirements.

Program Objectives

a. Ensure continuity of janitorial operations during employee absences, vacancies, or operational needs.

b. Maintain clean, safe, and well‑serviced environments across all IEHP locations.

c. Supplement IEHP’s in‑house EVS team with trained temporary staff.

Project Outcomes

a. Reliable access to qualified personnel.

b. Consistent cleanliness and sanitation across facilities.

c. Effective reporting of incidents and service exceptions to IEHP supervisors.

Background Information

IEHP historically utilized contracted janitorial services, then migrated to an in‑house model in late 2024. The in-house janitorial team is comprised of approximately 32 employees including frontline EVS Technician I, EVS Technician II who specialize in floor cleaning, EVS Team Leads, and EVS Supervisors. This team is spread among the day shift and swing shift in multiple IEHP locations. This request for competitive bids is for as-needed staffing coverage on a temporary basis for vacancies, leaves of absence, and special project needs.

IEHP historically utilized contracted janitorial services, then migrated to an in‑house model and now seeks competitive bids for ongoing temporary coverage for vacancies, leaves of absence, and special project needs.

Current challenges include:

a. Need for reliable, trained temporary staff to cover leaves of absence, vacancies, and occasional project work.

b. Coordinating multi‑site coverage with varied shift times and limited onsite supervision at some locations.

Expected Improvements:

Expected improvements include the ability to maintain coverage during periods of vacancy or other absences.

Summary of Services The following criteria will be required of the awarded vendor(s):

1. LOCATIONS

CONTRACTOR shall provide Janitorial Services at the following IEHP locations as needed:

a. 10801 Sixth Street, Rancho Cucamonga, CA 91730 (“Atrium”)

b. 9500 Cleveland Avenue, Rancho Cucamonga, CA 91730 (“The Center’)

c. 2050 Massachusetts Avenue, San Bernardino, CA 92415 (“CWC San Bernardino”)

d. 3590 Tyler Street, Suite 101, Riverside, CA 92503 (“CWC Riverside”)

e. 12353 Mariposa Road, Suites C-2 and C-3, Victorville, CA 92395 (“CWC Victorville”)

f. 10825 Seventh Street, Rancho Cucamonga, CA 91730 (“Warehouse”)

g. 1860 Chicago Avenue, Suite G-3, Riverside, CA 92507 (“Data Center”)

h. 10769 Hole Avenue, Riverside, CA 92505 (“New CWC Riverside”)

2. STAFFING AND DEPLOYMENT

CONTRACTOR shall provide qualified temporary janitorial personnel on an as-needed basis. All personnel shall be assigned to an IEHP EVS Supervisor who will designate work areas and provide direction. For offsite locations, personnel may work independently; IEHP will provide supervisor contact information and ensure a local team member or representative is available to orient the worker upon arrival.

3. CORE SERVICES - ALL LOCATIONS

CONTRACTOR personnel shall perform duties including, but not limited to:

a. Trash and recycling removal

b. Restroom sanitation and supply restocking

c. Break room (pantry) and kitchen cleaning

d. Floor care and surface disinfection

e. Sweeping, mopping, vacuuming, and dusting

f. Glass and partition cleaning

g. Conference room and common area reset

h. Outdoor policing (trash, dog waste receptacles)

i. Reporting of maintenance, safety, and access issues

j. Project work such as high dusting and carpet spot cleaning

4. SCHEDULES

Schedules include day shift and swing shift.

a. Day Shift: 8-hour shifts with start times between 7:00 AM and 9:00 AM and end times between 4:00 PM and 6:00 PM. Lunch breaks vary from 30 to 60 minutes.

Day shift includes day porter services such as spill response, spot cleaning, and event support.

b. Swing Shift: 8-hour shifts from 5:00 PM to 1:30 AM with a 30-minute lunch. Swing shift services include deep cleaning and maintenance.

5. REQUESTS AND ASSIGNMENT NOTICE

IEHP shall provide at least 3 business days’ notice for all staffing requests. IEHP will specify the location, shift schedule, estimated assignment length, and supervisor contact information. Assignments may vary from one (1) day (vacation coverage or special projects) to several months (leave of absence or vacancy). CONTRACTOR shall confirm acceptance of the assignment in writing and provide the full name of assigned personnel no less than twenty-four (24) hours prior to the start of the assignment for security registration and badge issuance. Personnel submitted with less than 24 hours’ notice will not be permitted access.

6. TRAINING, QUALIFICATIONS, AND ELIGIBILITY

All assigned personnel shall have commercial janitorial experience and training in:

A. OSHA safety standards

B. Hazard communication and SDS awareness

C. Bloodborne Pathogens protocols for spill response

D. PPE usage and safe chemical handling

7. VENDOR COMPLIANCE REQUIREMENTS

CONTRACTOR shall maintain active registration with the California Janitorial Service Providers Registry pursuant to AB 1978 and comply with all applicable labor and safety laws. CONTRACTOR shall ensure all assigned personnel meet IEHP’s background screening requirements prior to assignment.

8. CONFIDENITAILITY, CONDUCT, AND SECURITY

CONTRACTOR personnel shall comply with IEHP confidentiality standards, badge policies, facility rules, and security procedures. Photography, recording, or disclosure of IEHP operations is prohibited. Personnel shall maintain professional conduct and avoid activities that interfere with assigned duties, including personal phone use during work hours.

9. UNIFORMS AND IDENTIFICATION

Personnel shall wear clean, professional attire. Jeans or work/utility pants (Dickies-style) are required with closed-toe footwear. Slip-resistant footwear is recommended. IEHP-branded shirts will be provided for use while onsite. IEHP-issued badge must be visible at all times.

10. SUPERVISION AND COMMUNICATION

All CONTRACTOR personnel shall report to an assigned IEHP Supervisor and promptly notify the Supervisor of any service exceptions or irregularities such as locked doors, blocked areas, supply shortages, identified safety hazards, or other maintenance concerns. Personnel shall follow IEHP emergency procedures during incidents such as fire alarms, evacuations, or other emergencies.

11. KEY PERSONNEL

CONTRACTOR shall designate a primary Account Manager and a backup Account Manager responsible for coordination, staffing, issue resolution, and compliance.

12. COMPLIANCE WITH IEHP POLICIES

CONTRACTOR and assigned personnel shall comply with IEHP policies while on IEHP property, including security, safety, workplace violence prevention, harassment prevention, confidentiality, and injury reporting requirements.

13. TIMEKEEPING AND VERIFICATION

IEHP shall verify and approve any manual timecards or electronic time records of CONTRACTOR personnel as needed for time worked at IEHP sites. CONTRACTOR shall submit accurate records based on verified timecards for billing purposes. IEHP shall not pay for any hours not worked. Late arrivals shall be billed from actual arrival time.

14. PERSONNEL PERFORMANCE AND REPLACEMENT

IEHP reserves the right to request replacement of CONTRACTOR personnel at any time, for any reason, including but not limited to performance, behavior, or compliance concerns. CONTRACTOR shall provide a qualified replacement within a reasonable timeframe.

15. HEALTH, SAFETY, AND INCIDENT REPORTING

CONTRACTOR personnel shall immediately report any safety hazards, spills, injuries, exposures, property damage, or other incidents to the assigned IEHP Supervisor and document as required.

Bidder Response Questions (Questions in this section must be answered in Questionnaire Q-48BW, unless specifically stated otherwise)

1. Requirements

1.0 Staffing Capacity and Deployment:

1.01 Shift Coverage & Locations

Provide a detailed description of your capacity to staff both day and swing shift assignments across various IEHP location types, including your approach to managing overlapping coverage requirements

1.02 Independent Work Readiness

Describe the methods and training practices you use to prepare staff to work independently at offsite locations where onsite supervision is limited."

2.0 Training & Safety Compliance:

2.01 OSHA & Required Training

Describe your training program in detail, including how it ensures compliance with OSHA safety regulations, Hazard Communication and SDS requirements, Bloodborne Pathogens standards, PPE usage protocols, and safe chemical handling procedures.

2.02 AB 1978 Registration

Confirm your active AB 1978 registration and detail the procedures, controls, and documentation practices in place to ensure continuous compliance with all statutory requirements

3.0 Communication & Issue Resolution:

3.01 Coordination with Clients

Describe your standard communication protocols for coordinating with clients, including the processes used to report service exceptions, safety incidents, and performance-related concerns

4.0 Personnel Replacement & Continuity:

4.01 Replacement Process

Explain your process for replacing personnel at the client's request, including the controls and contingency measures in place to ensure continuity of coverage without disruption to services.

Cost Proposal/Budget Narrative

In Bid Table BT-58JW, please submit pricing for the services requested in this RFP. Cost Proposals will be disclosed to the evaluators after the evaluation of the technical proposals has been completed. IEHP reserves the right to negotiate final fees with the selected Bidder(s). Proposals must fully describe all costs of charges to IEHP as part of this service/project. As stated in the Cost Proposal, Bidders must provide fully inclusive blended rates, which are all-encompassing of the Bidder’s project-related or supported expenses, including travel expenses. Bidders may also include any other documents as information to further explain the proposed costs. Any special government rates or considerations should be included in Bidder’s quotation.

Cost proposal must be all-inclusive and include, but not be limited to, administration, travel, training and related costs.

HOURLY RATE COST:

Description Hourly Rate Overtime Rate

Environmental Service Technician I (Frontline Janitorial Worker) $ $

Environmental Service Technician II (Specialized Floor Technician) $ $

PRICING NARRATIVE (Upload EACH to its corresponding document slot)

1. Pricing Narrative (WITH PRICING):

In a separate document, provide a timeline with major milestones up to implementation. Define your proposed method of reimbursement for services at each stage of this project provided through your company and elaborate on the costs provided within the Bid Table submission. IEHP customarily prefers itemized billing on a project basis (or as major milestones are accomplished for very large projects) with specific deadlines identified in the proposal.

Include a description of any additional costs that may be incurred in completion of this project and the circumstances that would trigger those costs. Please include the pricing for these additional costs in the Bid Table, not in the pricing narrative.

2. Pricing Narrative (WITH REDACTED PRICING):

Upload a copy of the above requirement with all pricing redacted.

IT Security Documents

As part of the requirements related to services that will be provided under this Request for Proposal (RFP), Bidders must complete a detailed Security Risk Assessment. This assessment is provided in the form of a spreadsheet with five distinct tabs, each covering different aspects of IT security. Bidders are required to thoroughly answer all questions in each tab.

In addition to the Security Risk Assessment, Bidders must also complete a Data Sharing Assessment. This assessment addresses what data will be shared and with whom it will be shared, the security measures in place to protect the data, and compliance with relevant data protection regulations.

Furthermore, Bidders must review a checklist of security documents. This checklist outlines the required security artifacts that Bidders shall upload to the associated document slot along with their proposal response.

All completed documents, including the Security Risk Assessment spreadsheet, Data Sharing Assessment, and security documents can be found on the Bonfire portal and in Exhibit C (IT Security Documents), and must be submitted along with the proposal response.

Failure to include any of these documents may result in disqualification from the bidding process.

Exhibit A

Terms and Conditions

NOTE: BIDDERS ARE RESPONSIBLE TO READ ALL INFORMATION THAT

IS STATED IN THIS DOCUMENT

TABLE OF CONTENTS

A. INSTRUCTIONS AND CONDITIONS

1. Bidder Instructions

2. Definitions

3. Preparation of Responses

4. Inquiries by Bidders

5. Modifications/Amendment

6. Cancellation or Modification of Procurement

7. Withdrawal of Bids

8. Submitting Proposals

9. Evaluation Process

10. Proposal Selection and Contract Negotiations

11. HIPAA Business Associate Agreement (if applicable)

B. ATTACHMENTS

Attachment A: Principal Certification Binding Bidder’s Response Attachment B: Certification of Non-Debarment Attachment C: Non-Collusion Declaration Attachment D: Local Preference Affidavit Attachment E: Contractor’s Certificate Regarding Workers’ Compensation

1. Bidder Instructions

a. Bonfire is a third-party web-based e-Procurement service provider utilized by IEHP for solicitations. Registering takes just a few minutes and is completely free.

For future bidding, opportunities please also register online at http://iehp.bonfirehub.com.

b. Format – Use the electronic format provided by http://iehp.bonfirehub.com. If submitting more than one bid, separate the bid documents.

c. Return of Bid/Closing Date/Return – All proposals shall be submitted electronically to http://iehp.bonfirehub.com no later than 2:00 p.m. Pacific Time (PT) on the closing date listed in the Timeline Section of the Request for Proposal, unless otherwise stated in the Request for Proposal. Bid responses not received by IEHP Procurement on or before the closing date and time will not be accepted.

IEHP will not be responsible for, and will not accept, late bids due to slow internet connection, or incomplete transmissions.