24VS-S1292 Housekeeping and Laundry Services - Final.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Proposal: 24VS-S1292

For

HOUSEKEEPING AND LAUNDRY SERVICE FOR SOUTHERN NEVADA STATE VETERANS HOME AND SOUTHERN NEVADA VETERANS MEMORIAL CEMETERY

Mandatory Walk Through: September 9, 2020 @ 10:00 a.m.

Pre-registration required (See Attachment K)

Release Date: 8/28/20

Deadline for Submission and Opening Date and Time: 9/29/20 @ 2:00 PM

Refer to Section 7, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Heather Moon, Purchasing Officer II

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 300

Carson City, NV 89701

Phone: 775-684-0179

Email address: hmoon@admin.nv.gov

Refer to Section 8 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 24VS-S1292

Vendor Shall:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V3 shall be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Section III of the Technical Proposal.

Street Address:

City, State, Zip Code:

Telephone:

Fax:

Toll Free:

including address if different than above

Name:

Title:

Address:

Email Address:

Telephone Number:

Fax:

Name:

Title:

TABLE OF CONTENTS

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

PROJECT OVERVIEW

The Nevada State Purchasing Division, on behalf of the Southern Nevada State Veterans Home (SNSVH), is seeking proposals from qualified vendors for the provision of housekeeping and laundry services at their 180-bed skilled nursing facility in Boulder City, Nevada. Vendors are responsible for compliance with all Health Insurance Portability and Accountability Act (HIPAA) regulations as well as all state and federal requirements for receipt of funding and for attaining all service deliverables that are established in the Scope of Work. In addition, the proposals will also cover cleaning services at the Southern Nevada Veterans Memorial Cemetery (SNVMC) in Boulder City.

The resulting contract is anticipated to commence December 1, 2020, subject to approval by the Board of Examiners and will be for a period of four (4) years. The contract will be administered by the Nevada Department of Veterans Services.

GOALS AND OBJECTIVES

The Southern Nevada State Veterans Home (SNSVH) is seeking a vendor to provide daily housekeeping services, as well as laundry services, for a one hundred eighty (180) bed skilled nursing facility in Boulder City, Nevada. The facility anticipates that 20 FTE’s will be required to maintain the Veterans Home. The vendor will provide the Veterans Home with a monthly report of the average number of FTE’s provided on a daily basis and adjust the monthly fee based on an average hourly rate for those employees not present. This is unless a replacement is provided, or existing staff work to cover the necessary hours. If, at a future date, the required number of employees is negotiated to a different level, the monthly rate will also need to be adjusted to compensate for that change. The selected vendor will provide services in accordance with the standards set forth in the scope of work, below. As part of these requirements:

Housekeeping vendor will maintain a ratio of resident rooms to housekeepers of 25 to 1;

Housekeeping vendor will also maintain sufficient staff to provide 16 hours of floor care per day, seven days per week. This should result in no less than two (2) full time persons daily; Housekeeping vendor will provide 24 hours per day, 7 days per week laundry service; A full time staff of no less than 20 employees; Housekeeping onsite manager must have a minimum of 4 years’ experience managing housekeeping in a healthcare facility;

The SNSVH has a set budget of approximately $46,000.00 per month for this contract. Vendors should present plans within a limited range of this figure.

The Southern Nevada Veterans Memorial Cemetery (SNVMC) is one of two Nevada state veteran cemeteries and is the second busiest state veteran cemetery in the nation with 2,033 burials in 2018 alone. Since opening in 1990, SNVMC has performed 41,680 burials of veterans and eligible family members (as of December 31, 2018). The cemetery is located 25 miles southeast of Las Vegas, in Boulder City. SNVMC is approximately 79 acres in size with 41 acres already developed.

The cleaning services to be provided are outlined in the SOW and include three buildings: The Administration Building, the Chapel, and the Maintenance Building.

The SNSVH has a set budget of approximately $1,600.00 per month for this contract. Vendors should present plans within a limited range of this figure.

SCOPE OF WORK

SOUTHERN NEVADA STATE VETERANS HOME

HOUSEKEEPING SERVICES – SCOPE 1

Conduct general exterior cleaning as specified herein and as otherwise modified by area in subsequent subsections:

Daily Services

Pick up all trash and clean up all ground spills in the vicinity of all trash receptacles and dumpsters.

Sweep all resident and public walkways and surfaces at all facility entries and exits.

Clean both sides of all door glass and sidelights.

Clean and polish all doorknobs, pulls and push plates.

Empty and clean all ashtrays a minimum of three times throughout the day.

Clean the perimeters of all patios to include picking-up and discarding all cigarette butts in patio areas.

Empty all trash receptacles.

Weekly Services

Sweep all patios and clean up adjacent grounds [to within ten (10) feet of patios]. Includes removal of all leaves and bird droppings from the area including tables and chairs.

Clean and sweep the facility’s back loading dock.

Monthly Services

Wash and clean all outside trash receptacles.

Pressure-wash all patios to remove spill stains and bird droppings from all patio surfaces and tables and chairs.

Quarterly Services

Clean accumulation of cobwebs from all parts of the building.

Semi-Annual Services

Wash all windows inside and out including window screens and skylights.

Report all damaged window screens to Maintenance.

GENERAL CLEANING SERVICES (FACILITY-WIDE – Including the lobby area and administration area) Conduct general interior cleaning as specified herein and as otherwise modified by area in subsequent subsections.

Daily Services

Empty all waste receptacles and replace plastic can liners, except in Main Kitchen.

Empty waste receptacles and replace plastic can liners in soiled utility rooms twice daily, or as needed.

Maintain lids on dumpsters in closed position.

Remove all infectious waste to secured collection area.

Dust-mop and damp-mop all resilient floors.

Wet-mop and disinfect all toilet and bathroom floors daily, and as needed.

Inspect and fill all paper cup, paper towel, soap dispensers and hand sanitizer stations daily, and as needed.

Vacuum all carpeted floors daily, and as needed.

Spot-clean and remove all spills, spots and stains on all surfaces as necessary.

Dust and clean all furniture, regardless of surface.

Spot-vacuum all upholstered furniture.

Disinfect all doorknobs, pulls and latches.

Clean and sanitize all drinking fountains, sinks, toilet fixtures, bathtubs and showers and surrounding areas daily, or as needed.

Clean all mirrors and cabinets.

Spot-clean walls, wainscot and doors.

Spot-clean baseboards.

Dust and spot-clean all handrails, crash rails and chair rails.

Clean light switch plates, keypads and surrounding wall surfaces.

Report all needed facility repairs, as discovered, in appropriate area maintenance logs.

Upon determination by housekeeping or SNSVH staff that resident room privacy curtains are soiled, housekeeping will remove soiled curtains and re-hang clean ones. Housekeeping will transport curtains to and from laundry area.

Check maintenance logs for housekeeping items.

Clean and sanitize tables and floors in all conference rooms and dining or eating areas after each meal or refreshment.

Vendor will ensure that biomedical equipment – as specified by SNSVH – receives appropriate daily cleaning.

Vendor will provide staff to perform floor care 16 hours per day.

Dust and spot clean vents and wall grills.

High ladder work including light fixtures, glass, and dirty vents.

Weekly Services

Clean all upholstered furniture.

Clean all baseboards.

Clean all handrails, crash rails and chair rails.

Rinse, flush and treat all floor drains with approved chemical disinfectant.

Dust and damp-mop medication, oxygen, and storage rooms.

Access medication rooms and with pharmacist or with nurse present, empty designated trash cans, sweep, and mop floors. Clean or dust areas as directed by pharmacist or charge nurse.

Dust all horizontal surfaces throughout the facility including but not limited to furniture, ledges, picture frames, call lights, signs, crash rails, handrails, chair rails, wainscot trims, window sills, etc.

Dust all window blinds.

Clean all interior windows and doors.

Remove hard water build-up on all affected fixtures and appliances.

Supply SNSVH with weekly attendance/duty roster.

Bi-Weekly Services

High-speed buff and spot-wax resilient floors in all areas.

Deep scrub main kitchen floor using floor cleaning machine every other month, or as needed.

Monthly Services

Clean all horizontal surfaces throughout the facility including, but not limited to, furniture, ledges, picture frames, call lights, signs, crash rails, handrails, chair rails, wainscot trims, windowsills, etc.

Completely wash all wall surfaces.

Clean all ceiling and wall grills and registers.

Clean and polish all hard-surfaced furniture.

Vacuum clean all upholstered furniture.

Mechanically scrub clean all grout joints in ceramic tiled floors.

Check caulking around all commodes and sinks for discoloration and re-caulk as necessary, or upon request.

Quarterly Services

Extraction-clean all upholstered furniture.

Thoroughly clean all artificial plants.

Steam-clean or shampoo all carpeted surfaces as needed.

Strip and wax floors in resident rooms.

Semi-Annual Services

Vendor will provide an advanced 30-day schedule of floor cleaning activities each month – both vinyl and carpeting.

Strip and wax all resilient floors at least twice per year, or as needed.

Dust and mop all mechanical areas.

Annual Services

Clean all light fixture lenses inside and out, diffusers and diffuser systems annually, or as needed.

Vacuum clean all ceiling tiles and clean all T-bar ceiling channels rails and trims.

Clean all window drapes and curtains.

Remove all window blinds, clean, and re-hang.

Apply scotch guard application to all carpeted floors.

Apply scotch guard to all furniture in common areas.

EMPLOYEE AND RESIDENT RESTROOMS AND BATHROOMS

Three-Times-Daily Service

Check and fill all paper cup, paper towel and soap dispensers as needed.

Daily Services

Disinfect, sweep and wet-mop floors.

Disinfect and clean all fixtures and dispensers.

Disinfect and clean all countertops and cabinet fronts.

Disinfect and clean all doorknobs, grab bars and light switch cover plates.

Spot clean walls as needed.

Weekly Services

Clean all exposed light fixtures and lenses.

Semi-Weekly Services

Scrub clean all ceramic wall tiled surfaces.

Report burned-out lamps and light bulbs to the maintenance team through utilization of the appropriate maintenance log.

Remove hard water build-up on all fixtures.

Monthly Services

Disinfect and change all privacy and shower curtains.

PUBLIC RESTROOMS

Four-Times-Daily Services (at minimum)

Disinfect and clean public restrooms four (4) times per day, or as needed.

Twice-Daily Service

Clean all doorknobs and pulls.

Daily Services

Check and fill paper dispensers if needed.

Provide additional spot-cleaning services as required.

Empty and clean waste receptacles.

Clean privacy partitions, dispensers and mirrors daily, or as needed.

Weekly Service

Scrub and clean all ceramic wall tiled surfaces.

HOUSEKEEPING CLOSETS (INCLUDES HOUSEKEEPING CLOSET IN KITCHEN)

At All Times:

Assure closets are locked.

Store chemicals and supplies in ways that mitigate potential accidents.

Maintain updated copies of MSDS sheets as required.

Three-Times-Weekly Service

Clean all closets.

As Necessary

Refinish floors.

Clean and/or vacuum the roof access room.

TEAM MEMBER TRAINING AND PROTECTION

Train all custodial team members in proper use and safe handling of chemicals used in conjunction with this contract.

Keep current documentation which clearly outlines team member training.

Create and affix appropriate labels to all chemical containers.

Assure MSDS manuals contain required information on all chemicals utilized by Housekeeping and Laundry personnel.

Instruct all team members in proper infection control procedures and assure they follow infection control guidelines as outlined by appropriate SNSVH Team Leaders.

Properly dispose of all chemicals per MSDS.

Conduct daily meetings with staff to address areas of concern and/or review projects to be completed.

CLIENT MOVES AND FURNITURE RELOCATIONS

Upon a resident’s discharge or transfer, the vacated space will be thoroughly cleaned with an approved disinfectant, including bed, inside of drawers, cabinets, closets, and furniture. If a private room is vacated, this cleaning will include the bathroom of that room.

All privacy and shower curtains associated with the room shall be removed for cleaning and replaced with clean curtains.

Move or relocate residents, their belongings, and furnishings with the assistance of SNSVH team members as required for room moves and cleaning.

Move and/or relocate furnishings as requested by Facility Team Leaders.

CONSTRUCTION AREAS

In areas under construction, damp-mop adjacent areas as necessary to mitigate the spread of construction-generated dirt and dust.

Monitor construction area to assure contractor is utilizing “walk-off” rugs to contain construction-generated dirt and dust.

ISOLATION AND QUARANTINED ROOMS

Clean a minimum of twice daily, or as needed, as required under general cleaning procedures, while employing approved personal protective methods.

Wash waste receptacles daily.

Clean sinks, sink hardware, counter tops, and dispensers twice daily, or as needed.

Clean all room doorknobs and switch plates twice daily, or as needed.

Replace privacy curtains as needed.

LOBBIES/CANTEEN (STORE)

Includes the entry and game lobby (Town Square), the canteen (store) area, adjacent storage rooms and all canteen food prep areas. Perform pertinent general cleaning as specified above plus the following:

At Least Four-Times-Daily Service

Sweep floors at least four (4) times between 6:00 a.m. and 10:00 p.m.

Daily Services

Dust and otherwise clean all surfaces daily, or as needed.

Clean and dust tops, fronts, and sides of all vending machines.

Clean large bird aviary and bird cages.

Brush the pool table felt.

Clean all game furnishings (i.e., pool table, pool rack, etc.).

Clean exterior glass of fish tanks.

Check and maintain proper water level in Entry fountain.

As-Needed Services

Spot-clean spills on floors, furniture, and other building surfaces and finishes.

Weekly services

Clean all cabinet fronts and countertops.

Clean glass on display cases and cabinet doors.

Dust and clean fountain and surrounding area.

Monthly Services

Mechanically scrub floors with floor scrubber and refinish on a scheduled basis.

Thoroughly clean all walls and trims, including mop boards.

Quarterly Services

Oil and polish all wood surfaces.

Dust all soffit areas at skylights.

Semi-Annual Service

Clean all signage.

OFFICE SPACES/TEAM MEMBER LOUNGES

Perform all general cleaning as specified in Section 2.2 – General Cleaning Services (Facility-Wide) of this RFP, plus the following:

Weekly Services

Clean all white boards.

Dust all furniture.

Clean all glass (both sides) with approved glass cleaner.

Dust and damp-mop team member lounges.

Clean tables, counters, and microwaves in team member lounges.

Dust and wipe down lockers.

Clean desks or as requested.

Wipe down open shelf space in Medical Records or as requested.

Spot clean spills in refrigerators.

DINING ROOMS, NUTRITION AND OCCUPATIONAL THERAPY (OT) KITCHENS

Includes Main Dining Room (Town Hall); Neighborhood Dining Areas (4); Nutrition Kitchens (3); and OT Kitchen. Perform all general cleaning as specified in Section 2.2 – General Cleaning Services (Facility-Wide) of this RFP, plus the following:

At least three (3) times daily, or as needed

Inspect and fill hand soap, paper towel, hand sanitizer stations, and cup dispensers.

Clean up spills, scuffs, and stains on walls and baseboards.

Clean tables, counters, and microwaves.

Clean and polish all exposed stainless steel.

Clean outside of ice machine.

After each meal

Disinfect, sweep, mop floors, and empty trashcans.

Clean all cabinet fronts.

Clean and disinfect all dining chairs.

Clean up spills, scuffs, and stains on walls and baseboards.

Clean tables, counters, and microwaves.

Clean and polish all exposed stainless steel.

Clean outside of ice machine.

Inspect and fill hand soap, paper towel, hand sanitizer stations, and cup dispensers.

Weekly Services

Clean coffee maker and all small appliances in Nutrition kitchens.

Remove hard water build-up on affected fixtures and appliances.

Monthly Services

Completely wash walls and ceilings, including vents, wall grills, glass and light fixtures.

Thoroughly clean refrigerators, inside and out, and provide SNSVH with a log showing date and time cleaned.

Quarterly Service

Clean all ceiling tiles.

As Needed

Clean dining areas after special events.

SIDEWINDER, MARINER AND FALCONER NEIGHBORHOODS

After Each Meal

Disinfect, sweep, and mop dining area floors immediately.

Transport trash to outside dumpsters in approved containers.

Replace used plastic liners on transport containers.

Clean and disinfect all counter tops.

Clean and disinfect all chairs in dining room areas.

Daily Services

Clean all resident rooms and rest rooms.

Dust and damp-mop resilient vinyl floors at corridors, nurse stations, resident rooms, and “Soiled Utility” rooms.

Clean all exposed surfaces of ventilation and heating equipment.

Clean outside surfaces of all built-in and freestanding furnishings.

Thoroughly clean and vacuum resident living rooms a minimum of once daily, including all walls, floor surfaces, and furnishings.

Clean all crash rails, guardrails, corner guards, and handrails.

Mop ARJO tub areas after nursing team members have completed bathing activities.

Wet-mop all corridor floors.

Clean all offices and ancillary spaces (including pantry/nutrition kitchens and team member lounges) as specified in the General Cleaning Services Section 3.2.

Clean and disinfect all cabinet fronts and wall surfaces in dining area.

Spot-clean ceiling, walls, and all surfaces in dining areas as needed.

Dust and damp-mop team member locker rooms.

Spot clean carpets and furniture.

Weekly Services

Clean all vinyl bases, trims, and coved areas.

Clean all waste receptacles and replace can liners.

Thoroughly clean and disinfect resident bathing areas.

Remove hard water build-up on affected fixtures and appliances.

Monthly Services

Clean area behind and beneath refrigerators in team member lounges and pantry/nutrition kitchens.

Clean counter tops behind and around ice machine in pantry/nutrition kitchens.

Quarterly Services

Change out all privacy and shower curtains.

Semi-Annually (at a minimum)

Strip and refinish resilient floors, or as needed.

As Needed

Housekeeping team members must be available to clean up bodily fluids and spills from building and furnishing surfaces as directed by the on-duty nursing manager or charge nurse.

STORAGE/MECHANICAL ROOMS

Weekly Services

Dust and damp-mop storage and electrical/mechanical rooms weekly, or as needed.

Clean and/or vacuum storage and electrical/mechanical rooms weekly, or as needed.

SNSVH WILL SUPPLY:

Chemical cleaners.

Restroom paper products.

Plastic bags.

Trash receptacles.

Tools and equipment required for the performance of this contract.

A telephone to be used for in-house calls only.

Keys as necessary to spaces covered under this contract.

Ladders of sufficient height to clean contract specified areas.

Limited storage to house vendor tools and equipment needed by the vendor to perform work required under this contract.

VENDOR WILL SUPPLY:

Any specialized equipment that the vendor feels is necessary over and above the equipment furnished by the State. Such equipment purchases may be negotiated at the inception of the contract, or at such time as the vendor and SNSVH may determine is necessary for the performance of required tasks.

Transportation costs associated with the delivery of any special equipment.

Personal protective equipment for housekeeping and laundry team members including, but not limited to, latex gloves, aprons, goggles, glasses, face shields, booties, hoods, filter masks, etc.

LAUNDRY SERVICES – SCOPE 2

The SNSVH suggests that the laundry operate twenty-four (24) hours per day, seven (7) days per week including holidays. Proposed changes to the schedule or staff assignments must be approved by the SNSVH Administrator or designee.

Laundry pick-up and delivery in each area shall be coordinated with the SNSVH Administrator or his designee.

Shirt/blouse protectors, aprons, tablecloths, napkins, kitchen rags, racks of clothing, soiled linens, and personal clothing carts shall be emptied at least twice daily into appropriate containers in designated areas.

Emergency washings shall be completed as required by SNSVH Administrator or his designee.

Privacy curtains shall be bagged and transported to Laundry by housekeeping team members.

Clean linens shall be delivered to clean linen rooms, personal folded clothing to the appropriate residents’ rooms, and kitchen linens to appropriate cabinets located in the kitchen and dining rooms.

Privacy curtains shall be returned to resident rooms and appropriately hung by housekeeping team members.

All carts shall be wiped down with approved disinfectant before being returned to the floors.

All personal clothing, except underclothing, shall be returned on hangers.

Flatwork such as sheets, blankets, pillow cases, etc. shall be folded.

Aprons, tablecloths, and napkins, as well as personal clothing for nursing residents, shall be steamed or ironed as requested.

Laundry personnel will be responsible for labeling all clothing of residents so that clothing will be returned to the correct person.

Laundry staff will include no less than four (4) full time persons, and include one (1) laundry tech.

Clean laundry items will not be discolored and shall be free of stains and odors.

Personal clothing shall be hung and/or folded from the dryers as soon as possible to prevent wrinkling.

Laundry personnel shall coordinate the use of chemicals utilized in washing machines with nursing and administration.

All inventory records must be kept current and up to date.

Linen longevity shall be continuously tracked and a quarterly “loss report” will be submitted to the SNSVH Administrator or his designee.

SNSVH will be responsible for supplying laundry chemicals.

Prior approval by the SNSVH Administrator or his designee is required before additional products and supplies may be utilized in the facility.

Washrooms, carts, shelves, and folding room equipment will be cleaned daily.

Areas shall be dusted and wiped down daily with the use of an acceptable disinfectant.

Equipment shall be cleaned and polished daily.

Dryer lint traps shall be cleaned daily, or as needed, and cleaned thoroughly (under, above, and behind) once a week.

All areas shall be kept clean and lint-free at all times.

Within seven (7) days of the revision, the vendor shall supply to the SNSVH Contract Monitor a copy of operating equipment procedures signed by all vendor team members operating equipment every time equipment or changes have been made.

All laundry drains must be kept clear and unrestricted at all times.

All vendor team members must wear OSHA-acceptable protective clothing while performing laundry duties.

Chemical storage areas must be washed down, and empty containers must be washed out and put in their proper place after changing chemical containers.

Track and log daily laundry volume poundage.

Provide a monthly report by the third working day of each month to the SNSVH Administrator or his designee.

Continuously review laundry process for effectiveness and implement changes after approval from the SNSVH Administrator or his designee.

VENDOR RESPONSIBILITIES

Supplies and Equipment

Prior approval by the Administrator or his designee is required before products and supplies may be utilized at the facility.

Vendor shall furnish all necessary supplies (other than chemicals) and equipment to meet the terms of this contract.

SNSVH shall purchase all chemical supplies and will provide contractor with copies of MSDS sheets.

Vendor shall submit to the Administrator or his designee specifications for all requested supplies used under this contract.

All vendor equipment and supplies shall be maintained in a manner which prevents clients, visitors and others from gaining access to such items.

Vendor further warrants that all equipment and supplies comply with applicable State and Federal safety requirements.

Equipment shall be kept in good, safe operating condition and shall be no louder than ten (10) percent greater than the original decibel level specified in product literature for new condition.

New vacuum equipment shall emit no more than sixty-nine (69) decibels.

Product literature will be provided to the Administrator or his designee upon request.

Vendor is responsible for safety training of vendor’s team members and the safe use of all chemicals used at SNSVH and will provide copies of safety training manuals and reference materials to contract monitor.

Vendor shall be responsible for mixing, managing, storing, labeling, and distributing all chemicals used.

Vendor shall seek approval from SNSVH for use of all new or vendor-supplied chemicals, and SNSVH will procure copies of MSDS sheets for all procured chemical products.

Vendor’s team members must initial all MSDS sheets that are being used and supply copies of those sheets to the Contract Monitor, upon request.

Vendor shall maintain MSDS information, as required by OSHA, at all locations where chemicals are utilized.

SUPERVISORY COVERAGE

SNSVH Administrator will have final approval of the vendors’ onsite supervisor or manager.

Onsite manager/supervisor will have at least four (4) years of experience with housekeeping duties. Supervisor will call and email SNSVH Facility Supervisor upon being late to work or absent from work on day shift. In his or her absence from the facility, supervisor will designate a team member to cover his or her function. Supervisor will carry a cell phone and be accessible to SNSVH team requests.

Supervisor will be required to do environmental rounds upon request from the SNSVH Administrator and/or Facility Supervisor.

MEETINGS

Owner or regional manager will be available to attend environmental rounds with Home Environmental Committee at least every other month.

Vendor representatives must attend all scheduled meetings of the facility’s Fire Safety Committee, Infection Control Committee, Laundry Committee, and QA Meetings that address the facility’s environment.

Vendor representatives may also be requested to attend other meetings on an as-needed basis (i.e., exit conferences with licensing and certification agencies, team leadership meeting, etc.).

TEAM MEMBER SELECTION

Selection of team members must conform to all requirements and regulations governing long-term care facilities as contained in NRS 449.179.

Vendor employees must conduct themselves in a professional manner.

CRIMINAL HISTORY CHECKS

The Nevada State Veterans Home performs required criminal history checks at vendor’s expense (processed through State Law Enforcement Agencies) on all vendor employees who have contact with SNSVH residents.

If the vendor requires criminal history checks on employees before hiring, the vendor must provide SNSVH with a copy of the employee’s criminal history check information.

If the criminal history check is more than five (5) years old, a new criminal history check must be completed.

If prior criminal history check information is not received within one (1) week of the employee’s contract being signed, SNSVH will perform a new criminal history check at the vendor’s expense.

Current cost of a criminal history check is $45.00.

All vendor employees working at the SNSVH must complete a “Criminal History Check Authorization and Self-Declaration Form” provided by SNSVH prior to beginning work.

SNSVH reserves the right to refuse any employee or potential employee access to SNSVH buildings or facilities based on the results of a criminal history check.

SNSVH will advise the vendor of any employee refused access.

Vendor shall be obligated to cease using any employee denied access immediately upon receipt of notification.

DRESS CODE

All vendor employees shall wear an approved form of identification and nametag to identify the person as a vendor employee. Method of identification shall be mutually agreed upon between the vendor and SNSVH and shall be at the vendor expense.

All vendor employees working in the facility shall wear appropriate uniforms as prescribed by the vendor. Uniforms shall be mutually agreed upon between the vendor and SNSVH. Vendor shall provide uniforms to each employee at the vendor's expense.

TEAM MEMBER TRAINING

The vendor must submit a training plan/program as part of the response to this RFP to ensure the continuous training of employees regarding the safe use of chemicals and the handling of infectious waste.

The vendor must ensure through the training plan/program that employees are knowledgeable about infection control and Medicare/Medicaid standards.

The vendor and vendor’s employees must attend all SNSVH in-house “mandatory” in-services at vendor expense. Notice of such meetings will be provided to the vendor’s staff within two (2) weeks of the meeting.

The vendor is responsible for ensuring that all of its employees receive necessary training to conduct all contracted activities in compliance with SNSVH policies and procedures.

The vendor assumes responsibility for ensuring that its employees with limited English proficiency receive training needed to conduct all activities in a manner which does not put the facility, residents, SNSVH employees, and visitors at risk.

Any new team members will be properly trained in procedures for equipment they are using within the first week of employment, and their sign-off on procedures will be provided to the Contract Monitor.

All members of vendor staff will be cross-trained in both laundry and housekeeping duties.

HEALTH AND SAFETY

The vendor is responsible for the health, safety, and protection of its employees in the performance of this contract.

Vendor employees shall exercise precautions at all times for the protection of persons and property.

Work shall be scheduled to provide minimum risk to building occupants.

Vendor shall follow all safety regulations and rules governing this facility.

FEDERAL AND STATE LICENSING AND CERTIFICATION

The vendor must meet or exceed requirements of Federal and State licensing and certification agencies applicable to the services provided under this contract.

The vendor must take immediate action to correct any deficiencies found during facility surveys.

The vendor must comply with SNSVH’s policies and procedures manual as amended (applicable manuals will be made available to all vendor employees).

UNUSUAL ACTIVITIES

The vendor shall perform as needed additional duties. Additional duties may include but not be limited to furniture set-up required during special facility functions or activities, construction, facility maintenance, or due to environmental conditions.

INFECTION CONTROL

The vendor will be required to clean quarantined or medically restricted rooms in accordance with guidelines established by the facility’s infection control nurse and/or committee, up to and including Center for Disease Control Guidelines for Infection Control in Health Care Personnel and Center for Disease Control Guidelines for Isolation Precautions in Health Care Facilities.

The vendor will be required to furnish proper disinfectant or germicidal materials for hand washing, special equipment cleaning, and other necessary procedures or precautions regarding infection control.

The vendor will be required to provide SNSVH with vendor employees’ PPD (tuberculosis) testing as required by SNSVH Policy and Procedure.

BUILDING SUPPLIES

The vendor shall make available an adequate inventory of cleaning equipment and supplies for each area, i.e., Mariner, Falconer, Sidewinder, core area for SNSVH use during all shifts.

The vendor shall distribute building supplies such as paper products during normal business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.) to local storage areas to maintain minimum stock levels.

QUALITY CONTROL PLAN

The vendor shall develop ongoing quality control and team member training plans to assure that high standards of sanitation are maintained.

Vendor will provide staff work schedules to contract monitor at start-up and as changes are made. Subsequent daily staffing reports shall be provided by day and by position for vendor staffing actuals.

Vendor staff will use either the SNSVH timeclock or the vendor will supply their own time clock. If the later, vendor will provide the SNSVH Administrator with copies of the time cards upon the Administrator’s request but no less than weekly.

Vendor shall notify contract monitor when scheduled personnel are absent and explain how duties will be completed. Vacancies must be filled within three (3) days or a temporary person retained.

SNSVH Team Leaders will conduct random inspections of the Facility and equipment used by Housekeeping and Laundry Services.

The Quality Control Plan shall include:

Specific areas to be inspected both on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors;

Methods to be used for identifying, correcting, and preventing future discrepancies in the quality of services performed;

Records to be kept to document inspections and corrective or preventive actions taken; and

Copies of inspection records provided to the SNSVH throughout the contract performance period and for the period after the contract completion until final settlement of any claims under this contract.

A monthly quality control report based upon the vendor’s quality control plan shall be furnished to the SNSVH Administrator or his designee by the 15th of each month for the prior month. This report shall indicate deficiencies the vendor found, what they did to correct the deficiencies and what will be done to prevent future deficiencies.

Process flow charts, detailing processes and estimated time to complete tasks.

HOUSEKEEPING CLOSETS AND EQUIPMENT

Housekeeping closets and equipment shall be kept in a clean and orderly fashion.

Closets shall be locked at all times.

Materials shall be placed on shelves with labels facing out, as follows:

Paper supplies and clean mop heads on upper shelves; and

Liquid and caustic materials on lower shelves.

Dirty or wet dust and mop heads will be changed at the completion of each shift.

Long-handled tools such as mops and brooms shall be hung on the walls in appropriate hangers and mop buckets shall be emptied and rinsed.

The vendor shall provide and maintain the following equipment in seven (7) specific housekeeping closets: a clean dust mop, wet mop, broom, dust pan and clean mop bucket with disinfected water at the end of each work day. This equipment will be utilized by the SNSVH’s nursing team members when housekeeping team members are unavailable.

The vendor shall be responsible for and shall supply parts, tools, and labor to repair vendor equipment.

TELEPHONE

The vendor shall provide, at vendor’s cost, an independent business telephone line at SNSVH.

OFFICE EQUIPMENT

The vendor shall provide all needed office equipment for its employees use, (i.e., desk, chair, computer, fax machine, copier, etc.). SNSVH will provide office space.

PROPERTY OR MATERIAL DAMAGE

If the vendor’s employees damage or destroy any property or materials of the SNSVH or its residents, the Home Administrator and the vendor shall negotiate a reimbursement to the SNSVH or its residents from the vendor to cover the loss to SNSVH or its residents.

SOUTHERN NEVADA VETERANS MEMORIAL CEMETERY

All work listed below will be performed three times per week with the work taking place in the mornings starting at 7:00am on Monday’s, Wednesday’s and Friday’s.

Clean Restrooms in the Administration Building, the Chapel, and the Maintenance Building (three buildings)

Sanitize and clean toilets, sinks, dispensers and partitions;

Clean and sanitize counters, sinks and mirrors;

Sweep and Mop floors;

Empty trash and place fresh liners; and

Refill all soap and paper dispensers

Clean and sanitize counters, tables, chairs, microwaves and dispensers in the Administration Building and the Maintenance Building, including breakrooms.

Sweep, mop and vacuum all floors in the Administration Building, the Chapel and the Maintenance Building.

Empty all trash receptacles in the Administration Building (lobby, waiting area, conference room, break room, and work stations) and the Maintenance Building (break room and work stations) as needed.

Dust and clean all glass doors in the Administration Building and the Chapel.

Vendor will supply all paper goods, trash liners, cleaning equipment, and chemicals as part of this service and will provide a breakdown of these costs.

Semi-Annual Services

Wash all windows inside and out on the Administration Building and the Chapel.

PROPERTY OR MATERIAL DAMAGE

If the vendor’s employees damage or destroy any property or materials of the SNSVMC or its staff, the Cemetery Superintendent and the vendor shall negotiate a reimbursement to the SNVMC or its staff from the vendor to cover the loss to SNVMC or its staff.

INVOICING

The awarded vendor will submit invoices for the previous months work. The invoice must breakout the cost for the SNSVH and SNVMC separately.

COMPANY BACKGROUND AND REFERENCES

VENDOR INFORMATION

Vendors shall provide a company profile in the table format below.

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters, to include City and State:

Location(s) of the office that shall provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this RFP:

Location(s) from which employees shall be assigned for this project:

Please be advised, pursuant to NRS 80.010, a corporation organized pursuant to the laws of another state shall register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS 80.015.

The selected vendor, prior to doing business in the State of Nevada, shall be appropriately licensed by the State of Nevada, Secretary of State’s Office pursuant to NRS 76. Information regarding the Nevada Business License can be located at http://nvsos.gov.

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes

No

If “No”, provide explanation.

Has the vendor ever been engaged under contract by any State of Nevada agency?

Yes

No

If “Yes”, complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

Are you now or have you been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

Yes

No

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person shall be performing or producing the services which you shall be contracted to provide under this contract, you shall disclose the identity of each such person in your response to this RFP, and specify the services that each person shall be expected to perform.

Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP shall also be disclosed.

Does any of the above apply to your company?

Yes

No

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

Status of the litigation:

Vendors shall review and provide if awarded a contract the insurance requirements as specified in Attachment D, Insurance Schedule for RFP 24VS-S1292.

Company background/history and why vendor is qualified to provide the services described in this RFP. Limit response to no more than five (5) pages.

Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

Financial information and documentation to be included in accordance with Section 8.5, Part III – Confidential Financial Information.

Dun and Bradstreet Number

Federal Tax Identification Number

The last two (2) years and current year interim:

Profit and Loss Statement Balance Statement

SUBCONTRACTOR INFORMATION

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

Does this proposal include the use of subcontractors?

Yes

No

If “Yes”, vendor shall:

Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor shall perform services.

If any tasks are to be completed by subcontractor(s), vendors shall:

Describe how the work of any subcontractor(s) shall be supervised, channels of communication shall be maintained and compliance with contract terms assured; and

Describe your previous experience with subcontractor(s).

Provide the same information for any proposed subcontractors as requested in Section 3.1, Vendor Information.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor shall notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 3.2, Subcontractor Information. The vendor shall receive agency approval prior to subcontractor commencing work.

BUSINESS REFERENCES

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) to ten (10) years.

Vendors shall submit Attachment E, Reference Questionnaire to their business references.

It is the vendor’s responsibility to ensure that completed forms are received by the Purchasing Division on or before the deadline as specified in Section 7, RFP Timeline for inclusion in the evaluation process. Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

VENDOR STAFF RESUMES

A resume shall be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment F, Proposed Staff Resume.

COST

Vendors will submit two cost schedules. One for the SNSVH (Laundry and Housekeeping) – Attachment G and one for the SNVMC (Housekeeping Only) – Attachment H.

FINANCIAL

PAYMENT

Upon review and acceptance by the State, payments for invoices are normally made within 45 – 60 days of receipt, providing all required information, documents and/or attachments have been received.

Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

BILLING

The State does not issue payment prior to receipt of goods or services.

The vendor shall bill the State as outlined in the approved contract and/or payment schedule.

The State presently has a Procurement Card Program that participating State agencies may use to pay for some of their purchases. The Program is issued through a major financial institution and is treated like any other major credit card. Using agencies may desire to use the card as a method of payment. No additional charges or fees shall be imposed for using the card. Please indicate in your proposal response if you will accept this method of payment.

TIMELINESS OF BILLING

The State is on a fiscal year calendar. All billings for dates of service prior to July 1 shall be submitted to the State no later than the first Friday in August of the same year. A billing submitted after the first Friday in August that forces the State to process the billing as a stale claim pursuant to NRS 353.097, shall subject the contractor to an administrative fee not to exceed $100.00. This is the estimate of the additional costs to the State for processing the billing as a stale claim and this amount shall be deducted from the stale claims’ payment due the contractor.

WRITTEN QUESTIONS AND ANSWERS

The Purchasing Division shall accept questions and/or comments in writing regarding this RFP as noted below:

QUESTIONS AND ANSWERS

All questions regarding this RFP should be submitted using the Bid Q&A feature in NevadaEPro.

To access the Bid Q&A:

Log into your Seller account on NevadaEPro.

Click the Bids Tab in the header.

Click View under Bid Q&A on the appropriate Bid Solicitation under the Open Bids section.

The deadline for submitting questions is as specified in Section 7, RFP Timeline.

All questions and/or comments shall be addressed using the Bid Q&A in NevadaEPro. If questions and answers require a material change to the Bid Solicitation, an Amendment will be posted in NevadaEPro and you will receive email notification.

RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time.

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

GENERAL SUBMISSION REQUIREMENTS

Vendors shall submit their proposals by using Create Quote through the State electronic procurement website, https://NevadaEPro.com, in accordance with the instructions below.

Refer to Instructions for Vendors Responding to a Bid in the Important Links section on the front page of NevadaEPro for instructions on how to submit a Quote using NevadaEPro.

The Quote/Proposal shall contain a maximum of four (4) attachments which may include:

Technical Proposal Confidential Technical (if…