24VS-S2900 Housekeeping and Laundry Services for SNVH.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

Solicitation: 24VS-S2400 For

HOUSEKEEPING AND LAUNDRY SERVICES FOR SOUTHERN NEVADA VETERANS HOME

MANDATORY WALK- THROUGH: 08/13/2024 @ 10:00 am

Release Date: 08/02/2024 Deadline for Submission and Opening Date and Time: 09/04/2024 @ 2:00 pm

Single point of contact for the solicitation:

Heather Moon, Purchasing Officer II Phone: 775-531-3309 Email Address: hmoon@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-531-3309/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

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

SINGLE POINT OF CONTACT. Vendors and/or their representatives shall only contact the single point of contract or use the electronic procurement system regarding this solicitation until after a notice of award (NOA) has been issued. Failure to observe this restriction may result in disqualification of a proposal per NAC 333.155(3).

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.

PROJECT OVERVIEW

The State of Nevada 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, NV comprised of 90 double-occupancy rooms. Southern Nevada State Veterans Home is currently in the process of requesting federal funding to begin renovations to expand to a 120 single occupancy room facility. Vendors are responsible for compliance with all Health Insurance Portability and Accountability Act (HIPPA) 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.

The State intends to award one (1) contract and is anticipated to commence December 1, 2024. The Nevada Department of Veterans Services shall administer contract(s) resulting from this solicitation. The resulting contract(s) are expected to be for a contract term of four years, subject to Board of Examiners approval.

MANDATORY SITE VISIT

The State will conduct a mandatory walk-through that will be held on August 13, 2024 at 10:00 a.m.

Vendors who expect to propose must attend.

The walk-through will be held at the Southern Nevada State Veterans Home, 100 Veterans Memorial Drive, Boulder City, NV.

Vendors must fill out the pre-registration form located within the ‘Attachments’ tab in NevadaEPro.

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.

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.

SCOPE OF WORK

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

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.

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. Vendor to retain log and provide as requested by SNSVH Staff.

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 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 after 8:00 p.m., when meal services are completed.

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 and wall tiled surfaces.

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 using “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, countertops and dispensers 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 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, front and sides of all vending machines.

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 counter tops.

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 3.2 – General Cleaning Services (Facility-Wide) of this RFP, plus the following;

Weekly Services Clean all whiteboards.

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 3.2 – 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 eq.

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.

SUPPLIES

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 SUPPLIES

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 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, pillowcases, 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.

SNSVH will be responsible for supplying laundry chemicals.

Prior approval by the SNSVH Administrator or 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.

VENDOR RESPONSIBILITES

Supplies and Equipment Prior approval by the Administrator or 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 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 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 e-mail 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 $61.00.

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

ADDITIONAL DUTIES

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 employee’s 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 500 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 staff will either use the SNSVH timeclock or the vendor will supply their own timeclock. If the latter, 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.

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

HOUSEKEEPIG 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 mop 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, dustpan and clean mop bucket with disinfected water at the end of each workday. 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.

REPORTING

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 by 5pm daily.

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

Report all needed facility repairs, as discovered, in appropriate area maintenance logs provided within 48 hours of request.

Report burned-out lamps and light bulbs to the maintenance team through utilization of the appropriate maintenance log provided within 48 hours of request.

Linen longevity shall be continuously tracked and a quarterly "loss report" will be submitted to the SNSVH Administrator or his designee by the 15th of each month for the prior quarter.

Track and log daily laundry volume poundage, which shall be compiled into monthly by the 15th of each month for the prior month.

Continuously review laundry process for effectiveness and implement changes after approval from the SNSVH Administrator or designee. Submit a progress report 15 days following approved implementation.

LIQUIDADATED DAMAGES

Staffing Levels Failure by the contractor to take satisfactory corrective action within 30 days, regarding inadequate staffing levels, may be considered grounds for termination of the contract by NDVS. If NDVS determines that staffing levels are inadequate to meet all assessed resident needs, NDVS shall notify the contractor. Contractor shall have 30 days to take appropriate corrective action satisfactory to NDVS. Should contractor fail to take corrective action, satisfactory to NDVS, NDVS may deduct from its monthly payment to contractor an amount equal to the payroll expense not incurred by contractor in providing the staffing levels determined necessary by NDVS.

Reports:

All reports listed in Section 3.35 shall be submitted to the assigned recipient which may include but not limited to; Administrator and/or the NDVS Deputy Director of Healthcare Services, Executive Officer and/or the NDVS Facility Supervisor within timeframe outlined in section 3.35. If the contractor does not provide this information within this timeframe, it may result in the assessment of liquidated damages by the State of $100 per report.

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

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.

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contract cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project. If Contract Form is returned, justification is required explaining the beneficial impact to the state for each redline. Without justification, redlines will be dismissed without review.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

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

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

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

Proposal should include a completed Vendor Information Response form for each subcontractor.

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

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

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) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

Business references shall not be requested from the soliciting agency.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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