Add No 02 QA DCF ITN 2223 037 final.pdf

Addendum No. 02 with Written Inquiry Responses

DCF ITN 2223 037

FSH Environmental Housekeeping and Facilities Maintenance

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Solicitation Number: DCF ITN 2223 037 Solicitation Title: FSH Environmental Housekeeping and Facilities Maintenance Response(s) Due Date: 01/04/2024 Addendum Number: 02 Addendum Date: 11/27/2023

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED

BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER

OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

DCF ITN 2223 037 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1 Attachment V: Aerial Map, Building Maps, and Building List added in its entirety. To obtain these documents, Vendors must reach out to the Procurement Officer at Alicia.Reifinger@myflfamiles.com, and CC HQW.Procurement.Team.Activities@myflfamilies.com to request a link.

Change No. 2 Below language is struck from Attachment IV – Buildings, Plant Facilities and Areas Included In EVS, as it is a repetition of Section C.1.1.9.

C.1.1.9. Upon Request Upon Request Only Areas (at no additional cost to the Department) – approximately 1x per Quarter (will coincide with transition of occupants/interns) C.1.1.9.1. Includes the Following:

C.1.1.9.1.1. Staff Residential Housing based on turnover of housing;

C.1.1.9.1.2. Recreational facilities: Bldg. 1188, 1412, 1245 C.1.1.9.1.3. Buildings used in emergencies for shelter.

C.1.1.9.1.3. Building on project basis (1-2x/year) as follows: 1007 (in addition to other EVS responsibilities outlined in Exhibit C for this building) , 1016, 1041, 1048, 1073,1081, 1085, 1123, 1125, 1145, 1152, 1153, 1234, 1245, 1250, 1261, 1410

Change No. 3 Attachment 1 I Map of Florida State Hospital

Change No. 4 Addition of the below:

C.2.6.8. Some vehicles will require the driver to possess a CDL.

Change No. 5 Footer within DCF ITN 2223 037 on all pages:

DCF ITN 2223 0379

mailto:Alicia.Reifinger@myflfamiles.com mailto:HQW.Procurement.Team.Activities@myflfamilies.com

(PMT-05-2021) Effective 6/24/2021

Change No. 6 B.3.2. Service Times.

B.3.2.3. Staff should be designated for evening coverage of the Powerhouse and 24-hour coverage when boilers are running. Minimal staff must be available for weekend coverage. FM Provider shall have staff available for the Boiler Plant 24-hours a day, 365 days year. Refer to Appendix III – Staff List.

B.3.2.4. All shops, to include but not limited to Transportation, Facility Operations tradesmen, such as electricians, carpenters, HVAC mechanics, locksmiths and plumbers, should be available for call-back, seven (7) days a week, 24 hours a day, and shall return to the FSH within forty-five (45) minutes, whenever emergency maintenance is warranted. Administrative and supervisory staff may similarly be placed on call when warranted.

B.3.2.5. Reductions in service times and any additional holidays that the Provider wants to observe must receive written approval from FSH’s Chief Hospital Administrator, at least sixty (60) days prior to implementing any such changes.

B.3.2.6. Water Treatment Plant is to be staffed by the Provider 7:00 A.M. – 11:30 P.M, seven (7) days a week.

B.3.2.7. The Provider shall be available as needed for emergency preparedness.

Change No. 7 Attachment VI: FSH Assets and Inventory added in its entirety. To obtain these documents, Vendors must reach out to the Procurement Officer at Alicia.Reifinger@myflfamiles.com, and CC HQW.Procurement.Team.Activities@myflfamilies.com to request a link.

Change No. 8.

C.1.2.1. Building Maintenance Tasks for Building Maintenance requirements include but are not limited to:

C.1.2.1.9. Administrative support services – trouble desks

Change No. 9 Sections C.1.1.1., Sections are to be renumbered from 1-22, to C.1.1.1.1 – C.1.1.1.22. All other sections in Exhibit C, renumbered to reflect the other Exhibits.

C.1.1.1.1 All commercially reasonable and necessary measures shall be taken to ensure the health and safety of FSH’s residents, staff, and visitors. This includes but is not limited to the EVS Provider ensuring janitor carts are locked and secured, and the janitor cart must always be within sight of the EVS Provider staff, all plastic trash liners kept away from patients, etc. FSH staff will assist in moving patients to other areas during cleaning. Otherwise, patients will be in the general area.

C1.1.1.23. The Provider will submit to FSH a monthly floor care schedule submitted to leadership 60 days in advance of work performed.

mailto:Alicia.Reifinger@myflfamiles.com mailto:HQW.Procurement.Team.Activities@myflfamilies.com

Change No. 10 Section 4.2.5.1.2, Approach to Services Vendor should demonstrate its proposed service model; include the process from start to finish that will be implemented to effectively provide all service goals outlined in Standard Contract Part 2 (APPENDIX V), while ensuring compliance with all applicable regulatory guidelines. The Vendor should provide all information necessary to determine the scope of the services they will be provided. Information on any applicable software systems, quality assurance practices, etc. For example, for EVS, the Vendor should provide a proposed floor care schedule, number of hours proposed to meet cleanliness standards, etc. Additionally, FM Vendors should provide details on approach to ensure FM is completed as necessary, including any additional details such as preventative maintenance schedule such as monthly external painting , external power washing of buildings, and repairs to residential housing, etc.

4.2.5.2 Staffing

4.2.5.2.1 Vendors should provide details regarding staffing including number of staff and hours, that will be provided for all services offered, ensuring at a minimum it meets all requirements of Standard Contract Part 2 (APPENDIX V), refer to Appendix III – Staff List for anticipated number of staff by position type .

Change No. 11 Section B.7.1.4 In most cases, all work and equipment are to be provided by the Provider. If specialized equipment is needed the Provider can work with an outside Vendor. Hospital Administration leadership approval is required.

Change No. 12

B.2. MAJOR CONTRACT GOALS

B.2.3. Due to the complex needs and ever-changing environment of FSH, the Department anticipates relying heavily on the Provider. Although scope of work expectations and needs are identified herein, there are unknown needs that may arise. The Provider will be relied upon by FSH to maintain all identified buildings on the property for EVS, FM, and Landscaping as FSH deems necessary. FSH will work with the Provider to identify service levels where needed.

B.2.4. The Provider shall provide support for emergency preparedness. The Provider will partner with FSH leadership to ensure critical FSH services remain online before, during, and after an emergency event. The Provider will also participate in Emergency Preparedness committee and activities which will take place at FSH.

B.2.5 It is an expectation of the Department that FSH grounds and buildings be maintained in a safe and sanitary condition and kept free from refuse and litter. This is a responsibility of the Provider(s) regardless of the type of services being offered.

Change No. 13 C.1.2.4.2, Facilities Maintenance Operations, Electrical Maintenance The Provider is responsible for wastewater collection treatment and potable water distribution.

The FM Provider would be responsible for providing staff, oversight, and program compliance to the current facility water treatment plant program.

Change No. 14 B.7.1.3, EQUIPMENT, Materials, Supplies, and Equipment Required from the Provider.

The Provider must also provide small hand and power tools, with a cost of under $100, needed for the Service Employees to carry out FM.

Change No. 15 A.2.7. Residential Site Homes Provider staff who function in positions with responsibilities that are essential for quick response in the event of a facility emergency or disaster, are eligible to utilize residential site homes. This includes positions such as the following:

A.2.7.1. Fire Chief and Fire Department Supervisor A.2.7.2. Emergency Service Director and Security Specialist Shift Supervisor A.2.7.3. Electrician A.2.7.4. Plumber A.2.7.5. Senior Motor Vehicle Operator (Transportation) A.2.7.6. Fire Alarm Technician A.2.7.7. Heating, Ventilation, Air Conditioning, and Refrigeration A.2.7.8. Maintenance Mechanic A.2.7.9. Program Leaders as necessary per FSH policy.

Change No. 16 Section C.1.1.4.2 Main Canteen, Twice Weekly Tasks – Minimum 2x per Week

Change No. 17 Section C.1.1.5.2 Forensic and Central Canteen, Twice Weekly Tasks – Minimum 2x per Week

Change No. 18 Section C.1.1.6.1 Gymnasium, Twice Weekly Tasks – Minimum 2x per Week

Change No. 19 Section C.1.1.8.1 Warehouse Area, Daily Twice Weekly Tasks – Minimum 2x per Week

Response to Written Inquires:

# Vendor Name

Solicitation Section Question Department Response

1 Grosvenor Services

I have reviewed the information for DCF ITN 2223 037 FSN Environmental Housekeeping and Facilities Maintenance. Will you please direct me to the location / website where I can review the current contract and information about the last ITN process for these services?

The current contract, Contract No. BI201, can be found in FACTS:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=600000 &ContractId=BI201

Information regarding the prior ITN for these services can be found here:

https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?adverti sement_key_num=94952

Information regarding the current ITN process can be found within the ITN. Vendors are required to read the documents provided in whole:

https://vendor.myfloridamarketplace.com/search/bids/detail/6728

BlueSky General Service

Experience:

Vendor Shall provide a brief description on their experiences with implementing , operating, and maintaining services of equivalent size and complexity.

Vendor Shall

Is it necessary to have this certification before applying for the BID, or can the certification be obtained during the process?

Preference will be given to Vendors with this certification.

Additionally, the Provider(s) are required to have this certification prior to execution of the contract.

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=600000&ContractId=BI201 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=600000&ContractId=BI201 https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?advertisement_key_num=94952 https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?advertisement_key_num=94952

# Vendor Name

Solicitation Section Question Department Response provide information/p roof regarding all necessary qualifications including but not limited to, Certified Healthcare Facility Manager (CHFM) from the American Hospital Association (AHA) for engineering leadership, etc.

BlueSky General Service

I would like to know which company you are currently working with that is providing Maintenance, Transportation, and Housekeeping services.

See response to Question No. 1.

BlueSky

How long has the current company been under contract? Approximately 12 years.

BlueSky

May I inquire whether subcontracting is permissible across all areas?

Subcontracting may occur, however per Standard Contract Part 1, Section 4.2.3, the Provider cannot subcontract for any of the work contemplated under this Contract without the Department’s prior written approval. The Provider shall take all actions necessary to ensure each subcontractor of the Provider is an independent contractor and not an officer, employee, or agent of the State of Florida. Also refer to Standard Contract Part 2, Section A.2.5.

# Vendor Name

Solicitation Section Question Department Response

The Provider may be required to assist the Department in obtaining necessary Vendors to complete tasks related to each of the areas of service.

6 Encompass

N/A Please provide list of pre-bid meeting attendees to include name, organization, title (both vendors and Department employees). Please provide copy of sign in sheet if possible.

This will be provided directly to the requester.

7 Encompass

1.1 Is this out to bid because current

contract is up and you are required to go to bid or are you looking to change vendors due to service quality issues?

The current contract is ending.

8 Encompass

F 3.5 In addition to the required level 2 background check, are there any special requirements to obtain clearance for Mental Health Facility?

For additional requirements please refer to Standard Contract Part 2, Section F.3. Fees, which states, the Provider shall pay for the following items, which will be provided by the Department. These items shall be listed and deducted from the Provider's monthly invoice as needed:

F.3.1. MANDT Training – $145.00 per person (new hires) F.3.2. Parking Decals – $10.00 per person (annual) F.3.3. PPD Screening – $10.50 per person (annual) F.3.4. ID Badge – $15.00 per person F.3.5. Level II Background Screening -- $45.00 per person (every 5 years)

*An AHCA Background Screening must be completed in addition to the Level II

9 Encompass N/A Specifically, what immunizations required? The Department will not require proof of immunizations.

# Vendor Name

Solicitation Section Question Department Response

10 Encompass N/A Is proof of COVID-19 vaccine required for staff? See response to Question No. 9.

11 Encompass F 3.4 How long will it take for an employee to get badge?

Hire attends a two-week New Employee Orientation (NEO) class.

The badge is given during that training period.

12 Encompass

F 3.1 Do you provide MANDT Training at the facility or are we responsible for ensuring staff has completed on own? How long does the training take?

The Provider is responsible for ensuring staff has completed required training. FSH will host the training. Per Standard Contract Part 2, Section F.3. Fees, which states, the Provider shall pay for the following items, which will be provided by the Department. These items shall be listed and deducted from the Provider's monthly invoice as needed:

F.3.1. MANDT Training – $145.00 per person (new hires) F.3.2. Parking Decals – $10.00 per person (annual) F.3.3. PPD Screening – $10.50 per person (annual) F.3.4. ID Badge – $15.00 per person F.3.5. Level II Background Screening -- $45.00 per person (every 5 years)

13 Encompass N/A Is there anything excluding vendor awarded the contracted from hiring any existing staff?

No, there is nothing prohibiting the awarded Vendor from hiring existing staff.

14 Encompass B 7 Are secured janitor carts required throughout the entire facility? Yes, carts are required to be secure. See Change No. 9.

15 Encompass B 7 In addition to the secured janitor carts, are there any other specific equipment requirements?

See response to Question No. 14.

16 Encompass N/A Are there any special measures needed to ensure the safety of our staff at all times?

New Employee Orientation training is provided to all new employees.

Training includes items such as MANDT Training, CPR, etc.

17 Encompass Attachment

IV

Is the SF provided the total building SF or only cleanable space?

The square footage (SF) provided is the total building SF.

# Vendor Name

Solicitation Section Question Department Response

18 Encompass

Attachment

IV

What is floor composition and how much of each floor type (either total SF for each floor type or estimated % of total facility for each floor type).

Estimate is 75% tile/vinyl and 25% carpet or other.

19 Encompass Attachment 1 Are you able to provide floor plans for each building?

Refer to Attachment V: Aerial Map, Building Maps, and Building List.

20 Encompass

N/A Please confirm the facility does not have any shower curtains.

Please see Exhibit C, Sections C.1.1.1., Patient/Resident Living Areas 1), Daily Tasks 1), and Upon Request Only Areas 8). This states “Clean and disinfect showers ensuring that all mildew and soap residue is removed from shower walls and that shower curtains are free of mildew and soap residue.”

*FSH has antimicrobial, breakaway shower curtains

21 Encompass

N/A Confirm the only sinks/toilets in patient rooms are in the juvenile unit and in1 isolation room per unit?

Yes, this is correct. There are also sinks within the shared bathrooms in Building 1012.There is specific seclusion within each of the patient care areas.

22 Encompass

A 2.6.23 Please confirm that all forensic dorms (including juvenile dorm and isolation rooms) each have a single bed, and all civil unit patient rooms have 4 beds? If not, please provide breakdown of how many rooms have 4 beds, 3, beds, 2 beds, and 1 bed.

Single Patient Rooms in Forensic Admissions (FA) Unit 23 has single rooms (210 total). Each single room accommodates 1 single patient Open bay (5-6 beds/patients) section in Forensic Central (FC) All Civil units can be 2,3,4 beds Unit 21 has semi-private rooms that accommodate up to 6 (375 total) Units 1, 27, 3, 14, 31, 32 have semi-private rooms up to 6 (615 +/-)

23 Encompass A 2.6.11 Do all meals take place in one area or does each residential unit have it’s own dining room?

Per Standard Contract Part 2, and as shown on the Mandatory In- Person Pre-Solicitation Conference, there are multiple dining rooms.

Refer to Exhibit C – Task List.

24 Encompass

A 2.6.11 Please provide meal times and when cleaning needs to take place before/after each meal (when dining areas will be vacant)?

Refer to Exhibit C – Task List.

# Vendor Name

Solicitation Section Question Department Response

25 Encompass

A 2.6.23 Will cleaning take place around residents and if so, what is the protocol for cleaning around residents?

Yes. See Change No. 9.

Per Sections C.1.1.1., 1) All commercially reasonable and necessary measures shall be taken to ensure the health and safety of FSH’s residents, staff, and visitors. This includes but is not limited to the EVS Provider ensuring janitor carts are locked and secured, and the janitor cart must always be within sight of the EVS Provider staff. FSH staff will assist in moving patients to other areas during cleaning.

Otherwise, patients will be in the general area.

10), Provision, maintenance, cleaning, storage, and replacement of all cleaning equipment is to be kept by Provider in a manner consistent with health, safety, and industry best practices.

Additionally, all cleaning equipment is subject to inspection by the Department. Immediate removal and prompt repair/replacement must be made for any equipment or product determined to be unacceptable by the Department.

26 Encompass

A 2.6.23 Please provide schedules for residents and define window of time allowed for cleaning each area of the facility. For example, if residents attend programs, it is assumed we will have limited time to clean resident rooms.

Likewise, we would clean program and common areas when not in use.

Refer to Exhibit C – Task List.

27 Encompass

A 2.6.20 Are programs optional? Meaning, is there a chance residents will remain in their room during the timeframe rooms are supposed to be cleaned?

There is a chance that patients will be in their rooms or in the dorms during EVS cleaning. Staff will attempt to move patients, but EVS will need to work around patients, if needed. See Change No. 9.

# Vendor Name

Solicitation Section Question Department Response

28 Encompass

A 2.6.20 If programs are optional and not mandatory, on average, what percent of residents opt not to attend programs daily (meaning how many residents are likely to be in units when cleaning takes place)?

The Department does not have exact data to provide a percentage of residents not attending programs. However, approximately 20% of residents choose to remain in their dorms during programs.

29 Encompass

Exhibit C How is special floor care scheduled/coordinated to ensure areas are vacated so work can be performed?

It is up to the Provider to submit a floor care schedule to FSH Administration for approval. This information should also be provided in the Vendor’s response to the ITN for consideration within Tab 4, Vendor’s Approach. Refer to Changes 9 and 10.

30 Encompass

Exhibit C Who is responsible for moving and replacing of furniture in conjunction with special floor care?

Per Section C.1.1.1. 13) for EVS, all furniture should be returned to its original position if moved while providing services, unless otherwise directed by the Department.

31 Encompass

Exhibit C How often does EVS staff need to pause performing routine tasks to address emergent issues such as clogged toilets/floods, residents urinating or defecating outside of bathroom areas, removal of graffiti?

There is not data available to share regarding staff redirecting from routine duties to perform emergent issues. The Provider shall be capable of providing immediate response if required for all issues listed.

32 Encompass

B 7 Are plastic liners prohibited from the facility due to safety precautions?

Yes, plastic liners are prohibited in patient areas. Paper products must be used to line trash/garbage cans. See Change No. 9.

Please also refer to Standard Contract Part 2, Section B-7.2.1, expendable supplies needed to perform EVS (with examples of expendable supplies including but not limited to linen, toilet tissue, paper towels, deodorants, body soap, washroom soap, plastic non-biohazard trash container liners), shall be paid for by the Department.

33 Encompass B 7 If only paper liners are used due to safety precautions, are plastic liners allowed for transporting

Yes, plastic liners are allowed for transport, but not allow on the unit.

Plastic liners must remain out of patient contact at all times. Refer to Change No. 9.

# Vendor Name

Solicitation Section Question Department Response trash to reduce breakage resulting in leaks?

34 Encompass

Exhibit C and Attachment IV page 46

Is it expected that upon request tasks or requests to address emergent issues will be performed by existing staff in lieu of other routine duties and that scheduled shift may not permit enough time to address special requests and all tasks in daily scope? Please confirm expectation.

Emergent situations require immediate attention, however this does not relieve the Provider from completing daily required duties.

35 Encompass

A 2.6.24 What is the typical/average number of discharges/room turnovers per month? What is the process for terminal cleaning required?

An average of 80 discharge/room turnovers per month, additionally patients are transferred from one unit to another, as needed or upon turnover.

Refer to Exhibit C – Task List, C1.1.1.1., 22), terminal cleaning of resident rooms shall include cleaning and disinfecting of all low-touch and high-touch surfaces, including those that may not be accessible when the room/area was occupied (e.g., patient mattress, bedframe/bed, tops of shelves/ledges, blinds, vents, and floors).

36 Encompass A 2.6.24 Is cleaning of mattresses ever requested other than terminal clean following discharges?

Yes. This would occur as soiled, as needed, and as requested.

37 Encompass N/A Is cleaning of wheelchairs ever requested? Yes, on an as needed basis.

38 Encompass

Exhibit C Is picking up litter from exterior perimeter of each building performed by EVS or grounds maintenance staff?

Per Section B.2.4.5 Facilities Maintenance, the grounds and buildings shall be maintained in a safe and sanitary condition and kept free from refuse, litter, and vermin breeding or harborage areas.

However, the Department considers this a joint responsibility of the Provider(s). See Change No. 12.

# Vendor Name

Solicitation Section Question Department Response

39 Encompass

Exhibit C How many exterior patios are there and what is approximate size of each patio?

There are several exterior patio areas that greatly vary in size connected to every building and in some cases 2 or more. Refer to Attachment V: Aerial Map, Building Maps, and Building List for more information.

40 Encompass Exhibit C How many exterior waste receptacles are there? There currently are 45 exterior waste receptacles.

41 Encompass Exhibit C How many dumpsters are there and where are they located? There currently are 75 front-load type dumpsters.

42 Encompass

Exhibit C Please confirm scope of work for commercial kitchen. Is dietary staff responsible for any cleaning of kitchen surfaces/equipment?

Main Kitchen Staff is responsible for the kitchen. The EVS Provider is responsible for cleaning the employee cafe within Building 1007 and associated male and female bathrooms. Refer to Exhibit C additional information.

43 Encompass B 2.2 and C 2.1.8.3

How often does the facility have inspections from agencies such as JCAHO, AHCA, CARF, CMS?

FSH receives annual inspection from AHCA. AHCA will survey at unknown intervals. CARF occurs on a triannual basis.

44 Encompass

C 2.1.8.3 How many inspections per year and are there any special requirements during these times?

There are planned inspections at least once per year. Unknown inspections as many as 6-7 per year. For some audits there may be special requirements, which can include requirements such as cleaning, waxing floors, and other requests as needed. However, this cannot be pre-determined.

45 Encompass

C.1.8 Is there any situation that may result in our staff being locked in (e.g. during a hurricane) and if so, how is billing for that time handled?

Yes, it is required the staff are available for disaster response at FSH for the duration of storm and onsite prior to storm and after the storm passes. See Changes No. 6 and 12.

Billing in excess of the agreed upon contracted hours will need to be submitted for approval. Once approved FSH creates a PO that the Provider can bill non-contracted expenses to such as additional hours as required an emergency situation.

46 Encompass Exhibit C Are there areas that are cleaned multiple times per day?

Yes, patient dorms, common rooms, treatment rooms. Refer to Exhibit C – Task List.

47 Encompass Exhibit C How many times per day is each area cleaned?

Routine once daily, soiled areas-as needed. Refer to Exhibit C – Task List.

# Vendor Name

Solicitation Section Question Department Response

48 Encompass N/A Does each building have a janitor’s closet with a water source?

Yes.

49 Encompass N/A Does each janitor’s closet have an electrical outlet? Yes.

50 Encompass N/A Does each janitor’s closet have a chemical dispensing station?

Most janitor’s closets have a chemical dispensing station, however there are some without one.

51 Encompass

N/A Can you provide copy of current contract? Specifically would like to know start date, original contract dollar amount, and current contract dollar amount.

Refer to response to Question No. 1.

52 Encompass N/A Is there a budget established for this contract and if so, what is annual budget?

This may result in one or multiple contracts. The Department does have an anticipated budget based upon prior costs; however, it cannot be determined for each contract at this time.

53 Encompass

Exhibit E Have any financial penalties been imposed for quality as part of current contract? How many times?

In the last six months the Department imposed three months of financial consequences due to staffing vacancies, however those have since been resolved.

54 Encompass

Exhibit E Have any financial penalties been imposed for anything other than quality-related issues as part of current contract and if so, for what? How many times?

Yes, see response to Question No. 53.

55 Encompass D 5.7 Is there any bond requirement other than for construction projects?

No.

56 Encompass N/A Will this contract include any union employees? No.

57 Encompass N/A What is expectation for moving heavy sand- weighted furniture to clean on daily basis?

It must be moved daily to clean under the surface for urine and other bodily fluids, and spills.

# Vendor Name

Solicitation Section Question Department Response

58 Encompass

A 2.2 Is the current FM provider self-performing all services or are they subcontracting any of the main services such as landscaping or transportation?

In most cases, all work is done by the Provider. If specialized equipment is needed the Provider can work with an outside Vendor.

This is only to be done upon approval of FSH leadership. See Change No. 11.

59 Encompass

A 2.6.5 What are requirements/expectations around hazardous waste?

The EVS and FM Provider(s) are required to manage the hazardous waste collection. Removal/disposal is completed through other FSH Vendor(s) in accordance with all external certifying organizations requirements and standards.

60 Encompass C 1.3.19 What transition ramp-up period will be provided to awarded vendor?

Vendors can propose this time period within the response to the ITN.

However, Vendors must ensure that all critical areas will receive coverage during the transition period as stated in Section A.2.4.

61 Encompass N/A What is anticipated service start date under new contract?

Per Section 1.2 Term of the Agreement, the anticipated start date of the resulting contract is January 1, 2024.

62 Encompass

Attachment IV (page 46)

The property descriptions states there are 223 buildings but the list for EVS includes only 40 buildings with an additional 15 done as project work and a few more “upon request” and FM scope lists 90 buildings. Can you explain which buildings out of the 223 on the campus are excluded from the scope of services?

(estimated to be over 100 buildings excluded)

Refer to Attachment V: Aerial Map, Building Maps, and Building List.

Refer to Change No 12.

63 Encompass

Attachment IV (page 46)

How many staff residence buildings comprise the total 116k sf of space listed for staff residences?

51 – Single family residences 19 – Apartments Year built ranging from 1914 to 2023

64 Encompass Attachment IV (page 46)

How many emergency shelters are included in the quarterly cleaning and what is total

Refer to Change No. 2.

# Vendor Name

Solicitation Section Question Department Response cleanable square footage for these (or estimated SF for each)?

65 Encompass

Attachment IV (page 46)

Please provide the square footage for the buildings that are done upon request, quarterly, or as project work 1-2x year (1188, 1412, 1245, 1007, 1016, 1041, 1073, 1081, 1085, 1123, 1145, 1152, 1153, 1234, 1245, 1250, 1261, 1410).

See Attachment V: Aerial Map, Building Maps, and Building List Refer to Change No. 12

66 Encompass

Attachment IV (page 46)

Are the buildings listed as EVS project work 1-2x year done upon request or is awarded provider to create a schedule to service these buildings?

As needed only. FSH staff will work with the Provider to establish a clear schedule in advance of twice annual maintenance.

67 Encompass Attachment IV (page 46)

Is it more typical that the buildings in question #61 will be serviced once or twice annually?

As needed only.

68 Encompass

Exhibit C and Attachment IV (page 46)

Exhibit C lists the following building numbers under Patient/Resident Living Areas section (page 11) however, these do not appear to be included on Attachment IV which lists buildings included in the: 1020, 1030, 1034, 1037, 1038, 1042, 1043, 1391 (RJCI), 1048

(Recreation), 1267 (Endeavour House) and 1410 (Large Horticulture-Exp). Please clarify whether these are included in EVS Scope and/or FM scope.

Buildings 1020, 1030, 1034, 1037, 1038, 1042, 1043, 1391 are within the abandoned prison compound and not included. Buildings 1048 (Recreation), 1267 (Endeavour House) and 1410 (Large Horticulture- Exp) should be addressed as needed.

# Vendor Name

Solicitation Section Question Department Response

69 Encompass

Exhibit C and Attachment IV (page 46)

Same question as above for Warehouse Building 19. Please provide cleanable square footage for offices and bathrooms (and if possible, number of bathroom fixtures).

These building will require weekly cleaning, which is representing 2,500 Sq Ft of office space and 5 Bathrooms.

70 Encompass

Exhibit C and Attachment IV (page 46)

Please confirm the buildings toured during site visit were:

1456, Building I, 1260, and 1028.

I thought 1260 was the central programming building we visited but 1260 is listed as a residential living area on Exhibit C. Also, I thought building I was name of the forensic juvenile building but I don’t see that listed – does it have another building number?

1456, FA Dorm G,H 1452, FA Dorm I 1028, SC Unit 14 1260, Central Rehab

71 Encompass

Exhibit C and Attachment IV (page 46)

Are there any buildings that include both a residential living area and another type of space use? For example, 1261 is listed as both main canteen and a residential living area, 1051 and 1451 are listed as residential living areas and central canteen, and 1248 is listed as both a residential living area and office & support for volunteer services.

No, there are not buildings that include both residential living area and another type of space. There are program areas and residential areas.

72 Encompass N/A What is typical / average number of isolation cleans per month? Approximately 1 – 2 patients per month.

73 Encompass C 1.1.1 (#17+19)

What are HAI rates for infectious diseases such as C. diff, MRSA, VRE, Candida auris?

Clostridium difficile: Total number of positives = 0/Infection Rate 0% MRSA (Methicillin-resistant Staph. aureus): Total number of isolates = 11/Infection Rate 1.7%

# Vendor Name

Solicitation Section Question Department Response

VRE (Vancomycin-resistant Enterococci): Total number of isolates = 0/Infection Rate 0% Candida auris: Total number of isolates = 0/Infection Rate 0%

74 Encompass

N/A Is there a smaller laundry facility on each residential unit for patients/residents clothing in addition to the main laundry facility used for linens?

Yes.

75 Encompass

N/A Will awarded vendor have access to an onsite laundry facility for laundering cleaning cloths and mop heads used to perform the EVS service?

Yes.

76 Encompass

N/A Will the awarded provider be responsible for transporting laundry/linens to any other facilities?

No, another Provider is responsible.

77 Encompass A 2.6.16 Are we expected to have a full-time project manager to handle construction projects?

All projects will report to and be approved by the Assistant Hospital Administrators.

78 Encompass Attachment IV (page 50)

What is service frequency and expectations for Quincy and Marianna DCF offices?

Per Section B.3.1.monthly routine maintenance by FM Provider is the only service provided under this contract at outer lying Department locations in Quincy and Marianna.

79 Encompass

Attachment IV (page 50)

Quincy and Marianna DCF offices are only included in the Maintenance scope. How is janitorial service handled at these sites?

This is not a requirement of the resulting contract for this ITN.

80 Encompass Attachment 1 Please confirm the property boundary lines for landscaping. Refer to Attachment I and Attachment V.

# Vendor Name

Solicitation Section Question Department Response

81 Encompass

A 2.2.3 Please provide detailed scope of work with frequencies for the landscaping.

The Department chose to utilize an ITN for this solicitation, to allow Vendors to propose their approach and then proceed into negotiations with the Department. Vendors shall provide their Approach to Services (Tab 4) within the response for all services the Vendor is offering, including landscaping. See Change No. 10.

82 Encompass N/A What is average daily census for the hospital? Approximately 1,080.

83 Encompass

Attachm ent III & Appendix

VI E.11.2

What is current and typical/average staff vacancy rate for EVS positions? Varies greatly, however typical industry rates for this area is 15%.

84 Encompass

Attachm ent III & Appendix

VI E.11.2

What is current and typical/average staff vacancy rate for Maintenance positions? Varies greatly, however typical industry rates for this area is 8%.

85 Encompass

Attachm ent III & Appendix

VI E.11.2

What is current and typical/average staff vacancy rate for Transportation positions? Varies greatly, however typical industry rates for this area is 0%.

86 Encompass

Attachm ent III & Appendix

VI E.11.2

What is current and typical/average staff vacancy rate for landscaping/grounds positions?

Varies greatly, however typical industry rates for this area is (part of

FM) 8%.

87 Encompass

Attachm ent III & Appendix

VI E.11.2

Please provide list of current pay wages/salaries for each position.

This information is not available. It is the expectation of FSH that the Provider offer wages/salaries which would be competitive to market in which the facility is located. This would include all positions managed by the Provider.

88 Encompass

B 7.2 Please provide list of current landscaping/grounds equipment for including type of equipment, brand, model, size and age for each piece of equipment.

Refer to Attachment VI: FSH Assets and Inventory

# Vendor Name

Solicitation Section Question Department Response

89 Encompass

B 7.2.1 Please provide list of current floor machines or other EVS equipment provided by the Department for including type of equipment, brand, model, and age for each piece of equipment.

Per Section B.1.1. the Provider shall provide and manage all functions related to the provision of services, including staff, equipment, and supplies.

Therefore, current EVS equipment belongs to the current Provider.

Refer to Attachment VI: FSH Assets and Inventory.

90 Encompass

C 1.2 Please provide list of all current contracts that will be managed under this contract to include type of service, name of vendor/supplier, and monthly or annual amount of contract.

It is not anticipated that the Provider will be managing subcontracts. If services are needed from outside Vendors, the Provider will work with FSH to facilitate needed services.

91 Encompass

C 1.2 Are contracts in response to the above question to be included in awarded FM provider’s management fee or billed additionally?

If services are subcontracted, the Provider is responsible for complete management and payment of any subcontract(s).

92 Encompass

D 1.1.2 ITN documents state the specific number of hours expected for EVS weekends and holidays, and for transportation weekdays and weekends and holidays. Please provide the desired number of hours for EVS weekday coverage.

Refer to Exhibit C- Task List. Per Section C.1.1.1., the hours of operation for environmental housekeeping services will be from 7:00 A.M. to 4:30 P.M. each day, including holidays. Some services (i.e., floor care, window cleaning, etc.) may be performed outside of normal hours of operation with prior coordination and approval from the Department’s Contract Manager, which shall not be unreasonably withheld.

93 Encompass

B.7.1.1 ITN states that the Department will pay for all consumable/expendable supplies. Does this mean that FSH provides the supplies or will you want the awarded vendor to provide supplies and bill back for them?

Cleaning supplies are provided by the EVS Provider, FSH will purchase expendable supplies. Refer to Section B.7.2.1, expendable supplies needed to perform EVS (with examples of expendable supplies including but not limited to linen, toilet tissue, paper towels, deodorants, body soap, washroom soap, plastic non-biohazard trash container liners), shall be paid for by the Department.

# Vendor Name

Solicitation Section Question Department Response

94 Encompass B.7.1.1 Please define specifically which

"expendable" products the Department will pay for.

See response to Question No. 93.

95 Encompass

A 26.5 Please confirm awarded vendor is only responsible for taking hazardous waste to a collection point onsite as part of the EVS scope and not for removing hazardous waste from the campus.

See response to Question No. 59.

96 Encompass

Exhibit C Scope of work lists exterior of windows 1x year but screens 1x month. Please clarify if this is exterior window screens or interior metal “screens” ?

The Provider’s expectation is that external screens are cleaned one time per year and internal screens cleaned once monthly. Not all buildings have external screens.

97 Encompass C 1.2.1.9 What is meant by “admin support services (trouble desks)” in scope?

See Change No. 8.

98 Encompass

Exhibit C (page 11)

ITN states “Provider shall perform 20% of such other related tasks requested by FSH in connection with the overall goals of the Contract to include but not limited to, staff housing and special projects.” Does this mean that we need to allocate additional staff dedicated to project work on an ongoing basis or is part of the designated headcount already allocated to take care of these tasks?

This is a part of the designated head count already allocated to take care of these tasks.

99 Encompass C 1.2.1.12 Other than the Trane contract which is specified in ITN, what other existing service contracts

See response to Question No. 90.

# Vendor Name

Solicitation Section Question Department Response are expected to roll into awarded vendor’s management?

To clarify, the Provider is not offering contract management services for the Trane contract, but rather as stated in Section C.1.2.12, all maintenance or other services to be provided by Trane pursuant to the Trane Contract are coordinated through the Provider and the contract manager for FSH.

100 Encompass

C 1.2.1.12 Please provide detailed list of current managed contracts with contract value (specify if monthly or annually) that we will be expected to manage. Will these contracts and management of these contracts be included in our fee or billed back to the Department as a separate charge?

See response to Question No. 90.

101 Encompass

C 1.2 Are there any managed services in current contract that the Department prefers not to keep existing vendor and would expect us to source new vendors for?

None at this time.

102 Encompass

A 2. 6. 15 Does the Department have an onsite life safety officer who keeps books documenting rounds/inspections?

Yes. The FSH Campus Fire Department maintains life safety documentation, rounds and inspections

103 Encompass C 1.2.11 and

A 2.6.15

What vendor is currently being used for life safety? Sprinkler-Matic & Johnson Controls

104 Encompass

Exhibit C What vendor is currently being used for wastewater collection treatment and potable water distribution?

The FM Provider would be responsible for providing staff, oversight, and program compliance to the current facility water treatment plant program. Refer to Change No. 13.

# Vendor Name

Solicitation Section Question Department Response

105 Encompass

Exhibit C (page 11)

Please provide some examples of some special projects and typical frequency.

Special projects are done on as needed basis if with the FM capabilities generally not scheduled. Painting and repairs to residential housing, flooring to small office type area. However, Vendors may propose in their response a preventative maintenance schedule such as monthly external painting , external power washing of buildings, and repairs to residential housing. See Change No. 10.

106 Encompass Exhibit C (page 11)

What services will be billed additionally?

See response to Question No. 45. Upon approval from FSH leadership, there may be additional services which could be billed for.

107 Encompass

B.7 Will awarded vendor be responsible for providing floor finish and if so, is there a specific brand or type the Department prefers?

The Provider is responsible for purchasing the floor finish. There is not a specific brand, however it should be high solids. Per Section C.1.1.1., 4., All Provider supplied cleaning chemicals and supplies must be approved by the Department prior to use within the Facility. A Safety Data Sheet for each cleaning chemical must be filed with the Department’s Contract Manager, which shall not be unreasonably withheld.

108 Encompass B.7 Will the Department provide 2-way radios for communication? Yes.

109 Encompass

C 1.3.19.3 It states that critical staffing is 80 FTEs for EVS, Transportation and FM but then states critical staffing is 40 FTEs for EVS, 7 for transportation and 40 for FM, which equals 87. Please clarify/confirm the correct number of critical staff FTEs.

Critical staffing is the staffing required in ramp up, in order to cover critical areas during the initial time in the contract. The Vendor(s) should include timeframes for criterial areas/ramp up.

110 Encompass C 1.3.19.3 Do any of the transportation positions require special classification of drivers license?

See Change No. 4.

111 Encompass A 2.6.26 What work order system / software is currently being used?

“FitPro” is being used by the current Provider. The new Provider will need to furnish a work order system/software. Refer to Section C.1.3.19.2.

112 Encompass N/A Please confirm the solicitation number. The title page says DCF The correct number is DCF ITN 2223 037. See Change No. 5.

# Vendor Name

Solicitation Section Question Department Response

ITN 2223 037 but the footer on the ITN document says DCF ITN 2223 039.

113 CCS Facility Services

Do you have an existing budget for consumable supplies?

Normally, we bill these back at cost based on actual usage.

Would this be acceptable?

See answer to Questions No. 93.

114 CCS Facility Services

For the landscaping portion, would CCS employees be able to use the state owned landscaping equipment or will we be purchasing all new equipment?

Use of state-owned equipment is allowed.

115 Crothall Healthcare

SC Part 2 Attachment 1

Is it possible to receive a larger copy of Attachment 1, Map of Florida State Hospital?

See Attachment V: Aerial Map, Building Maps, and Building List.

116 Crothall Healthcare

SC Part 2 Upon

Request Only Areas

What is the square footage and function of buildings 1048, 1073, 1081, 1085, 1123, 1125, 1145, 1152, 1410?

See Attachment V: Aerial Map, Building Maps, and Building List.

117 Crothall Healthcare

SC Part 2 Upon

Request Only Areas

What is the square footage of Recreational Bldg 1188, & 1412? See Attachment V: Aerial Map, Building Maps, and Building List.

118 Crothall Healthcare

SC Part 2 Attachment

IV

The buildings listed below, with square footage, are listed in the document DCF ITN 223 037 SC Part 2, Attachment IV (Pages 45, 46) but do not show up as Resident Living Areas on Page

See Attachment V: Aerial Map, Building Maps, and Building List.

# Vendor Name

Solicitation Section Question Department Response

11. Are these buildings primarily office space? If not what is the function of each building?

1001, 1002, 10-03, 1016, 1029, 1153, 1234, 1235, 1240, 1244, 1245, 1249, 1250, 1262, 1451, 1452, 1453, 1454, 1455

119 Crothall Healthcare

SC Part 2 Patient/Resid ent Living Areas.

Yearly

Tasks. page

Exterior Window/Glass on 1 Story Buildings is included, in the service, Is there a contract for exterior glass for buildings higher than 1 story?

Is this contract paid for by the department or the provider?

This is to be completed by the FM Provider.

120 Crothall Healthcare

SC Part 2 C.1.1.1

The following buildings are listed in the document DCF ITN 223 037 SC Part 2 on Page 11, Patient Resident Living areas but are not on Attachment IV (Pages 45, 46) EVS List on 1020, 1030, 1034, 1037, 1088, 1042, 1043, 1048, 1391, 1267 & 1410. Please provide Resident Bed Count and Square footage for each building.

Buildings 1020, 1030, 1034, 1037, 1038, 1042, 1043, 1391 are within the abandoned prison compound and not included. Buildings 1048 (Recreation), 1267 (Endeavour House) and 1410 (Large Horticulture- Exp) should be addressed as needed.

121 Crothall Healthcare

DCF ITN

2223 037

Section 3.4

Section 3.4 of RFP states department does not fund “Cost of Living Increases”. Are you looking for a fixed price for the initial term of the agreement or

All costs should be proposed by the Vendor in their response.

Renewal costs, if applicable, can be established, but increases in costs are not considered throughout the life of the contract.

# Vendor Name

Solicitation Section Question Department Response will there be increases allowed associated with CPI?

122 Crothall Healthcare

DCF ITN

2223 037

Section 2.4

Is there any requirement to include a Women--, Veteran--, Minority Owned--, or Small business enterprise as a subcontractor for any portion or all of this RFP?

No, The Provider is to follow the same standards as the Department, that Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in accordance with 287.09451 (F.S.)

123 Crothall Healthcare

DCF ITN

2223 037

Section 2.3 Timeline

RFP Timeline outlines “Posting of Award” as 12/11/23 and “Anticipated Effective Date” as 1/1/24. Crothall will not be able to transition services if there is an expectation of commencement on 1/1/24 given an award date of 12/11/23. For a process of this magnitude, Crothall would require minimum 60 days (preferable 90 days) between notification and commencement of services.

Further, unless provided in advance of award date, the incumbent contractor would be required to comply with the Warren Act which requires 60 days prior notification of current staff.

See response to Question No. 60.

124 Crothall Healthcare

DCF ITN

2223 037

Can you provide all contracts associated with outsourcing of these services currently?

See response to Question No. 90.

125 Crothall Healthcare

DCF ITN

2223 037

Can you provide a copy of the current department budgets? See response to Question No. 52.

# Vendor Name

Solicitation Section Question Department Response

126 Crothall Healthcare

DCF ITN

2223 037 Section 4.2.5.4 Quality Control

Does the facility feel that the current condition of the buildings we toured, and the services/tasks being performed by the current vendor(s), meet the quality standard the state is seeking?

The Department will not comment on the performance of another Provider.

127 Crothall Healthcare

DCF ITN

2223 037 Section 5

Is the intention of the committee to award the contract to the company they feel can best improve the current appearances-conditions of the facilities or to award based on lowest cost?

Refer to the ITN for information regarding the evaluation criteria and negotiation process.

128 Crothall Healthcare

SC Part 2 Section C.1.2

Please clarify how supplies for Facilities Maintenance are managed.

The Provider is required to utilize warehouse facilities maintenance supplies that are purchased by the facility through the state purchasing system.

129 Crothall…