BPM006159_Solicitation_Requirements.pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona Department of Veterans’ Services

Procurement Office

3839 N. 3rd Street

Phoenix, AZ 85012

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 1 of 82

Solicitation Number: BPM006159

Description: Housekeeping and Laundry Services for All Arizona State Veterans’ Homes

Solicitation Due Date and Time: April 25, 2024 at 5:00 PM

Pre-Offer Conference: April 11, 2024 · 2:00 – 3:00pm

Pre-Offer Conference - BPM006159 Housekeeping and Laundry Services for all Arizona State Veterans' Services Thursday, April 11 · 2:00 – 3:00pm Time zone: America/Phoenix Google Meet joining info Video call link: https://meet.google.com/jpy-jnkx-ysp Or dial: 5043-626-(US) +1 216 PIN: 906 768 296# More phone numbers: https://tel.meet/jpy-jnkx-ysp?pin=8902611218416

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona

Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the

“State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement

System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation

Amendments. Additional instructions for preparing an Offer are included in this solicitation.

https://meet.google.com/jpy-jnkx-ysp https://tel.meet/jpy-jnkx-ysp?pin=8902611218416 https://tel.meet/jpy-jnkx-ysp?pin=8902611218416 https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Summary Page 2 of 48

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

Table of Contents

Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 3 of 82

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Special Terms and Conditions 6

Addendum A to the Special Terms and Conditions 40

Addendum B to the Special Terms and Conditions 41

Uniform Terms and Conditions 45

Solicitation Summary

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 4 of 82

1. What is the State Soliciting?

The Arizona Department of Department of Veterans’ Services, Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more Contracts, to provide

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes (ASVH).

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006159 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.2. Attachment: BPM006159 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

2.1.3.1. Offer and Acceptance

2.1.3.2. Boycott of Israel Disclosure

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 5 of 82

2.1.3.3. Forced Labor of Ethnic Uyghurs Ban

2.1.3.4. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.5. Conformance Statements

○ Supplement – Conformance Statements - Exceptions to Instructions

○ Supplement – Conformance Statements - Exceptions to Scope of Work

○ Supplement – Conformance Statements - Exceptions to Contract Terms and Conditions

2.1.3.6. Key Personnel

2.1.3.7. Letter of Insurability

2.1.3.8. Organization Profile

2.1.3.9. Proposed Subcontractors

2.1.3.10. Experience and Capacity Response

2.1.3.11. References

2.1.3.12. Method of Approach

2.1.3.13. Pricing

2.1.3.14. AZ Baseline Infrastructure Security Controls

2.1.3.15. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.1.3.16. Health Insurance Portability & Accountability Act of 1996 (HIPPA)

Business Associate Agreement

2.1.3.17. Exhibit One Plans for RFP

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Scope of Work

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 6 of 82

Scope of W ork

Scope of Work

1. Purpose and Background

1.1. The purpose of this Solicitation is to establish Housekeeping and Laundry Services for the

Arizona State Veterans’ Home in Phoenix (ASVH-P), Tucson (ASVH-T), Yuma (ASVH-Y) and Flagstaff (ASVH-F).

1.2. All Arizona State Veterans’ Homes are state-owned and operated facilities built to serve the long-term needs of the Veterans and their spouses in Arizona.

1.3. The services provided by all Arizona State Veterans’ Homes must adapt to meet the ever-changing health care needs of the population served. Care provided is based on the most currently accepted knowledge, practices, and technologies implemented through skilled personnel. In all levels of care, interdisciplinary approaches are planned with the

Veterans/resident and/or family to meet his or her needs. Programs are aimed at meeting long-term health care needs and encouraging wellness through preventive and rehabilitative services offered to assist in attaining a nd maintaining optimal functioning.

Person Centered Care is practiced daily.

1.4. ASPH-P is a skilled nursing facility located at 4141 North S. Herrera Way, Phoenix, AZ

85012. This facility offers one-hundred-four (104) beds and operates seven (7) days a week, twenty-four (24) hours a day. The one-hundred-four (104) beds are divided into four (4) units with twenty-six (26) beds in each long-term care unit, one (1) of the units consist of twenty-six (26) beds in the Memory Care Unit.

1.5. ASVH-T is a skilled nursing facility located at 555 East Ajo Way, Tucson, AZ 85723. This facility offers one-hundred-twenty (120) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home - Tucson consists of four (4) buildings that are each thirty (30) bed long–term care units. One (1) of the units consists of thirty (30) beds in the Memory Care Unit.

1.6. ASVH-F is a skilled nursing facility located at 2100 N. Gemini Drive, Flagstaff, AZ 86001.

This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four

(24) hours a day. The Arizona State Veterans’ Home - Flagstaff consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

1.7. ASVH-Y is a skilled nursing facility located at 6051 E. 34th Street, Yuma, AZ 85365. This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home – Yuma consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 7 of 82

2. Scope of Work

2.1. Housekeeping Services Requirements:

2.1.1. The Contractor shall provide housekeeping management services including, but not limited to, restrooms, veteran/resident rooms, unit day rooms, cafeteria dining rooms, offices, lobbies, corridors, elevators, reception rooms, training classrooms, rehabilitation areas (e.g., gyms, workout rooms), library, rehabilitation room, gift shop, conference rooms, hallways, activity rooms, lounges, veteran/resident mall areas, non-clinical areas and medication rooms.

The Contractor shall ensure that the facility, furnishings and premises are maintained according to all stated rules, regulations, policies and procedures.

The Contractor shall furnish all supervision, labor, materials, equipment, tools, chemicals and vehicles necessary to provide the required services. All equipment, machinery and space used shall be solely for the support of all ASVHs and related programs, unless otherwise approved by the Administrator.

2.1.2. The Contractor shall be required to perform the following so that all requirements are met to the ASVHs satisfaction.

2.1.2.1. Material and Supplies. Purchase and provide materials and supplies’ that shall be required, including but not limited to:

2.1.2.1.1. Cleaning materials, paper towels, cleaning rags, hand and body soap, hand sanitizer, toilet tissue, brooms, mops, dust pans, disposable gloves, cleaning chemicals and plastic receptacle liners for all sized and external containers, etc.

2.1.2.1.2. Contractor shall use chemicals in coordination with the

ASVH.

2.1.2.2. Contractor shall fill all hand sanitizer, soap, and paper dispensers.

2.1.2.3. Contractor shall provide, install and repair all dispensers as directed by ASVH staff.

2.1.2.3.1. If Contractor uses current dispensers, the current hand soap and sanitizer must continue to be use.

2.1.2.3.2. If Contractor changes hand soap and sanitizer, dispensers must also be provided.

2.1.2.4. Contractor Owned Equipment. The Contractor shall purchase and provide all equipment and vehicles/carts necessary to perform and support the full array of the housekeeping services required. Provide

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 8 of 82 all supplies to operate the equipment and vehicles. Replace lost or damaged equipment so that services to the ASVHs are not interrupted.

2.1.2.5. Safety Data Reporting. The Contractor shall provide Safety Data Sheets (SDS) for all inventory of chemicals. Maintain a current SDS Book for all products used by the Contractor to provide housekeeping services/chemical supplies at the ASVHs. Store each SDS Book in the housekeeping closet or designated area. SDS books shall be available for ASVHs review upon request. Update all SDS books as required so that they are always current.

2.1.2.6. Office Cleaning/Non-Veteran/Resident Care Areas. The Contractor shall provide office cleaning to all non-resident care areas including, but not limited to, the Facilities Maintenance, Dietary, administrative areas, and other contracted service offices on the grounds of the ASVHs as identified on the square footage document.

2.1.2.6.1. All office buildings and non-resident care areas shall be cleaned a minimum of five (5) days per week. Cleaning these areas includes, but is not limited to, emptying trash receptacles, cleaning tables and counters with disinfectant, vacuuming carpeted areas, washing tile and linoleum floors, dusting (including high ceiling dusting), and cleaning and disinfecting bathrooms;

2.1.2.6.2. Med rooms must be cleaned under the supervision of an ASVH nurse; and

2.1.2.6.3. Register vents and blinds shall be dusted at a minimum two

(2) times a month or at the direction of the ASVH Administrator.

2.1.3. Veteran/Resident Care Areas:

2.1.3.1. Veteran/Resident Living and Dining Areas. The Contractor shall clean ASVHs veterans/residents living and dining areas. All veterans/resident living areas shall be cleaned, at a minimum, at least once per day, seven (7) days per week. Dining areas shall be cleaned, a minimum of three (3) times per day after each meal, seven (7) days per week. Cleaning these areas includes, but is not limited to, emptying trash receptacles, cleaning tables, chairs and counters with disinfectant, vacuuming carpeted areas, washing tile and linoleum floors, dusting, privacy curtains and cleaning and disinfecting bathrooms.

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 9 of 82

2.1.3.2. Opening and Closing of Units. The Contractor shall thoroughly clean units prior to the ASVH staff moving veteran/residents into a vacant unit and when a unit is closed after veteran/resident removal, unless otherwise directed by the Administrator. This includes, but is not limited to, emptying trash receptacles, cleaning tables, chairs and counters with disinfectant, vacuuming carpeted areas, washing tile and linoleum floors, dusting (including high dusting), and cleaning and disinfecting bathrooms. Clean ceiling fans, register vents and blinds.

Floors shall be buffed and polished.

2.1.3.3. Other Veteran/Resident Areas (i.e.: therapy room,, gift shop, etc.). The Contractor shall clean other veteran/resident care areas at a minimum of five (5) days per week. Cleaning these areas includes, but is not limited to, emptying trash receptacles, cleaning tables, chairs and counters with disinfectant, vacuuming carpeted areas, washing tile and linoleum floors, dusting (including lobby high level dusting), and cleaning and disinfecting bathrooms.

2.1.3.3.1. Register vents and blinds shall be dusted at a minimum monthly. High dusting shall be done quarterly; and

2.1.3.3.2. When unoccupied, the conference rooms and adjacent offices shall be cleaned unless directed otherwise as listed in paragraph 2.1.3.3 of this solicitation.

2.1.3.4. Non-Resident Care Areas. The Contractor shall clean and maintain Administrative areas. Areas shall be cleaned a minimum of five (5) days per week, including, but not limited to, emptying trash receptacles, cleaning tables and counters with disinfectant, vacuuming carpeted areas, washing tile and linoleum floors, dusting (including high ceiling dusting), and cleaning and disinfecting bathroom.

2.1.3.5. Window Cleaning. The Contractor shall provide weekly window cleaning of entryways and main entrances to the buildings. Semi-annual cleaning or as directed by ASVH administrator of the interior (including offices) and exterior of all windows at the ASVHs.

2.1.3.6. Pest Control. The Contractor shall report any pest infestations or observations including, but not limited to, ant or termite nests, beehives, black widow spiders, vermin or bird nests immediately to the ASVHs Administrator. Contractor to maintain a bug-and vermin-free environment for veteran/resident and staff.

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 10 of 82

2.1.3.7. Carpet Cleaning. The Contractor shall provide carpet cleaning service to the ASVH. Wall-to-wall shampoo cleaning of all carpeted areas shall be provided at a minimum of six (6) month intervals and as requested.

The cleaning schedule must not interfere with ASVH operations and direct veteran/resident care. An annual carpet cleaning schedule shall be provided to the Administrator for all areas.

2.1.3.8. Stairwells throughout ASVH. The Contractor shall pick up trash and debris in the stairwells. Power wash outdoor stairwells on a weekly basis.

2.1.3.9. Office Moves. Upon request, the Contractor shall clean and sanitize an identified office prior to a staff move. This may include carpet cleaning, dependent on the condition.

2.1.3.10. Other Maintenance. The Contractor shall complete other necessary maintenance, at a minimum semi-annually, such as floor stripping, waxing and buffing, wall washing, upholstery and drapery cleaning.

The cleaning schedule shall not interfere with ASVHs operations and direct veteran/resident care. Provide an annual cleaning schedule for these services to the ASVH Administrator.

2.1.3.11. Medical Equipment Cleaning. The Contractor shall clean and sanitize all medical equipment prior to being returned to the warehouse for storage or as requested.

2.1.3.12. Special Needs. The Contractor shall accept requests for special cleaning. Special needs include, but are not limited to, spilled food and infectious fluids. Provide personal protective equipment for Contractor staff and approved OSHA and CDC disinfectants and cleaning agents.

2.1.3.12.1. Adequate staff shall be on the premises during normal business hours (8:00am – 8:00pm) to provide special cleaning services as needed. After hours, have sufficient supplies available including buckets, mops, cleaning supplies and rags to clean up spills. These supplies shall be in designated areas accessible for staff on each unit.

2.1.3.12.2. The ASVH nursing staff shall clean spilled blood that is not beyond the capacity of the unit blood spill kit on the veteran/resident care units. Housekeeping staff shall sanitize the area after nursing staff have cleaned up the blood spill. The Housekeeping staff shall clean and sanitize blood spill areas on veteran/resident care areas

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 11 of 82 that exceed kit capacity or in any area outside the veteran/resident care units.

2.1.3.12.3. The ASVH may, at its discretion, instruct the Contractor to increase cleaning activities as necessary to address short and long-term needs, e.g. enhanced sanitation activities specific to pandemic mitigation. In this instance, the Contractor shall invoice the ASVH separately for additional labor and/or supplies required to meet the needs of the ASVH.

2.1.3.13. Mattresses. Upon request, Contractor shall clean non-usable mattresses and transfer them to the designated area.

2.1.3.14. Outside Floor Mats. The Contractor shall remove/replace and launder ADVS owned floor mats on a scheduled basis but no less than monthly. In between mat pick-ups, mats shall be brushed or vacuumed as needed to prevent dirt and debris buildup.

2.1.3.15. Shower/Privacy Curtains. Shower/Privacy curtains are provided by the ADVS. Contractor shall remove shower/privacy curtains on a quarterly or as needed basis. Shower/privacy curtains shall be washed and replaced quarterly. Contractor shall report deteriorated shower curtains to the ASVH Administrator for replacement.

2.1.3.16. Medical Waste. The Contractor shall, at a minimum on a daily basis or as needed, move filled red hazardous waste bags from unit containers to the infectious waste designated area.

2.1.3.16.1. Contractor shall remove biohazard materials from the storage bins (on a daily basis or as needed and transfer those contents to the infectious waste hold rooms on the designated area.

2.1.3.17. Repairs to ASVHs. The Contractor is responsible for the cost of repairing any ASVH structure or equipment damage caused by the Contractor, its employees or Subcontractors. Prepare and submit an ASVH Incident Report. The Contractor is responsible for repairing and restoring the structure or equipment to the original state at the Contractor’s expense.

2.1.3.18. Elevators. The Contractor shall clean, at a minimum, all elevators each day. This includes sweeping, wiping down elevator walls and mopping.

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 12 of 82

2.1.3.19. Outside Trash Pick-up. The Contractor shall perform daily outside grounds trash pickup or as requested.

2.1.3.20. Disaster Planning. The Contractor shall consistently maintain, at a minimum, a seven (7) day reserve of all supplies necessary to fulfill the responsibilities outlined in this agreement to ensure service continuation in the event of a disaster or emergency that may limit or prevent access to the campus.

2.2. Laundry Services Requirements:

2.2.1. Microfiber mops/towels

Microfiber mops/towels shall be laundered daily and return to respective units.

2.2.2. Curtains

Privacy curtains, shower curtains, and window curtains shall be laundered monthly and returned to the respective units.

2.2.3. Personal Items Laundering

Personal items shall be laundered in such a manner as to meet or exceed all regulatory and licensing requirements and shall meet or exceed commercial laundry standards. Personal items shall be free of any irritants. Linen shall be ironed, folded, and bundled prior to delivery.

2.2.3.1. Upon request, personal clothing item(s) and personal linen shall be labeled appropriately with the Veterans/residents first and last name.

Contractor shall provide clothing labels and tools to perform this task.

2.2.4. Clean Personal Items Delivery

The Contractor shall provide personal items delivery to resident rooms between the hours of 7:00 am – 5:00 pm on designated day(s) to be mutually agreed upon by both parties. All clean personal item carts must be covered to protect the personal items from contamination during transport and delivery. Contents of a cart shall be dedicated to only one (1) unit.

2.2.5. Personal Items Acceptance and Rejection

Acceptance or rejection of the laundered items will be at the sole discretion of the ASVH. Rejected items include, but are not limited to, ripped/torn, stained, or soiled personal items. All personal items shall be free of damage, and foreign objects. Rejected items shall be set aside by the ASVH. Replacement of personal items shall be provided for all rejected personal items within seventy-two (72) hours of notification of determination of responsibility.

2.2.6. Soiled Personal Items Removal

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 13 of 82

The Contractor shall remove all soiled personal items from the units and deliver it to the designated area for pick up as necessary. The Contractor may pick up soiled personal items at any time during normal business hours 7:00 am – 5:00

pm. Soiled personal items shall be picked up daily or as needed per location.

Contractor shall provide a sufficient amount of laundry carts to contain soiled personal items and support the operation in all designated locations.

2.2.6.1. Contractor will coordinate with ASVH to bag the soiled personal items, place the bags in the laundry carts provided by the Contractor and deliver the carts to the soiled personal items area in each designated location; and

2.2.6.2. All soiled personal items shall be returned to the Contractor’s premises for sorting by the Contractor.

2.2.7. Laundry Carts

Clean personal items shall be provided in impervious, sanitized, and covered laundry carts. Carts shall be free from debris, irritants, and extraneous materials.

Carts shall be in good repair and easily movable throughout the ASVHs.

2.2.8. Point of Contact

The Contractor shall provide the names and telephone numbers of personnel to call in the event of an emergency delivery or delivery dispute that requires immediate attention

2.3. Quality Management and Performance Compliance:

The Contractor shall:

2.3.1. Perform all services in accordance with all rules and regulations, CMS, State

Licensure, OSHA, CDC, EPA, appropriate Counties, corresponding Cities, ASVH Policies and Procedures, HIPAA and this executed Contract.

2.3.2. Participate in ASVH Performance Improvement Activities and attend all Quality Assurance Performance Improvement meetings.

2.3.3. Develop and submit Performance Indicators to the Administrator for the Quality Assurance Performance Improvement (QAPI) Committee based on clinical and/or operational areas needing improvement.

2.3.4. Provide monthly performance improvement data submissions to the Administrator by the 10th of each month for the previous month for review.

2.3.5. Conduct quality control and performance improvement monitoring and evaluation activities as approved by the identified ASVH personnel. Reports

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 14 of 82 shall be submitted as agreed upon with the ASVH Administrator. Corrective actions shall be taken by the Contractor as applicable to remedy any deficiencies noted through monitoring activities.

2.3.6. Conduct environmental tours at the discretion of the ASVH Administrator.

2.3.7. Develop an overall contract performance goal. The performance goal shall be approved by the Administrator and be in compliance with the regulatory services provided through contractual agreement; and (Provide in response).

3. Tasks:

The following additional tasks to be completed as required, needed, or requested by the ASVH:

3.1. Provide inventory control of cleaning supplies and equipment;

3.2. Maintain SDS Book of all chemicals stored and/or used in the facility;

3.3. Coordinate cleaning operations, including offices, residents rooms, common areas and dining areas, windows, carpets, floors, walls, upholstery, drapery and blinds;

3.4. Coordinate personal items delivery and removal schedules;

3.5. Provide pest notification;

3.6. Provide special cleaning;

3.7. Provide adequately trained staff;

3.8. Complete and submit reports; and

3.9. Provide advice for cost containment of housekeeping management and laundry operations.

3.10. Upon notification of termination of this contract and throughout transition process

Contractor will provide services as needed to ensure the smooth transition to eliminate impact on the residents. During this period the Contractor will maintain the pricing on the expiring contract.

4. Reference Documents:

The following documents are available for review upon request, via Internet links, as noted:

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 15 of 82

4.1. If available Master Site Plan;

4.2. Buildings by Name with Square Footage and Occupancy Status;

4.3. Emergency Operations Plan;

4.4. Linen use per unit, per month - State Fiscal Year 2022;

4.5. ASVH Policies and Procedures Manual;

4.6. Medicare State Operations Manual: http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp;

4.7. ADHS link:

https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf;

https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf

5. Report and Deliverables:

5.1. The following reports shall be required from the Contractor to fulfill the Contract obligations. Reports shall be delivered to the Administrator on the fifteenth (15th) day following the end of the previous calendar month, unless otherwise noted. Contractor shall work with the Administrator on report design to ensure the format meets the ASVH’s requirements for budgeting and contract management purposes. Other reports may be requested by the ASVH.

5.1.1. Staffing Plan: Shall be submitted with solicitation response and as updated and as requested through the term of the contract. The plan shall include as a minimum, the following easily identifiable appropriately title sections or documents as required in Scope of Work Section.

5.1.2. Staff Certifications: All required certifications shall be kept on file at ASVHs at all times as required in Scope of Work.

5.1.3. Personnel Records: Shall be on file at ASVHs and made available upon request.

Personnel records shall contain all information as required in Scope of Work.

http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 16 of 82

5.1.4. Self-Inspection and QAPI Assessment: Shall be submitted within ten (10) days of contract award and as updated. The plan shall include, as a minimum, all required elements as stated in Scope of Work Section.

5.1.5. Issue Resolution Plan: Shall be submitted with solicitation response and as updated. The plan shall include all required elements as stated in Scope of Work.

5.1.6. Secure Working Environment Plan: Shall be submitted within ten (10) days of contract award and as updated and include all required elements as stated in

Scope of Work.

5.1.7. Emergency Disaster Support: Shall be submitted with solicitation response and as updated, and include all required elements as stated in Scope of Work.

5.1.8. Hazardous Materials Storage Plan: Shall be provided prior to performance and maintained meeting required elements as stated in Scope of Work.

5.1.9. Safe Work Environment Plan: Shall be available upon request and shall satisfy all required elements as stated in Scope of Work.

5.1.10. Employee Listing by Name and Position – this report shall be delivered monthly with each invoice. This report shall include the employee name, department, position and phone numbers.

5.1.11. Quarterly Quality Control Self Inspection/Results Report.

5.1.12. Monthly linen rejection credit statement.

5.2. Within ten (10) days of Contract award and upon request:

5.2.1. Staffing Plan;

5.2.2. Sub-Contractors and their provided service;

5.2.3. Annual Organizational Chart;

5.2.4. Telephone numbers and e-mail addresses of key personnel, including the scheduling and supervising staff;

5.2.5. Continuous service plan;

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Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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5.2.6. Exit interview and termination plan;

5.2.7. Employee productivity plan;

5.2.8. Employee competencies;

5.2.9. Issue resolution plan; critical

5.2.10. Secure working environment plan;

5.2.11. Pertinent policies and procedures;

5.2.12. Outside support services plan;

5.2.13. Annual rotating carpet cleaning schedule annually;

5.2.14. Annual rotating schedule for other maintenance, including floor stripping, waxing, buffing, wheelchair cleaning, etc.;

5.2.15. Licenses and certifications;

5.2.16. Provide on hire and annual background and fingerprint clearance cards for all staff including subcontractors;

5.2.17. Annual training schedule;

5.2.18. Annual certificate of liability Insurance;

5.2.19. A current and valid Certificate of Liability Insurance (COI) prior to commencement of the Contract and yearly throughout the term of the Contract. A

Purchase Order will not be issued by ADVS for the Contractor to perform services without the COI on file in the Contract; and

5.2.20. Sign and return the Business Associate Agreement (BAA) attached to this

Contract.

6. ASVH Deliverables:

The ASVH shall provide:

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 18 of 82

6.1. Parking;

6.2. Keys where applicable;

6.3. New employee orientation (NEO);

6.4. Local telephone service;

6.5. Office space; and

6.6. Local Area Network (LAN) access if necessary.

7. Payment and Invoicing:

7.1. The Contractor will be paid in accordance with the Contract amount, as accepted by

ASVH. The Contractor’s sole compensation will be from the Contract amounts annotated on the pricing sheet.

7.2. The State will not pay for services, any travel expenses, and/or products in advance.

Payments will be made monthly, for completion of services as shown by an itemized invoice, submitted by the Contractor by the fifteenth (15th) day of the month following service. Payments will not be authorized if the invoice submitted is incomplete or does not contain the necessary information needed to properly review.

8. Notices, Correspondence, and Reports:

Arizona State Veteran Home - Phoenix

Attention: Administrator

4141 North S. Herrera Way

Arizona State Veteran Home - Tucson

Attention: Administrator

555 East Ajo Way

Tucson, AZ 85723

Arizona State Veteran Home - Flagstaff

Attention: Administrator

2100 N. Gemini Drive

Flagstaff, AZ 86001

Arizona State Veteran Home - Yuma

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 19 of 82

Attention: Administrator

6051 E. 34th Street

Yuma, AZ 85365

9. Mandatory Requirements:

9.1. Offerors are required to complete and pass the Arizona Mandatory Control Baseline

Prerequisite Assessment (https://azdohs.gov/file/4357) and submit as part of their Offer.

Arizona Department of Homeland Security (AZDOHS) Cyber Command will evaluate and rank submitted Arizona Baseline Infrastructure Security Controls for completeness, attention to detail, and understanding of NIST security controls and framework. AZDOHS

Cyber Command will forward assessment results and recommendations to the

Procurement Officer. Results of these IT security control reviews are for internal use only and will not be shared with responding bidders, though the results may be used by the

Procurement Officer to determine Offeror susceptibility for award.

9.2. Pursuant to State Data Classification Policy P8110, and the Data classification defined in the Special Terms and Conditions, the Contractor will have access to the following type of Data as part of its work under the Contract:

☐ Low Impact Data (AZRAMP 125 / NIST Low Impact)

☐ Moderate Impact Data (AZRAMP 325 / NIST Moderate Impact https://azdohs.gov/file/4357 https://azdohs.gov/information-security-policies-standards-and-procedures

Special Terms and Conditions

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 20 of 82

The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer:

1.2.1. If State did not request a Revised Offer, then “Accepted Offer” means the

Initial Offer.

1.2.2. If State requested a Revised Offer but not a Best and Final Offer, then

“Accepted Offer” means the latest Revised Offer.

1.2.3. If State requested a Best and Final Offer, then “Accepted Offer” means the

Best and Final Offer.

1.3. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised

Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.4. Arizona Risk and Authorization Management Program (AZRAMP): is used by the Arizona

Department of Homeland Security to evaluate Cloud services and Contractors that will transfer, process, or store state data outside of state-managed or controlled networks, and has three levels of control review:

1.4.1. AZ Mandatory Control Baseline: 35 Controls

1.4.2. NIST Low Impact Control Baseline: Public Data Classification

1.4.3. NIST Moderate Impact Control Baseline: Confidential Data Classification

1.5. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt https://azdor.gov/transaction-privilege-tax-tpt

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Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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1.6. Attachment. Any item that:

1.6.1. The Solicitation required Offeror to submit as part of the Offer (e.g., Initial

Offer, Revised Offer, or Best and Final Offer);

1.6.2. Was attached to an Offer when submitted; and

1.6.3. Was included in the Accepted Offer.

1.7. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.8. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform

Terms and Conditions taken collectively.

1.9. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.10. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.11. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a

“Cooperative Purchasing Agreement” with the Arizona Department of Administration State

Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative

Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in

A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under

Section 501(c)(3) through 501(c)(6) of the tax code.

1.12. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter

5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

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Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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1.13. Eligible Agency:

1.13.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.13.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.13.3. If the Special Terms and Conditions indicate that the Contract is a

“cooperative” contract available for use by Co-Op Buyers, then “Eligible

Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.14. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.15. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.16. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

1.16.1. NIST Low Impact: If a Contractor may process, transmit, or store non-sensitive State Data, metadata, and/or Data that may be released to the public that requires no additional levels of protection during its work under the

Contract, then the Contractor shall follow the NIST Low Impact security controls as directed by the State Chief Privacy Officer (Enterprise Security, Privacy & Risk Compliance team).

1.16.2. NIST Moderate Impact: If a Contractor may process, transmit, or store one or more of the following types of Data during its work under the Contract, then the Contractor shall complete NIST Moderate Impact security controls

(authorized or provisional) status:

1. Personal identifiable information (PII) as defined by U.S Dept. of Labor

(DOL);

2. Protective health information (PHI) as defined by HIPAA;

3. Payment card industry (PCI) Data as defined by PCI Security Std. Council

(PCI SSC);

4. Criminal justice information (CJI) Data;

5. Federal tax information (FTI) Data defined by IRS 1075;

https://www.nist.gov/

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Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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6. Data that if lost or unavailable would either be disruptive to government operations or cause a loss of confidence of trust in the government;

7. Directed by the State Chief Privacy Officer (Enterprise Security, Privacy &

Risk Compliance team).

1.17. Order: The instrument by which the Eligible Agency or Co-Op Buyer authorizes a

Contractor to perform some or all of the Work. Whether the Contract will have one Order or many Orders depends on the scope of the Contract and how the State will use it. The

Special Terms and Conditions provide that information. Any of the following are construed as an “Order”: “Purchase order,” “task order,” “service order,” or “job order”.

1.18. State’s eProcurement System: The State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of

Administration State Procurement Office policy document Technical Bulletin No. 020, The

State’s eProcurement System–The Official State eProcurement System. Technical

Bulletin No. 020 is available online at:

https://spo.az.gov/sites/default/files/documents/files/TB_020_APP_20181024.pdf

1.19. State: With respect to the Contract generally, “State” means the State of Arizona and its department, agency, university, commission, or board that has executed the Contract.

With respect to administration or rights, remedies, obligations and duties under the

Contract for a given Order, “State” means each Eligible Agency or Co-Op Buyer who has issued the Order.

1.20. State Indemnitees: Collectively, the State of Arizona, its departments, agencies, universities, commissions, and boards and, and their respective officers, agents, and employees.

1.21. StateRAMP: A non-profit organization that provides a uniform approach to verifying that the cybersecurity of Cloud service providers (CSPs) meets the standards and regulations needed to do business with state and local governments.

1.22. Work: The totality of the Materials and the Services and all the acts of administration, creation, production, and performance necessary to fulfill and incidental to fulfilling all of

Contractor's obligations and duties under the Contract in conformance with the Contract and applicable laws.

2. Contract Interpretations

2.1. Usage. Where the Contract:

2.1.1. assigns obligations to Contractor, any reference to “Contractor” is to be construed to be a reference to the Contractor and all Subcontractors, whether https://spo.az.gov/sites/default/files/documents/files/TB_020_APP_20181024.pdf

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 24 of 82 they are first-tier Subcontractors, sub-subcontractors, suppliers, sub-suppliers, consultants, or sub-consultants, as well as all of Contractor’s and the

Subcontractor’s respective agents, representatives, and employees in every instance unless the context plainly requires that it is a reference only to

Contractor as apart from Subcontractors.

2.1.2. uses the permissive “may” with respect to a party’s actions, determinations, etc., the terms is to be interpreted as in A.A.C. R2-7-101(32) [Definitions]. For clarity of intent, any right given to State using “State may” or a like construction denotes discretion and freedom to act so far as any regulatory or operative constraints permit in the relevant circumstances, provided that: (a) where written “may, at its discretion,” the discretion extends to whatever is most advantageous to State; and (b) where written only as “may,” the discretion is constrained by what is fair, reasonable, and as accommodating of the respective best interests of both parties as practicable under the circumstances;

2.1.3. uses the imperative “shall” with respect to a party’s actions, duties, etc., the term is to be interpreted as in A.A.C. R2-7-101(44) [Definitions]. Conversely, the phrase “shall not” is to be interpreted as an imperative prohibition.

2.1.4. uses the term “must” with respect to a requirement, criterion, etc., the term is to be interpreted as conveying compulsion or strict necessity;

2.1.5. uses the term “might” with respect to an event, outcome, action, etc., the term is to be interpreted as conveying contingency or non-discretionary conditionality; and

2.1.6. uses the term “will” or the phrases “is to be” or “are to be” with respect to an event, outcome, action, etc., the term or phrase is to be interpreted as conveying such certainty or imperativeness that “shall” is either unnecessary or irrelevant in that instance.

2.2. Contract Order of Precedence

2.2.1. Complementary Documents. All of the documents forming the Contract are complementary. If certain work, requirements, obligations, or duties are set out only in one but not in another, Contractor shall carry out the Work as though the relevant Work, requirements, obligations, or duties had been fully described in all, consistent with the other documents forming the Contract and as is reasonably inferable from them as being necessary to produce complete results.

Solicitation No. BPM006159

Housekeeping and Laundry Services for all Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No.