STATE OF ARIZONA

DEPARTMENT OF HEALTH SERVICES

NOTICE OF REQUEST FOR PROPOSAL (RFP)

ARIZONA DEPARTMENT OF

HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

SOLICITATION NUMBER:

BPM007117 – LOT 1, ROUND 1

SOLICITATION DUE DATE/TIME: Wednesday, December 3, 2025 at 3:00:00 PM Local AZ Time

SUBMITTAL LOCATION: https://app.az.gov

DESCRIPTION: Environmental Services for the Arizona State Hospital

ON-SITE INSPECTION:

Location: The Arizona State Hospital Civil Lobby

501 N. 24th Street Phoenix, AZ 85008

Date: Thursday, November 20, 2025 Time: 8:30 AM Local AZ Time

PRE-OFFER CONFERENCE:

Monday, November 24, 2025 at 10:00 – 11:00 AM Local AZ Time

Google Meet joining info:

Video call link: https://meet.google.com/dmy-rnmp-mzi?authuser=0&hs=122&ijlm=1761946335633 Or dial: (US) +1 315-925-6521 PIN: 421 969 072#

In accordance with A.R.S. § 41-2534, competitive sealed proposals for the services specified will be received by the Arizona Department of Health Services (ADHS) online in the State of Arizona’s online procurement system, https://app.az.gov (Arizona Procurement Portal – APP). Proposals received by the due date and time will be opened. The name of each Offeror will be publicly available. Proposals must be submitted in the State APP system on or prior to the date and time indicated.

Late proposals will not be considered. It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

With seventy-two (72) hours prior notice, persons with disabilities may request special accommodations such as interpreters, alternative formats, or assistance with physical accessibility. Such requests must be addressed to the Solicitation contact person named below.

OFFERORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION CAREFULLY.

Solicitation Contact:

Nathaniel Thomas, Senior Procurement Specialist

Arizona Department of Health Services

Email: Nathaniel.Thomas@azdhs.gov

Phone: (480) 952-3883

SOLICITATION REQUIREMENTS

TABLE OF CONTENTS ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

ENVIRONMENTAL SERVICES FOR THE ARIZONA

STATE HOSPITAL

*The following table of contents applies to all attachment documents in APP for this Solicitation*

USECTIONU UCONTENT

Solicitation Requirements Notice Page

Table of Contents

Scope of Work

Special Terms and Conditions

Uniform Terms and Conditions

Exhibits Exhibit One (1): Square Footage

Exhibit Two (2): Historic Linen Volume

Exhibit Three (3): Map of the Arizona State Hospital

Exhibit Four (4): Arizona State Hospital Official Census

Exhibit Four (5): Performance Bond Form 303

Exhibit Five (6): Payment Bond Form 302

Exhibit Seven (7): Historic Hospital Spend on Linen Services

Solicitation Instructions Special Instructions to Offerors

Uniform Instructions to Offerors

Attachments Located in APP Attachment A: Offer and Acceptance

Attachment B: Notices, Correspondence and Payments

Attachment C: Designation of Confidential, Trade Secret and Proprietary

Information

Attachment D: Proposed Subcontractors

Attachment E: HIPAA Business Associate Agreement (BAA)

Attachment F: Conformance Statements and Exceptions Requests

Attachment G: Fee Schedule

Attachment H: Budget Narrative

SCOPE OF WORK ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

1. Acronyms

1.1. As used in this Solicitation and any resulting Contract, the acronyms listed below are defined as follows:

1.1.1. “ACPTC” means Arizona Community Protection and Treatment Center.

1.1.2. “ADHS” means Arizona Department of Health Services.

1.1.3. “BAA” means Business Associate Agreement.

1.1.4. “CCO” means Chief Compliance Officer

1.1.5. “CMS” means Centers for Medicare and Medicaid Services.

1.1.6. “COI” Certificate of Insurance.

1.1.7. “COO” means Chief Operating Officer.

1.1.8. “COOP” means Continuity of Operations Plan.

1.1.9. “FTE” means Full Time Employee.

1.1.10. “HIPAA” means Health Insurance Portability and Accountability Act of 1996.

1.1.11. “Hospital” means Arizona State Hospital.

1.1.12. “LAN” means Local Area Network.

1.1.13. “SDS” means Safety Data Sheets.

1.1.14. “QAPI” means Quality Assurance Performance Improvement.

1.1.15. “SAM” means Sexual Abuse and Molestation.

1.1.16. “SVP” means Sexually Violent Persons.

2. Background

2.1. The Hospital is a Division of the Department of Health Services (ADHS). It is established and operated under A.R.S. § 36-202 et. seq. “for the care and treatment of persons with mental disorders and persons with other personality disorders or emotional conditions who will benefit from care and treatment.” The Arizona State Hospital is the State’s only hospital dedicated to the care of the seriously mentally ill. The Hospital serves to provide evidenced based treatment in a recovery paradigm utilizing a multidisciplinary team approach.

2.2. The Hospital provides treatment and rehabilitative services to the most severely mentally ill persons in the State. This is a court-ordered, civil, and forensic committed treatment center. Individuals must be suffering from a behavioral health illness, which has severely impaired their functioning and ability to live within their family and community. The Hospital’s current population is approximately 260 patients in thirteen (13) separate units divided into three (3) separate areas. This Contract is a key component to ensure that the Hospital meets its statutory mandate.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

2.3. The Arizona State Legislature enacted A.R.S. § 36-3701 in the 1997 legislative session requiring the housing of “sexually violent persons” (SVP) at the Hospital in the Arizona Community Protection and Treatment Center (ACPTC) program. ACPTC provides for a secure treatment environment for sexually violent persons (residents) who have been determined to have a mental disorder and need to be committed to protect the health and safety of others in the community. The ACPTC’s current population is approximately one-hundred (100) residents in three (3) separate units.

2.4. The Hospital and ACPTC, otherwise known as the “Hospital”, are located at 2500 East Van Buren Street, Phoenix, Arizona 85008 with the physical entrance to the hospital located at 501 N. 24th Street. The Hospital operates twenty-four (24) hours per day, three hundred sixty-five (365) days per year.

3. Objective

3.1. To provide environmental services to the Arizona State Hospital as outlined herein. The buildings shall be maintained in a clean, sanitary and attractive condition to provide a healthy and pleasant environment for patients, residents, visitors and staff.

3.2. This is a “Brand Name or Equivalent” Specification. The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. Other products substantially equivalent to the brand designated qualify for consideration.

4. Scope of Services

4.1. The Contractor shall provide Comprehensive Environmental Services and laundry/linen operations, including all labor, supervision, materials, supplies and equipment to ensure the Hospital facility maintains the highest standards of cleanliness, sanitation, and infection control for the following but not limited to:

4.1.1. Restrooms.

4.1.2. Patient rooms.

4.1.3. Unit day rooms.

4.1.4. Cafeteria dining rooms.

4.1.5. Offices.

4.1.6. Lobbies.

4.1.7. Corridors.

4.1.8. Elevators.

4.1.9. Reception rooms.

4.1.10. Training classrooms.

4.1.11. Rehabilitation areas (e.g., gyms, workout rooms).

4.1.12. Library.

4.1.13. Rehabilitation services run café.

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150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

4.1.14. Gift shop.

4.1.15. Conference rooms.

4.1.16. Hallways.

4.1.17. Activity rooms.

4.1.18. Lounges.

4.1.19. Patient mall areas.

4.1.20. Non-clinical areas and medication rooms.

4.1.21. Bank and Clothing Stores.

4.1.22. Civil Chapel.

5. Requirements

The Contractor shall:

5.1. Start services upon award.

5.1.1. There shall be a transition of services period of not less than thirty (30) days. During this period, the Contractor shall work closely with the existing Contractor, or Contractors, personnel and/or staff to ensure a smooth and complete transfer of duties and responsibilities.

5.2. Maintain all licenses required to fully perform its duties under the Contract and all required permits valid and in force.

5.3. Have a minimum of five (5) years of experience providing Comprehensive Environmental Services in inpatient behavioral health Hospital settings.

5.4. Director and Assistant Directors must speak English and have a high school diploma or equivalent.

5.5. Dress code - Housekeepers are required to wear scrubs. Director and Assistant Directors may wear scrubs or business casual attire. Scrub Colors are determined by the Hospital and subject to change at contract amendment. Current scrub color for housekeepers is a navy-blue bottom with a multi-color scrub top. Same color designated scrub jackets may be worn. Solid white, black, gray, or blue shirts (long sleeved or short sleeved) under scrubs may be worn. Contractor shall be responsible for the purchase of all dress code items.

5.6. Furnish all supervision, labor, materials, supplies, equipment, tools, chemicals and vehicles necessary to provide the required services.

5.6.1. All equipment, machinery and space used shall be solely for the support of the Environmental Services contract, unless otherwise approved in writing by the Chief Operating Officer

(COO).

5.6.1.1. The Hospital will provide storage space for equipment and supplies.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

5.7. Be responsible for the staffing of Environmental Services operation(s) during all operational hours and maintain a current staffing plan to ensure all services are being provided.

5.7.1. Contractor staff shall be on the premises from 7:00am – 11:30pm to provide services as needed.

5.7.2. Any changes to the staffing plan during the term of the Contract shall require prior approval from the COO and shall be done through a Contract Amendment.

5.7.3. When a position becomes vacant, the Contractor shall notify the COO the next business day in writing via email, and provide an operational plan of how responsibilities are being covered.

5.8. Maintain a current Exit Interview and Termination plan demonstrating the Contractor’s plan and process for conducting exit interviews and terminations.

5.9. Maintain a current Employee Productivity Plan demonstrating the Contractor’s approach for managing the Contractor’s staff time, workload, and tasks.

5.10. Maintain a current Employee Competencies document demonstrating the required knowledge, skills, and abilities for each position.

5.11. Maintain a current Issue Resolution Plan demonstrating the Contractors structured process for identifying, reporting, and resolving problems during the Contract term.

5.12. Maintain a current Secure Working Environment Plan demonstrating how the Contractor will keep the workplace safe and comply with regulatory standards.

5.13. Maintain a current Outside Support Services Plan demonstrating the Contractors ability to coordinate services such as linen and hazardous waste hauling.

5.14. Maintain a list outlining any equipment needed in order to meet all required elements as stated in the

Scope of Work.

5.15. Prior to a contractor’s first day, the Contractor Director shall submit the following to The Hospital’s health office via ashemployeehealth@azdhs.gov:

5.15.1 Proof of Freedom from Tuberculosis: Screening is performed according to the guidelines set by the Centers for Disease Control and Prevention (CDC). Prior screenings for tuberculosis are required, which can be proven with a TB Skin Test or a QTB (QuantiFERON- Tuberculosis) test conducted within twelve (12) months before the hire date. If these prior screenings are not available, a QTB lab test is required.

5.15.2 Proof of Immunity from Hepatitis B, Measles (Rubella & Rubeola), and Varicella: If proof of immunity is not available, labs (titers) must be drawn.

5.15.3 Flu Vaccination: Vaccination or declination of vaccination is required. A declination form will be required if you do not receive a Flu vaccination during the Flu season, starting in September and concluding in March.

5.15.4 Fit Testing of an Occupational Safety and Health Administration (OSHA) approved N95 Respirator: Medical Assessment and Respiratory Clearance are required.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6. Tasks

The Contractor shall be required to perform the following to ensure all requirements are met to the Hospital’s satisfaction:

6.1. Provide a crew for Comprehensive Environmental Services adequate for the services described herein.

Based on historical information from previous Contract No. CTR053778, the estimated number of employees were approximately twenty-five (25) plus two (2) managers and one (1) Director.

6.2. Provide employees training, including but not limited to: waste handling, infectious transmissions, HIPAA, bloodborne pathogens, workplace violence, OHSA training, and patient boundaries and safety protocols.

6.3. Materials and Supplies.

6.3.1 Purchase and provide all materials and supplies’ that shall be required, including, but not limited to, cleaning materials, paper towels, cleaning rags, hand soap, shampoo and body wash, hand sanitizer, toilet tissue, brooms, mops, dust pans, disposable gloves and plastic receptacle liners for all sized internal and external receptacle containers including biohazard liners. Contractor shall use chemicals that are Green Seal certified.

6.3.2 Fill and maintain on a daily basis all hand sanitizer, soap, shampoo and body wash, and paper dispensers.

6.3.2.1 The approximate quantity and usage of each dispenser is as follows:

6.3.2.1.1 A minimum of 175 hand sanitizer dispensers (1,200ml – approximately 110/usage per month).

6.3.2.1.2 A minimum of 200 soap dispensers (1,250ml – approximately 120/usage per month).

6.3.2.1.3 A minimum of 190 shampoo and body wash dispensers (1,000 ml – approximately 100/usage per month).

6.3.2.1.4 A minimum of 450 paper dispensers.

6.3.3 Products to be used or equal:

6.3.3.1 Patient: Provon Ultimate Shampoo and Body Wash, model number 5185-04, to fit Provon NXT Space Saver Dispenser 2115-06.

6.3.3.2 Staff: Provon Foaming Handwash, model number 3127-08, for Provon Push-

Style Dispenser 5160-06.

6.3.3.3 Purell Healthcare Advantage Foam Sanitizer, model number 7753-02, for Purell ES8 Touch Free Hand Sanitizer Dispenser.

6.3.3.4 Any changes in product or discontinuance of a product shall be submitted to the

Hospital at a minimum of thirty (30) days before changes are made, and shall require Hospital approval.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.3.3.4.1 Any deviations of the original submitted product shall require approval, and the new product shall meet or exceed the minimum requirements (quality, quantity performance, and characteristics) as listed in the current Scope of Work.

6.4 Contractor Owned Equipment.

6.4.1 Provide all equipment such as environmental services carts and vehicles/golf carts necessary to perform and support the full array of the Comprehensive Environmental Services required.

6.4.2 Provide all supplies to operate the equipment and vehicles.

6.4.2.1 The Hospital will allow the Contractor to charge golf carts onsite.

6.4.2.2 The Hospital will not provide gasoline for motorized vehicles or other equipment to the Contractor. The Contractor shall purchase gasoline off-site if needed.

6.4.3 Replace lost or damaged Contractor-owned equipment to ensure services to the Hospital are not interrupted.

6.4.3.1 Equipment includes commercial grade washers and dryers for Contractor cleaning equipment and other environmental service items specific to patient/resident units.

6.5 Safety Data Reporting.

6.5.1 Provide Safety Data Sheets (SDS) for all inventory of chemicals.

6.5.2 Maintain a current SDS Book for all products used by the Contractor to provide

Comprehensive Environmental services/chemical supplies at the Hospital and ACPTC.

6.5.3 Store each SDS Book in the environmental service closet or designated area.

6.5.3.1 SDS books shall be available for Hospital review upon request.

6.5.4 Update all SDS books as required so that they are always current.

6.5.5 Provide electronic copies of SDS to Hospital Safety Officer.

6.5.6 Inform Hospital Safety Officer of any SDS changes.

6.6 Office Cleaning/Non-Patient Care Areas.

6.6.1. Provide office cleaning to all non-patient care areas including, but not limited to, the

Pharmacy, Wildflower Building, Facilities Maintenance, Dietary, administrative areas, Hunt Building, General Services Building, and other contracted service offices on the grounds of the Hospital as identified on Exhibit One (1), Square Footage.

6.6.2. Microwaves and refrigerators shall be cleaned a minimum of once per week and more frequently if needed. Shared microwaves and refrigerators are located in shared break-room areas.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.6.3. All office buildings and non-patient care areas shall be cleaned a minimum of five (5) days per week.

6.6.3.1. Cleaning these areas includes, but is not limited to:

6.6.3.1.1 Emptying trash receptacles and replacing liner each time.

6.6.3.1.2 Cleaning tables and counters with disinfectant.

6.6.3.1.3 Vacuuming carpeted areas.

6.6.3.1.4 Washing tile and linoleum floors.

6.6.3.1.5 Dusting (including high dusting).

6.6.3.1.6 Cleaning and disinfecting bathrooms.

6.6.4. Register vents and blinds shall be dusted at a minimum monthly and more frequently if needed.

6.7. Patient Care Areas.

6.7.1. Patient Living and Dining Areas:

6.7.1.1 Clean Hospital patient living and dining areas.

6.7.1.2 Thorough cleaning and disinfection of patient rooms after discharge or transfer, following all protocol as required by the CDC.

6.7.1.3 Clean and disinfect all patient living areas, at a minimum, at least once per day, seven (7) days per week.

6.7.1.4 Clean and disinfect dining areas, a minimum of three (3) times per day after each meal, seven (7) days per week.

6.7.1.4.1 Cleaning these areas includes, but is not limited to:

6.7.1.4.1.1 Emptying trash receptacles and replacing liner each time.

6.7.1.4.1.2 Cleaning tables, chairs and counters with disinfectant.

6.7.1.4.1.3 Vacuuming carpeted areas.

6.7.1.4.1.4 Washing tile and linoleum floors.

6.7.1.4.1.5 Dusting.

6.7.1.4.1.6 Cleaning and disinfecting bathrooms.

6.7.1.5 Contractor shall remove/replace and launder hospital owned patient shower mats on a weekly basis. In between laundering, Hospital unit staff will disinfect mats on a daily basis.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.7.2. Opening and Closing of Units:

6.7.2.1. The Contractor shall thoroughly clean units prior to the Hospital moving patients into a vacant unit and when a unit is closed after patient removal, unless otherwise directed by the COO. This includes, but is not limited to:

6.7.2.1.1. Emptying trash receptacles and replacing liner each time.

6.7.2.1.2. Cleaning tables, chairs and counters with disinfectant.

6.7.2.1.3. Vacuuming carpeted areas.

6.7.2.1.4. Washing tile and linoleum floors.

6.7.2.1.5. Dusting (including high dusting).

6.7.2.1.6. Cleaning and disinfecting bathrooms.

6.7.2.1.7. Cleaning ceiling fans, register vents and blinds.

6.7.2.1.8. Floors shall be buffed and polished.

6.7.3. Other Patient Areas (i.e.: rehabilitation areas, bank, clothing store, rehabilitation services-run café and Forensic café, the Specialty Clinic, library, etc.):

6.7.3.1. The Contractor shall clean other patient care areas at a minimum of five (5) days per week.

6.7.3.2. Cleaning these areas includes, but is not limited to:

6.7.3.2.1. Emptying trash receptacles and replacing liner each time.

6.7.3.2.2. Cleaning tables, chairs and counters with disinfectant.

6.7.3.2.3. Vacuuming carpeted areas.

6.7.3.2.4. Washing tile and linoleum floors.

6.7.3.2.5. Dusting (including high dusting).

6.7.3.2.6. Cleaning and disinfecting bathrooms.

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

6.8. ACPTC Cleaning

6.8.1. Resident Care Areas:

6.8.1.1. ACPTC residents are responsible for maintaining their own unit living areas, currently defined as Acacia I and II, Cholla East (if in use), the Modular Building, and Mesquite I and II.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.8.1.2. Contractor is responsible for the purchase and provision of equipment, supplies (i.e.: brooms, mops, vacuums, etc.) and cleaning solutions for the resident care areas. Square footage of these areas can be found on Exhibit One (1).

6.8.1.2.1 Each unit’s respective resident restroom shall be cleaned at least once weekly by the Contractor.

6.8.1.2.2 Dining area shall be thoroughly cleaned and sanitized on a weekly basis.

6.8.1.2.3 Thoroughly clean the resident care areas (except resident rooms) semi-annually, including stripping and waxing floors and high dusting.

6.8.2. ACPTC Non-Resident Care Areas:

6.8.2.1. The Contractor shall clean and maintain Acacia, Indigo, Agave, Cholla, Mesquite and Birch Administration areas. Square footage can be found on Exhibit One (1).

6.8.2.2. Areas shall be cleaned a minimum of five (5) days per week, including, but not limited to:

6.8.2.2.1. Emptying trash receptacles and replacing liner each time.

6.8.2.2.2. Cleaning tables and counters with disinfectant.

6.8.2.2.3. Vacuuming carpeted areas.

6.8.2.2.4. Washing tile and linoleum floors.

6.8.2.2.5. Dusting (including high dusting).

6.8.2.2.6. Cleaning and disinfecting bathrooms.

6.8.2.3. Register vents and blinds shall be dusted at a minimum quarterly.

6.9. Window Cleaning.

6.9.1. Provide weekly window cleaning of entryways and main entrances to the buildings.

6.9.2. Provide semi-annual cleaning of the interior (including offices) and exterior of all windows at the Hospital.

6.10. Pest Notification.

6.10.1. Report, as quickly as possible, any pest infestations or observations immediately to the

Hospital facility management.

6.11. Carpet Cleaning.

6.11.1. Provide carpet cleaning service to the Hospital.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.11.1.1. Wall-to-wall shampoo cleaning of all carpeted areas shall be provided at a minimum of six (6) month intervals and as requested.

6.11.1.2. The cleaning schedule must not interfere with Hospital and ACPTC operations and direct patient care.

6.11.1.3. An annual carpet cleaning schedule shall be provided to the COO for all areas within ninety (90) days of contract award and annually thereafter.

6.12. Mall Area Cleaning.

6.12.1. Power wash the concrete mall areas located in the Civil Hospital and Forensic Hospitals on a weekly basis at a time that does not interfere with normal Hospital activity.

6.13. Stairwells throughout Campus.

6.13.1. Pick up trash and debris in the stairwells on a weekly basis or more frequently if needed.

6.13.2. Power wash Civil campus outdoor stairwells on a weekly basis.

6.14. Office Moves.

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

6.15. Other Maintenance.

6.15.1. Complete other necessary maintenance, at a minimum semi-annually, such as floor stripping, waxing and buffing, wall washing, upholstery and drapery cleaning.

6.15.1.1. The cleaning schedule shall not interfere with Hospital and ACPTC operations and direct patient care.

6.15.1.2. Provide an annual cleaning schedule for these services to the COO.

6.15.2. Annually, coordinate resurfacing and refinishing of the Civil wood gymnasium floor utilizing compatible, approved wood floor recoat adhesion and crosslink water-based finish products.

6.16. Special Needs.

6.16.1. The Contractor shall accept requests from the Hospital for special cleaning needs.

6.16.1.1. The Contractor shall notify the COO immediately following acceptance of any

Special Needs requests.

6.16.2. Special needs include, but are not limited to:

6.16.2.1. Spilled food.

6.16.2.2. Infectious fluids.

6.16.2.3. The Contractor shall provide personal protective equipment for Contractor staff and approved OSHA and CDC disinfectants and cleaning agents.

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REQUEST FOR PROPOSAL No. BPM007117

6.16.3. Adequate staff shall be on the premises from 7:00am – 11:30pm to provide cleaning services as needed.

6.16.4. After hours, have sufficient supplies available including buckets, mops, cleaning supplies and rags to clean up spills.

6.16.4.1. These supplies shall be in designated areas accessible for Hospital staff on each unit.

6.16.5. The Hospital nursing staff will clean spilled blood that is not beyond the capacity of the unit blood spill kit on the patient care units.

6.16.5.1. Comprehensive Environmental Services staff shall sanitize the area after nursing staff have cleaned up the blood spill.

6.16.5.2. The Comprehensive Environmental Services staff shall clean and sanitize blood spill areas on patient care areas that exceed kit capacity or in any area outside the patient care units, including ACPTC.

6.16.6. The Hospital 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, upon request, provide a quote to the Hospital separately for additional labor and/or supplies required to meet the needs of the Hospital.

6.17. Mattresses.

6.17.1. Upon request, pick up non-usable mattresses and transfer them to the Hospital warehouse and place them in the warehouse dumpster.

6.18. Outside Floor Mats.

6.18.1. Remove/replace and launder Hospital owned floor mats on a scheduled basis but no less than every other month.

6.18.1.1. In between mat pick-ups, mats shall be brushed or vacuumed as needed to prevent dirt and debris buildup.

6.19. Bathroom Mats and Shower Curtains.

6.19.1. Bathroom mats and shower curtains are provided by the Hospital.

6.19.1.1. Contractor shall remove bathroom mats and shower curtains on a weekly basis.

6.19.1.2. Mats shall be power washed and sanitized weekly and returned to the shower area.

6.19.1.3. Shower curtains shall be washed and replaced weekly.

6.19.1.4. Contractor shall report deteriorated mats or shower curtains to the Hospital’s Unit Coordinator for replacement.

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150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.20. Medical Waste.

6.20.1. Have designated staff on each shift who have proper regulated medical waste training, coordinated and completed at the contractor’s expense. Directors and Assistant Directors shall also be required to complete this training.

6.20.2. At a minimum on a weekly basis, move filled red hazardous waste bags from unit containers to the infectious waste hold room on the Civil or Forensic campus.

6.20.3. At a minimum on a weekly basis, move hazardous waste black bin to the infectious waste hold room on the Civil or Forensic campus.

6.20.4. At a minimum on a weekly basis, remove biohazard materials from the storage bins at General Services and Indigo on a weekly basis and transfer those contents to the infectious waste hold rooms on the Civil or Forensic Campus.

6.21. Repairs to Hospital Structures.

6.21.1. The Contractor shall be responsible for repairing any Hospital structure or equipment damage caused by the Contractor, its employees or Subcontractors.

6.21.1.1. Prior to the end of the shift or work day, the Contractor shall prepare and submit a Hospital Incident Report before the end of the shift or work day.

6.21.1.2. The Contractor shall be responsible for immediately repairing and restoring the structure or equipment to the original state at the Contractor’s expense.

6.22. Elevators.

6.22.1. Clean and disinfect, at a minimum, all elevators each week. This includes sweeping, wiping down elevator walls and mopping.

6.23. Outside Trash Pick-up.

6.23.1. Perform daily outside grounds trash pickup including trash in an outdoor trashcan and trash on the ground.

6.24. Disaster Planning.

6.24.1. Consistently maintain, at a minimum, a seven (7) day reserve of all supplies necessary to fulfill the responsibilities outlined in this Contract to ensure service continuation in the event of a disaster or emergency that may limit or prevent access to the campus.

6.25. Linen Management (This section does not apply to ACPTC).

6.25.1. Linen Types:

6.25.1.1. All linen types shall meet or exceed requirements listed in 6.26.1.2.

6.25.1.2. The following types of linens shall be provided:

6.25.1.2.1. Fitted white hospital bed size sheets. Knit, 30x92x15, 100% poly.

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150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.25.1.2.2. Flat white hospital bed size sheets. 66x118, 70/30 cotton/poly.

6.25.1.2.3. Standard-size white pillow cases. 42x34, 70/30 cotton/poly.

6.25.1.2.4. White terry bath towels. 24x48, 7.5lb.

6.25.1.2.5. White terry washcloths. 12x12, 100% cotton.

6.25.1.2.6. Hospital bed size thermal weave blankets. 74X108, 55/45 cotton/poly.

6.25.1.2.7. Super absorbent bed pads that meet the needs of incontinent patients. 100% poly knit, 35x35.

6.25.1.2.8. Patient gowns that are approved by COO. Cotton/Poly 55/45, 50x2960, plastic snap.

6.25.1.2.9. Estimated usage is provided in Exhibit Two (2).

6.25.2. Par Level Management:

6.25.2.1. Determine a par level for all linen types, specific to each treatment unit on the

Forensic and Civil Hospital, and continuously ensure linens are ordered and supplied to the units in a volume pursuant to that par level.

6.26.2.1.1. The par levels should be reassessed and revised, as necessary to account for seasonal fluctuations and changes in utilization stemming from patient admissions, discharges, and/or transfers.

6.25.3. Linen Laundering:

6.25.3.1. Linens 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 as provided by the CDC and OSHA:

6.26.2.1.1. Linen and laundry management | HAIs | CDC.

6.26.2.1.2 Bloodborne Pathogens - Evaluating and Controlling Exposure |

Occupational Safety and Health Administration.

6.25.3.2. Linens shall be free of any irritants.

6.25.3.3. Linens shall be ironed, folded, and bundled prior to delivery.

6.25.4. Laundry Carts:

6.25.4.1. Clean linen shall be provided in impervious, sanitized, and covered laundry carts.

6.25.4.2. Carts shall be free from debris, irritants, and extraneous materials.

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

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.25.5. Clean Linen Delivery.:

6.25.5.1. Provide linen delivery between the hours of 7:00am – 12:00pm on designated day(s) to be mutually agreed upon by both parties, to the following three (3) locations at the Hospital:

6.25.5.1.1. Forensic Hospital Clean Linen Hold.

6.25.5.1.2. Community Reintegration Unit (CRU).

6.25.5.1.3. Civil Hospital Clean Linen Hold.

6.25.5.2. All carts delivered shall include a delivery ticket clearly identifying the contents by quantity, description and designated unit location.

6.25.5.3. All clean linen carts must be covered to protect the linen from contamination during transport and delivery.

6.25.5.3.1. The designated delivery locations may have multiple units ordering linen with different unit cost centers.

6.25.5.3.2. Contents of a cart shall be dedicated to only one (1) unit cost center.

6.25.5.3.3. All delivery tickets shall be unique to each unit cost center.

6.25.6. Linen Acceptance and Rejection.

6.25.6.1. Acceptance or rejection of the laundered items will be at the sole discretion of the Hospital, or as delegated by the COO.

6.25.6.1.1. Rejected items include, but are not limited to, ripped/torn, stained, or soiled linens.

6.25.6.2. All linen shall be free of damage, foreign objects, and excess wear.

6.25.6.3. Rejected items shall be set aside by the Hospital in the soiled linen areas for return to the Contractor.

6.25.6.4. Replacement linen shall be provided for all rejected linen within twenty-four (24) hours of notification at no additional charge to the Hospital.

6.25.6.5. The Hospital will reject any linen cart that is not covered at time of delivery.

6.25.7. Soiled Linen Removal.

6.25.7.1. The Contractor shall remove all soiled linens from the units and deliver it to the designated area for pick up as necessary.

6.25.7.2. The Contractor may pick up soiled linen at any time during normal business hours 7:00am – 3:30pm.

6.25.7.3. Soiled linen shall be picked up at a minimum of once per week per location.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

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

6.25.7.5. Hospital employees will bag the soiled linen, place the bags in the laundry carts provided by the Contractor and deliver the carts to the soiled linen area in each designated location.

6.25.7.6. All soiled linen shall be returned to the Contractor’s premises for sorting by the

Contractor.

6.25.8. Patient Items.

6.25.8.1. The Contractor is not required to clean patient or staff personal items, such as underwear, t-shirts, blouses, pants, or sleep garments.

6.25.8.2. Any personal items or clothing that is identified with the patient’s and Hospital name shall be returned with the next linen delivery.

6.25.8.3. Items that are not identifiable shall be returned to the Hospital for disposal determination.

6.25.9. Point of Contact.

6.25.9.1. 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.

6.26. Quality Management and Performance Compliance.

6.26.1. Participate in Hospital Performance Improvement Activities and Joint Commission preparation activities.

6.26.2. Develop and submit Performance Indicators to the Chief Operating Officer (COO) for the Quality Assurance Performance Improvement (QAPI) Committee based on clinical and/or operational areas needing improvement.

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

6.26.4. Conduct quality control and performance improvement monitoring and evaluation activities as approved by the identified Hospital personnel. Reports shall be submitted on a quarterly basis. Corrective actions shall be taken by the Contractor as applicable, to remedy any deficiencies noted through monitoring activities.

6.26.5. Conduct environmental tours on a monthly basis with members of the Environment of Care Committee.

6.26.6. Develop an overall contract performance goal. The performance goal shall be approved by the COO and be in compliance with the Joint Commission standard for services provided through contractual agreement.

6.26.7. Participate in Joint Commission Continuous Survey Readiness meetings and provide required reports and data required for a survey or Joint Commission activity upon request.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.27. Meetings and Committees.

6.27.1. Contractor administrative key personnel shall be required to attend and participate in Hospital meetings and committees that include, but are not limited to, the following:

6.27.1.1. Environment of Care Committee.

6.27.1.2. Compliance Committee upon request.

6.27.1.3. Performance Improvement Meetings upon request.

6.28. Performance/Payment Bonds.

6.28.1. Submit a fully executed one-hundred percent (100%) Statutory Performance Bond Form 303

(Exhibit Five (5)).

6.28.2. Submit a fully executed one-hundred percent (100%) Statutory Payment Bond Form 302 (Exhibit Six (6)).

6.28.3. Bonds shall be submitted annually based on the award date.

6.29. Fingerprint and Certification Requirements.

6.29.1. Prior to placement at the Hospital, Contractor staff shall apply for a Level One (1) Fingerprint

Clearance Card, at their own expense, or at the expense of the Contractor. Evidence of this shall be submitted to the Hospital as part of the candidate profile.

6.29.2. Contractor, Contractor’s employees and Subcontractors shall comply with Hospital Fingerprinting Policy and Procedure, available for review at the Hospital, to ensure the safety and welfare of patients, residents, visitors and other personnel.

6.29.3. Submit personnel fingerprints with the required processing fee and completed notarized certifications on forms provided by the applicable Department. The Contractor may submit verification of fingerprinting and certification of an employee by the Department of Economic Security, the Department of Corrections or the Arizona Supreme Court to meet this requirement.

6.29.4. May submit a valid Level One (1) Fingerprint Clearance Card processed by another agency and issued by the Arizona Department of Public Safety (DPS) to meet this requirement.

6.29.5. Be informed of all fingerprint card denials of employees or subcontractor employees. Denied employees will not be permitted to work at the Hospital. If the employee submits for a good cause exception to continue working at the Hospital, the Contractor shall notify the Hospital when the Board of Fingerprinting has granted the good cause exception.

6.29.6. Ensure that all subcontracts for direct services to patients include a provision requiring compliance by the subcontractor with this section. Fingerprint and Certification Requirements) of this Contract. This Contract may be canceled if the Contractor knowingly continues to employ a staff person who has been denied a fingerprint clearance card and has not been approved by the Hospital to continue working or if the Contractor learns of information that a staff member has committed, been convicted of, or is awaiting trial for any offense(s) listed on the Criminal History Affidavit form in this state or similar offenses in another state or jurisdiction and fails to report this to the Hospital.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

6.30. The following tasks shall be completed as required, needed, or requested by the Hospital:

6.30.1. Provide inventory control of cleaning supplies and equipment.

6.30.2. Maintain SDS Book for Environmental Services.

6.30.3. Coordinate with ASH COO or designee cleaning operations, including offices, patient living and dining areas, ACPTC, windows, carpets, floors, walls, upholstery, drapery and blinds.

6.30.4. Coordinate with linen company all linen delivery and removal schedules.

6.30.5. If pests are present, provide notification to the Hospital as soon as possible in accordance with Section 6.10.1.

6.30.6. Provide special cleaning.

6.30.7. Provide adequately trained staff who can perform all requirements outlined in this contract.

6.30.8. Complete and submit reports.

6.30.9. Provide advice as required, needed, or requested by the Hospital for cost containment of Comprehensive Environmental Services management and laundry/linen operations.

6.30.10. Coordinate waste removal schedules with proper vendors as directed by the COO.

7. State Provided Items

The Hospital will provide:

7.1. Exhibit One (1) – Square Footage.

7.2. Exhibit Two (2) – Historic Linen Volume.

7.3. Exhibit Three (3) – Map of the Arizona State Hospital.

7.4. Exhibit Four (4) - Arizona State Hospital Official Census.

7.5. Exhibit Five (5) – Performance Bond Form 303.

7.6. Exhibit Six (6) – Payment Bond Form 302.

7.7. Exhibit Seven (7) – Historic Hospital Spend on Linen Services.

7.8. Master Site Plan.

7.9. Buildings by Name with Square Footage and Occupancy Status.

7.10. Emergency Operations Plan.

7.11. Linen use per unit, per month Feb 2024 – Jan 2025.

7.12. Hospital Policies and Procedures Manual.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

7.13. Joint Commission Standards are available for purchase from Joint Commission Resources at http://www.jcrinc.com/e-dition/ .

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

7.15. Hospital Licensing: https://apps.azsos.gov/public_services/Title_09/9-10.pdf

7.16. Parking.

7.17. Access cards.

7.18. Keys where applicable.

7.19. Local telephone service.

7.20. Office space for Director and Assistant Directors.

7.21. LAN access if necessary.

8. Deliverables

The Contractor shall submit to the Hospital:

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

8.1.1. Annual Organizational Chart.

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

8.1.3. Annual rotating carpet cleaning schedule.

8.1.4. Annual rotating schedule for other maintenance, including floor stripping, waxing, buffing, etc.

8.1.5. Annual background and fingerprint clearance cards for all staff including subcontractors.

8.1.6. Annual Performance Bond Form 303 (Exhibit Five (5)) and Payment Bond Form 302 (Exhibit

Six (6)).

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

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

8.2.2. Quarterly Quality Control Self Inspection/Results Report.

8.2.3. Monthly linen rejection credit statement.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

9. Notices, Correspondence, Reports and Invoices

9.1. Notices and Correspondence from the Contractor to ADHS shall be sent to:

Arizona Department of Health Services Procurement Office Attn: Procurement Manager 150 N. 18th Ave, Suite 530 Phoenix, AZ 85007 Phone number: 480-952-6550 Email: Denel.Pickering@azdhs.gov

And

Arizona Department of Health Services Chief Operating Officer Attn: Shanda Payne 2500 E Van Buren Phoenix, AZ 85008 Phone number: 602-220-6006 Email: Shanda.Payne@azdhs.gov

9.2. AUTOMATED CLEARING HOUSE. ADHS may pay invoices for some or all Orders through an

Automated Clearing House (ACH). In order to receive payments in this manner, the Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the effective date of the Contract. The form is available online at: https://gao.az.gov/sites/default/files/GAO- 618%20ACH%20Authorization%20Form%20101019.pdf

SPECIAL TERMS AND CONDITIONS ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

1. PURPOSE

Pursuant to provisions of the Arizona Procurement Code, A.R.S. 41-2501 Et Seq., the State of Arizona, ADHS intend to establish a Contract for the materials or services as listed herein.

2. TERM OF CONTRACT (5 YEARS)

The term of any resultant Contract shall commence February 1, 2026 or upon termination of Contract No.

CTR053778, whichever occurs later, and shall continue for a period of five (5) years thereafter, unless terminated, canceled, or extended as otherwise provided herein.

3. CONTRACT EXTENSIONS 5 YEAR MAXIMUM

The Contract term shall begin as specified in the section two (2) above, and shall continue for a maximum aggregate not to exceed five (5) years.

4. CONTRACT TYPE

Cost Reimbursement X Fixed Price

5. CONTRACT FUNDING TYPE

Federally Funded

X State Funded/Contractor Relationship Both, Federally and State Funded

6. POINT OF CONTACT

6.1 It is essential that the Contractor provide a Point of Contact, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign a specific individual to serve as a primary day-to-day contact.

6.2 The Contractor agrees that, once assigned to work under this Contract, the Point of Contact shall not be removed or replaced without written notice to the State.

6.3 If the Point of Contact is not available for work under this Contract for a continuous period exceeding thirty

(30) calendar days, or is expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the State, and shall, subject to the concurrence of the State, replace such personnel with personnel of substantially equal ability and qualifications.

7. NON-EXCLUSIVE CONTRACT

Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the State of Arizona. The State reserves the right to obtain like goods or services from another source when necessary, or when determined to be in the best interest of the State.

8. VOLUME OF WORK

The ADHS does not guarantee a specific amount of work either for the life of the Contract or on an annual basis.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

9. INFORMATION DISCLOSURE

The Contractor shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the state or from others in carrying out its functions under the Contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the State.

The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of the Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State.

10. EMPLOYEES OF THE CONTRACTOR

All employees of the Contractor employed in the performance of work under the Contract shall be considered employees of the Contractor at all times, and not employees of the ADHS or the State. The Contractor shall comply with the Social Security Act, Workman’s Compensation laws and Unemployment laws of the State of Arizona and all State, local and Federal legislation relevant to the Contractor’s business.

11. COST AND PAYMENTS

11.1 Type of Pricing. Offeror shall include only firm, fixed pricing in the Offer.

11.2 Contractor’s Best Pricing. Contractor warrants that, for the term of the Contract, the prices and discounts set out in the APP Items (F) tab, including any subsequent agreed amendment to it (the “Contract Pricing”), shall be equal to or better than the lowest prices and largest discounts, both separately and in combination, at which Contractor sells equivalent services, items of equipment, and materials.

11.2.1 That price-plus-discount equivalence (“Contractor’s Best Pricing”) is intended to be irrespective of whether or not those other sales have special purchase terms, conditions, rebates, or allowances.

11.2.2 If Contractor’s Best Pricing for equivalent services, items of equipment, and materials is better than the Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best Pricing for all sales related to the Contractor made after the date when the Contractor’s Best Pricing was first better than the Contract Pricing.

11.2.3 For clarification of intent, that date is intended to be the date when the difference first occurred, which might have been before the difference was first identified. If the difference occurred before it was identified, then Supplier agrees to charge less than the Contract Pricing until the extended difference that would have been realized (i.e. if the Contractor’s Best Pricing had been applied when it should have been) has been settled.

11.3 Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s offer as accepted by State.

11.3.1 Details of service not explicitly stated in the Scope of Work or in Contractor’s Offer, but necessarily a part of, are deemed to be understood by Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs and profit and any other costs toward the accomplishment of the requirements in the Contract are included in the pricing provided.

11.3.2 Additional Charges. Any charges or fees not delineated in the Contract shall not be added, billed, or invoiced under the Contract.

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No. BPM007117

11.4 Price Adjustment (12 Months).

11.4.1 The ADHS may review a fully documented request for a price adjustment only after the Contract has been in effect for twelve (12) months. Adjustments shall be subject to availability of monies appropriated.

11.4.2 If an approved adjustment results in an increase in cost to be paid by the ADHS, said increase shall not exceed the percent of change in the average Consumer Price Index (CPI) – Metropolitan Phoenix, established for the most recent calendar year, as published semi-annually by the United Sates Department of Labor, Bureau of Labor Statistics.

11.4.3 Annual requests for cost adjustments shall be submitted to the ADHS at…