ESBD_391772_1737145448190_RFP - Residential Services (3 PES beds; 1-17-25).doc

REQUEST FOR PROPOSALS

for

RESIDENTIAL SERVICES

January 17, 2025

REQUEST FOR PROPOSALS FOR

RESIDENTIAL SERVICES

Table of Contents

Section Title

Page

Description of Integral Care ……………………………………………………...3

Racial Equity and Inclusion……………………………………………………….3 Summary of Services………………………………………………………………4 General Information Conditions Selection of Successful Proposer Performance Standards and Compliance Proposal Instructions and Guidelines Attachments

Attachment A – Key Persons List

Attachment B – Services Description Attachment C – Hygiene Standards

Attachment D – Assurances Document

Attachment E – Integral Care’s Bars to Employment

DESCRIPTION OF INTEGRAL CARE

Integral Care provides community-based behavioral health and intellectual/developmental disabilities services in Travis County, Texas. Integral Care began providing services in 1967. Integral Care is a community center under Chapter 534 of the Texas Health and Safety Code, and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization. Integral Care is an agency of the State, a unit of local government and is governed by a ten-member Board of Trustees (“Board”), nine of whom are appointed to two-year staggered terms by the City Council of the City of Austin, the Travis County Commissioners Court, and the Board of Managers of the Travis County Healthcare District dba Central Health. The Travis County Sheriff serves as a statutorily appointed ex-officio member of the Board.

Integral Care currently employs approximately 1,042 full-time, part-time and relief employees, and operates approximately 38 business locations of varying types (e.g., office, residential) throughout the Austin/Travis County area. For more information, please see Integral Care’s Fiscal Year 2022 Annual Report and Fiscal Year 2024 Annual Budget. A Key Persons List is attached to this RFP as Attachment A.

RACIAL EQUITY AND INCLUSION

Integral Care’s Board and leadership are committed to:

· Identifying racial inequities that exist within Integral Care’s structure, culture, policies, programs, and practices and developing a culture of inclusion;

· Implementing the necessary change in organizational culture that requires increased transparency, vulnerability, and accountability to create an inclusive, authentic environment for the community and staff; and

· Providing equitable access to prevention, treatment, and recovery services.

To change the culture of the organization, the strategies and commitments above must come to life throughout the following areas:

· Establish a Racial Equity Baseline for Organizational Development, Structure & Accountability: Embedding racial equity as part of Integral Care’s culture.

· Clients and Services: Addressing identified barriers to racial equity and inclusion in client services and program practices.

· Employees, Contractors, and non-direct Contractors (vendors): Create an inclusive and culturally competent staff and contracted provider base that reflects the community and clients receiving services from Integral Care.

· Community Engagement and Collaboration: Align efforts on diversity, racial equity and inclusion with groups and organizations within the community to help create shared values, consistent language, policy, and equitable practices throughout the community.

For more information, please see Integral Care’s Fiscal Year 2023-25 Strategic Plan, Integral Care’s Racial Equity Plan, Integral Care’s Racial Equity Assessment, and the United States Department of Health and Human Services National Culturally and Linguistically Appropriate Services (CLAS) Standards.

SUMMARY OF SERVICES

Integral Care is seeking proposals (“Proposals”) to provide residential services to Integral Care clients at Integral Care’s Richard E. Hopkins facility located at 1165 Airport Blvd. Austin, Texas 78702 including food preparation and laundering (collectively, the “Services”).

Any Proposer (as defined below) may submit a Proposal that includes either or both categories of Services. Each Proposal must be divided into and labeled with one or both (as applicable) of the following Services categories:

a. Food Preparation Services; and/or

b. Laundering Services.

The Services are provided in a safe and secure environment for short-term stabilization of behavioral health symptoms that may or may not require a continued stay in an acute care facility. Any individual who is authorized to receive Services is referred to herein as a “Client”, and collectively, as “Clients”. The Richard E. Hopkins facility described herein may be referred to as the “Facility”.

Services are more specifically described in Attachment B.

GENERAL INFORMATION

Integral Care anticipates awarding one (1) or more three (3) -year contract(s), with an option for up to two (2) one-year renewal terms, for the Services commencing on approximately March 1, 2025 (each, a “Contract”). Integral Care may award separate Contracts for each category of the Services, or may award a single Contract for all Services. Any Contract awarded as a result of this RFP will be prepared by Integral Care, and any Proposer selected for a Contract award may be referred to herein as a “Successful Proposer”.

All Proposals must be received by the Proposal Submission Deadline.

Proposals shall be delivered via electronic mail attachment to:

Integral Care

Attn: Brody Ballard, Coordinator of Legal Services

Brody.ballard@integralcare.org by any agent or representative designated by the person or entity submitting the Proposal (“Proposer”). Integral Care will determine the official time of receipt of each Proposal using the time/date of receipt of the Proposal shown by Integral Care’s email server. Upon request, a receipt shall be sent via electronic mail to the deliverer of the Proposal, which indicates the date and time it was received. Proposals must be provided in a single PDF format file. Proposals sent via any other method other than electronic mail as described above will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

Any questions concerning the specifications for the Services or RFP process shall be directed to Brody Ballard, Coordinator of Legal Services, by electronic mail to brody.ballard@integralcare.org, no later than February 4, 2025 at 5:00 PM CST (“Question Submission Deadline”). All questions with respect to either the specifications for the Services or RFP process that are received by the Question Submission Deadline will be available, along with Integral Care’s responses, on the Texas Electronic State Business Daily website where the RFP is posted.

CONDITIONS

ACCEPTANCE/REJECTION OF PROPOSALS: Integral Care reserves the right to accept or reject any and/or all Proposals, to waive informalities or defects in Proposals, or to accept such Proposal(s) as it shall deem to be of the best value to Integral Care.

NEGOTIATION: Integral Care further reserves the right to negotiate with Proposers determined to have a reasonable chance of being selected. All such Proposers shall be afforded fair and equal treatment with respect to such negotiations, and no such Proposer shall be given information that would give that Proposer a competitive advantage over any other Proposer.

CANCELLATION: Integral Care may also choose to cancel the RFP without award.

VALIDATION: Integral Care may validate any information in a Proposal by using outside sources or materials. If validation discloses that information provided by a Proposer is deliberately false, the Proposal will be ineligible for consideration.

ADDENDA: Integral Care reserves the right to modify, interpret and correct the RFP, and any modifications, interpretations or corrections to the RFP and specifications shall be made by written addenda. Integral Care’s General Counsel, through Integral Care’s Coordinator of Legal Services, shall have sole authority to issue addenda to this RFP. Addenda shall be provided to all who are known to have received a copy of the RFP. All such addenda become, upon issuance, an inseparable part of the specifications, which a Proposal must meet to be considered.

ALTERING PROPOSALS: Any corrections, deletions, or additions to Proposals must be made in writing and delivered by email to Integral Care’s Coordinator of Legal Services at brody.ballard@integralcare.org prior to the Proposal Submission Deadline. The Proposer shall submit substitute pages with an email documenting the changes and to which is attached the specific pages for substitution. The person who submits the email must have authority at least equal to that of the submitter of the Proposal.

WITHDRAWAL OF PROPOSALS: A Proposal shall not be withdrawn or cancelled by the Proposer unless the Proposer submits an email to that effect prior to the Proposal Submission Deadline. The submitter of the withdrawal email must have authority at least equal in authority to the submitter of the Proposal.

PUBLIC AVAILABILITY: Integral Care is subject to and complies with the Texas Public Information Act, Chapter 552 of the Texas Government Code. All Proposals shall be open for public inspection after the RFP process is concluded, except for information contained in the Proposal that Proposer contends is covered by an exception to disclosure under the Texas Public Information Act that is in red ink and clearly identified by the Proposer as such. Such information may still be subject to disclosure under the Public Information Act and other applicable law including, without limitation, opinions from the Texas Attorney General’s Office.

SUBMITTED PROPOSALS: Submitted Proposals become the property of Integral Care and will not be returned to the Proposer. Proposer agrees that Integral Care has the right to use, reproduce and distribute copies of and to disclose to Integral Care employees, trustees, agents and contractors and other governmental entities all or part of the Proposal, as Integral Care deems appropriate.

SALES TAX: Integral Care is by statute exempt from payment of taxes applicable to the Services described herein; therefore, Proposals shall not include taxes.

LIMITATION OF LIABILITY: Integral Care will not enter into any Contract that purports to in any way limit the amount of damages it may recover under the Contract, and any such language included in a Contract will be void and of no effect.

SUCCESSFUL PROPOSER(S) MUST COMPLY with all applicable federal, state, county and local rules, codes, regulations, laws and standards. All Services must be in compliance with applicable federal, state, county and local rules, codes, regulations, laws, standards and executive orders as well as with all policies and procedures of Integral Care. A Contract may be subject to Texas Government Code Section 2252.908, which prohibits governmental entities such as Integral Care from entering into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. By submitting a Proposal, Proposer agrees to fully comply with all applicable legal requirements including, without limitation, those of Texas Government Code Section 2252.908, as applicable.

EXCEPTION/SUBSTITUTIONS: All Proposals meeting the intent and requirements of this RFP shall be considered for award. Proposers taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions clearly as a separately identifiable part of the Proposal entitled “Proposer’s Exceptions”. The absence of such a statement shall indicate that the Proposer has not taken exceptions and Integral Care shall hold the resultant Proposer(s), if chosen as a Successful Proposer, responsible to perform in strict accordance with the specifications, terms, and conditions of this RFP and Successful Proposer’s Contract. Integral Care reserves the right to accept any and/or none of the exception(s)/substitution(s) as it determines to be in the best interest of Integral Care. Proposer agrees that all exceptions to this RFP as well as terms and conditions advanced by Proposer that differ in any manner from Integral Care’s terms and conditions are rejected unless expressly accepted by Integral Care in writing in a fully executed Contract.

SILENCE OF SPECIFICATIONS: The apparent silence of this RFP as to any detail or the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only best practices of quality services will prevail. All interpretations of this RFP shall be made on the basis of this statement.

LIMITATIONS: Any Proposer currently held in abeyance from or barred from the award of a federal or state contract may not contract with Integral Care.

CONSIDERATION: For a Proposal to be considered, the Proposer must meet Integral Care’s requirements, demonstrate the ability to perform successfully and responsibly under the terms of the prospective Contract, and submit the completed Proposal according to the time frames, procedures, and forms stipulated by Integral Care. Additionally, Proposers shall, at a minimum, be currently licensed/certified, where applicable, to provide the Services.

CONFLICT OF INTEREST: No public official shall have an interest in any Contract, in accordance with the Texas Local Government Code Title 5, Subtitle C, Chapters 171 and 176.

ETHICS: Proposer shall not offer to or accept any gifts of value from, or enter into any business arrangement individually with, any employee, official or agent of Integral Care.

INDEMNIFICATION: Any Successful Proposer shall defend, indemnify, and save harmless Integral Care, and all of its trustees, officers, agents, and employees from all suits, actions, or other claims of any character, name and description (including, without limitation, any judgment cost awarded against and reasonable attorney’s fees incurred by Integral Care) brought for or on account of any losses, injuries or damages either allegedly or actually received or sustained by any entity, persons, or property as either a direct or indirect result of the actions or omissions of a Successful Proposer and/or its employees, contractors and agents, or of a Successful Proposer’s non-compliance with the Contract.

ASSIGNMENT: Successful Proposer(s) shall not subcontract, sell, assign, transfer or convey its rights and/or obligations with respect to any Contract, in whole or in part, without Integral Care’s prior written consent.

INSURANCE: Successful Proposer(s) shall maintain, at all times during its performance under the Contract, insurance coverage in not less than the following amounts per policy year:

General Liability: One million dollars ($1,000,000) per claim;

Three million dollars ($3,000,000) aggregate of all claims;

General Liability policy shall also include a waiver of subrogation in favor of Integral Care.

Automobile Liability: If a Successful Proposer-owned vehicle is used in the provision of Services, Successful Proposer must maintain automobile liability insurance coverage in the amount of at least one million dollars ($1,000,000) combined single limit, with hired and non-owned coverage included;

If a Successful Proposer’s employee’s personal vehicle is used in the provision of Services, Successful Proposer’s employee must maintain State of Texas required basic vehicle insurance coverage at all times;

Worker’s Compensation: Must meet statutory limits. Worker’s Compensation policies shall also include a waiver of subrogation in favor of Integral Care;

Employer Liability: One million dollars ($1,000,000) per accident;

One million dollars ($1,000,000) per disease per employee;

One million dollars ($1,000,000) disease policy limit;

and such other insurance coverage, each to the extent required and in such amounts as may be reasonably required by Integral Care or as may otherwise be required by applicable law.

Each Successful Proposer is responsible for obtaining and maintaining any riders or other documents necessary to ensure that the coverage described above includes the Services. A legally qualified insurance company acceptable to Integral Care must underwrite all insurance coverage listed above. Each policy evidencing such coverage shall name Integral Care as an additional insured on that policy (but specifically excluding policies of personal automobile liability), and shall contain a provision (to the extent legally permitted) that the insurance company shall give Integral Care as a certificate holder thirty (30) days written notice in advance of (a) any cancellation or non-renewal of the policy, (b) any reduction in the policy amount, (c) any deletion of additional insureds, or (d) any other material modification of the policy. Each Successful Proposer will name Integral Care as additional insured on each policy within 14 days of being awarded a Contract by Integral Care.

CRIMINAL AND BACKGROUND CHECKS: Successful Proposer(s) must ensure that no person will provide Services under a Contract if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

ELIGIBLILITY TO WORK IN THE UNITED STATES: Successful Proposer(s) shall ensure that each person who provides Services under a Contract is eligible to work in the United States at the time he/she provides Services, and shall document such eligibility using USCIS Form I-9 for all such persons and maintain such documentation for at least six (6) years after the Contract ends, and make such documentation available to Integral Care upon request.

SELECTION OF SUCCESSFUL PROPOSER

1) Selection of the Successful Proposer, if made, will be based upon demonstrated competence, knowledge, qualifications and reasonableness of the proposed fee, where applicable, for the Services as evidenced by Successful Proposer’s qualified Proposal.

2) Integral Care will make a good faith effort to contract with Historically Underutilized Businesses.

3) Issues concerning a specific Proposal(s) may be addressed by Integral Care either in writing or through an individual telephonic, electronic or in-person meeting(s) with each applicable Proposer after an initial review of all Proposals. The interviews, if necessary, will be held after the Proposal Submission Date, and no Proposer participating in any such meeting shall be given information that would give that Proposer a competitive advantage over any other Proposer.

4) A selection(s), if made, will be based on the Proposal(s) that provides best value to Integral Care.

5) Integral Care reserves the right to enter into multiple Contracts with respect to the provision of the Services.

6) Proposals will be scored by the point system listed in the table below:

PERFORMANCE STANDARDS AND COMPLIANCE

1) Each Successful Proposer’s Services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar services. The methods and means employed in the delivery of the Services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act (“ADA”).

2) Successful Proposer(s) will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, genetic characteristics, age, disability, or political affiliation will be excluded from participation in providing, or be denied the benefits of, the Services, or be subject to discrimination under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or of Integral Care.

3) Integral Care reserves the right to retain all performance by any Successful Proposer, and to recover all consideration paid to any Successful Proposer pursuant to a Contract thus permitting forfeiture of such Contract, in the event that such Successful Proposer (a) was doing business at the time of submitting the Proposal or had done business during the 365 day period immediately prior to the date on which the Proposal was due with an undisclosed key person, (b) does business with a key person after the date on which the Proposal is due and prior to full performance of the Contract and fails to disclose the name of any such key person in writing to Integral Care prior to commencing business with such key person, or (c) fails to submit a completed Form CIQ (see Attachment D) if required to do so by Chapter 176 of the Texas Local Government Code. A Key Persons List is attached to this RFP as Attachment A.

4) Successful Proposer(s) shall furnish the Services in a prompt, efficient, and professional manner. If a Successful Proposer does not provide the Services within the Contract requirements, Integral Care reserves the right to solicit and/or procure any or all such Services outside the Contract and/or terminate the Contract.

5) Unless stated otherwise in this RFP, Successful Proposer(s) will provide at its sole cost all necessary supplies, equipment, software, technology support and other items in order to furnish the Services properly as defined in the Contract.

6) Any Contract may be terminated without penalty for any reason or without cause by Integral Care by submission of written notice of at least fifteen (15) days.

7) Successful Proposer(s) must have and maintain at all times during the existence of any Contract any and all required federal, state, and/or local licenses, permits and/or permissions with respect to the Services covered by the Contract.

8) Any Contract will be prepared by Integral Care, and may contain provisions that are not described in this RFP.

9) Successful Proposer(s) will comply with Section 2155.4441 of the Texas Government Code, which requires that products and materials used to provide the Services be produced in the State of Texas when available at a price and time comparable to products and materials produced outside of Texas.

10) Successful Proposer(s) will verify eligibility to work in the United States using USCIS Form I-9 for all employees who will provide Services.

11) Successful Proposer(s) must enter into a HIPAA Business Associate Agreement with Integral Care under Integral Care’s standard terms as Integral Care may determine appropriate.

12) E-Verify is an Internet-based system that allows businesses to determine the eligibility of individuals to work in the United States. Integral Care requires proof of US citizenship or other authorization required by law to legally work in the United States for all employees who will provide Services. Successful Proposer is required to submit I-9 verification information through the E-Verify system on each new employee who will provide Services under the Contract. For more information or to sign-up with E-Verify go to: www.uscis.gov/e-verify.

13) Successful Proposer shall ensure all its staff will be at least eighteen (18) years of age and have a high school diploma or GED and demonstrate the abilities, skills, knowledge and competencies necessary to perform assigned duties. All staff assigned by Successful Proposer to a Facility must be Successful Proposer’s staff and Successful Proposer must have the right to hire, fire and supervise those staff. Any of Successful Proposer’s on-site staff and any subcontractors/subcontractor staff must be approved in advance by Integral Care.

14) Proposer must adhere to the Joint Commission accreditation standards, and comply with any requirements with respect to the Services that are necessary for Integral Care to maintain its Joint Commission accreditation.

15) Successful Proposer(s) shall maintain all records regarding any Contract for a period of a minimum of seven (7) years, or potentially longer if required by law or any fundor. Upon reasonable notice, Successful Proposer(s) shall allow Integral Care and any third party fundor of the Services, and each of their designees (including independent financial auditors), unrestricted access to all facilities, records, data, and other information under Successful Proposer’s control as necessary to enable Integral Care and such fundor of the Services to audit, monitor, and review all financial or programmatic activities and services associated with the Contract(s). Successful Proposer(s) shall also authorize Integral Care and any fundor of the Services, and each of their designees to copy, at no charge, its medical, financial and administrative books, documents, and records related to the provision of Services to Clients (as further defined below in Attachment B) and the cost thereof, subject to applicable laws and regulations. Successful Proposer(s) will be required to comply with all state and federal laws including, but not limited to, those regarding the confidentiality of Clients’ records and nondiscrimination. Successful Proposer(s) must comply with all applicable requirements of the Integral Care’s then-current contract(s) with HHSC and any other third party fundor of the Services. Successful Proposer(s) must also agree that their names may be used, along with care and services information, a description of the location at which the Services are provided, and such other information as may be appropriate, distributed by the Integral Care in the list of its providers.

16) Staff, employees and agents of Successful Proposer(s) who provide Services are required before providing Services to complete Integral Care-approved training in 1) Client Rights, Abuse, Neglect, Exploitation, Client Grievance; 2) HIPAA/Confidentiality; 3) Infection Control; 4) Corporate Compliance; 5) CPR; 6) Standard First Aid and Safety Care and 7) all other training that Integral Care may require. Any required training that Successful Proposer(s) receives shall be at sole cost of Successful Proposer.

17) The Successful Proposer must demonstrate the ability to provide trustworthy, reliable employees and shall make a good faith effort to retain the same employees on the same schedule in the same area for as long as possible. If a change of staff is to occur, Integral Care’s Practice Manager responsible for the Facility shall be notified prior to the change when possible or as quickly as possible thereafter. In addition, all staff shall:

a. Have the necessary public relations skills to deal with people in a professional, courteous, businesslike manner and consistently employ those skills.

b. Understand written and oral rules and regulations and apply them in a tactful and non-confrontational manner.

c. Maintain poise, self-control, tact, diplomacy and mature judgment under stress.

18) The Successful Proposer’s employees shall be neat and clean in appearance and shall wear a uniform or other identification that clearly identifies them as an employee of the Successful Proposer.

PROPOSAL INSTRUCTIONS AND GUIDELINES

To facilitate the evaluation of Proposals, Proposers must prepare their responses to Sections 1 - 7 (below) in the format and sequence specified below. Respond specifically to each question posed. Do not simply make a general reference to any other document included with the Proposal. Failure to comply with this requirement could result in the Proposal being rejected by Integral Care in its sole discretion. Proposer may attach additional materials as necessary to provide supporting information and details. Catalogs or brochures about Proposer’s products or services may be included as an addendum to the Proposal but not in place of specific responses to each item below. If the question does not apply to either Proposer or the Proposal, clearly mark “n/a”.

Any Proposer may submit a Proposal that includes either or both categories of Services. Each Proposal must be divided into and labeled with one or both (as applicable) of the following major Services categories:

a. Food Preparation Services; and/or

b. Laundering Services.

1. GENERAL INFORMATION ABOUT PROPOSER.(16 points max) A. Each Proposal MUST be accompanied by a signed, original Assurances Document and, if required, a Form CIQ (Attachment C).

B. Each Proposer MUST also respond to each of the following items completely by restating each item/question exactly as written and then providing a response.

i. Provide the name, legal status (e.g. sole proprietorship, partnership, corporation, etc.), address and contact telephone number of Proposer. Provide the name of all persons owning a 5% or more interest in Proposer’s business.

ii. Attach a copy of Provider’s Articles of Incorporation and 501(c) (3) certificate, or other bylaws/governing documents as applicable. Label as Exhibit 1.B.ii.

iii. Provide a brief history and description of Proposer’s services. The description should include the number of Proposer’s employees and their applicable areas of specialization. If applicable, provide the same information for the office which would handle Integral Care’s account.

iv. Does Proposer meet the requirements for qualification as a Historically Underutilized Business (“HUB”)? Attach a copy of any current HUB certificate to this Proposal, and label as Exhibit 1.B.iv. For purposes of this RFP, HUB has the same definition as does a “historically underutilized business” in Section 2161.001(2) of the Texas Government Code.

v. Attach a copy of the organizational chart, including names, titles and vacant positions, clearly indicating who will be the main point of contact with respect to any Contract. Label as Exhibit 1.B.v.

vi. Provide copies of any and all of Proposer’s required federal, state, and/or local licenses and/or certifications required with respect to the Services. Identify if Proposer has ever been sanctioned or had any license/certification suspended by the licensing/certifying entity. Label as Exhibit 1.B.vi.

vii. Provide the names, telephone numbers, and addresses of three (3) business references; preferably, submit references from non-profit entities similar to Integral Care or entities that provide non-hospital health services. Include a brief description of Proposer’s working relationship with each business reference.

viii. Please indicate whether Proposer has an office located in Travis County, Texas.

2. QUALITY MANAGEMENT/UTILIZATION MANAGEMENT (8 points max).

A. Attach a copy of the proposed staffing schedule under this Proposal, including staff roster and each staff member’s corresponding education, competencies and any license credentials, as applicable (include date of original certification/licensure and current certification/licensure expiration date). Label as Exhibit 2.A.

Designate if they are full time, part time, or on-call. Complete Integral Care’s Credentialing Application (found at: https://www.tdi.texas.gov/forms/finmcqa/lhl234.pdf) for each licensed, permitted, or certified staff listed in the proposed staffing schedule.

B. Attach a summary of the most recent client satisfaction surveys or other ongoing efforts to obtain and evaluate Proposer’s client satisfaction, including trend analysis and any quality improvement efforts. Label as Exhibit 2.B.

3. SERVICES (30 points max).

A. Describe Proposer’s standard operating hours and whether it can provide Services outside of those hours if requested.

B. Describe the Services which Proposer proposes to provide.

C. Describe how Proposer will communicate with Integral Care regarding schedules, issues and/or changes regarding the Services.

D. Describe processes Proposer presently uses to receive and resolve complaints and grievances from clients.

E. Describe Proposer’s experience providing cleaning and/or food preparation services for facilities similar to the Facility.

F. Describe the cleaning tasks that Proposer will provide as part of the Services (e.g. deep cleaning, disinfection or specialty services).

G. Describe what procedures Proposer follows to comply with local health and safety regulations.

H. Describe how Proposer ensures safe food handling.

I. Describe Proposer’s ability to accommodate specific dietary restrictions, cultural preferences, or food allergies.

J. Describe Proposer’s experience providing laundering services to facilities similar to the Facility. Please include examples of schedules for pick-up and drop-off services.

4. FINANCIAL (12 points max).

A. Attach copies of the Proposer’s audited financial reports for the last three years. Label as Exhibit 4.A.

B. Attach copies of the Proposer’s Federal Income Tax returns for the last three years. Label as Exhibit 4.B.

C. If the Proposer is a corporation that is required to report to the Securities and Exchange Commission, it must submit its two most recent SEC Forms 10K, Annual Reports. Label as Exhibit 4.c. If any change in ownership of Proposer is anticipated during the twelve (12) months following the Proposal Submission Deadline, the Proposer must describe the circumstances of such change and indicate when the change is likely to occur.

D. Describe prior arrangements or any potential plans to subcontract part or all of these Services. All subcontracts must be approved by Integral Care, at its sole discretion. Name all proposed subcontractors and provide the information on their staff credentials, licenses and certifications as provided for Proposer’s staff.

5. RISK PROFILE (24 points max).

A. Attach a copy of Proposer’s Risk Assessment and Mitigation Plan and a copy of Proposer’s Emergency/Disaster Plan. Label as Exhibit 5.A.

B. Is Proposer currently or has Proposer, within the last five (5) years, been under investigation, or had a license or accreditation revoked by any state/federal/local authority or licensure agency? If yes, describe in detail.

C. Does anyone working for Proposer providing direct care or in management have any criminal convictions shown in Attachment E “Integral Care’s Bars to Employment”? If yes, explain. Describe the process, if any, for checking on previous convictions of employees or applicants for employment. Attach any of Proposer’s policies and procedures regarding the hiring and retention of persons with criminal histories. Label as Exhibit 5.C. Are criminal history checks done on all Proposer staff at least annually?

D. State whether Proposer is currently or has ever been a defendant or party to a lawsuit. If “yes”, provide the cause number, names of parties, name of the court in which the lawsuit was filed, pertinent dates and a detailed explanation of the nature of the lawsuit and the ultimate disposition of the lawsuit.

E. Has Proposer had any judgments or settlements entered against it in the last ten (10) years? If yes, describe in detail.

F. State whether Proposer is currently on or has ever been placed on vendor hold by any agency or business. If “yes”, provide pertinent dates and a detailed explanation.

G. Attach current Certificate of Account Status from the Texas Secretary of State which shows that it is in good standing or that it is exempt from the state franchise tax? Label as Exhibit 5.G.

H. Is Proposer currently held in abeyance or barred from the award of a federal or state contract? Has this occurred in the last 5 years? If yes, describe in detail.

I. Has Proposer ever filed bankruptcy? If yes, describe in detail.

J. Has Proposer ever defaulted on any business lease arrangement? If yes, describe in detail.

K. Has Proposer or any of its affiliates ever had contracts cancelled by state, federal or local governmental entities? If yes, describe in detail.

L. Attach Certificate(s) of Insurance showing Proposer’s current insurance coverage, with coverage to be at minimum those amounts described in the “Insurance” portion of the “Conditions” section, above. Label as Exhibit 5.L.

6. RATE SCHEDULE (10 points max).

Please indicate proposed rate for Services included in the Proposal as a flat-monthly rate for a given calendar month. Describe the methodology for setting this rate, including how administrative overhead is allocated. Provide a detailed proposed budget summary for each of the type of Services for which Proposer submits a Proposal.

7. EQUITY AND INCLUSION (14 points max).

A. Equity, Diversity, and Inclusion:

i. Please describe how Proposer actively works towards advancing equity, diversity, and inclusion within its workforce including, but not limited to, racial equity, diversity, and inclusion.

ii. Describe any measures Proposer has in place to recruit and retain a diverse workforce that mirrors demographics of Austin and/or Travis County, Texas.

iii. Please provide sample copies of training materials specifically addressing equity, as well as any equity plans or policies that Proposer has implemented including, without limitation, with respect to racial equity.

B. Community Engagement

i. How does Proposer actively engage and collaborate with diverse communities (particularly those that have historically been marginalized or underserved) to ensure its services are equitable, culturally responsive, and address the specific needs and priorities of such communities?

C. Vendor Diversity

i. How does Proposer actively promote vendor diversity and support underrepresented business? What measures are in place to ensure that Proposer engages in fair and equitable procurement practices?

D. Accessibility

i. How does Proposer ensure that its products or services are accessible to individuals with disabilities, underserved communities, and other vulnerable populations?

E. Pay Equity

i. Please describe how Proposer’s fiscal processes help to address and advance equity, including minimum pay standards and specific budget practices?

ATTACHMENT A

Key Persons List – January 14, 2024

ATTACHMENT B

SERVICES DESCRIPTION

The Facility features three (3) beds where Clients can stay for up to twenty-three (23) consecutive hours. Successful Proposer shall be responsible for and provide at its sole cost the following at the Facility:

Food Preparation Services:

· Food including, but not limited to, breakfast, lunch, dinner and snacks as recommended by a licensed dietician who must be approved by Integral Care, and served at the following times:

· Breakfast: 6 A.M.

· Lunch: 11 A.M.

· Dinner: 5 P.M.

· Snacks: 9 A.M., 2 P.M., AND 8 P.M.

· Cleaning and sanitation of food preparation areas used to provide the Services (must comply with Integral Care’s applicable standards, a copy of which is included as Attachment C (if providing food preparation onsite);

· Kitchen wares;

· Food and food service-related services, permits and supplies; and

· Comply with all applicable health and safety standards.

Laundering Services:

· Linens; and

· Linen service (must not be performed on-site).

ATTACHMENT C

HYGIENE STANDARDS

Regardless of where an element is located, it should be cleaned as the following required standards specify. Cleaning products that are certified by Green Seal under the GS-37 Standard for Institutional Cleaners, or the GS-40 floor care products standard, as applicable, must be used if commercially available.

Integral Care Hygiene Standards:

· Tables - tables are cleaned and all waste discarded after each use. Tables are washed with an appropriate germicidal, sanitizing solution (the tops as well as the sides and legs). All table appointments are wiped with damp sanitizing cloth. Appointments, such as salt and pepper shakers, are refilled and replaced. Chairs are arranged in order.

· Foodservice work surfaces - all work surfaces shall be washed down with sanitizing solution after each meal production (breakfast, lunch, dinner). Spills are wiped up as they occur.

· Can opener - the can opener is wiped with a clean, damp cloth after each use. At the end of each day, the blade is removed and washed in hot, soapy water, and rinsed. The can opener shall be allowed to air dry. The base of the opener is also washed with hot, soapy water.

· Food storage bins - once each month, the bins are emptied and both the interior and exterior are scrubbed with hot, soapy water, rinsed and air-dried. Scoops shall be stored in a manner where the handles do not come in contact with edible items. Scoops are washed and sanitized weekly.

· Electric range - clean the range daily after it has cooled. Use warm water with a mild detergent to remove greasy film. Rinse with clear water and dry. Take care that water does not get into the electrical elements.

· Ovens - clean ovens only when they are cool. Remove racks and shelves and clean. Remove encrusted material from the racks and the inside of the oven with a blunt scraper or wire brush. Supervise the use of all oven cleaner products. Clean heat controls, however, do not loosen or remove dials. Clean the outside of the oven using the appropriate method for the exterior finish.

· Broilers or grills/griddles - allow unit to cool before cleaning. Wash grid and tray after each use with hot, soapy water. Remove encrusted material with a blunt scraper, wire brush, or other abrasive. Rinse with clear water and dry.

· Deep-fat fryer-

a) Strain fat to remove sediment.

b) Pour fat into a container, cover tightly, and store in a cool place.

c) Fill fryer with hot soap solution and boil for 10 minutes. Drain off part of the solution; use the rest for cleaning the inside of the fryer with a stiff brush and scraper, if necessary. Wash baskets and strainer in sink with hot detergent solution.

d) Rinse with hot, clear water to which vinegar has been added. Rinse again with clear water and dry thoroughly.

· Mixers or mixing machines, food grinders, food slicers, vegetable peelers, and blender - clean appliance after each use. Remove all detachable parts, wash in hot, soapy water, rinse in a sanitizing agent, allow to air-dry, and re-assemble.

· Toasters, coffee urns and other appliances - Clean appliance after each use, or as needed.

· Refrigerators - clean inside at least once each week. Wash shelves and walls with warm water and a detergent. If necessary, scour with a stiff brush, rinse with a weak solution of baking soda or borax. Dry thoroughly.

· Walk-in refrigerator - the walk-in refrigerator shall be mopped out weekly with a germicidal agent. Once each week the shelves shall be wiped down with a disinfectant. Every three months, the refrigerator shall be turned off, emptied, and all the shelves shall be brought out and thoroughly cleaned, sanitized, and air-dried. The walls of the walk-in shall be washed down with hot, soapy water and rinsed with a sanitizing solution before the shelves are returned.

· Walk-in freezer - once every three months, the freezer is shut off, and all food is stored temporarily in the walk-in refrigerator. The shelves are removed and cleaned, sanitized, and air-dried. The walls and floors are cleaned with a solution of alcohol and water.

· Ice machines - ice machines shall be wiped with a sanitizing agent once per day. Any removable parts shall be taken off, washed in hot, soapy water, rinsed in a sanitizing agent and air-dried daily. The machine shall be dismantled, cleaned, and de-limed as needed.

· Commercial Dishwashing machines - clean the wash and rinse sprays daily. Remove bits of food and sediment caught in the openings. Clean the inside of the machine thoroughly at least once per week. Drain water from the machine and flush the inside. Remove strainer trays and clean with a stiff brush. Do not allow scraps from the trays to get into the pump. Leave the machine open when not in use. Wash all dish tables with a neutral soap solution. Rinse and dry after each period of use. Avoid coarse abrasives that will scratch the surface of the metal.

ATTACHMENT D

ASSURANCES DOCUMENT

For purposes of this Attachment D, the term “local government officer” with respect to Integral Care means a member of Integral Care’s Board of Trustees (see Attachment A), Integral Care’s Chief Executive Officer (see Attachment A), and/or an agent of Integral Care who exercises discretion in the planning, recommending, selecting, or contracting of the Contract (see Attachment A).