ESBD_File_337592_01 - RFP 745-24-P08 Laundry and Linen Services.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

LAUNDRY & LINEN SERVICES

RFP No. 745-24-P08

Submittal Deadline:

3:00 PM Central Prevailing Time, Thursday – October 26, 2023

Issued: 11:00 am Central Prevailing Time, Monday – September 25, 2023 https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A - Appendix One, Section 1 - General Information A01B - Appendix One, Section 2 - Execution of Offer A01C - Appendix One, Section 3 - General Questionnaire A01D - Appendix One, Section 4 - Addenda Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: HUB SUBCONTRACTING PLAN

APPENDIX FOUR: ACCESS BY INDIVIDUALS WITH DISABILITIES

APPENDIX FIVE: ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT

SPECIFICATION (EIR)

APPENDIX SIX: INFORMATION SECURITY INITIAL SECURITY POSTURE

ASSESSMENT (ISPA)

APPENDIX SEVEN: TX-RAMP NOTICE

APPENDIX EIGHT: GREEHEY CAMPUS MAP

APPENDIX NINE: KYLE SEALE PARKWAY MAP

SECTION 1

INTRODUCTION

1.1 Description of University

The University of Texas Health Science Center at San Antonio — also called UT Health San Antonio (UTHSA) — has a mission to make lives better through excellence in education, research, health care and community engagement. As the largest academic research institution in South Texas, reflected by an annual research portfolio of $360 million, the university is designated as a Hispanic-Serving Institution by the U.S. Department of Education. UT Health San Antonio’s professional schools of medicine, nursing, dentistry, health professions and graduate biomedical sciences have graduated more than 41,100 alumni who are leading change, advancing their fields, and renewing hope for patients and their families throughout South Texas and the world.

As one of 13 UT System institutions, UT Health San Antonio is now partnering with UTSA to develop a new school focused on public health policy, for which a student census of 400 is anticipated within the school’s first five years. Another significant reflection of its phenomenal growth will be its $430 million, 144-bed, best-in-class UT Health San Antonio Multispecialty and Research Hospital; opening in 2024, it will offer specialty care in cancer, orthopedics, urology and thoracic and bariatric surgery.

The university employs a diverse workforce of more than 7,900; administers an annual operating budget of $1.23 billion; and stewards clinical practices in medicine, cancer, dentistry, nursing and other health professions that provide more than 2.6 million patient visits each year. It is a chief catalyst for the $44.1 billion health care and biosciences sector of the San Antonio economy.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.2 Background and Special Circumstances

UTHSA is seeking a strategic partnership with a highly respected, experienced, and engaging service provider that will provide the highest quality Laundry and Linen Services at the new Multispecialty and Research Hospital (MSRH) opening December 10, 2024, and the new UT Health at Kyle Seale Parkway (KSP) opening March 18, 2024. The MSRH and KSP buildings are considered to be game changers in ushering in a fundamental shift to proactive, personalized medicine and our selected partner should also be a leader in their industry.

UTHSA’s vision is a seamless process through the cycle of this service, inclusive of the daily delivery of hygienically clean linen to the MSRH and the KSP facility, the par-level based delivery of linen to each patient care unit, timely soiled linen collection, communication between the Awarded Vendor and the MSRH staff.

This program also includes the use of an automated scrubs dispensing machine for staff. In addition to the timely delivery and collection of linen and laundry, staff, and visitor safety by assuring compliance with all regulatory requirements and accreditation standards, effective organizational and staff communication, and cost control methods throughout UTHSA’s Laundry and Linen operations.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

The MSRH will feature 150 beds, 12 Operating Rooms, two IR suites, two endo suites, an Intensive Care Unit, Emergency Department, Imaging Center, Lab, Bone Marrow Transplant Unit, Infusion Center, Pharmacy, and a Sky Bridge connecting to the Mays Cancer Center, home of UTHSA’s collaboration with UT MD Anderson. The MSRH has a total square footage of 448,146 square feet covering 9 floors of patient care services.

The KSP facility will feature five floors covering clinic specialties in primary care, gastroenterology, obstetrics & gynecology, ophthalmology, orthopedics, otolaryngology, physical medicine & rehabilitation, physical therapy, pathology, and radiology. There will also be an ambulatory surgical center including 4 operating rooms and 16 pre-post op rooms. The total square footage is 108,000 square feet and the facility is located on the Northwest side of San Antonio at Loop 1604 and Kyle Seale Parkway.

The services for this RFP are currently only for the MSRH location and KSP location and NOT for the entire University (ref. Section 5.5 ADD OR DELETE SERVICES), however University reserves the right to expand the services to other campus locations in the future upon mutual agreement between Proposer and University.

No Guarantee of Volume. The State of Texas does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this solicitation and resulting contract

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-24-P08, from qualified proposers to provide operational guidance services (the “Services”) for Laundry and Linen Services, Services are more defined in Section 5 (Scope of Work) of this RFP.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

1.5 Transition Plan

As a government entity, UT Health San Antonio is obligated by statute to re-solicit, or to leverage eligible Group Purchasing Organization contracts, to continue this service upon expiration or termination of this agreement. Awarded Proposer agrees that if the Signed Agreement expires or is terminated for any reason, then, at University’s option, Awarded Proposer will continue to perform the Laundry and Linen Services in accordance with the terms and conditions of the Signed Agreement until University contracts with a new qualified and experienced contractor(s) to perform the Laundry and Linen Services or is able to perform the Laundry and Linen Services in-house; provided, that, Awarded Proposer will not be required to continue performing the Laundry and Linen Services for more than four (4) months after expiration or termination of the Signed Agreement.

Awarded Proposer agrees to cooperate with, and assist, University’s efforts to transition to another contractor(s) or to perform the Laundry and Linen Services in-house.

1.6 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Thursday – October 26, 2023

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH BONFIRE) about this RFP to:

Bonfire Opportunity Q&A

Located in the Project Details (see below).

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 5:00 PM Central Prevailing Time, Tuesday – October 17, 2023 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

Under Project Details, click the “Ask a Question” located near the Question Due Date.

This will take you to the Vendor Discussion Section where you can post your question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

B. Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria

A. Cost of goods and services;

B. Reputation of the Proposer and of the Proposer's goods or services;

C. Quality of the Proposer's goods or services;

D. Extent to which the goods or services meet the University's needs;

E. Proposer's past relationship with the University;

F. Proposer’s exceptions to the terms and conditions set forth in Section 4, and;

G. Experience in multi-location hospital and clinical services.

2.4 Key Events Schedule

Date RFP Issued 11:00 AM Central Prevailing Time, Monday - September 25, 2023

Pre-Proposal Meeting 1:30 PM – 2:00 PM Central Prevailing Time, Thursday –

October 12, 2023

Question Deadline 5:00 PM Central Prevailing Time, Tuesday – (ref. Section 2.2) October 17, 2023

Submittal Deadline 3:00 PM Central Prevailing Time, Thursday –

October 26, 2023

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program. For more information on the HUB Program, please visit https://comptroller.texas.gov/purchasing/vendor/hub/

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

https://comptroller.texas.gov/purchasing/vendor/hub/ http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref.

Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Proposer’s HSP through the Bonfire

Procurement Portal UT Health San Antonio (bonfirehub.com)

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.5.6 Agencies are required to make a good faith effort to assist Historically Underutilized

Businesses (HUB) to receive a portion of the total contract value that the agency expects to award in a fiscal year in accordance with the statewide goals. These goals are achieved through contracting directly with HUBs or indirectly through subcontracting.

A. The HUB percentage goal for this specific RFP is: 26% http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities

2.6 Key Events Schedule

2.6 Pre-Proposal Meeting

University will hold a Pre-Proposal Meeting from 1:30 PM – 2:00 PM, Central Prevailing Time on Thursday – October 12, 2023 via Microsoft TEAMS. The Pre-Proposal Conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Team’s Meeting Information:

Meeting ID: 275 109 094 137 Passcode: uyp345

2.7 Planned Walk-Through

University reserves the right to hold a Planned Walk through in person at both the MSRH and KSP locations. The dates and times to be determined after the first round of evaluation. Not all vendors may be invited to participate in these walk-throughs, all depended on first round of evaluation scores.

2.8 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations. Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal at:

UT Health San Antonio (bonfirehub.com), on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal. University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free Proposer account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5);

B. Agreement (ref. APPENDIX TWO);

C. Proposal Requirements (ref. APPENDIX ONE);

D. Notice to Proposers (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://vendor.bonfirehub.com/login

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6)

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE)

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)

3.4.5 Responses to questions and requests for information in the Specifications and Additional

Questions Section (ref. Section 5)

3.4.6 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX THREE).

3.4.7 Signed and completed Access by Individual with Disabilities (ref. APPENDIX FOUR)

3.4.8 Signed and completed Electronic and Information Resources Environment Specifications

(EIR) (ref. APPENDIX FIVE)

3.4.9 Completed Information Security Initial Security Posture Assessment (ISPA) (ref.

APPENDIX SIX)

3.4.10 Proposer’s SOC 2, Type II Certification (IF APPLICABLE)

3.4.11 Completed Accessibility Conformance Report (ACR) and/or VPAT (ref 5.2 MINIMUM

REQUIREMENTS)

3.4.12 Completed Vendor Accessibility Dev Service Infor Request (VADSIR) (ref. 5.2 MINIMUM

REQUIREMENTS)

3.4.13 Completed and Signed TX-RAMP Notice (ref APPENDIX SEVEN)

3.4.15 Detailed Proposer Quote (ref Section 5.4 for detailed information to be included)

SECTION FOUR

TERMS AND CONDITIONS

See Attached in Bonfire

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 Proposer must have a minimum of FIVE (5) years providing this type of service at comparable volume.

5.2.2 Proposer shall be able to immediately meet The Joint Commission (TJC), Intermediate

Care Facilities for Individuals with Intellectual Disabilities(ICF/IID), and Accreditation Commissions for Education and Nursing (ACMR/DD) accreditation standards, and all state and local health department requirements.

5.2.3 Proposer must submit a copy of its current company’s Operations and Procedure manual and Quality Control Program (QAP) manual that are currently being used in a health care facility.

5.2.4 Proposer will maintain Healthcare Linen Accreditation Council (HLAC) certification.

5.2.5 A completed Accessibility Conformance Report (ACR), which may be based on a standard format such as:

The ITI’s Voluntary Product Accessibility Template (VPAT), preferably a recent version using the WCAG version (for web-based products) or the 508 version (for other products)

One or more URLs pointing to existing completed ACRs for the product or service A URL to a web page which explains how to request completed ACRs for the product or service

5.2.6 A completed Vendor Accessibility Dev Services Info Request (VADSIR)

5.2.7 Proposer must have, or obtain, a TX-RAMP Level I certification from DIR (Texas

Department of Information Resources) prior to contract execution. Information on TX- RAMP can be found on the Texas DIR website at: https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp Please begin TX-RAMP Certification as soon as possible if proposer is not already certified.

https://www.jointcommission.org/ https://www.hhs.texas.gov/providers/long-term-care-providers/intermediate-care-facilities-icfiid https://www.acenursing.org/2023-resources/ACEN-2023-Program-Guidelines.pdf https://hlacnet.org/ https://www.itic.org/policy/accessibility/vpat https://dir.texas.gov/resource-library-item/vendor-accessibility-dev-services-info-request https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in (APPENDIX TWO), Proposer must submit a list of the exceptions. The University will not consider any modifications to the University’s Standard Terms and Conditions after submittal deadline.

Proposer may not reserve the right to further negotiate terms and conditions if selected.

All exceptions to the University’s Standard Terms and Conditions must be included at time of submission.

5.3.2 By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC. Proposer may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php. The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement.

5.3.3 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the “Access by Individuals with Disabilities” language that is set forth in APPENDIX FOUR, Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE

RESPONSE TO THIS QUESTION.

5.3.4 In its proposal, Proposer must respond to each item listed in APPENDIX FIVE, Electronic and Information Resources (EIR) Environment Specifications.

APPENDIX FIVE will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University.

Responses to APPENDIX FIVE will be incorporated into the Agreement and will be binding on Contractor.

5.3.5 UTS165 defines “Information Resources” as any and all computer printouts, online display devices, mass storage media, and all computer-related activities involving any device capable of receiving email, browsing Web sites, or otherwise capable of receiving, storing, managing, or transmitting Data including, but not limited to, mainframes, servers, Network Infrastructure, personal computers, notebook computers, hand-held computers, personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the procedures, equipment, facilities, software, and Data that are designed, built, operated, and maintained to create, collect, record, process, store, retrieve, display, and transmit information.

5.3.6 UTS165 defines “Data” as recorded data, regardless of form or media in which it may be recorded, which constitute the original data necessary to support the business of UT System or original observations and methods of a study and the analyses of such original data that are necessary to support research activities and validate research findings.

Data includes, but is not limited to printed records, observations, and notes; electronic data; video and audio records, photographs, and negatives.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=2&ch=46&rl=Y http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

5.3.7 UTHSA prefers Proposers to submit a completed Service Organization Control (SOC)

2, Type II audit with their proposal. If Proposer does not have a completed SOC 2, Type II, then Proposer will be required to complete and submit APPENDIX SIX, Information Security Initial Security Posture Assessment (ISPA). The SOC 2, Type II or APPENDIX SIX will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX SIX will be incorporated into the Agreement and will be binding on Contractor.

5.3.8 Proposer must obtain TX-RAMP Level I certification. Note that TX-RAMP certification can take considerable time. If proposing company does not possess the required TX- RAMP certification, please begin the process as soon as possible to avoid any delays with contract execution if selected for award.

5.4 Scope of Work

Proposer will provide a full range of laundry services for the MSRH and KSP facilities. Services include spotting, laundering, disinfecting, pressing, mending, folding, delivering, and picking up of linens to specified drop point(s) at the MSRH and KSP facilities.

Proposers shall provide in their submitted a proposal a detailed description of the below information as well as other pertinent information specific to their operation concerning the service, delivery, pick-up, replacement, and other aspect of the laundry and linen services.

5.4.1 Proposer will provide the following services to University:

A. Provide a complete suggested list, and par level of linens and par levels for

BOTH MSRH and KSP locations.

B. Provide a complete quote on the cost for bulk laundering of linen items. All linen items must be free of identification markings, stamps, and logos. All linens MUST be wrinkle free.

C. Provide a detailed description that includes the process pertaining to:

1. Delivery/turnaround time;

2. Par level changes (adding/subtracting);

3. Options to add additional locations, and;

4. Your quality metrics/key performance indicators used to determine

“success” with your customers

D. Provide a basic stock of each item for use by MSRH. The quantity of the items to be used may be adjusted upward or downward as the requirements change.

There shall be no charge for the basic stock items.

E. Replace inventory items worn out through normal wear and tear, at no cost, with Quality items that are acceptable to MSRH and the KSP facility (if the supply of stored lines is destroyed due unforeseen events such as fire, flood, etc., the Awarded Vendor will be responsible for the replacement of all lost/damaged items).

F. Deliver any delivery shortage no more than twenty-four (24) hours after originally scheduled delivery.

G. Ensure delivery of cleaned goods and pick-up of soiled goods are on an even one-for-one exchange basis.

H. Ensure that all proper laundry cleaning procedures are used on all items during the cleaning process, keeping in mind that the nature of MSRH and KSP facility business includes patient care and research which may necessitate removal of blood from some items. All linens will be processed and handled following The Joint Commission (TJC) guidelines, or better.

I. Ensure all clean and soiled linens are kept separate during transportation.

Protect clean laundry from all sources of potential cross-contamination through the completion of its delivery. All clean laundry shall be protected from physical, biological, and chemical contamination.

5.4.2 Pick-up and Delivery Instructions

For the MSRH – Proposer will arrive at the loading dock (reference Appendix 5 Greehey Campus Map) for both delivery and pick up.

For KSP – Proposer will arrive at the loading dock (reference Appendix 6 Kyle Seale Parkway) for both delivery and pick up.

Proposer to provide a detailed description in their proposal that will provide specifics for the following items, as well as any additional items that the proposer feels will exceed the needs of the University. Ensure that these are clearly identified in your proposal.

A Carts:

Proposer will provide large carts to deliver clean linen and pick up solid linen. UT Health will provide carts for both MSRH and KSP facilities for use within the facility to transport through the hallways.

B. Pick-up of Soiled Linen:

MSRH: Soiled linen will be collected via the soiled linen room. There may be additional locations, to be determined upon the start of operations of the MSRH.

KSP: Soiled linen will be collected via the soiled linen room from each area.

There may be additional locations, to be determined upon the start of operations of the KSP.

C. Delivery of Clean Linen:

Proposer will deliver clean linen to each department’s designated area. Before leaving each department, the Proposer will coordinate with that designated representative to verify linen count and sign off on the delivery.

5.4.3 Emergency Delivery:

Occasionally a department may have an emergency request for pick-up of soiled linen, or delivery of clean linen. Proposer will provide emergency service at no additional cost to the University.

A. Provide in your proposal the procedures required to include cut-off time, turn-

Around time for delivery, additional cost, and any additional specifics.

5.4.4 Parking, Background Check, and Identification Badges

A. The University Parking and Traffic regulations states as follows: All vendors, salesmen, technical representatives, and servicing personnel who regularly conduct business on the campus, but are not housed or officed here, must register at the Parking Service Office and purchase one (1) Service and Delivery Parking Permit ($306 Annually). A vehicle properly displaying a valid parking permit must park in areas designated for Zone III Parking. Holders of Service and Delivery Parking Permits may park in any designated, lined loading zone or Service and Delivery area while loading and unloading equipment from their vehicles.

B. Prior to coming onto campus for the first time Proposer must coordinate with the

University’s campus police to complete a background check. Charges for each background check will correlate with the fee schedule that is currently in effect.

5.4.5 Technology

Proposer is expected to have a software solution and related automation for the inventory management by item, area, weight, and cost of items. Proposer shall provide a detailed description of the software that will be used by both the proposer and the University. Clearly identify the following information, as well as additional information to provide a clear picture of all requirements needed:

A. Type of integration required (if applicable);

1. Implementation/Set-Up

B. Development;

1. Training

C. Vendor Support and Services;

1. Maintenance/Hosting

2. Upgrades

D. Licensing;

E. Reporting/Invoicing, and;

1. Monthly invoice by department to each respective representative.

2. Monthly invoices must be billed by weight

F. Other Considerations

5.4.6 Suggested Items for Quote

The below items are some of the suggested items that UTHSA would like to see on your quote. This list is not all-inclusive:

Description Cost

Launder and Delivery Clean Linen Soiled Linen Pick Up Receive and Breakdown New Linen Services to Include the Following:

Store Overflow New Linen Store Pandemic Linen Bulk Cart Delivery – Guaranteed delivery times between XX:XX AM and

XX:XX PM

Other Services (Please Itemize)

In your proposal, ensure that all items needed to outfit a hospital patient, emergency, clinical, transplant unit, infusion center, as noted in section 1.2 of this RFP. This list is not all-inclusive, to include but not limited to:

Item Notes

Sheets Flat, draw, fitted, knitted stretcher Pillowcases Blankets Towels Wash cloths, body towels, Pads Absorbent

Gowns (All sizes XS – XXXXL) Patient (IV snap to include pocket for telemetry), patient (w/out snaps), x-ray, surgical, isolation, mammography

Scrubs (All sizes (XS – XXXXL) Tops, pants, head covering, masks Aprons Operating Rooms Standard OR Packs, warm-up jackets Curtains Lab Coats Solid Linen Bags

5.5 Add or Delete Services

5.5.1 UTHSA is continuing to grow clinical, research, and educational services, which may require that additional service locations or facilities be added during the term of this agreement. The agreement that results from this RFP may need to be modified during its term to reflect these new locations. Proposer agrees that the University has the right to add services which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services during the effective period of the contract. The University and the Proposer, prior to modification of services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

HUB SUBCONTRACTING PLAN

APPENDIX FOUR

ACCESS BY INDIVIDUAL WITH DISABILITIES

APPENDIX FIVE

ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT

SPECIFICATIONS (EIR)

APPENDIX SIX

INFORMATION SECURITY INITIAL SECURITY POSTURE ASSESSMENT (ISPA)

APPENDIX SEVEN

TX-RAMP NOTICE

APPENDIX EIGHT

GREEHEY CAMPUS MAP

APPENDIX NINE

KYLE SEALE PARKWAY MAP

See Attached in Bonfire