F1179585612_AddNo2_DCFITB2122001FINALTOPOSTTOVBS1.pdf

ADDENDUM No. 02

INVITATION TO BID

Department of Children and Families Northeast Florida State Hospital

Solicitation Number: DCF ITB 2122 001

Solicitation Title: Environmental Housekeeping Services

Response(s) Due Date: 01/24/2022

Addendum Number: 02

Addendum Date: 1/24/2022

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER

120, FLORIDA STATUTES.

DCF ITB 2122 001 - Environmental Housekeeping Services is hereby amended as follows (all changes are highlighted in yellow, and deletions are crossed out and highlighted in gray). All other terms and conditions of the solicitation remain in effect.

Change No.1:

DCF ITB 2122 001, Section 1. INTRODUCTION, Subsection 1.1 Introduction to the Procurement, is hereby revised as follows:

The Department of Children and Families (Department), Northeast Florida State Hospital (NEFSH) is issuing this solicitation in search of a qualified vendor or vendors (hereafter referred to as Vendor) with the capacity to provide all functions related to the provision of Environmental Housekeeping Services including staff, equipment, and cleaning supplies. These services may be performed by a partnership of professionals, which allows for the capability to meet the required service expectations of this ITB. Northeast Florida State Hospital is an inpatient mental health facility, comprised of a 613-bed facility, including 52 Buildings (20 Resident Living Areas and 32 Administrative and Ancillary Buildings), all inclusive of 621,636 square footage. Any person interested in submitting a bid must comply with any and all terms and conditions described in this Invitation to Bid (ITB).

Change No.2:

DCF ITB 2122 001, Section 1. INTRODUCTION, Subsection 1.2 Term of the Agreement, is hereby revised as follows:

The anticipated start date of the resulting contract is May 1, 2022. The anticipated duration of the contract is three (3) years after the start of service. Renewal, if any, shall comply with s. 287.057(13), F.S.

Change No.3:

DCF ITB 2122 001, Section 4. INSTRUCTIONS FOR RESPONDING TO THE ITB, Subsection 4.2.5 TAB 4: PROPOSED PRICING AND FINANCIAL INFORMATION, is hereby revised as follows:

4.2.5 TAB 4: PROPOSED PRICING AND FINANCIAL INFORMATION

The vendor must submit and demonstrate a proposed fixed cost per month inclusive of: cost per square foot; cost for supplies (including chemicals, floor care products, etc.) and equipment; breakdown of proposed staffing for each service type and area of service to include a list of all positions with salaries and benefits; and Vendor’s audited overhead rate calculation and proposed profit margin as certified by a licensed Certified Public Accountant.

Change No.4:

DCF ITB 2122 001, APPENDIX VIII, is hereby added to the solicitation as follows:

APPENDIX VIII – ESTIMATED FLOOR TYPE BREAKDOWN

NOTE: Flooring breakdown by building is provided as a general estimate only – may not represent exact square footage of each type of flooring.

See Attached.

Change No.5:

DCF ITB 2122 001, APPENDIX IX, is hereby added to the solicitation as follows:

APPENDIX IX – BUILDING LAYOUTS

NOTE: Building Layouts are provided as a general reference only – drawings are not to scale and may not represent exact usage of each room or exact square footage of each building.

See Attached.

Change No.6:

DCF ITB 2122 001, EXHIBIT A – SPECIAL PROVISIONS, Section A-7. OTHER TERMS, Subsection A-7.17. Programming Services Areas, is hereby added as follows:

Programming Services Areas – areas of the facility where the bulk of Rehabilitation Treatment Services at NEFSH are provided. Housekeeping services delivery for the Programming Services areas include the Adult Recovery Centers (Buildings 34, 35A, 35B, 35C, 35D), Shady Oaks Recovery Center (31-East), the Hair Salon (located in Building 13-2nd floor), the Treatment Mall (Bldg. 13-3rd floor), and the Mirage Mall Area (Building 2 – sections A, B, and C). Refer to the campus map in Attachment 1 for building location information.

Change No.7:

DCF ITB 2122 001, EXHIBIT B – SCOPE OF WORK, Section B-8 CONTRACT LIMITS, is hereby revised as follows:

B-8. CONTRACT LIMITS

These services must be provided within the financial limits of the contract. Payment for the delivery of services is limited to TBD for each fiscal year through June 1, 2025, for a total contract dollar amount not to exceed TBD, contingent upon annual appropriation by the Legislature.

Change No.8:

DCF ITB 2122 001, EXHIBIT C – TASK LIST, Section C-2.1. Staffing, Subsection C-2.1.2 The Provider shall ensure, is hereby revised as follows:

C-2.1.2. The Provider shall ensure:

C-2.1.2.1. 8 hours of cleaning in Kitchen/Dining Rooms (Bldg. 11) and the Canteen (Bldg. 2B) as indicated in EXHIBIT C1, and as shown in Attachment 1, each day (Monday through Sunday);

C-2.1.2.2. 8 hours of cleaning per Resident Living Area, Programming Services Area (34, 35A, 35B, 35C, 35D), Treatment Mall (Building 13- 3rd floor) and Hair Salon (located on 2nd floor, Bldg. 13), Shady Recovery Services Area (31-East) Kitchen/Dining Rooms, and the Canteen as indicated in EXHIBIT C1, and as shown in Attachment 1, each weekday (Monday through Friday);

C-2.1.2.3. 4 hours of cleaning per Resident Living Area, Kitchen/Dining Rooms, and the Canteen as indicated in EXHIBIT C1, and as shown in Attachment 1 and as indicated in EXHIBIT C1, each weekend day (Saturday and Sunday);

C-2.1.2.4. 4 hours of cleaning per Resident Living Area, Kitchen/Dining Rooms, and the Canteen as indicated in EXHIBIT C1, and as shown in Attachment 1 and as indicated in EXHIBIT C1, each day on Holidays; and C-2.1.2.5. 4 hours of cleaning per day in accordance with the frequencies indicated in EXHIBIT C1, inclusive of all non- Resident Living Areas, and Office and Support Area buildings, as shown in Attachment 1. Holiday staffing coverage is not required for these areas.

Change No.9:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section General Conditions, Item #2 is hereby revised as follows:

2. The hours of operation for environmental housekeeping services will be from 7:00 A.M. to 3:30 P.M. each day, including holidays. Some services (i.e., floor care, window cleaning, etc.) may be performed outside of normal hours of operation with prior coordination and approval from the Department’s Contract Manager.

Change No.10:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section General Conditions, Item #4 is hereby revised as follows:

4. The Department will supply Paper Towels, Toilet Paper, Hand Soap, Hand Sanitizer, and Trash Liners. The Provider will use the NEFSH’s inventory to replenish each item.

Change No.11:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section General Conditions, Item #21 is added as follows:

21. Terminal cleaning of resident rooms shall include cleaning and disinfecting of all low-touch and high-touch surfaces, including those that may not be accessible when the room/area was occupied (e.g., patient mattress, bedframe/bed, tops of shelves/ledges, vents), and floors.

Change No.12:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section General Conditions, Sub-Sections: Resident Living Areas;

Kitchen/Dining Rooms, and Canteen; Programming Services, Treatment Mall, Staff Development, and Nursing Education Areas; Mirage Mall Areas;

Gymnasium; Office and Support Areas; Warehouse Area; and Upon Request Only Areas are each revised to include the replenishment of:

• Hand Sanitizer to the tasks list for each sub-section.

Change No.13:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Kitchen/Dining Rooms, is hereby revised as follows:

Kitchen/Dining Rooms, and Canteen – 7 days per week – 7:00 A.M. to 3:30 P.M. including: 8 Hours per day (Monday through Sunday), including holidays

• Includes Buildings: Building 11 – Kitchen/Dining, and Building 2A – Canteen

Change No.14:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Programming Services, Treatment Mall, Staff Development, and Nursing Education Areas, is hereby revised as follows:

Programming Services, Treatment Mall, Staff Development, and Nursing Education Areas – 5 days per week – (Monday through Friday)

• Includes Buildings: 33, 34, 35A, 35B, 35C, 35D, 31 (East side), 13 – 3rd floor, 13 – 2nd floor Hair Salon

*Special Note: Each of the following four (4) areas can be grouped separately as indicated below to maximize housekeeping staff coverage needs, provided all deliverables for each area are met:

1. Adult Recovery Services (Bldgs. 34, 35A, 35B, 35C, 35D);

2. Staff Development & Nursing Education (Bldg. 33);

3. Shady Oaks Recovery Services (31-East); and

4. Treatment Mall & Hair Salon (13 - 3rd Floor, 13 – 2nd Floor)

Change No.15:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Mirage Mall Areas, is hereby revised as follows:

Mirage Mall Areas – 5 days per week -- (Monday through Friday)

• Includes Buildings 2A, 2B, 2C: (2A – Hair Nest, Sand Dollar Boutique; 2B -- Krafty Kritters, Library/Jukebox; Canteen; 2C - Game Room, Weight Room)

Change No.16:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Mirage Mall Areas, Sub-Section Monthly Tasks, is hereby revised as follows:

Monthly Tasks – Minimum 1x per Month

1. Damp mop rooms and accessible office floors (request access to any locked areas) with approved disinfectant solution using a fresh solution mixture and mop pad for each area.

2. Buff all applicable floors

3. Dust HVAC vents

Change No.17:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Office and Support Areas, is hereby revised as follows:

Office and Support Areas: 5 days per week - 7:00 A.M. to 3:30 P.M. – 8 Hours per weekday (Monday through Friday); 2 Days per week -- 4 Hours per weekday (Monday through Friday); 1 Day per weekday -- (Monday through Friday)

• 1 day per week (4 hours daily) -- Includes Buildings: 37 (Chapel), 104 (Welcome Center - front gate), 46 (Records/Storage), Modular 101 – Classroom, and Modular 102 - Classroom

• 2 days per week (4 hours daily) -- Includes Buildings: 3, 4, 5, 6, Offices/Areas in Connector between Building 12 & 13, 13-1st floor offices, 16, 18, 30, 31 West, 36C, 59, Modular 103-Transportation, and 1st floor Visitation Center in Building 22

• 5 days per week (8 hours daily) -- Includes Buildings: 1, 12 – 1st floor, 12 - 2nd floor (Admissions/Discharge, and Infection Control), 12 - 3 (Doctor’s On-Call)

Change No.18:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Office and Support Areas, Sub-Section Quarterly Tasks, is hereby revised as follows:

Quarterly Tasks – Minimum 4x per Year

1. Spot clean walls to remove graffiti and associated marks.

2. Perform high dusting and remove any cobwebs.

3. Dust, and Damp wipe HVAC vents, windowsills, ledges, doors and door frames, chairs, doorknobs, counters, tabletops (and legs), and other office furniture in classrooms, lobbies, and offices with approved disinfectant solution.

Change No.19:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Upon Request Only Areas (at no additional cost to the Department), is hereby revised as follows:

Upon Request Only Areas (at no additional cost to the Department) – approximately 1x per Quarter (will coincide with transition of occupants/interns)

• Includes the Following: Doctor’s Circle Houses #8, #9, #10, and #11; Hospitality House Apartments (Building 22) #202, #206, #106; Building 113 (Portable Module #1); and Building 114 (Portable Module #2)

Change No.20:

DCF ITB 2122 001, EXHIBIT C1 – ENVIRONMENTAL HOUSEKEEPING SERVICE TASKS, Section Medical Waste Collection, is hereby revised as follows:

Medical Waste Collection – 7 days per week - 7:00 A.M. to 3:30 P.M. – 8 Hours per weekday (Monday through Friday), 4 hours per weekend day (Saturday and Sunday)/ Resident Living Area, and 4 hours per day/ Resident Living Area each holiday.

• Includes the Following: Building 12 – 1st floor Lab/Dentist/MTA/Pharmacy, Building 12 – 2nd Floor Admissions & Discharge/Infection Control, Building 12 & 13 Resident Living Areas: 12-3C, 13-1 East, 13-1 West, 13-2 East, and 13-1 West

*Special Note: Daily Tasks for Medical Waste Collection are to be added to each of the indicated areas. Housekeeping Staff assigned to these areas are responsible for performing these tasks.

Daily Tasks - Weekdays (Monday through Friday) – 8 hours each day per Resident Living Area, 4 hours per weekend day (Saturday and Sunday), and 4 hours per day each holiday.

1. The Provider, in cooperation with the Hospital’s Infection Control Department and in compliance with OSHA regulations, shall be responsible for the collection of medical waste deposited in containers provided by the Department; transportation of full medical waste storage containers to the designated medical waste storage room located at the loading dock area of Building 13; and the replenishment of empty storage containers in each area. Medical waste will include the following:

a. Blood, which means human blood, human blood components, and products made from human blood.

b. Contaminated Sharps, which means any contaminated object that can penetrate the skin including, but not limited to, needles, scalpels, broken glass, broken capillary tubes and exposed ends of dental wires.

c. Other Potentially Infectious Materials, which means (1) The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body-fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids; (2) Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and (3) HIV-containing cell or tissue cultures, organ cultures, and HIV-or HBV- containing culture medium or other solutions; and blood, organs, or other tissues from experimental animals infected with HIV or HBV as defined by Occupational Safety & Health Administration.

Change No.21:

DCF ITB 2122 001, EXHIBIT D – DELIVERABLES, Section D-1., Sub-Section D-1.2., is hereby revised as follows:

D-1.2. At a minimum, the Provider will deliver Housekeeping/Janitorial services in accordance with the frequencies and hourly specifications required in EXHIBITC1 to the Administrative and Ancillary Areas

Change No.22:

DCF ITB 2122 001, EXHIBIT E – MINIMUM PERFORMANCE MEASURES, Section E-2., Sub-Section D-2.3., is hereby added as follows:

E-2.3. In the event the Provider fails to meet Minimum Performance Measures in multiple categories, the Financial Consequences provided in Section 6.1 and in EXHIBIT F-1 of this Contract will be applied to all deficient categories for each month in which the Minimum Performance

Measures are not met, at the sole discretion of the Department. An exception to this reduction will be allowed, as determined by the Department for extenuating circumstances. Repeat deficiencies for three consecutive months will require the Provider to develop a Corrective Action Plan (CAP) for Department approval, detailing how it intends to attain the targets in the following month and on a continuous basis throughout the year(s) of this contract.

Change No.23:

DCF ITB 2122 001, EXHIBIT F – METHOD OF PAYMENT, Section F-2. Fixed Price, is hereby revised as follows:

F-2. Fixed Price. The Department will pay the Provider for the delivery of services units in accordance with the Payment table below. All payments are associated with the provision of services outlined in Section B-5 Manner of Service Provisions EXHIBITS C and C-1, and subject to the Department's acceptance of reports/deliverables as outlined in EXHIBIT D-Deliverables.

Term Service Unit Unit Price Number of Units Annual Amount

May 1, 2022 to April 30, 2025

One (1) complete month of Housekeeping/Janitorial Services TBD TBD

Change No. 24:

DCF ITB 2122 001, EXHIBIT F – METHOD OF PAYMENT, SECTION F-3. FEES, is hereby revised as follows:

F-3. Fees. The Provider shall pay for the following items, which will be provided by the Department. These items shall be listed and deducted from the Provider's monthly invoice as needed:

F-3.1. MANDT Training - $145.00 per person (new hires) F-3.2. Parking Decals - $10.00 per person (annual) F-3.3. PPD Screening – $10.50 per person (annual as required by annual screening) F-3.4 IGRA PPD Screening - $50.00 per person (new hires and as required annually by screening) F-3.5. ID Badge – $15.00 per person F-3.6. Level II Background Screening -- $37.25 per person (every 5 years)

Change No. 25:

DCF ITB 2122 001, APPENDIX X, is hereby added to the solicitation as follows:

APPENDIX X – PROJECT STAFFING SUMMARY

See Attached.

Change No.26:

DCF ITB 2122 001, APPENDIX XI, is hereby added to the solicitation as follows:

APPENDIX XI – PROJECT BUDGET SUMMARY

See Attached.

Change No. 27:

DCF ITB 2122 001, APPENDIX XII, is hereby added to the solicitation as follows:

APPENDIX XII – PROPOSED COST ALLOCATION PLAN

See Attached.

Change No. 28:

DCF ITB 2122 001, SECTION 2.3 is hereby revised as follows:

2.3 Timeline

Activity Date Time Address Section Reference

Solicitation advertised and released on VBS:

10/27/2021 N/A VBS Electronic Posting site:

http://myflorida.com/ apps/vbs/vbs_www.m ain_menu

1.4 http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu

Activity Date Time Address Section Reference

*Pre-bid Conference (call) to be held (optional):

11/16/2021 10:00 am

See Section 1.3 GoToMeeting - online meeting:

https://www.gotomee t.me/NEFSHContractM anagement

2.5

Written questions must be received by:

11/19/2021 3:00 pm

See Section 1.3 2.6

Department’s response to questions:

12/03/2021 01/12/2022 02/23/2022

N/A See Section 1.3 2.6

Sealed bid must be received by the Department:

12/13/2021 01/20/2022 03/17/2022

2:00 pm

See Section 1.3 2.7

*Bid opening: 12/13/2021 01/20/2022 03/17/2022

3:00 pm

See Section 1.3 GoToMeeting - online meeting:

https://www.gotomee t.me/NEFSHContractM anagement

2.7.3

Posting of intended contract award:

12/28/2021 01/26/2022 04/06/2022

N/A VBS Electronic Posting site:

http://myflorida.com/ apps/vbs/vbs_www.m ain_menu

Section 5

Effective date of contract:

01/1/2022 02/01/2022 05/01/2022

N/A N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement http://myflorida.com/apps/vbs/vbs_www.main_menu

Vendor Question #

Vendor DCF ITB 2122 001 Section

Vendor Question Department’s Response

1 of 120 USSI Advertisement For some odd reason, I’m having issues viewing the solicitation on the website.

When we normally click on a MyFlorida.com link, the solicitation comes right up. We opened an old myflorida.com (DCF) solicitation and those seemed to take us right to the solicitation. The following screenshot below is the landing page that shows up every time we tried for ITB# DCF ITB 2022 001. Could you please provide assistance or guidance so we can be able to view all pertinent documents or answers to questions?

The correct procurement number is:

DCF ITB 2122 001, and the link is:

https://www.myflorida.com/apps/vbs/v bs_www.ad_r2.view_ad?advertisement_ key_num=162873

2 of 120 USSI N/A will the answers to questions be uploaded to the VBS site, or sent directly to those participating in this solicitation?

Answers will be posted on the VBS site.

3 of 120 Grosvenor Building Services, LLC.

N/A What company is the current Environmental Housekeeping Service provider for NEFSH?

Aramark Corporation, since March 2019.

4 of 120 Grosvenor Building Services, LLC.

N/A What is the current price per month? $79,166.66/month

5 of 120 Grosvenor Building Services, LLC.

N/A What was the monthly price in 2020 and the monthly price in 2021?

$79,166.66 for both 2020 and 2021

6 of 120 Grosvenor Building Services, LLC.

What was the increased monthly amount to the contract to accommodate the state minimum wage

Prices are not adjusted following execution of an agreement with the Department.

Responses to Written Inquiries:

https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?advertisement_key_num=162873 https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?advertisement_key_num=162873 https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?advertisement_key_num=162873

(i .e. $10.00 per hour) that began on October 1, 2021?

7 of 120 Grosvenor Building Services, LLC.

Exhibit D, D- 1.1, D-1.1.1, D-1.1.2

"What is DCF's count of minimum monthly hours for Resident living Areas as listed in Exhibit D (see following)?

Exhibit D- Deliverables (page: l7, CF Standard Contract 20l9) D-1.1. At a minimum, the Provider will deliver the following hours of housekeeping/janitorial services on Resident Living Areas each month:

D-1.1.1. (Monday through Friday) 8 hours per day per Resident Living Area D-1.1.2.. (Saturday, Sunday, and Holidays) 4 hours per day per Resident Living Area"

The minimum monthly deliverables are based on the provision of services daily, as detailed in Exhibit D. Number of hours will vary from month to month depending on the number of days and holidays for each month of service.

8 of 120 Grosvenor Building Services, LLC.

Exhibit D "Exhibit D - Deliverables (page 17, CF Standard Contract 2019) states the following for minimum monthly hours for Resident Living Hours.

((20 Homes) x ((52 weeks x 5 days) - (9 holidays}) x 8 hours = 40,160 hours per year ((20 Homes) x ((52 weeks x 2 days (Saturday and Sunday)) x 4 hours = 8,.320 hours per year ((20 Homes) x (9 holidays)) x 4 hours = 720 hours per year the total is 40, 160 hours + 8,320 hours + 720 hours = 49,200 hours per year and average of 4,100 hours per month.

Is this correct? lf not correct, what is the sum of the minimum monthly

See response to question 7.

hours as required in D-1.1.?"

9 of 120 Grosvenor

Building Services, LLC.

Exhibit F "Exhibit F - Method of Payment, F-2 Fixed Price; A fixed price even though the state's minimum wage will increase from $10.00 per hour to $13.00 per hour over the course of contract (i.e.,1/1/22 through 12/31/24)? Bidders are to cost average/front-load pricing?"

Per Exhibit F, Section F-1, this is a multi-year fixed price contract for three (3) years. Each bid should include the cost necessary to provide all deliverables and meet the performance measures throughout the term of the contract.

10 of 120 Grosvenor Building Services, LLC.

Section 3.3.3 Page 8 of 25, 3.3.3 No Cost-of-living-lncreases; is this correct?

Yes.

11 of 120 Grosvenor Building Services, LLC.

"Will you please confirm the following required staffing?

Kitchens/Dining Rooms Bldg. 11 1 staff x 8 hours x 7 days per week Programming Services, Treatment Mall, Staff Development...

1 staff x 8 hours x 5 days per week Mirage Mall Area 1 staff x 8 hours x 5 days per week Gymnasium 1 staff x 4 hours x 2 days per week Office and Support Areas 1 staff x 8 hours x 5 days per week 1 staff x 4 hours x 2 days per week 1 staff x 4 hours x 1 days per week Warehouse 1 staff x 4 hours x 2 days per week"

As stated in Section A-7.9, the Provider must perform all functions related to housekeeping services and janitorial functions, which includes trash removal from inside all buildings and recreational facilities designated in EXHIBIT C-1, bio-hazard waste removal from designated areas, and the provision of all necessary staff, equipment, and cleaning supplies.

The Provider must supply adequate staff to ensure the daily number of hours for each resident living area and building, as specified in EXHIBIT C and EXHIBIT C1, are met. Staffing by any other method will not meet the deliverables.

12 of 120 3H System LLC Who is the incumbent contractor and how long have they been providing services?

See response to question 3.

13 of 120 3H System LLC What is the current contracted monthly Current monthly amount is $79,166.66, price and yearly price? current yearly amount is $950,000.

14 of 120 3H System LLC Can you provide the latest monthly invoice from the current contractor?

Not applicable, due to services provided differing from those being requested on this solicitation.

15 of 120 3H System LLC Can you provide us with the bid tab sheet form the last bid opening?

See response to question 14.

16 of 120 3H System LLC Can you provide us the bid tab sheet from the last bid opening?

See response to question 14.

17 of 120 3H System LLC Is the scope/size of this bid identical with the current contract? Have there been any changes from the previously awarded contract to current request for bid? Are there any significant changes from the last bid?

See response to question 14. Changes have been made from previous contract.

See Exhibit B for Scope of Work applicable to this solicitation and resulting contract.

18 of 120 3H System LLC Who is responsible for furnishing supplies; paper products, trash can linear, hand soaps, and chemicals? If contractor provides, can you provide the usage data: Kind of products, quantities etc.

As stated in Section A-7.9, the Provider is responsible for all functions related to housekeeping services and janitorial functions, which includes trash removal from inside all buildings and recreational facilities designated in EXHIBIT C-1, bio-hazard waste removal from designated areas, and the provision of all necessary staff, equipment, and cleaning supplies.

Also, per the General Conditions listed in Exhibit C1 #4, the Department will supply Paper Towels, Toilet Paper, Hand Soap, and Trash Liners. The Provider will use the NEFSH’s inventory to replenish each item. Vendor is responsible for all cleaning chemicals/equipment, and floor care chemicals/equipment.

19 of 120 3H System LLC What are the criteria for awarding the Refer to SECTION 5: THE SELECTION contract? Can you specify the percentage of each category; Price, qualification, experience, etc.?

METHODOLOGY.

20 of 120 3H System LLC For service location, it is stated that"52 Buildings (20 Resident Living Areas and 32 Administrative and Ancillary Buildings), all inclusive of 618,178 square footage". Are these buildings located in one place? What is the service address?

All buildings are located at Northeast Florida State Hospital and are referenced in Attachment 1 – Map.

21 of 120 3H System LLC Please confirm that all services will be done during 7am-3:30pm, not during evening or night shift. If We do services only during day shift, then floor works (strip/wax/Carpet shampoo) also need to be done during day shift?

Floor work outside of standard service hours is acceptable for non-living area buildings but will require prior coordination and approval from the Department's Contract Manager. See Change No. 9 of this Addendum.

22 of 120 3H System LLC Can you give me the number of staff currently servicing the NEFSH?

23 of 120 3H System LLC Can you provide the flooring type breakdown of all locations? Carpet, Concrete, VCT, Tile, etc.?

See Change No. 4 of this Addendum.

24 of 120 3H System LLC Can you provide size for each building to calculate staffing?

See Change No. 5 of this Addendum and response to question 11.

25 of 120 3H System LLC Why did these facilities come up for bid at this time?

Housekeeping services are required following the end of the current contract.

26 of 120 3H System LLC Will there be a single bidder or multiple bidders?

As stated in Section 1.1, the Department is issuing this solicitation in search of a qualified vendor or vendors.

Determination on number of Providers will be following receipt of bids. And Section 2.9.1.4, states the Department may select more than one vendor for the commodities and contractual services encompassed by this solicitation.

27 of 120 3H System LLC What is required min. wage for this contact?

Minimum wages must meet State law.

28 of 120 3H System LLC Prior to commencement of subsequent renewal terms, will your agent consider a request for price adjustments in accordance with the current National Consumer Price index or the increased minimum wage of State?

Per Section 1.2, the anticipated duration of the contract is three (3) years after the start of service. Renewal, if any, shall comply with s. 287.057(13), F.S. Any changes in the amount of services or in price require a new contract. See the Department’s Standard Contract (Appendix V) Section 2, Statement of Work, the Department reserves the right to increase or decrease the volume of services and to add tasks that are incidental or complimentary to the original scope of services, when such increase or decrease occurs, except where the method of payment is prescribed by law, compensation under Section 3 will be equitably adjusted by the Department to the extent that it prescribes a fixed price payment method or does not provide a method of payment for added tasks.

29 of 120 3H System LLC There is no Price Proposal form. Are you going to provide one? If not, how do you want us present the price? It is 3 year contract. Do you want us provide monthly unit price for three year period (01/01/2022-12/31/2024) as listed Exhibit F?

See Change No. 25 and Change No. 26 of this Addendum. (Appendix X and Appendix XI)

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Exhibit C1 - Programming Services

Are the buildings listed 8 hours each or is 8 hours the expected time to maintain all included buildings per the daily, weekly, Monthly, Quarterly, Yearly?

See the revision to Exhibit C1 - Programming Services in Change No. 14 of this Addendum.

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Exhibit C1 - Medical Waste

Is the expectation to have a person pulling medical waste 8 hours per residential living area? 7 residential areas listed would that be (7) 8 hrs. a day to remove medical waste Mon-Fri and 7 residential areas listed would that be

(7) 4 hrs. a day for Sat, Sun, and Holidays?

Please see Change No. 20 of this Addendum.

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Are the total maximum penalties that can be assessed 57% of the monthly invoice?

The financial consequences listed in Exhibit F1 can be cumulative . Please see Change No. 22 of this Addendum.

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Couldn’t find anything related to a pricing sheet. Is there one available?

See response to question 29.

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Is the Contract a fix fee contract for the term (3) years?

Yes. See Exhibit F, Section F-1.

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Exhibit C1 - General Conditions

"Just to confirm - the Department will supply all paper towel, toilet paper, hand soap, and trash liners?

See response to question 18.

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Exhibit C1 – Programing Services

"Are the buildings listed 8 hours each or is 8 hours the expected time to maintain all included buildings per the

See response to question 30.

Partnership daily, weekly, Monthly, Quarterly, Yearly?

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Exhibit C1 - Medical Waste

Is the expectation to have a person pulling medical waste 8 hours per residential living area? 7 residential areas listed would that be (7) 8 hrs. a day to remove medical waste Mon-Fri and 7 residential areas listed would that be (7) 4 hrs. a day for Sat, Sun, and Holidays?

See response to question 31.

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Is this out to bid because current contract is up and you are required to go to bid or are you looking to change vendors due to service quality issues?

Current contract is expiring. Current contract is ending upon mutual agreement of the Department and Provider.

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5 ITN states contact will be awarded to the responsible and responsive vendor whose bid is determined to be the lowest responsive bid. Can you please explain the criteria that will be used to determine whether a proposer is "responsible"?

As stated in Section 2.9.1, the Department may determine whether a vendor is responsible, as defined in section 287.012, Florida Statutes.

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1.1 It states that vendors must be a current

Environmental Housekeeping Services provider, with prior experience delivering similar services. Will specific experience for similar type of facility be taken into consideration in the rankings and will companies without prior experience for similar type of facility be excluded?

All responsive and responsible bids with proven experience in service delivery at the same or similar type of facility will be considered.

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5 Is there weighted criteria for a Florida based business?

See Appendix II: Vendor Certifications, Tie Breaking Certifications.

42 of 120 Encompass Onsite, 2.4 Is there weighted criteria for MBE/DBE See response to question 41.

LLC certifications?

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4.14 In addition to the required level 2

background check, are there any special requirements to obtain clearance for Mental Health Facility?

No.

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F-3.3 Specifically, what immunizations required?

None.

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F-3.3 Is proof of COVID-19 vaccine required for all staff?

No, not at this time.

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

After Background clearance and TB testing clearance, ID Badges are issued immediately.

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F-3.1 Do you provide MANDT Training at the facility or are we responsible for ensuring staff has completed on own?

How long does the training take?

MANDT training is provided at NEFSH and is currently done over the course of 2 consecutive days. See section F-3.1.

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1.2 and 2.3 Under Terms of Agreement, it states anticipated contract start date of 9/30/21. Timeline states posting of intended contract award will be on 12/28/21 and effective date of contract will be 1/1/22. What date will service begin under the new contract and how long of a ramp up / transition period will be provided?

The anticipated start date for the new contract is May 1, 2022. See Change No.

2 of this Addendum.

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Is there anything excluding vendor awarded the contracted from hiring any existing staff?

No.

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What are pay rates of current housekeeping staff?

Base pay of current staff is: $13/hour for General Cleaning Staff; $13.50/hour for Floor Care Staff; and $16/hour for Supervisors, and Site Manager $25.57/Hour

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B-7.1.1.1. In addition to the required secured janitor carts, are there any other specific equipment requirements?

See Exhibit B, Section B-7.

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C1 Are there any special measures needed to ensure the safety of our staff at all times?

See Section B-7.1.1., additionally required training will cover safety measures for staff.

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1.1 Is the SF provided the total building SF

or only cleanable space?

Square footage provided in Change No.

01, is the total square footage.

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1.1 What is floor composition and how

much of each floor type (either total SF for each floor type or estimated % of total facility for each floor type).

See response to question 23.

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1.1 Are you able to provide floor plans for

each building?

See Change No. 5 of this Addendum.

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1.1 Please provide a breakdown of SF for

each building by space use with floor type for each.

See Change No. 4 of this Addendum.

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1.1 What is the average occupancy level

with regard to resident rooms?

On average, four residents per room. As stated in Section 1.1, NEFSH is an inpatient mental health facility, compromised of 613 beds.

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1.1 Are the resident rooms single or double

beds? If both, please provide number of each.

The number of beds in resident rooms varies from building to building, but on average consists of four beds. See response to question 57.

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A- 7.14, C1 Do all meals take place in one area? No, each living area has a dining area or a shared dining area in the same building for which delivery of the associated service tasks in Exhibit C1 (Resident Living Area #11 and Kitchen/Dining Rooms #1), are expected. Building 11 - Exhibit C1 (Kitchen/Dining Rooms) is the campus kitchen and dining area which serves multiple living areas and staff each day. Service tasks associated with Building 11 - Kitchen/Dining Rooms are separate from the living area dining areas. Meals are also served in the Canteen (Exhibit C1, Mirage Mall Areas).

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A- 7.14, C1 Please provide mealtimes and when cleaning needs to take place before/after each meal (when dining areas will be vacant)?

Between the contracted hours of 7am to 3:30pm, housekeeping staff will be responsible for coverage during breakfast and lunch. The times vary due to staggered rotations to accommodate multiple living areas for each meal. See Exhibit C1

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

Yes, see Section B-7.1.1. See response to question 62.

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Please provide schedules for residents and define window of time allowed for cleaning each area of the facility. For example, if residents attend programs, it is assumed we will have limited time to clean resident rooms. Likewise, we would clean program and common areas when not in use.

Service delivery is required throughout normal hours of operation as specified in Section B-3.5 and B-3.6, regardless of the presence of residents. Only redirection from Nursing staff may delay access to those immediate areas to be cleaned.

Residents voluntarily attend recovery classes weekdays from 9am to 11am and 1pm to 3pm.

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

Programs are voluntary but are an integral part of each resident's recovery.

There is a possibility that a resident may choose to remain in their room, however as stated in question 62, this should not impact completion of tasks

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If programs are optional and not mandatory, on average, what percent

This data is not available. See response to question 62.

of residents opt not to attend programs daily (meaning how many residents are likely to be in units when cleaning takes place)?

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C1 What time is special floor care permitted to take place?

Floor care projects have flexibility with time of day depending on the building.

See Exhibit C1, and response to question 21.

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Is there anything that commonly results in delay in ability to clean as scheduled such as having to address clogged toilets/floods, residents urinating or defecating outside of bathroom areas, removal of graffiti?

Issues can occur from time to time but are unpredictable in frequency.

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What level of security is present for each building (are there Sallyports) and do we need to account for time required to have access granted into each building?

Housekeeping staff will be issued keys to access all Resident Living Areas and most Office/Support Buildings. Access to special keyed buildings or rooms are available with minimal delay.

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Are there ever delays in receiving access resulting in housekeepers having to wait to enter and start cleaning as scheduled?

See response to question 67.

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C1 What type of trash liners are used (plastic or paper)?

Plastic

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C1 If only paper liners are used due to safety precautions, are plastic liners allowed for transporting trash?

See response to question 69.

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C1 If paper liners are required, it is assumed there will be rips/breakage while transporting and washing of waste receptacles will be required. Is this part of the scope and if so, where

See response to question 69. Trash receptacles are required to be regularly cleaned and sanitized in accordance with the service tasks in Exhibit C1, but location of cleaning is optional provided would this take place? safety of residents is addressed.

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C1 Upon request tasks. Since these tasks are to be performed at no additional cost, is assumed they would be performed by existing staff in lieu of other duties. Is it correct to assume that you understand other routine tasks may not be performed that day so that staff can address special requests instead

Upon Request Tasks (Exhibit C1) will be permitted as much time as possible for scheduling and will need to be added to the daily routines of existing staff from non-resident related areas.

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C1 With regard the above, how often are each of these tasks typically requested?

Approximately 1x per Quarter.

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Would we have access to commercial laundry facility on site?

Laundry Department is available to clean non-disposable mop heads and cleaning clothes.

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If not, would we be permitted to provide our own laundry machines on site and if so, where?

This is an option if desired and can be located within Housekeeping Office in Building 46.

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What is the typical/average number of room turnovers per month?

All individuals served are full time residents of NEFSH. No data is available for turnover each month.

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C1 What is process for terminally cleaning resident rooms for room turnovers (what is included in the scope for this)?

Clean and disinfect all low-touch and high-touch surfaces, including those that may not be accessible when the room/area was occupied (e.g., patient mattress, bedframe/bed, tops of shelves/ledges, vents), and floors. See Change No. 11 to the Addendum.

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C1 Is cleaning of mattresses ever requested?

Yes, during terminal cleans.

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C1 How many shower curtains does the facility have and is cleaning of shower curtains included daily?

Specific number is not known. Shower curtains are to be cleaned and disinfected along with the showers on a daily basis. See Exhibit C1.

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If picking up litter from exterior perimeter of facility is included, how many feet from the building is included in “perimeter” or is entire grounds of each facility included?

Exterior perimeter is considered the entry patio, recreation patio, all exit doors (including emergency exit ways).

See Exhibit C1.

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Is the parking lot included? No.

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

Generally, there is one front entry patio (approximately 120 square feet) and one back patio (approximately 400 square feet) per living area. Some living areas share the same back patio area.

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How many exterior waste receptacles are there?

Exact number is unknown. However, there is generally one at each entry or exit door.

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How many dumpsters are there and where are they located?

Dumpsters are placed between adjacent buildings, generally providing storage for two buildings.

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Is pressure washing included? Cleaning of exterior windows on single story buildings is required. The method used for that task is at the Provider's discretion.

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C1 Please confirm scope of work for commercial kitchen. Is dietary staff responsible for any cleaning of kitchen surfaces/equipment?

In general, housekeeping staff are required to sweep and mop floors throughout, clean and sanitize tables and chairs in dining areas, clean and sanitize all bathrooms. Dietary staff are responsible for cleaning kitchen surfaces and equipment in the kitchen. See Exhibit C1.

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F-1 This is a multi-year fixed price contract for three (3) years. FL legislation

This a fixed price contract for three years. Pricing should reflect what is mandates annual minimum wage increases by $1 every September 30 during the term of this contract. Does this mean we need to price based on what minimum wage will be in 2024 ($13/hour) or will consideration be given for annual price adjustments to comply with minimum wage legislation?

necessary to meet the requirements throughout the term of the contract.

See Exhibit F.

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B2 How often does the facility have inspections from agencies such as

JCAHO, AHCA, CARF, CMS?

AHCA inspections are annual and can also be unannounced. CARF inspections are every 3 years. CMS inspections are unannounced. Joint Commission on Accreditation of Healthcare Organizations (JCAHO/Joint Commission) inspections are not performed at NEFSH.

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B2 How many inspections per year and are there any special requirements during these times?

The total number of inspections each year are not possible to predict. There are no special requirements during inspections.

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

There are no known situations where housekeeping staff would be locked in.

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B-1 Are there any specific requirements for chemicals we provide?

Any chemicals not included in Exhibit C1, "Approved Chemicals/Supplies to be Used" list must be approved prior to use.

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C1 Are there areas that are cleaned multiple times per day?

Yes, every building and living area has an associated time of coverage for the required services. Housekeeping staff in each area are expected to provide the required services, and as stated in Exhibit C1, General Conditions (No. 17), the

Provider must maintain a clean and sanitary environment at NEFSH.

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C1 How many times per day is each area cleaned?

See answer to question 92.

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C1 Are there any areas of the facility that have restricted access or are excluded from the scope of work?

There are some areas with restricted access, but the only areas excluded are mechanical closets/rooms.

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C1 Scope references 1st floor Visitation Center in Building 22. Is this the only location that visits take place?

No. Some visitations occur at other places, but it does not impact service tasks.

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C1 What is the visitation schedule? Not Applicable to the services being provided.

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A-7.2, B-3.7, D-2

It states that required emergency response is 30 minutes during 7:00am- 3:30pm.

Correct

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Is a golf cart of similar transportation required to get around the campus and if so, would we have access to one or have to provide our own?

Transportation and Equipment are the responsibility of the Provider.

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Does each building have a janitor’s closet with a water source?

Yes

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C1 Will we be provided a secure area to store equipment and supplies?

Yes

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Will we be provided an office space with phone line and internet?

Yes

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Can you provide copy of current contract?

See response to question 14.

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Who is currently the service provider? See response to question 3.

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What is current annual spend? $950,000.00

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Is there a budget established for this contract and if so, what is annual

Will depend on availability of funds. See Exhibit F.

budget?

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What are current staffing levels? 21 as of 1/27/2022

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Exhibit E Will compliance be based on scope of work or staffing levels?

Both, staffing levels must be sufficient to meet all deliverables - including hours.

See Exhibit D.

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Exhibit E Will there be service related penalties? Yes, refer to Exhibit E, Minimum Performance Measures, and Exhibit F1 - Additional Financial Consequences

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Is there any bond requirement? There is not a bond requirement to respond to and be awarded this solicitation.

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C1 Medical waste collection outlines days and times. Does this mean that one person will be designated to perform just this task each day as outlined in the allotted number of hours?

These services are intended to be added to the tasks of the housekeeping staff assigned to each of the corresponding living areas noted in Exhibit C1, Medical Waste Collection.

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C1 Are we required to break down cardboard boxes? If so, what is typical amount of boxes per day?

Yes, there is not data available regarding the typical amount of boxes per day.

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C 2.2 Are there English fluency requirements for staff?

Yes, housekeeping staff must be able to communicate quickly and effective with Department Staff for safety. Any limited English proficient staff will need a Provider supplied interpreter to accommodate for this requirement.

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How would you describe current condition of floors and of facility overall?

Needs Improvement.

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1.1 Since no site visits are scheduled, are

you able to provide photos of key areas so we can see what interior of facility looks like?

See Change No. 5 of this Addendum.

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