RFP #02212025MC .pdf

Request for Proposal for Linen Services

RFP #02212025MC

Issued: 07/17/2025

University of Utah Contact:

Jennifer Trusty, Senior Buyer University of Utah Health Purchasing Dept.

127 S 500 E., Suite 140 Salt Lake City, UT 84112-9351

Tel.(801) 587-6211 Fax (801) 587-6555 E-Mail: Jennifer.Trusty@hsc.utah.edu

Questions regarding this RFP should be submitted via BidNet Direct:

www.bidnetdirect.com//universityofutah-health Solicitation #02212025MC mailto:Jennifer.Trusty@hsc.utah.edu http://www.bidnetdirect.com/universityofutah-health

Request for Proposal for Linen Services

TABLE OF CONTENTS

SECTION 1 - PURPOSE OF RFP

1.01 Purpose of RFP

1.02 Background

1.03 Definitions

SECTION 2 – RFP DETAILS

2.01 Issuing Office and RFP Reference #

2.02 Important Dates

2.03 Pre-Proposal Conference

2.04 Inquiries

2.05 RFP Submission Due Date

2.06 Time for Evaluation

2.07 Multiple Stage Process

2.08 Oral Presentation

2.09 Best and Final Offer

2.10 Award of the Contract

2.11 Contract Period and Effective Date

2.12 Costs and Fees

2.13 Samples

SECTION 3 – SCOPE OF WORK

SECTION 4 – PROPOSAL

REQUIREMENTS

4.01 Mandatory Requirements.

4.02 Demonstrated Ability to meet SOW

4.03 Demonstrated Technical Capability.

4.04 References.

4.05 Time, manner, or schedule of delivery

4.06 Cost

SECTION 5 – PROPOSAL RESPONSE

FORMAT

5.01 Administrative Guidance

5.02 Technical Response Format

5.03 Cost Proposal Response Format

SECTION 6 - PROPOSAL EVALUATION

6.01 Evaluation Criteria

6.02 Evaluation Process

SECTION 7 – GENERAL PROVISIONS

7.01 Protected Information

7.02 Incurring Costs

7.03 Addendum to RFP

7.04 Other Communications

7.05 Alternative Proposals

7.06 Authorized Vendor Representatives

7.07 Award of Subcontracts

7.08 Assignment

7.09 Remedies

7.10 Compliance

7.11 Cancellation

7.12 Acceptance of Services Rendered

7.13 Anti-Collusion

7.14 Indemnification

7.15 Restrictions

7.16 Right to Reject

7.17 Record Keeping and Audit Rights

7.18 Management Reports

7.19 Further Agreements

7.20 Relationship of the Parties

7.21 Equal Opportunity

7.22 Taxes – Vendor’s Responsibility

7.23 Taxes - University is Exempt

7.24 Tax Liens

7.25 Health Insurance Portability and Accountability

7.26 Debarment Clause

7.27 Status Verification System

7.28 Federal Exclusion

7.29 Insurance

7.30 Background Checks

7.31 Drug- Alcohol- Tobacco-Free Campus

ATTACHMENTS

Attachment A - Minimum Mandatory Requirements Attachment B – Cost Proposal Form Attachment C – U Health Linens Attachment D – Linen Quality Standards Attachment E – Facility Site List

Note: Vendors must respond to all sections of this RFP, including sections 1 through 7.

When a section does not request specific information and you agree to what it contains, you may use language such as “Sections 1.01 through 1.03, Understood and Agreed” in your response. Also, recent changes to State of Utah law requires that pricing be submitted separately from the technical proposal. Refer to Section 5 for instructions on how to compile your response.

SECTION 1 - PURPOSE OF RFP

1.01 Purpose of RFP. The purpose of this Request for Proposals (RFP) is to solicit proposals toward entering into a contract with a qualified Vendor to obtain general linen services to include processing, management and logistics in support of University of Utah Health, hereafter referred to as the "University." The companies submitting proposals in response to this RFP will hereafter be referred to as “Vendor.” The University is examining several alternatives of providing this service and may decide, after reviewing proposals submitted, not to enter into any agreement.

1.02 Background. University of Utah Health is multi-disciplinary tertiary care system who operates hospitals and clinics which require linen services. This request for proposal is specific to linen services in a clinic or hospital setting where a broad range of services are required for successful patient operations.

This proposal is requesting proposals for two (2) business models in managing UUHC’s linen services; one, a Customer Owned Goods (COG) linen ownership model and two (2), a rental/lease provider owner business model. The following UUHC entities/facilities will be participating in the linen services program for capacity and projection purposes. The participating entities/facilities are as follows:

• University Hospital

• Huntsman Cancer Hospital and Institute

• South Jordan Health Center

• Farmington Health Center

• Sugarhouse Health Center

• Huntsman Mental Health Institute

• West Valley HMHI

• University Orthopedic Center

• UOC Spine Care

• Moran Eye Center

1.03 Definitions.

1.03.1 UUHC – University of Utah Health

1.03.2 CPI – Consumer Price Index

1.03.3 HLAC – Healthcare Laundry Accreditation Council’s standards

1.03.4 COG – Customer Owned Goods

SECTION 2 – RFP DETAILS

2.01 Issuing office and RFP Reference Number. The Purchasing Department of

University of Utah Health (“Purchasing Department”) is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is 02212025MC. This number must be referenced on all proposals, correspondence, and documentation relating to the RFP.

2.02 Important Dates. The following dates are significant for this RFP:

RFP Dated and Issued July 17, 2025 Site Visits (Estimated) August 11, 2025 RFP Inquiry Questions Due July 31, 2025 Proposal Due August 7, 2025 Oral Presentations (Estimated) August 18, 2025

2.03 Pre-Proposal Conference. A pre-proposal conference will not be held for this

RFP.

2.04 Inquiries. Questions arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, should be submitted in the RFP and Answer section for Solicitation #02212025MC on BidNet Direct. All such questions should be received by 10:00 a.m. current Mountain Time on July 31, 2025.

Responses to questions will be posted on BidNet Direct.

2.05 Submission Due Date. Submit your proposal electronically through BidNet

Direct by 2:00 p.m. current Mountain Time on August 7, 2025. Proposals submitted electronically through the BidNet Direct may require uploading of electronic attachments. BidNet Direct will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as “Non-responsive”. All cost documents must be attached as separate files.

When submitting an offer electronically through BidNet Direct please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the solicitation. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your offer will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted through the due date and time. Late submissions will not be accepted under any circumstances (including but not limited to: Technical Difficulties, Late Delivery of hard copies, etc.).

BidNet Direct customer support may be contacted at (800) 835-4603, option 2 or support@bidnet.com for guidance on the BidNet Direct site.

Vendors are responsible for ensuring that their BidNet Direct registration information is current and correct. Stakeholders shall not be responsible for missing or incorrect information contained in the vendor registration on BidNet Direct. Incorrect or missing vendor registration information may result in failure to receive notification from BidNet Direct regarding this procurement.

Proposals received after this deadline will be late and ineligible for consideration.

Following the deadline, the names of those responding to the RFP will be made public.

2.06 Time for Evaluation. All proposals shall remain valid for a minimum of 120 calendar days after the Proposal Due Date to allow adequate time for evaluation.

2.07 Multiple Stage Process. The University reserves the right to conduct the RFP in a multiple stage process and narrow the number of Vendors that will move on to subsequent stages. Vendors are to submit full and complete proposals for all stages of the RFP with their initial submission. Advancement of Vendors will be done internally.

Stage 1 – Minimum Mandatory Requirements

• As outlined in “Attachment A – Minimum Mandatory Requirements” Vendors will be evaluated on a “Responsive”/“Non-Responsive” (YES/NO) basis. Any vendor who responds to any of the minimum mandatory requirements with a “no” will be deemed non-responsive and will not be evaluated further.

Stage 2 – Technical Requirements

• Only those vendors who answered “yes” to all minimum mandatory requirements listed in Attachment “A” will be evaluated in this Stage.

• The top three (3) highest scored vendors in the technical portion of the RFP will move on to oral presentations/site visits and Stage 3.

Stage 3 – Cost

• Vendors are required to submit costs using Attachment “B”, no exceptions.

Vendors may not alter the cost proposal forms. Cost Proposals are to be submitted electronically through BidNet Direct.

• Scoring - Cost Proposals will be scored by the Purchasing Department as outlined in Section 5.03. Cost scores will be added to the final technical scores.

2.08 Oral Presentation. The University may award a contract based on initial proposals received without discussion of such proposals with Vendors. However, the University may require oral presentations from up to the three (3) highest scored mailto:support@bidnet.com proposals to supplement their written proposal. These presentations may be scheduled, if required, by the Purchasing Department after proposals are received and prior to the award of the Contract. After the oral presentations and/or product demonstrations are complete, the committee shall be allowed to re-score the technical criteria as needed to reflect the information provided in the presentations or demonstrations. The University reserves the right to reschedule or cancel oral presentations at any time at no cost to the University.

2.09 Best and Final Offer. Best and Final Offer (BAFO) may be requested as part of this process from responsive and responsible proposals received.

2.10 Award of the Contract. Upon completion of the evaluation process, the University may award the contract (“Contract”) to the highest scoring responsive and responsible supplier.

The award of the resulting contract will be used by the University of Utah’s

University of Utah Health. Under the same terms and conditions, the University of Utah reserves the right to allow any University business unit(s) and department(s) to make full use of the agreement including pricing structure provided in this request.

Upon successful completion and award of this RFP as described above, the

University will post notice of an Intent to Award. The awarded contract will be based upon completion of mutually agreed upon terms and conditions.

The University of Utah Health Purchasing Department is the only entity authorized to award a Contract for the proposed purchases.

2.11 Contract Period and Effective Date. The anticipated Contract term will be for a period of three (3) years with the option to renew for two (2) consecutive one (1) year periods. The anticipated effective date of the Contract is 01/01/2026.

2.12 Costs and Fees. (Reference “Attachment B – Cost Proposal”)

Cost must remain firm and fixed for the first three (3) years of this agreement. A maximum of 3% price increase may be requested with a 60-day notice, not to exceed the CPI for the current year in which the request for increase is made. Vendor may not propose more than two (2) increases within a five (5) year period. Vendor requests shall include detailed documentation explaining and supporting the price increase request. Price decreases shall be passed on to the University immediately.

Send cost increase requests to:

University of Utah Health Support Services Manager 50 North Medical Drive

SLC, UT 84132

University of Utah Health Contracting

127 S 500 E, Suite 140 Salt Lake City, UT 84102

2.13 Samples. UUHC reserves the right to request samples pending determination of rental program pricing vs. services for UUHC owned linens.

SECTION 3 – SCOPE OF WORK

3.01 UUHC is seeking a Vendor-partner to obtain general linen services in support of clinic and hospital operations to include processing/laundering, management and logistics in support of University of Utah Health patient operations.

UUHC is requesting two (2) proposed business models in managing UUHC’s linen services; one, a Customer Owned Goods (COG) linen ownership model and two (2), a rental/lease provider owner business model. Under a rental program, the proposed rate per lbs should be all inclusive of all rental items to be provided under the agreement.

Addressing scope, UUHC has some textiles that will be in scope for this engagement whereas there will be some categories that will remain out of scope such as scrubs and some textiles. The Cost Proposals will provide adequate pricing matrices for the submission of costs associated with each business model., Customer Owned Goods (COG) and Provider Owned Goods (POG). For those COG products that Customer has provided, it is the expectation that Vendors will launder and return all products for continued use post-processing.

The scope of work shall include, but is not limited to the following: Linen services to include processing, management and logistics in support of UUHCC patient operations. Daily linen service, delivered in bulk carts to the defined receiving facilities is required. Delivery schedules and appropriate delivery times will be established in synchrony with labor schedules and available resources toward optimizing work-flow efficiency.

Vendor must outline the procedure for handling and processing chemo-contaminated soiled linen generated from Huntsman Cancer Hospital operations. Vendor must define the standard operating procedure for isolating chemo linen apart from other soiled linen. Vendor must also define the process for washing of all chemo contaminated linens and what detergent, chemicals and other laundering tools are employed.

Vendor is expected to have on hand a seven (7) day PAR level (ten (10) day for OR’s) for operational usage, in addition to a three (3) day backup to account for emergency scenarios.

UUHC linen demand is based on operational needs and varying census volumes. As such, targeted volumes are expected to fluctuate and Vendors must have the capacity to adjust according to demand patterns.

SECTION 4 –PROPOSAL REQUIREMENTS

4.01 Mandatory Requirements. Please review attachment “A”. Mandatory requirements will be evaluated on a Pass or Fail basis. Requirements set forth in this section are mandatory and indicate the minimal requirements that must be addressed by the Vendor. Vendors must meet all mandatory requirements without qualification. If a Vendor is not able to meet a mandatory requirement, the Vendor’s proposal will be deemed as “non-responsive” and will not be further evaluated.

4.02 Eligibility. By responding to this solicitation, Vendors are certifying that neither they nor their principals are presently debarred, suspended, proposed for debarment or ineligible for contracting by a governmental entity. Vendor is also agreeing to notify the University within 30 days if suspended, debarred, or declared ineligible for contracting with a government entity. Additionally, Registration in SAM.GOV is required when federal funding sources are being used for payment of services.

Vendors must provide a copy of your active registration, including unique entity ID, confirming you have no exclusions. https://sam.gov/content/home

4.03 Demonstrated Ability to meet Scope of Work.

1. Vendors must provide specifications in list form of supplied linens including manufacturer number, description and average weight per item. Vendor must also be able to commit to the laundering and delivery of weight as defined in Attachment “B” with the understanding that volumes will adjust according to regular growth and census needs. Vendor will be responsible for the pick-up, delivery, washing, finishing, mending and replacement of patient-used linens.

2. UUHC facilities and departments will conduct monthly audits of delivered linens for quality and acceptable use. Vendor must be able to respond to immediate areas of concern upon discovery as described in the scope of work, and to respond within 30 days for non-emergent concerns.

Vendor must be available for quarterly walk-through meetings to discuss potential problems; mitigation plans and be available for spot inspections of the processing facilities as required by University of Utah requirements.

3. This RFP is open only to vendors whose facility for processing linens is based in the state of Utah. Please provide the following information:

Processing Plant Location and Capacity https://sam.gov/content/home

a. The name, address, and telephone number of the plant where the linen and laundry will be processed

b. Current Number of shifts, staffing levels per shift, and shift hours

c. Current plant capacity and projected plant capacity After inclusion of UUHCC volume

d. Maximum Plant capacity in pounds per hour, per shift

e. List of equipment used to process linen and the capacity of the equipment in pounds per hour. Include manufacturer name, make, model and age of equipment

4. The Vendor must be able to make deliveries to ten (10) UUHC facilities. Please see

Attachment “E” for a complete list of delivery locations.

a. Note: UUHC reserves the right to add additional Facilities for service throughout the contract term

5. Invoicing – Vendor must show the delivery dates, category of linen delivered, and all fees associated with processing. For a rental program, the proposed rental rate per lbs.

should be all inclusive and invoiced as such

6. Daily Manifest – Awarded vendor must provide a daily manifest which includes which items were delivered, the count of items delivery, and the weight. Manifest must also include the number of carts delivered.

7. Vendor must pick up all soiled linens on the same day as deliveries.

8. Vendor must outline the process and timelines for ordering of weekly linens in addition to the process for delivered of linen usage reports, replacements. Define the capacity and process for ordering of replacement linens.

9. Vendor must define their lost and found procedures.

10. The vendor must weigh all clean linen shipped to, and soiled linen received from, UUHC facilities on a daily basis. Clean weight tickets shall accompany each delivery and soiled weight amounts will be kept at the facility, open to spot inspections.

Vendor shall work with UUHC to ensure that the soiled-clean variance remain within acceptable limits of goal between 8-12%. A monthly summary report will be supplied to demonstrate adherence to this requirement.

11. Vendor must define their lost linen procedure/policy that is equitable to both parties.

Please describe this policy in detail.

12. Vendors must define the extent to which vendor employees will make deliveries and define the scope of work specific to delivery from truck to storage, and the expectation of participation with UUHC employees for delivery of clean linen and pick up of soiled linen.

13. Vendors must provide a listing of their delivery fleet, including capacity and quantity of delivery vehicles and their ability to make smaller capacity deliveries to UUHC clinics.

14. Vendor must maintain fill rates at 98% as determined on a line-item basis for all linen used by UUHC facilities calculated on a three (3) month rolling basis. To meet this requirement, the total quantity of line items must be accurately delivered. The Vendor will make this calculation independently for each facility, a monthly fill rate report will be supplied to each facility location, and a summary report will be supplied by the Vendor to monitor this requirement. If the vendor does not meet a fill rate of 98% there will be financial penalties assessed and paid to UUHC on a weekly basis. Financial penalties will be mutually agreed upon.

Clean linen must be delivered with like/similar items in standard-size carts, protected from contamination by plastic cart covers. Vendor must define their process for maintaining compliance with this standard

15. A sufficient amount of clean linen carts must be provided to UUHC on a daily basis to facilitate outbound soiled linen from the hospital with a minimum amount of labor required by UUHC staff. Please reference “Attachment E - Facility Site List” for the quantity of clean carts required.

a. Note: Suppliers must provide all linen carts at no additional cost to UUHC

16. Vendors must define the resource pool from which UUHC linens are provided should UUHC become a rental customer versus a COG customer

17. Loss/Clean to Soil Variance – Charges – RENTAL PROGRAM ONLY

a. Vendor will provide quarterly reports to UUHC for all replacement linen injected into UUHC system by item

b. Loss charges should not be billed to UUHC if the soiled returned weight is at or greater than 1-4% of the clean delivered weight

c. All variances should be reported quarterly

18. Service – Reporting – Resources

a. Vendor will provide a dedicated customer service representative that will manage daily delivery, order and quality concerns to include weekly rounding and audits, and visit each delivery location for consistency

b. Vendor will provide a linen distribution tracking program (i.e. LinenHelper)

c. Vendor will lead a monthly linen committee meeting with key stakeholders to ensure quality and efficiency targets are met

d. Vendor will provide reporting resources to UUHC to include the following performance metrics

i. Daily fill rate by item per location and clean to soiled pounds per location

ii. Weekly summary reports of fill rates and clean to soiled poundage

iii. Monthly summary reports of fill rates and clean to soiled poundage

iv. Quarterly summary of replacement linen injected by item for UUHC

19. Conversion Allowances – Transition From COG to POG Rental Program

a. UUHC currently operates a Customer Owned Goods (COG) linen services program. Should UUHC convert from a COG program to a rental program, what allowances would Vendor be able to provide to UUHC to account for the investment in customer owned linen and subsequent disposition

4.04 Demonstrated Technical Capability

1. The vendor must be HLAC compliant.

2. Vendors must outline in detail the internal quality assurance program and processes, training and mitigation for deficiencies in laundry services. This plan must include the process for washing, drying and pressing of all linens and what detergents, chemicals and other laundering tools are employed in the safe delivery of the textiles.

Definitions are required specific to the vendor’s policy of ‘rag-out’ or unusable linens. Additionally, please acknowledge that the processing facility has separate entrances and exits for clean and soiled linens, and the process for ensuring that soiled linen carts are appropriately sanitized before reuse.

3. The vendor must be willing to process, at no additional charge, any linens that are returned due to stains not having been thoroughly removed.

4. Define the process for lint mitigation for newly infused linen items and define static mitigation for polyester and cotton blend materials used in supplied linens.

5. Vendor must provide their business continuity plan for remaining open and servicing UUHC during a disaster event such as earthquake, pandemic, fire or any unplanned natural disaster.

6. Vendor must demonstrate that their facilities/plant has sufficient capacity to add new UUHC facilities for linen service as needed. Please describe in detail how your plant/operations are prepared for growth

7. Vendor must provide a project plan defining implementation timelines and phases, including tasks and deliverables. The project plan must demonstrate sufficient progress over time in order to meet or exceed deadlines and maintain on time performance throughout the project

8. Vendor must have a defined failover plan should their plant experience any unexpected downtime where linen cannot be processed and delivered under normal circumstances. The failover plan must include defined means of providing linen during any technical downtime.

9. The vendor must describe in detail their business continuity plan in the event of an emergency or if the state of Utah or the federal government declares a disaster within our operating area, this Agreement may be subjected to unusual demand. Vendor shall service all UUHC facilities during such an emergency or declared disaster under the same terms and conditions that apply during non-emergency/disaster conditions.

The pricing quoted by Vendor shall apply to serving the service area needs regardless of the circumstances. If Vendor is unable to supply the goods/services under the terms of the Agreement, then Vendor shall provide proof of such inability to serve.

10. Vendor must provide a copy of contract(s) or Memo of Understanding for Disaster contingency coverage

11. The vendor must have in place a contractual arrangement with another local service provider or alternative means of supplying linen in case of an emergency, mechanical shutdown or a disaster situation.

12. Vendor must provide a copy of contract(s) or Memo of Understanding for Disaster contingency coverage

4.04 References. Vendor must supply a list of current customers, and no more than three

(3) customers for which linen services have been provided for at least two (2) years.

Provided customers should be willing to participate in a reference check. Information given to include business name, address, phone number, contact person’s well as a brief description of the nature of the service level provided. References are to include any other services provided. UUHC reserves the right to contact or visit any of the supplier’s current and/or past customers to evaluate the level of customer satisfaction.

4.05 Deliveries. Vendor shall deliver within a window of one (1) hour before or one (1) hour after will be allowed from the scheduled delivery times set forth on attachment “E”. All deliveries outside this window are considered late and unsatisfactory. Any deliveries in excess of one (1) hour outside of the delivery window per month will merit a penalty to be assessed to the Vendor for non-performance. The penalty for deliveries outside of the delivery window will amount to one hundred and fifty dollars ($150.00) per occurrence. The delivery schedule before, during and after holidays shall be mutually agreed upon by both parties.

Reject Rate. The rejection rate for all Linen delivered by Vendor shall not exceed five percent (5%) based on the number of pounds processed.

4.06 Cost. Please provide costs using attachment “B”. Please reference Section 5.03 for cost scoring.

SECTION 5 – PROPOSAL RESPONSE FORMAT

For Cost Proposal submission see section 5.03

5.01 Administrative Guidance. The information provided herein is intended to assist

Vendors in the preparation of proposals necessary to properly respond to this RFP.

The RFP is designed to provide interested Vendors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom. Vendors are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP.

5.02 Technical Proposal Response Format. Proposals should be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals should be organized and tabbed to comply with the following sections:

Tab A LETTER OF TRANSMITTAL (COVER LETTER). The letter of transmittal should include an introduction of the Vendor's company, as well as contact information for those persons who are authorized to represent the company in dealing with this RFP. Proposal Contact: List the name, title, office address, telephone number, fax number and e-mail address of the person(s) authorized to represent the Vendor regarding the proposal(s) submitted in response to this RFP. Also include any addendum acknowledgement by addenda number that may be issued to this RFP. Contract Contact: Give the name, title, office address, telephone number, fax number and e-mail address of the person authorized to sign a Contract, and receive and sign all formal notices and/or addendum regarding such Contract. Note that all amendments to any Contract must be in writing and signed by both parties.

Any other information not appropriately contained in the proposal itself should also be included in the letter.

Tab B EXECUTIVE SUMMARY. An executive summary will briefly describe the

Vendor's approach and clearly indicate any options or alternatives being proposed. If options or alternatives are proposed as exceptions to the RFP, the offeror should include an explanation for each option or alternative. It should also indicate any major requirements that cannot be met by the Vendor.

Tab C DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain a specific response in outline form to each section in this RFP. Outline numbers should correspond, in order, to the section numbers contained in this RFP. Specific emphasis should be placed on responding to the information requested in Sections 3 and 4 but all sections and items should be fully addressed. Narrative regarding options or alternatives with complete details including how those meet or exceed the RFP requirements should be included in the relevant section. Failure to provide written response to items indicated in this RFP will be interpreted by the University as an inability by the Vendor to provide the requested product, service or function and may be deemed as “Non-responsive”.

Tab D SUSTAINABILITY. UUHC is committed to implementing sustainable approaches to care that meet the health needs of people today and future generations by providing compassionate care in the most environmentally sound ways possible. We committed to achieving carbon neutrality by 2040 and have pledged our commitment by signing on to the Presidents’ Climate Leadership Commitment and the U.S. Department of Health and Human Services Health Sector Climate Pledge. For more information on our sustainability commitments, please visit https://uofuhealth.utah.edu/sustainability.

1. Please describe your company’s sustainability statement or policy.

2. Please describe your organization’s carbon reduction or neutrality goals.

3. Please describe any other sustainability initiatives that your organization currently supports and/or ongoing efforts in support of sustainability initiatives.

Tab E Miscellaneous additional information and attachments, if any may be submitted by the Vendor.

Tab F FINANCIAL REPORTS –Vendor may be required to provide evidence of financial responsibility, which demonstrates the Vendor’s ability to perform the services contemplated by the RFP. Such evidence of financial strength may be financial statements (audited or unaudited) or other form which is reasonably acceptable to the University.

Tab G ATTACHMENT A – MINIMUM MANDATORY REQUIREMENTS.

Vendors must answer YES or NO to each of the minimum mandatory requirements outlined on tab two of this attachment.

5.03 Cost Proposal Response Format. No pricing information may be included in the technical portion of your proposal. The Vendor must submit a separate cost proposal allowing costs to be evaluated independently of other criteria in the proposal.

Inclusion of any cost or pricing data within the technical proposal may result in your proposal being deemed as non-responsive.

The Cost Proposal must be attached as a separate document and identified as “Cost Proposal” with your company name on BidNet Direct if your submission is electronic. If you are submitting a hard copy of your proposal you must submit a separate sealed envelope labeled with the RFP number and Identified as “Cost Proposal”; include the sealed envelope in the same box or package in which you are submitting your RFP. The following formula shall be used to determine the cost score: Weight Rating Points*((2-(proposed fee/lowest proposed fee)))

The Cost Proposal Form Attachment “B” included in this RFP must be completed and submitted in order for your proposal to be considered.

SECTION 6 - PROPOSAL EVALUATION

6.01 Proposal Evaluation Criteria. Responsive / Non-responsive – Vendors who are deemed as “Responsive” to the requirements in attachment “A” shall advance to further scoring as listed in Section 2.07. Vendors who are deemed as “Non- Responsive” shall not advance further in this request.

The criteria to be used to evaluate proposals, listed with their relative weight in points, are as follows:

No Criteria Description Points 1 Demonstrate the ability to meet scope of work 30 2 Demonstrated Technical Capability 30 3 References 10 4 Cost Proposal 30 Total: 100

NOTE: In addition to addressing the specific criteria listed, each Vendor should provide a detailed response to each requirement in this RFP as indicated in Section 5.02, Proposal Response Format, and Section 5.03, Cost Proposal.

6.02 Evaluation Process. All proposals in response to this RFP will be evaluated as follows:

1. Upon receipt, all proposals will be reviewed to determine their responsiveness to the requirements of the RFP before they are advanced to receive further consideration. Nonresponsive proposals (those not conforming to minimum RFP requirements) shall be eliminated from future consideration. Each Vendor bears sole responsibility for the items included or not included in the response submitted by that Vendor. The University reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions and/or specifications in this RFP.

2. After the review for responsiveness, remaining responsive proposals will be reviewed and evaluated by the evaluation committee based upon the quality of information received and the information that supports the respondents ability to meet or exceed the technical requirements stated in the RFP and is subject to all advancement criteria or multi-stage process stated. At the conclusion of the evaluation the Purchasing department will evaluate the Cost Proposals according to the formula, published on the Cost Proposal Form and in accordance with the Utah Procurement Code. Cost scoring shall be based on the lowest responsive and responsible price offered that meets or exceeds all minimum requirements listed in this RFP. The points allocated to each cost proposal will be added to the corresponding proposal’s total technical score.

3. Oral or product demonstrations may be required as is listed in section 2.08. Or the University may choose to make an award directly from the responses received. The University will be the sole judge as to the overall acceptability of any proposal or to judge the individual merits of specific provisions within competing offers.

4. Upon request, a Best and Final Offer (BAFO) may be requested as part of this process from responsive and responsible proposals received.

SECTION 7 - GENERAL PROVISIONS

7.01 Protected Information. Under the Government Records Access and Management Act, Utah Code §§ 63G-2-101 to -901, as amended ("GRAMA"), certain information submitted in the proposal(s) may be open for public inspection or disclosure.

Pursuant to Section 63G-2-309 of GRAMA, any confidential information provided to the University Which Vendor believes should be protected from inspection or disclosure must be accompanied by a written claim of confidentiality and a concise statement of reasons supporting such claim. A copy of the University’s standard business confidentiality claim form may be found at (http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_For m.pdf ). Non-specific statements of confidentiality (e.g., marking a document confidential or proprietary in a cover letter, header, footer or watermark) are insufficient to claim confidentiality under GRAMA. All material contained in and/or submitted with the proposal becomes the property of the University and may be returned only at the University's option.

7.02 Incurring Costs. The University will not be liable for any cost which Vendors may incur in connection with the preparation or presentation of their proposal(s).

Proposals should be concise, straightforward and prepared simply and economically.

Expensive displays, bindings or promotional materials are neither desired nor required. However, these instructions are not intended to limit a proposal's content or exclude any relevant or essential data therefrom.

http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf

7.03 Addendum to RFP. In the event the University deems it necessary to revise this RFP in whole or in part, an addendum will be provided to relevant vendors.

7.04 Other Communications. During the RFP process (from the date of issue through the date of contract award or other final decision) the Purchasing Department is the sole source of official information regarding this RFP. All other communications, both spoken and written, which are received by any representative of the Vendor from other sources (such as employees in the using department) should be confirmed by the Vendor with the buyer in the Purchasing Department assigned to this RFP as being true and accurate prior to incorporating such information into their response.

This refers to both formal and informal conversations and communications.

Significant changes to the RFP will always be issued as a formal, written addendum.

7.05 Alternative Proposals. A Vendor may submit more than one proposal, each of which must follow the Proposal Response Format (section 5 herein) and satisfy the requirements of this RFP. The Vendor's primary proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the Vendor must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits.

7.06 Authorized Vendor Representatives. The University reserves the right to require a change in the individual assigned to represent the Vendor if the assigned representative is not serving the needs of the University in an acceptable manner. This right shall carry forward through the response period and, with the successful Vendor, during the term of the Contract.

7.07 Award of Subcontracts. For each subcontract, if any, which the Vendor proposes to award, the Vendor shall specify in writing the proposed subcontractor's name and address, and the purpose of each subcontract. Any Vendor proposing subcontracts as a part of a proposal must explicitly state so in the proposal. Written approval by the Purchasing Department is required prior to the awarding of any subcontracts. Any Subcontractor shall be required to provide evidence to the University of the Same Insurance Provisions and coverages as described in section 7.29 of this RFP.

7.08 Assignment. Vendor shall not assign or subcontract any portion of its obligations under the Contract without the prior written consent of the University Purchasing Department. Assignment or subcontracting shall in no way relieve the Vendor of any of its obligations under this Contract.

7.09 Remedies. The laws of the State of Utah shall apply in all disputes arising out of this

RFP, without application of any principles of choice of laws.

7.10 Compliance. The Vendor hereby agrees to abide with all applicable federal, state, county and city laws and regulations and to be responsible for obtaining and/or possessing any and all permits and licenses that may be required.

7.11 Cancellation. Inadequate delivery, unsatisfactory service or failure to adhere to the

Contract covenants may result in cancellation of the Contract. The Vendor shall be responsible for reimbursing the University for expenses incurred as a result of unacceptable service. In the event that either party determines that a material breach has occurred that would be cause for cancellation of the Contract, the party wishing to cancel shall notify the other party of the alleged breach in writing, and allow the other party thirty (30) days in which to cure the alleged breach. If the alleged breach is not cured or substantial steps to cure the alleged breach are not taken within this period, the non-defaulting party may cancel the Contract at the end of said thirty (30) day period.

7.12 Acceptance of Services Rendered. The University, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the Contract satisfy the requirements as identified in the Contract.

7.13 Anti-Collusion. The submission of a proposal constitutes agreement that the Vendor has not divulged its proposal to, or colluded with, any other offeror or party to a proposal whatsoever.

7.14 Indemnification. The Vendor shall hold harmless, defend and indemnify the

University of Utah and its officers, employees, and agents from and against any and all claims, losses, causes of action, judgments, damages and expenses including, but not limited to attorney's fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance or breach of this contract by Vendor, or (b) Vendor’s use of University premises, or (c) any act, error, or omission on the part of the Vendor, or its agents, employees, invitees, participants, or subcontractors except where such claims, losses, causes of action, judgments, damages and expenses result solely from the negligent acts or omissions or willful misconduct of the University of Utah, its officers, employees or agents.

7.15 Restrictions. All proposals must clearly set forth any restrictions or provisions deemed necessary by the Vendor to effectively service the proposed Contract.

7.16 Right to Reject. The University reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the interest of the University.

7.17 Record Keeping and Audit Rights. Any Vendor providing goods or services under any Contract shall maintain accurate accounting records for all goods and services provided thereunder, and shall retain all such records for a period of at least seven (7) years following termination of the Contract. Upon reasonable notice and during normal business hours the University, or any of its duly authorized representatives, shall have access to and the right to audit any records or other documents pertaining to the Contract. The University’s audit rights shall extend throughout the term of the Contract and for a period of at least seven (7) years thereafter.

7.18 Management Reports. Upon request the Vendor must be able to summarize and concisely report pertinent information to the University in a timely manner, throughout the duration of any Contract resulting from this RFP.

7.19 Further Agreements. In addition to a proposal, the University may from time to time require a Vendor to execute certain additional documents or agreements, including without limitation a Contract, for the purpose of clarifying the intention of the parties with respect to providing the goods or services hereunder.

7.20 Relationship of the Parties. In assuming and performing the obligations of any

Contract, the University and any Vendor shall each be acting as independent parties and neither shall be considered or represent itself as a joint venturer, partner or employee of the other. Vendor affirms that the Vendor or any employee in their organization does not have a conflict of interest or potential conflict of interest with the University of Utah.

7.21 Equal Opportunity. No Vendor of goods and/or services under this RFP or any

Contract shall discriminate against any employee, applicant for employment, or recipient of services on the basis of veteran status, race, religion, color, sex, sexual orientation, age, disability, or national origin.

7.22 Taxes – Vendor’s Responsibility. Vendors shall be responsible for and pay all taxes which may be levied or incurred against the Vendor in connection with the performance of any services under a Contract, including taxes levied or incurred against Vendor’s income, inventory, property, sales, or other taxes.

7.23 Taxes - University is Exempt. The University is exempt from State of Utah sales and excise taxes (State of Utah Sales Tax Exemption number: 11874443-002-STC).

Exemption certification information appears on all purchase orders issued by the University and such taxes will not apply to the University unless otherwise noted.

7.24 Tax Liens. By submitting a proposal, the Vendor certifies that neither it nor its principals are presently subject to an outstanding tax lien in the State of Utah. If the Vendor cannot certify this statement, the Vendor will submit to the University a written explanation for the review of the University. If the Vendor is subject to any outstanding tax lien in the State of Utah, the University may reject the Vendor’s quote, bid, offer, or proposal in response to the request pursuant to UCA 63G-6a-905.

7.25 Health Insurance Portability and Accountability Act (HIPAA). The University of

Utah Health Sciences Center is subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This transaction may fall under the jurisdiction of HIPAA and Vendor must comply with applicable state and federal HIPAA laws.

If you have any questions, please contact the HIPAA Regulatory Office at 801-587- 9241.

7.26 Debarment Clause. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If Vendor cannot certify this statement, attach a written explanation for review by the University. Vendor must notify the Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period.

7.27 Status Verification System. If a Contract is awarded through this RFP for the physical performance of services within the State of Utah, Vendor or Vendor's agent, contractor, subcontractor or service provider is required to register and participate in the Status Verification System (E-verify) to verify the work eligibility status of Vendor's or Vendor's agent's, contractor's, subcontractor's or service provider's employees hired on or after July 1, 2009 and employed in the State of Utah, in accordance with UCA Section 63G-12-302.

7.28 Federal Exclusion. Vendor warrants and represents that Vendor, its officers, directors, and any employees or subcontractors providing goods or services under this Contract

(i) are not currently excluded, debarred, or otherwise ineligible to participate in federal health care programs as defined in 42 U.S.C. § 1320a-7b(f) or to provide goods to or perform services on behalf of the federal government as either a contractor or subcontractor. This shall be an ongoing representation and warranty during the term of this Contract and Vendor shall immediately notify University of any change in the status of the representation and warranty. University may immediately terminate this Contract for cause in the event of a breach of this section or as a result of any material change in status of the representation and warranty.

Notwithstanding any other provision in this Contract, Vendor shall defend and indemnify University and its officers, employees, and agents in connection with any and all claims, losses, causes of action, judgments, fines, damages, or other similar expenses, including reasonable attorney fees, resulting from a breach of this section.

7.29 Insurance. Vendor shall maintain Commercial General Liability insurance with per occurrence limits of at least $1,000,000 and general aggregate limits of at least $2,000,000. Vendor shall also maintain, if applicable to Vendor’s operations or performance of this contract, Cyber Liability, Professional Liability, Liquor Liability, Aircraft Liability and/or Business Automobile Liability insurance covering Vendor’s owned, non-owned, and hired motor vehicles with liability limits of at least $1,000,000 per occurrence. Such insurance policies shall be endorsed to be primary and not contributing to any other insurance maintained by the University.

If applicable, Vendor shall maintain and provide evidence of an employee dishonesty

(fidelity) bond or other form of surety in the minimum amount of $100,000 which guarantees that the bond or surety will reimburse the University for any pecuniary loss that may be sustained by any act of fraud, dishonesty, forgery, theft, embezzlement, malfeasance, or misappropriation on the part of Vendor, or any of its employees, officers, directors, agents, contractors or subcontractors directly or indirectly. This bond shall be issued by a responsible surety company authorized to do business within the State of Utah, and shall be subject to the reasonable approval by the University as to form and content.

Vendor shall maintain all employee related insurances, in the statutory amounts, such as worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract.