RFP 44DOC-S2913.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Solicitation: 44DOC-S2913 For

CREMATION SERVICES

Release Date: 10/07/2024 Deadline for Submission and Opening Date and Time: 11/12/2024 @ 1:00 pm

Single point of contact for the solicitation:

ANNETTE MORFIN, PURCHASING OFFICER II

Phone, 775-531-3301 Email Address, amorfin@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

SINGLE POINT OF CONTACT. Vendors and/or their representatives shall only contact the single point of contract or use the electronic procurement system regarding this solicitation until after a notice of award (NOA) has been issued. Failure to observe this restriction may result in disqualification of a proposal per NAC 333.155(3).

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of the Nevada Department of Corrections (NDOC) is seeking proposals from qualified vendors to provide Cremation Services as described in the scope of work and attachments.

The State intends to award a maximum of two (2) contracts in conjunction with this Request for Proposals (RFP), as determined in the best interests of the State. NDOC shall administer contract(s) resulting from this solicitation. The resulting contract(s) are expected to be for a contract term of four years, subject to Board of Examiners approval. The contracts are anticipated to begin January 14, 2025 and expire January 31, 2028.

SCOPE OF WORK

Proper disposal of the body in conjunction with the coroner’s office.

This includes the removal of the body from the correctional facility and the transportation of the body to the coroner’s office and/or mortuary if applicable, Body bag as required by the coroner’s office, Minimum casket only for cremation, Filing of death certificate, certified copy of death certificate, obtaining permit for cremation (as needed), State of Nevada signature fee, coroner transport fee and all other required paperwork, Professional services of staff and facility sanitation, and Special handling for Aids (if warranted) and cremation.

GEOGRAPHIC REGIONS REQUIRING CREMATION SERVICES:

NORTHERN FACILITIES

Wells Conservation Camp (WCC), HC67, Wells, NV Carlin Conservation Camp (CCC), 124 Suzie Creek Road, Carlin, NV Lovelock Correctional Center (LCC), 1200 Prison Road, Lovelock, NV Northern Nevada Correctional Center (NNCC), 1721 E. Snyder Avenue, Carson City, NV Stewart Conservation Camp (SCC), 1721 E. Snyder Avenue, Carson City, NV Northern Nevada Transitional Housing, (NNTH), 225 Sunshine Lane, Reno, NV Pioche Conservation Camp (PCC), 1 Hard Times Road, Pioche, NV

SOUTHERN FACILITIES

Casa Grande Transitional Housing (CGTH), 3955 W. Russel Road, Las Vegas, NV Florence McClure Women’s Correctional Center (FMWCC), 4370 Smiley Road, North Las Vegas, NV High Desert State Prison (HDSP), 22010 Cold Creek Road, Indian Springs, NV Southern Desert Correctional Center (SDCC), 20825 Cold Creek Road, Indian Springs, NV Three Lakes Valley Conservation Camp (TLVCC), 21055 Cold Creek Road, Indian Springs, NV Jean Conservation Camp (JCC), 3 Prison Road, Jean, NV

If some of the facilities that have been closed (not listed in 3.2.1 and 3.2.2) were to re-open due to offender population growth, the awarded contracted vendor(s) would be required to service those as well. In your response, please indicate if that will be a problem.

Proposing vendors must present a plan for service in Rural locations.

NDOC is required to have effective coverage to all facilities in the region and will not be responsible for direct payment to any vendor subcontractors.

The contracted vendor(s) should include in their proposal a Memorandum of Understanding (MOU) or letter of intent to collaborate with a subcontractor, which includes the subcontractor’s rates.

In the event a subcontractor is necessary for services in rural areas, the contracted vendor will provide proof of payment to the subcontractor prior to submitting the invoice to NDOC.

The proposing vendor shall identify how the subcontractor(s) will be supervised and ensure the subcontractor(s) remains in compliance with NDOC terms, policies, Criminal History Record Check and Security Regulations.

The contracted vendor shall not allow any subcontractor(s) to begin work until all insurance, licensing, permit, background checks and security regulations have been provided and approved by NDOC.

INSPECTION AND AUDIT

Books and Records Contracted vendor shall keep and maintain under generally accepted accounting principles (GAAP) full, true and complete records, contracts, books, and documents necessary to fully disclose to the State or United State Government, or their authorized representatives, upon audits or reviews, sufficient information to determine compliance with all State and Federal regulations and statutes.

LICENSING/PERMIT REQUUIREMENTS

Prior to conducting business, the contracted vendor(s) will provide verification of a valid Nevada State Business License and must be registered in NevadaEPro.

The contracted vendor(s) must comply with all applicable Federal, State, and local laws, regulations and policies.

INSURANCE

Proposing vendors must provide the required evidence of insurance in their proposal submission.

NDOC REGULATIONS

Personnel convicted of a felony will not be permitted to enter a correctional facility or institution.

If a Prison Rape Elimination Act (PREA) allegation of sexual abuse or sexual harassment is filed by an inmate against a contracted employee, contractor, or vendor, including their employees and subcontractors; the NDOC/Office of the Inspector General will contact the contractor or the immediate supervisor of the contracted individual regarding the allegation.

Based on the severity of the allegation, NDOC will have the authority to deny access to any contract employee, contractor or vendor including their employees and subcontractors from entering any correctional facility or institution.

REQUIRED NDOC FORMS IF AWARDED A CONTRACT

NDOC Security Regulations Acknowledgement form, Prison Rape Elimination Act (PREA) Contractor and Volunteer Questionnaire form, PREA Zero Tolerance Policy form, and Consent for Release of Criminal History Records form.

If awarded a contract, 3.8.1, 3.8.2, 3.8.3 and 3.8.4 shall be sent to:

Nevada Department of Corrections Attn: Adrienne Monroe P.O. Box 7011, Carson City, NV 89702 Fax 7750887-3319 or email adriennemonroe@doc.nv.gov Faxed or emailed forms will be accepted; however, the original form must be sent by US Postal mail within three (3) days or clearance may be revoked.

COST

Cost should be per inmate, per facility and must be inclusive of all labor, materials, travel/mileage, etc. necessary to perform the required services.

If the cost is not inclusive, each service provided must be specifically listed and costs must be itemized.

Travel expenses, per diem and other expenses may be paid to an independent contractor if provided for in the contract and must confirm to the procedures and rates allowed for State officers and employees.

Valid travel costs will be reimbursed at the current State of Nevada travel rates found on the GSA site www.gsa.gov.

The attached cost sheet must be returned with vendor’s proposal.

The State will not be liable for Federal, State of Local excise taxes.

INVOICES/CERTIFIED COPY OF DEATH CERTIFICATE

Invoices for cremation services and certified copies of death certificates must be sent to:

Nevada Department of Corrections (NDOC) Attention: Inmate Banking P.O. Box 7011 Carson City, NV 89702

HEALTH AND SAFETY STANDARDS

The contracted vendor(s) shall comply with all applicable federal, state, and local requirements for protecting the safety of the employees, building occupants, and the environment.

All applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this solicitation.

NDOC SECURITY REGULATIONS

All employees of contracted vendors entering prison grounds must adhere to NDOC Security Regulations.

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

ATTACHMENTS TO BE SUBMITTED IF AWARDED A CONTRACT AND NOT PREVIOUSLY SUPPLIED TO NDOC.

Contractor and Volunteer PREA Questionnaire Form Contractor Background Check Application PREA Zero Tolerance Policy and Reporting Security Acknowledgement Form

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

NEVADA-BASED BUSINESS PREFERENCE

The State awards a five percent (5%) preference to Nevada-based businesses pursuant to NRS 333.3351 to 333.3356, inclusive.

Nevada-based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a business’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

INVERSE PREFERENCE

The State applies an inverse preference to vendors that have a principal place of business in a state other than Nevada and that state applies an in-state preference not afforded to Nevada based vendors, pursuant to AB28 passed in the 81st session of the Nevada Legislature.

The amount of the inverse preference is correlated to the amount of preference applied in the other state.

Vendors who meet this criterion must indicated it on their submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

Business references shall not be requested from the soliciting agency.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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