RFQ 2976 HANDYMAN SERVICES_Final 4.23.2024.docx

REQUEST FOR QUOTATION (RFQ)

NO. 2976

UW Medicine (UWM) is requesting quotations from qualified and experienced Bidders to provide Handyman Services at UW Medical Center.

The University of Washington (“UW”) is an institution of higher education and an agency of the State of Washington. UW Medicine is a comprehensive healthcare organization that includes three hospitals, primary and specialty clinics, the UW School of Medicine, a large physician practice plan and a critical care air transport service as follows: Harborview Medical Center and its associated clinics (“HMC”); Public Hospital District No. 1 dba Valley Medical Center and its associated clinics (“VMC”); the University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its associated clinics (“UWMC”); UW Physicians Network dba UW Medicine Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”); the University of Washington School of Medicine (“UW SoM”); and Airlift Northwest (“ALNW”).

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. For further information on UW Medicine, please see www.uwmedicine.org.

Bidder shall agree that any other member of UW Medicine, as listed in the first paragraph above, may be eligible to join the Contract resulting from this RFQ, during the initial term or any extension term, upon that UW Medicine Component Unit’s agreement to each and every term of the resulting Contract by signed, written amendment.

REQUIREMENTS

1. Project Description / Background:

The services under this RFQ are to fill gaps in construction project tasks located at UW Medical Center that were not considered as part of the contractor’s scope of work and are not considered maintenance.

2. Scope of Work

a. Qualifications & Credentials

i. Shall have minimum of two (2) years of experience in a healthcare environment; and

ii. Shall be bonded and licensed to provide services in Washington State.

b. Services Contractor’s Responsibilities:

i. Install minor furniture, fixtures, and equipment;

ii. Move items from storage and staging them to final installation destination;

iii. Install art items with the direct supervision of UWMC Art Manager: and

iv. Provide white glove type services when not available by vendors to assemble furniture, carts, shelving, etc.

c. Vendor Registration.

The Successful Bidder will be required to register and be in good standing in UW Medicine’s vendor management system prior to providing products or services and will be responsible for annual credentialing fees. UW Medicine’s vendor management system can be accessed at https://www.greensecurityllc.com/vendors/register/step1.

If the Successful Bidder has additional questions regarding the vendor credentialing process, please contact Green Security at 866-750-3373, or email them at support@greensecurityllc.com. The Green Security customer service team will be happy to guide you through the transition. Hours of operation are Monday through Friday 8am – 5pm EST. For an overview of the process, here is also a video link to help you get started. https://youtu.be/1GyFnWPkWOw” How to register as a vendor with Green Security and target UW Medicine facilities - YouTube A video from Green Videos on YouTube provided by: https://www.youtube.com/

d. Performance and Accuracy Ensure that all work will meet or exceed minimum industry standard requirements.

e. Compliance

i. Shall abide by infection prevention guidelines under the guidance of Hospital(s) Facilities Operations and Maintenance;

ii. Must comply with Occupational Safety and Health Administration (OSHA) general industry safety standards; and

iii. Shall have all personnel complete a background check and be issued an identification badge by Hospital’s Security prior to any work.

f. Customer Service

i. Provide designated personnel and back-ups and their complete contact information for Hospitals/Clinics to contact for inquiries, etc.;

ii. Shall have a response capability between Monday – Friday 7:00 am – 5:00pm;

iii. Shall have a twenty-four (24) hour phone and/or email response from the initial contact; and

iv. Shall be available for an occasional work request for after hours (if requested) which shall be predetermined to coincide with and coordinate with clinical operations.

3. Pricing Bidders shall provide their best competitive rates and at Washington State prevailing wage rates if applicable to this project in Attachment C:

4. Content of Bidder’s Quotation

a. Cover Sheet

· Attachment A MWBE and Small Business Participation; and

· Attachment B QUOTATION RESPONSE CERTIFICATION shall be attached to the front of the Quotation and shall contain Bidder’s certification of the submission. It shall be signed by an official who has full authority to enter a Contract.

b. Background and History

· Describe the company, organization, officers or partners, number of employees and operating policies which would affect this Contract. State the number of years the organization has been continuously engaged in business.

c. Experience and Credentials

· Provide evidence of Bidder’s experience in projects or providing products as described within this RFQ.

d. Proposed Fees

· Provide pricing in Attachment C to accomplish the Scope of Work section 2 above.

e. Primary Contact Information

· Provide primary Contract Manager Contact name, title, mailing address, telephone number and email address.

5. TIMETABLE

Issue of RFQ

Tuesday, April 23, 2024

Quotations received after the due date may not be accepted.

6. RFQ COORDINATOR

The RFQ Coordinator is the sole point of contact in this Procurement Process. All communication between the Bidder and UWM upon release of this RFQ shall be with the RFQ Coordinator, in writing, as follows:

GENERAL INFORMATION

A. SIGNATURE

The Bidder must indicate acceptance and compliance with the information and instruction of this RFQ in longhand or electronic signature and dating the Response Certification, Attachment A. The name and title shall be typed or printed below the signature.

B. PREPARATION COST

UW Medicine will not be liable for any costs associated with preparation and presentation of a Quotation submitted in response to this RFQ.

C. MODIFICATIONS OR WITHDRAWALS OF QUOTATIONS

Any Bidder may withdraw their proposal upon written request at any time prior to the scheduled due date for submission of Quotations.

D. OFFER ACCEPTANCE PERIOD

Bidders’ quotation shall remain in effect for a minimum period of ninety (90) calendar days from the Quotation closing date, unless otherwise indicated, and is irrevocable.

E. REJECTION OF QUOTATIONS

All Quotations will be reviewed by the RFQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQ. The Bidder will be specifically notified that failure to comply with any part of the RFQ may result in rejection of the Quotations as non-responsive.

F. NO OBLIGATION TO CONTRACT

This Solicitation does not oblige UWM to contract for the solicited services specified herein.

G. CONTRACT IN BEST INTEREST

Bidders shall provide their complete Quotation with the best and most favorable terms upon initial submission. UWM reserves the right to accept or reject quotations on each item separately or, to reject any or all quotations without penalty, and to contract in the best interests of UW Medicine.

H. QUESTIONS AND ANSWERS

All questions must be submitted in writing, (email preferred) citing the RFQ section and paragraph number via email only until the date set forth in Section 5 Timetable. Depending upon the nature of the inquiry and the response, copies of the question and response may be distributed to all other potential Bidders. The closing date for asking questions is in Section 5. UWM may exercise its option not to reply to Bidders inquiries; therefore, Bidders should be prepared to submit a proposal based on the information included in the RFQ.

I. INTERPRETATION, CORRECTIONS OR CHANGES OF THE RFQ

Should a Bidder find any discrepancies in, or omission from, the specification, or have doubt as to their meaning, the Bidder shall at once notify the RFQ Coordinator, in writing at once, and in any case no later than the last day to submit written questions. The RFQ Coordinator will send written instructions or addenda as required to all interested parties. All addenda issued shall be incorporated into the contract. The Purchaser shall not be responsible for or bound by oral interpretations. Only questions answered by written addenda are binding.

J. REVISIONS TO THE RFQ

UWM reserves the right to change the solicitation schedule or cancel the RFQ at any time. UWM reserves the right to make corrections or amendments due to errors identified in the RFQ by UWM or a Bidder. Any changes will be dated and attached to, and made a part of, the RFQ. All changes must be coordinated in writing with, authorized by, and made by the RFQ Coordinator.

K. MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by Minority and Women’s Business Enterprises (“MWBE”) firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”) http://www.omwbe.wa.gov. Participation may be either on a direct basis in response to this RFP or as a Subcontractor to a Bidder.

However, unless required by federal statutes, regulations, grants, or contract terms referenced in the Contract documents, no preference to MWBE firms will be included in the evaluation of Quotations. No minimum level of MWBE participation shall be required as a condition for receiving an award and Quotations will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the Contract documents will apply.

L. CONTRACT TERMS AND CONDITIONS

The submission of a Proposal herein constitutes the agreement of any Bidder that any Contract to be drawn as the result of an award herein shall be prepared by UW Medicine Supply Chain (UWMSC). The submission of a Proposal shall further constitute the agreement of each Bidder that it will not insist on the use of standard contract agreements, documents, or forms, and that it waives any demand for the use of its standard agreements. A UWMSC Contract may follow this RFQ.

The submission of a Quotation certifies that Bidder understands and accepts the Terms and Conditions of this RFQ as well as the UW Medicine General Terms and Conditions as stated in Exhibit A.

Any exceptions to the UW Medicine General Terms and Conditions in this RFQ should be submitted with the Quotation. All exceptions must be submitted as “Track Changes” to Exhibit A UW MEDICINE GENERAL TERMS AND CONDITIONS, citing each clause with which Bidder has an issue and/or would like to suggest alternative language. UWMSC reserves the right to exclude the Quotation from further consideration in the event of excessive exceptions or additional terms in the Quotation.

M. SITE SECURITY

The Apparent Successful Bidder shall register in the UW Medicine vendor management system and comply with all applicable UW Medicine policies and/or procedures defined during the registration process, including but not limited to fees, credentialing, immunizations, confidentiality, and integrity found at https://www.greensecurityllc.com.

EXHIBIT A

UW MEDICINE

GENERAL TERMS AND CONDITIONS

Revised February 2024

a. This Contract may be amended by mutual agreement of the parties. No material alterations in any of the terms, conditions, delivery, price, quality, quantity or specifications shall be effective unless the alteration is expressly acknowledged and accepted in writing by Hospitals.

Hospitals shall be considered the author of such Materials. If the Materials are not considered “works for hire” under the U.S. Copyright laws, Contractor hereby irrevocably assigns all right, title, and interest in Materials, including all intellectual property rights, to Hospitals effective from the moment of creation of such Materials.

For Materials that are delivered under this Contract, but that incorporate pre-existing materials not produced under this Contract, Contractor grants to Hospitals a nonexclusive, royalty-free, irrevocable license (with rights to sublicense others) in such Materials to translate, reproduce, distribute, prepare derivative works, publicly perform, and publicly display. Contractor warrants and represents that Contractor has all rights and permissions, including intellectual property rights, moral rights, and rights of publicity, necessary to grant such a license to Hospitals. Hospitals shall receive prompt written notice or claim of copyright infringement received by Contractor with respect to any Materials delivered under this Contract. Hospitals shall have the right to modify or remove any restrictive markings placed upon the Materials by Contractor.

15. COVENANT AGAINST CONTINGENT FEES – Contractor warrants that no person or selling agent has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established agents, as defined in the Federal Acquisition Regulations (“FAR”) Subpart 3.4, maintained by Contractor for the purpose of securing business. Hospitals shall have the right, in the event of breach of this clause by Contractor, to annul this Contract without liability or, in their discretion, to deduct from this Contract price or consideration or to recover by other means the full amount of such commission, percentage, brokerage, or contingent fee.

16. PERSONAL DATA PROCESSING AGREEMENT (“PDPA”) – If, during the course of the performance, administration, or maintenance of this Contract, or any extension or renewal thereof, Contractor acquires, uses, or otherwise obtains access to “University Personal Data (“UPD”),” Contractor must implement appropriate administrative, technical, and physical security measures to protect that UPD. Contractor, at the sole discretion of Hospitals, shall be required to execute a PDPA that shall be attached to this Contract as an exhibit, attachment, or written amendment.

17. DELIVERY –Delivery shall be accomplished by the date and time in the applicable purchase order or contract document. Non-compliance may be construed as grounds for termination for failure to deliver on time.

24. INDEMNIFICATION – Contractor shall indemnify, defend, and hold the UW, the Board of Regents of the University of Washington, Hospitals, and their officers, employees, students and agents, harmless from and against all claims for damages, costs (including attorney’s fees), or liability, relating to the death or injury to any persons or the damage of any property resulting from or arising out of the acts or omissions of Contractor or its employees, agents, or Subcontractors in connection with this Contract.

Contractor expressly agrees to indemnify, defend, and hold harmless Hospital(s) for any claim arising out of or incident to Contractor’s or any Subcontractor’s performance or failure to perform this Contract.

Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify Hospital(s), the Board of Regents of the UW, and their officers, employees, students and agents as provided herein.

Each Hospital shall indemnify, defend, and hold Contractor harmless against any damage, cost, or liability, including reasonable attorney's fees, for all injuries to persons or property arising from negligent acts or omissions attributable to that specific Hospital or its employees or agents.

In no event shall any Hospital be required to indemnify Contractor for any injury to person or property that is not attributable to an act or omission by that specific Hospital.

Cognizant of the variety of policy forms currently within the insurance industry, the coverages provided under this section may be maintained in one or more type of insurance policies. However, regardless of the types of types and forms all policies shall:

Upon request, Contractor shall, prior to the commencement of Work under this Contract, provide UW Medicine Supply Chain Contracting at scmhelp@uw.edu with a certificate of insurance evidencing proof of insurance coverage, and shall name the Board of Regents of the UW as an additional insured. The additional insured endorsement may be either specific to the UW or may be “blanket” or “automatic” addressing any person or entity as required by Contract.

Hospitals and UW reserve the right to require additional types of insurance, and/or higher insurance limits, as circumstances require.

Contractor shall maintain insurance of at least the following types and amounts:

a. Commercial General Liability Insurance For service Contracts in which Contractor will perform a significant portion of Work under this Contract on Hospitals’ campuses, within Hospitals’ or UW facilities, in contact with Hospitals’ employees or UW students, or upon request, Contractor shall maintain Commercial General Liability Insurance (“CGL”), and provide proof of such insurance, upon request, in no less than the following amounts:

For Contracts including services delivered pursuant to this Contract involving the use of vehicles, either owned, unowned or hired by Contractor, Contractor shall maintain Automobile Liability Insurance, and provide proof of such, in the following amount:

29. LICENSING, ACCREDITATION AND REGISTRATION – Contractor shall comply with all applicable local, state, and federal licensing, accreditation, and registration requirements and standards necessary for the performance of this Contract.

UWMC utilizes a Bank of America ePayables credit card for purchase order transactions. Contractors will be expected to accept payment via this method, if requested, at no additional charge to UWMC. More information about the ePayables process can be found at http://f2.washington.edu/fm/ps/epayables.

HMC’s utilizes JP Morgan Chase Single Use Account (“SUA”) credit card for purchase order transactions. Contractor will be expected to accept payment via this method, if requested, at no additional charge to HMC. Contractors accepting SUA payments will be paid Net15 instead of our typical Net30. Additional information about the SUA may be requested by emailing hmcsua@uw.edu.

VMC utilizes Global Healthcare Exchange (“GHX”) as part of its complete order to payment solution. Contractors are expected to work through the GHX suite of applications without additional fees to VMC, which shall include, but not be limited to, receipt of purchase orders and transmission of electronic invoices to GHX in order to facilitate the payment cycle. Payment will be sent via Wells Fargo Payment and Delivery Preferences Automated Clearing House (“PDP ACH”) or via the JP Morgan Chase Single Use Account (“SUA”) credit card. Contractor shall accept either of these expedited methods of payment as directed by VMC and will do so at no additional charge to VMC.

36. PUBLICITY – Contractor shall submit to Hospitals all advertising and publicity matters relating to this Contract in which, Hospitals’ names or the names of other UW Medicine Component Units, including the name “UW Medicine”, is specifically named or implied. Contractor agrees not to publish or use such advertising and publicity matters without the prior written consent of UW Marketing and Communications. Hospitals’ names and the names of other UW Medicine Component Units, including “UW Medicine”, may be included in a company’s website, press release, brochure, presentation, or annual report on a customer list, so long as the listing does not include any descriptive language which could be interpreted as an endorsement by the UW and no logos are used.

39. RECORDS MAINTENANCE – Hospitals/UWM Component Units shall maintain agency-owned or produced records for the legal retention period and in accordance with the current, authorized UW Medicine records retention schedules. To the extent that Contractor, on behalf of Hospitals/UWM Component Units, uses or retains any records owned or produced by Hospitals/UWM Component Units which are subject to the requirements for preservation and destruction of records under RCW 40.14, Contractor shall retain such records in accordance with the current, authorized UW Medicine records retention schedules. During the legal retention period, at no additional cost, UW Medicine-owned or produced records, including products generated under this Contract, shall be subject at all reasonable times to inspection, review, or audit by Hospitals/UWM Component Units, the Office of the State Auditor, and any federal and state officials so authorized by law, rule, regulation, or agreement. If any litigation, claim, or audit is started before the end of the legal retention period of UW Medicine-owned or produced records in the custody of the Contractor shall be retained until all litigation, claims, or audit findings involving the records have been resolved. Questions regarding retention are addressed to UW Medicine Records and Information Governance at hrc@uw.edu.