Request for Proposals for Janitorial Services RFP # 18_001 May 25, 2018

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I. RFP Timeline The following Timeline has been defined to efficiently solicit multiple competitive proposals, select the most qualified vendor, and start the project within a short time period. 1. 2. 3. 4. 5. 6. 7. 8. 9.

RFP Released RFP# 18_001 Letter released Begin Questions from Vendors Walk-Through of Facilities (If Needed) Proposal Due Date Proposal Review* Anticipated Decision and Selection of Vendor* Finalize Contract Anticipated Start Date*

May 25, 2018 May 25, 2018 May 29, 2018 May 31, 2018 July 27, 2018 Aug 10, 2018 Aug 13, 2018 Aug 24, 2018 Sep 1, 2018

*These are tentative dates and subject to adjustment.

All proposals must remain valid for 60 (sixty) days following the proposal due date. Any costs incurred by proposers during the development of their proposal or associated work will not be reimbursed. II. Description of Services Being Sought First Choice Community Healthcare, Inc., a federally qualified healthcare center operating nine health centers and providing primary medical, dental and behavioral healthcare throughout the greater Albuquerque area, is seeking proposals from professional janitorial maintenance companies to provide daily cleaning services of its Selected Centers situated throughout the greater Albuquerque area. A complete list of the required tasks is included in this RFP under work specifications Schedule A. The successful company will be required to perform the full scope of janitorial services as stated in the work specifications schedule A. In addition, the Contractor will provide trained labor and supervision whenever it’s employees enter any FCCH facility. The individual health centers and office areas covered by this RFP are identified in detail in Schedule B.

General Requirements: 1. Contractor shall furnish high-quality cleaning maintenance services at selected FCCH centers/facilities as listed in Schedule B. 2. Contractor shall provide trained labor and adequate supervision as listed below. 3. All laborers and supervisors shall be employees of the Contractor and Contractor shall pay all salaries, wages, expenses and related employment taxes. 4. The facilities shall be cleaned five nights per work-week, Monday through Friday after 6:00 p.m. 5. During the period of the Contract, Contractor shall at all times maintain in effect the following insurance coverage: Workers’ Compensation with statutory limits; bodily injury with limits of at least $1,000,000 for each person and $1,000,000 for each occurrence; property damage with limits of at least $1,000,000 per occurrence and an umbrella policy in the amount of $5,000,000 to extend coverage beyond the aforesaid limits. This insurance package should include "Third Party Bonding" for additional protection. Such policies shall be non-cancelable except on thirty (30) days’ written notice to FCCH and shall list FCCH as additionally insured. Page 2

6. Contractor along with FCCH representative will develop a comprehensive set of employee rules and regulations intended to identify proper behavior while working at all FCCH facilities. 7. Contractor shall comply with all applicable laws and rules of federal, state and local governments. 8. The Contractor shall use no products, supplies or equipment that will result in damage or injury to the surfaces to which they are applied. The Contractor shall be liable for restoring, repairing or replacing any equipment or surfaces so damaged. 9. No experimentation with products, supplies or equipment shall be performed at FCCH without prior written approval of FCCH management. This approval shall in no way limit the liability defined in item 5 above. 10. The Contractor shall furnish MSD sheets and an employee safety manual covering a Hazard Communication Program, a Hazard Assessment Plan, and an Exposure Control Plan. 11. A list of cleaning products and supplies to be used shall be furnished to the Contractor by FCCH prior to their use. Supervision and Quality Control: 1. The Contractor and the facility manager of FCCH will develop the specific details regarding the proper supervisory support structure. a. Site Supervisor – Shall be on site at all times when facility cleaners are scheduled to be on the premises. This person shall begin working prior to facility cleaners’ scheduled arrival to organize supplies, equipment and prepare for any special cleaning requests. The Site Supervisor's responsibilities will include on-the-job supervision, evaluation of work quality, reprimands, training, and completion of shift reports. b. Quality Control Supervisor - This person shall visit the site at least once per week to assess quality of cleaning services. These shall be non-routine and unscheduled visits. A report shall be delivered to the facility manager's office after each visit. 2. Prior to being assigned to clean FCCH facilities, Contractor's employees shall be adequately trained at Contractor's expense. 3. A communications log shall be kept in the facility manager's office to record complaints, special cleaning requests, and instructions to be agreed upon by Contractor and facility manager. Employees – General Information: 1. Rules & Regulations - All Contractor's employees shall abide by a set of rules and regulations developed by the Contractor. Contractor's supervisory staff shall enforce these rules and regulations through a progressive disciplinary system of reprimands, suspensions and termination. 2. Emergency Coverage - Contractor will, upon limited notice, be capable of providing a number of employees necessary to attend to emergency situations. 3. Parking - Parking will be provided to Contractor's employees at FCCH. 4. Call-in Replacements - Call-in employees shall be available to replace sick, vacationing, or absent employees. They shall meet all the requirements of regularly scheduled employees. 5. Identification - Contractor shall supply each employee with a pictured I.D. badge, which must be worn, by Contractor's employees at all times while inside FCCH premises.

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Supplies and Equipment: 1. Contractor shall supply all cleaning equipment and supplies to be used and FCCH will provide necessary replacement supplies. The following replacement supplies will be provided by FCCH: hand towels, toilet tissue paper, plastic liners, toilet seat covers, hand and shower soap, and sanitary supplies. All equipment shall be continually serviced to maintain its efficiency and appearance. This equipment will include, but not be limited to: cleaner's carts, trash collecting receptacles, mops, buckets, brooms, dusting equipment, vacuum cleaners and buffers. 2. Unless otherwise noted, all surface and floor cleaners shall be a germicidal or disinfectant solution. 3. FCCH reserves the right to require the Contractor to change products used, if in the procurement office or the Facility manager's opinion the products used do not achieve quality results. Considerations for Preparation of Proposal: 1. FCCH operates health center facilities which include medical and dental exam rooms, offices, meeting rooms, classrooms, fitness room(s), and kitchens. 2. The basic office hours are Monday - Friday, 7:00 a.m. - 6:00 p.m. The following holidays are observed and no services are provided: Christmas Day, New Year's Day, Thanksgiving Day, Labor Day, July 4th, and Memorial Day. Work Specifications: Services will be provided at selected centers and buildings as indicated in Schedule B – Centers List. Square Footage: A listing of square footage diagrams of each center/facility is provided in Schedule C for easy reference to assist in guesstimating area of facility. III. Proposer Eligibility Requirements To be eligible for this RFP, proposers must: 1. 2. 3. 4.

Provide evidence they are licensed to provide the services proposed; Operate offices in Albuquerque, New Mexico; and Demonstrate their ability to adhere to the standards identified above and Possess experience providing services within a health care setting.

FCCH reserves the right to waive any technical irregularities, to seek written clarification on proposals from any or all Proposers, to not select the lowest cost proposal and to select no proposals if none sufficiently meet the goals of this RFP. FCCH reserves the right to cancel this RFP for any reason. FCCH will not be liable for any costs incurred by the Proposer in preparing a response to this RFP. Proposers submit bids at their own risk and expense. FCCH makes no guarantee that any products or services will be purchased as a result of this RFP and reserves the right to reject any and all proposals.

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IV. Proposal Scoring Proposals shall be scored according to the following: Completeness and clarity of Proposal Proposer’s experience and proven capability Proposal cost Personnel qualifications References Total Base Points

Base Points Possible 10 40 30 15 5 100

Small/ woman/ minority owned business Total Extra Points

Extra Points Possible 5 5

V. Pricing All pricing must be detailed by center, with all related costs specified. Sales taxes should not be included in any of the bid pricing. Close attention should be paid to the Work Specifications Schedule A to insure all the deliverables are included in the bid. VI.    

Other Documents to be Submitted Current W-9, Request for Taxpayer ID Number Certification Current NM CRS ID Number Business license Business Data for 1099 purposes

FCCH will verify that the selected Proposer does not appear on the US Department of Health and Human Services’ Office of the Inspector General’s Exclusion List prior to any contract negotiation. VII. Assurances The successful bidder must comply with all Federal statutes relating to nondiscrimination. These include, but are not limited, to:  Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin;  Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§16811683, and 1685-1686), which prohibits discrimination on the basis of sex;  Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps; and  Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101-6107), which prohibits discrimination on the basis of age. Soliciting information about this RFP after the release date, from anyone within FCCH may forfeit the Proposer. Proposers shall not contact any FCCH personnel during the proposal process. FCCH may disqualify any Proposer who has made site visits, contacted FCCH personnel or distributed any literature without prior authorization from FCCH.

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VIII. Questions Questions concerning this RFP should be directed to [email protected], and should labeled “Questions – RFP#18001” in the subject line. If necessary, all walk-through visits to FCCH facilities will be scheduled by Mike Barrios in the procurement office in an effort to facilitate proper evaluation of the cost of services for all locations covered under this contract. IX. Proposal Submission Any proposal received after the deadline shall be considered late and non-responsive. Any late proposals will not be evaluated. Interested firms must submit electronically three (3) copies of their written proposal, no longer than ten (10) pages, to [email protected] and shall include “Response to RFP#18_001” in the subject line, no later than 5:00 PM, July 27, 2018.

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