Research and Education Facilities (REF) Housekeeping Services REQUEST FOR PROPOSAL (RFP) March 24, 2009 RIDER 101 SCOPE OF WORK

Research and Education Facilities (REF) Housekeeping Services REQUEST FOR PROPOSAL (RFP) March 24, 2009 RIDER 101 SCOPE OF WORK 1. SPECIAL INSTRUCTI...
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Research and Education Facilities (REF) Housekeeping Services REQUEST FOR PROPOSAL (RFP) March 24, 2009 RIDER 101 SCOPE OF WORK

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SPECIAL INSTRUCTIONS • •



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Routine cleaning will be performed as described in the Task and Expectations for Services as contained in the Attachment section of this RFP The cleaning services contractor will clean NO Laboratory work countertops, work surface sinks or equipment unless expressly approved, in writing, by the REF Building Services Manager or designee. No New or Renovated lab areas within the REF buildings identified in this Scope of Work will be cleaned by the cleaning services contractor until and unless released for cleaning by the REF Customer Advocate for that specific location. The REF Customer Advocate will make such release in writing to the contractor. No Lab tools, equipment or work projects are to be moved, handled or touched by the cleaning contractor staff. Contractor’s employees will follow all Safety Rules and training as required by MD Anderson and REF as may be deemed appropriate for working in any and all lab areas within REF buildings.

DEFINITIONS Definition of terms and abbreviations used within this RFP are listed in Exhibit A.

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HOUSEKEEPING SERVICE/PROGRAM REQUIREMENTS These specifications are a statement of the minimum level of housekeeping services regarding the frequencies of service and standards of performance that the contractor must provide. They are not intended to be, nor shall they be construed as, either maximum performance levels or limitations on the effort the Contractor must expend to accomplish the work. Determination of the total man-hours required each day to perform the work specified herein is the sole responsibility of the Contractor. No statement in these requirements shall be construed as being contrary to the Contractor responsibility. •

Under the Housekeeping Services Program, the Contractor is responsible for performing cleaning services according to the times and schedules listed in “EXHIBIT D”, except on MD Anderson observed State of Texas Holidays. The total number of holidays is determined by the State Legislature and may change from year to year.

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Additionally, other locations that are occupied by REF areas of responsibility may observe holidays different than the MD Anderson schedule. REF staff will provide holiday schedules to the contractor. 4.

SERVICE LOCATIONS Contractor will be responsible for providing housekeeping services, according to the agreed upon performance standards, for all REF buildings as listed in “Exhibit BBuilding Locations and Square Footage”.

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PRE-BID CONFERENCE AND BUILDING TOURS The REF staff, immediately following the “Pre-Bid Conference”, will provide building tours. This will be the only opportunity the respondents will have to tour the facilities, in relation to this RFP. Respondents desiring to participate in the building tours will be subject to the following guidelines: • REF staff or designees will conduct the tours. • Each company will be allowed a maximum of two representatives on the tour. • Each company representative participating in the tour will provide a picture ID to the tour facilitator. The ID will remain in the possession of the REF staff and be returned to the representative upon completion of the tour. • No Cameras or Camera Phones will be allowed on the tour. • Questions arising as a result of the pre-bid conference and tours must be presented on Request for Information (RFI) form, via email, to R. Karen Clark, Contract Manager, [email protected] • This will be the ONLY opportunity provided to tour the facilities prior to the submittal of bids.

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TRANSITION-IMPLEMENTATION-PHASE IN PLAN Continuous, uninterrupted housekeeping services to the customers of REF are of utmost importance. The contractor/respondent shall present a proposed plan, as part of this RFP that will demonstrate methods, time lines, tasks, responsible parties and descriptions of task/activities to be utilized to ensure a seamless phase in of the new service. Additionally, the contractor/respondent will include an initial Organization Chart for management of the cleaning services contract. This will ensure accurate communication between the contractor and REF Building Services Manager and staff.

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Within five (5) working days of the notice of award of the contract, the REF Building Services Manager and other appropriate REF staff, will meet with the new cleaning contractor’s representative and begin modification of the “proposed” transition/phase in plan presented in the RFP. REF requests that the “start of service date” be no longer than forty five (45) working days from the awarding of the Contract for Cleaning Services, with a preference of thirty (30) working days. The agreed upon actual transition/phase-in plan should include at least the following: • • • • • • • • • •

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Interviews with the current REF Building Services Staff for contractor positions Time line for additional interviews and completion of staffing Orientation and Training Program implementation for new staff Method and timing of materials and equipment change out. Review and inspection of facilities to identify any required special project cleaning Method for implementation of identified special/project cleaning and added cost, if any. Communication plan Schedules for various start up activities Agreement by REF and the vendor on the method, frequencies and involved staff that will evaluate the cleaning service product during the transition period. Method to identify additional service needs not previously included in RFP or tours of facilities.

STANDARDS OF PERFORMANCE Contractor is expected to use its best efforts, skill, judgment and abilities to perform the Housekeeping Services Contract as specified within this document and to meet all standards of contractor’s profession and business requirements. Contractor will meet all other applicable national, federal, state and municipal laws, regulations, codes, ordinances and orders and with those of any other body or authority having jurisdiction. REF will reasonably cooperate with Contractor in Contractor’s compliance requirements, but MD Anderson shall have no obligation to incur any expense related to any compliance requirements.

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TASKS AND SERVICE EXPECTATIONS Contractor will be expected to provide housekeeping services in accordance with the guidelines listed in Attachments 1 – 17. These are Tasks and Expectations relating to the housekeeping function but are not meant to be all-inclusive. The contractor and REF Building Services Manager may add or delete from this list, as agreed upon.

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QUALITY ASSURANCE PROGRAM

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Contractor/respondent shall include information relating to the Quality Assurance and Inspection Program normally provided for the cleaning service. This information should include frequencies and type of inspections, method of corrective action and type of reports provided to REF. REF Manager may develop additional reports and frequencies of building inspections as required. 10.

TRAINING PROGRAMS Respondents shall include a detailed listing of all courses and subjects provided within their in-house programs. Minimally the course curriculum should include the accepted methods for cleaning laboratories, public areas, offices, and the proper use of cleaning supplies and equipment and a comprehensive Safety Program. The REF Building Services Manager or designee may provide access to selected MD Anderson training programs, as necessary, for use by the Cleaning Services Contractor. This will be determined based on need and after a review of the contractor’s training program as presented in the RFP and analyzed by the REF staff.

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PERSONNEL •









UNIFORMS Contractor will provide, at contractor expense, appropriate uniforms for their staff. These uniforms will be distinctive to allow identification of the contractor staff. (Note: “appropriate uniforms” will be defined in the Definition Section.) GENERAL STAFFING Contractor will provide a staffing plan to include number and type of cleaning staff assigned by location. The plan should also include Management and Supervisory assignments. EMERGENCY STAFFING Contractor will provide information relating to their ability to provide additional staffing in case of an emergency at any of the REF locations. Additionally, the contractor will provide Ride Out and Recovery teams as a part of the REF Emergency Plan. The REF Manager and contractor will coordinate the planning of this function. SPECIAL SERVICES Contractor will provide information relating to their ability to provide additional staff for special cleaning or special functions that may be held at any of the REF locations. This information should include methods and cost to provide these services. CALL IN SERVICE Contractor should provide information relating to their ability and methods used to call in additional staff as requested by REF or in case of emergencies. Contractor will provide an employee Call down Tree to the REF Manager.

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CONTRACTOR STAFF MEDICAL REQUIREMENTS All employees of the contractor performing services for REF will meet any and all medical requirements of MD Anderson for staff working within REF buildings/properties as set out in Rider 106- Premises Rules, or any other appropriate sections of the RFP or any other agreed upon documents that become incorporated as part of the Agreement between UTMDACC and selected Contractor.”

VENDOR QUALIFICATIONS Qualified proposals shall include documentation supporting the minimum experience of the respondent for performing services for types of buildings and locations as presented in this RFP. The respondents are expected to have provided services to facilities of at least 75% the size and square footage of those presented in this RFP. Additionally, the respondents should include the type, size and number of bio-medical and chemistry laboratories to which they have previously provided cleaning service. The respondents should provide documentation, such as Cleaning Industry Management Standard (CIMS) certification from ISSA, to demonstrate that they are certified, by a “nationally recognized” third party, to provide cleaning services to buildings of the type, size and square footage included in this RFP. Certification of the respondent’s qualifications by an organization other than ISSA will be taken into consideration by REF staff when evaluating the submitted bids.

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SUPPLIES AND EQUIPMENT All cleaning supplies, paper products and plastic liners will be provided by the contractor and may be purchased through MD Anderson’s “Premier Contract” suppliers or any other negotiated contracts. Additionally, the contractor will provide as part of this contract, all batteries for any and all dispensers, such as paper towel and deodorizers. The REF Manager and appropriate MD Anderson representative(s), such as Infectious Disease or Sourcing and Contract Management, must agree upon any exceptions to this stipulation. Cleaning supplies and products used within REF locations should be “GREEN SEAL CERTIFIED”.

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A list of all products and equipment the contractor is planning to utilize in the performance of this contract must be listed as a part of the response to this RFP. MD Anderson and/or the REF Manager have the right of approval for all supplies and equipment the contractor is planning to utilize in the performance of this contract. Contractor/respondent should indicate whether they have an interest in purchasing any equipment that may be made available, by the REF Building Services Department. Purchases, if any, will be negotiated with the REF Building Services Manager and other appropriate MD Anderson representative(s). 14.

AREAS TO BE EXCLUDED All Veterinary Medicine and Vivarium locations within any and all REF buildings of responsibility are EXCLUDED from this RFP.

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PRICING AND CHARGES FOR SERVICE The respondents will provide their rates for service according to the pricing template included in this RFP (EXHIBIT C). The information in the pricing table shall include charges for the various services requested in this RFP and any Special Services the contractor may provide that may not be a part of this RFP. The contractor should complete the pricing table as presented in Exhibit C in its entirety. The contractor, as an addendum to the RFP, should include any exceptions to this pricing table. The contractor’s bid should also be categorized in the following manner: • Labor • Materials and Supplies • Other o Cost for Employee Uniforms o Insurance as requested by MDACC o Overhead and profit o Contractor Employee Benefit Program Pricing Adjustments Adjustments in the monthly square footage charges by building will be made if and when vacancies of at least one floor of a building or +/- 12,500 square feet occur for more than one month. These vacancies may be due to customer move out or for reconstruction of the space. The deduction from the monthly charge will represent the actual amount of square footage vacant for that particular period times the square footage charge for that location.

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The REF Building Services Manager or designee will notify the Contractor in writing of the vacancy and the expected time period for the deduction from the monthly billing. This will be accomplished in discussion with the contractor representative. Invoicing for services provided will be accomplished according to agreed upon methods as established by the MD Anderson Purchasing Department and REF Management. 16.

CONTRACTOR REPORTS The contractor will be expected to provide, at least, the following type reports to the REF Building Services Manager or designee: • Maintenance and repair items discovered during inspections or normal cleaning. • Number of complaints received, method of correction and follow-up. • Contractor employee turn over and performance of staff • Staff Training Report • Quality Assurance Report • Project schedule and report of completion. • Additional reports as agreed upon by contractor and REF Manager.

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CONTRACTOR SPACE REF will provide appropriate office and storage space to the contractor to include telephone and computer connections. The contractor will provide all computers, pagers, and other electronic equipment necessary to accomplish the contractor’s activities. All contractor electronic equipment must meet the requirements of MDACC Information Technology Department (IT). Contractor will meet any and all other requirements regarding space use and condition that may be included in other sections of the RFP.

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REF CONTACTS The following will be the contacts relating to the performance of this contract: • REF Building Services Manager Victor Vasquez • Contract Coordinator Noel Stephens • REF Customer Service Advocate Donna Nicodemus • REF Director of Operations and Maint. Mike Green • Contract Administrator R. Karen Clark

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EXHIBITS & ATTACHMENTS Exhibits and attachments included in this RFP are as follows: 7

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Exhibit A Definition of Terms Exhibit B Locations of Buildings and Square Footage Exhibit C Pricing Template for Contractors use Exhibit D Schedule of Services (Times by type of Service) Exhibit E Schedule and Location of Services (Daytime Policing) Exhibit F Schedule and Location of Services (Saturday and Sunday) Exhibit G Emergency Response Sample Plan Exhibit H Immigration Compliance Notification Attachments 1 – 17 Cleaning Task Expectations & Standards Applicable Riders

SELECTION CRITERIA The respondents for the cleaning contract for REF will be evaluated on the following criteria: Experience o Provide the following information for three (3) clients where you have satisfactorily provided cleaning services for wet and dry type laboratories of at least 75% of the square footage contained within this RFP. ƒ Client’s Name and Location ƒ Amount of square footage cleaned and % lab space. ƒ Length of contract ƒ Reference(s) Certification o Describe type certification that your company has obtained. If your company has not achieved certification by a third party review, explain how certification might be achieved. ƒ Organization that conducted review and provided certification ƒ Type Certification ƒ When obtained or plan to obtain Training Program o Describe the training program you propose to ensure quality services are provided in a safe and environmentally acceptable manner. Include course descriptions, frequency of required attendance and indicate in-house or third party provider. Qualification of Team o Describe the organization and experience of the team you propose: ƒ Organization Chart ƒ Resumes of key personnel • Total years of service 8

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Years of applicable experience Years of service with your firm

Quality Control in Delivery of the Cleaning Product • Describe the methodology used to ensure the cleaning product meets the requirements of REF. o QA program utilized o Management reports o Corrective Action o Improvement Training Ability to provide requested services • Respondent should include documentation to ensure REF of the respondents ability to provide the cleaning services requested: o Financial reports o Cash flow o Local contacts o Supplier payment record o Employee payment reports Green Seal Program • Cleaning products and supplies used within REF locations should be “Green Seal Certified” (see definition of terms). o Provide documentation to demonstrate vendor is a participant in the Green Seal Program o Provide records of purchases and where purchases were made to show participation in the Green Seal program o Provide list of Green Seal products and equipment to be used in this contract. o Provide plan to become a Green Seal participant if not now a member. Safety Record • Respondent should supply documentation to demonstrate current and past safety record of the company: o Provide documentation of any safety violations and corrections made o Provide OSHA reports and safety experience o Provide information relating to any inspections of any agencies whether Local, State or Federal o In addition to Safety Program provide documentation in place to ensure the respondent’s company incurs no safety violations.

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Attachments detailing respondent’s response to each evaluation criteria listed above MUST accompany the RFP when submitted. The selection of the Vendor for the REF cleaning contract will be made based on a weighted allocation of 40% for pricing and 60% for Non-Price/Performance criteria as listed above. ********************************************************************* END OF RESEARCH & EDUCATION FACILITIES Rider 101 SCOPE OF WORK

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