STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES NORTH EAST FLORIDA STATE HOSPITAL
INVITATION TO NEGOTIATE Provision of Housekeeping Services at Northeast Florida State Hospital
ITN# 10I12GC1
Commodity Code #: #973-150, 973-320, 991-450
ITN# 10I12GC1
10/10/2012
TABLE OF CONTENTS Provisions of Environmental Services – Housekeeping Services SECTION 1. INTRODUCTION 1.1
Introduction to the Procurement. ..............................................................................................5
1.2
Statement of Purpose ..................................................................................................................5
1.3
Term of the Agreement. ..............................................................................................................5
1.4
Contact Person and Procurement Manager. ............................................................................5
1.5
Small, Minority, and Service-Disabled Veterans Business Participation………..………… 6
1.6
Definitions…………………………………………………………………..............................6
SECTION 2. ITN PROCESS 2.1
General Overview of the Process. ..............................................................................................7
2.2
Official Notices and Public Records...........................................................................................7
2.3
Protests and Disputes ..................................................................................................................8
2.4
Limitations on Contacting Department Personnel. ..................................................................9
2.5
Schedule of Events and Deadlines. .............................................................................................9
2.6
Notice of Intent to Submit A Reply ..........................................................................................11
2.7
Mandatory Solicitation Conference and Site Visit .................................................................11
2.8
Written Inquiries .......................................................................................................................12
2.9
Receipt of Replies .....................................................................................................................12
2.10
Application of Mandatory Requirements................................................................................13
2.11
Request to Withdraw Reply .....................................................................................................13
2.12
Cost of Preparation of Reply ....................................................................................................13
2.13
PUR 1001 ....................................................................................................................................13
2.14
Department’s Reserved Rights .................................................................................................14 SECTION 3. MINIMUM SPECIFICATIONS
3.1
Introduction ...............................................................................................................................15
3.2
General Statement .....................................................................................................................15
3.3
Programmatic Authority ..........................................................................................................15
3.4
References and Resources .........................................................................................................15
3.5
Scope of Service .........................................................................................................................16
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3.6
Service Components Task List .................................................................................................16
3.7
Task Limits ................................................................................................................................17
3.8
Staffing Levels............................................................................................................................17
3.9
Staffing Vacancies .....................................................................................................................18
3.10
Staffing Changes ........................................................................................................................19
3.11
Subcontractors ...........................................................................................................................19
3.12
Service Delivery Location .........................................................................................................19
3.13
Service Times .............................................................................................................................19
3.14
Equipment ..................................................................................................................................19
3.15
Reports .......................................................................................................................................20
3.16
Performance Measures .............................................................................................................20
3.17
Performance Measure Methodology........................................................................................21
3.18
Provider Responsibilities ..........................................................................................................22
3.19
Department Responsibilities .....................................................................................................22
3.20
Department Determinations .....................................................................................................23
3.21
Monitoring Requirements.........................................................................................................23
3.22
Dispute Resolution .....................................................................................................................24
3.23
Registration in MyFloridaMarketPlace ..................................................................................23
3.24
Minimum Financial Specifications ..........................................................................................24
3.25
Composition of the Contract ....................................................................................................24
3.26
Order of Precedence ..................................................................................................................24 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN
4.1
How to Submit a Reply .............................................................................................................25
4.2
Content of the Reply..................................................................................................................25
4.3
Reply Format .............................................................................................................................29
4.4
Public Records and Trade Secrets ...........................................................................................30 SECTION 5. THE SELECTION METHODOLOGY
5.1
Evaluation Methodology for Ranking and Shortlisting .........................................................32
5.2
Negotiation Process for Final Selection ...................................................................................34
5.3
Final Selection and Notice of Intent to Award Contract........................................................35
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APPENDIX I - NOTICE OF INTENT TO SUBMIT A REPLY
38
APPENDIX II – CERTIFICATIONS
39
APPENDIX III – VENDORS STATEMENTS AND CERTIFICATIONS
39
APPENDIX IV – CHILDREN AND FAMILIES STANDARD CONTRACT
43
APPENDIX V – BUDGET SUMMARY AND DETAIL INSTRUCTIONS
45
APPENDIX VI – PROJECT BUDGET SUMMARY
47
APPENDIX VII - PROPOSED COST ALLOCATION PLAN
49
APPENDIX VIII - MANDATORY REQUIREMENTS CHECKLIST
49
APPENDIX IX – EVALUATION MANUAL
51
EXHIBIT A – HOUSEKEEPING PROCEDURES
65
EXHIBIT B – MAP OF NORTHEAST FLORIDA STATE HOSPITAL
74
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SECTION 1. INTRODUCTION 1.1
Introduction to the Procurement The Department of Children and Families (Department), Northeast Florida State Hospital (Hospital), is issuing this solicitation to interested parties for the purpose of obtaining Environmental Services (Housekeeping Services) and produce a more efficient and cost effective operation. Any person interested in submitting a reply must comply with any and all of the terms and conditions described in this Invitation to Negotiate (ITN).
1.2
Statement of Purpose The Department is seeking to secure Housekeeping Services for the provision of Housekeeping Services, including staff, equipment and cleaning supplies at the Hospital. Any contract resulting from this ITN must produce a minimum 10% savings for the Hospital based on FY 2010-11 total Housekeeping Services budget including salaries and expenses or 10% of $960,165.00. Any proposal is capped for each of the five (5) years of the resulting contract at $864,149.00 per year. Any reply which exceeds this amount shall be determined nonresponsive and will not be evaluated.
1.3
Term of the Agreement The anticipated start date of the resulting contract is January 1, 2013. The contract shall end on June 30, 2017. The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments.
1.4
Contact Person and Procurement Manager This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is: Tarha Sondesky, Procurement Manager Mailing Address: Florida Department of Children and Families 1317 Winewood Blvd., Bldg. 3, Rm. 283 Tallahassee, Florida 32399-0700 Email:
[email protected]
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All contact with the Procurement Manager shall be in writing via electronic mail, U.S. mail, or other common courier. No facsimiles or telephone calls will be accepted for any reason. 1.5
Small, Minority, and Service-Disabled Veterans Business Participation Small Businesses, Certified Minority and Service-Disabled Veteran Business Enterprises are encouraged to participate in any conferences, conference calls, pre-solicitation, or pre-proposal meetings which are scheduled. All prospective Respondents shall be accorded fair and equal treatment.
1.6
Definitions 1.6.1
Contract Terms used in this document can be found in the Florida Department of Children and Families Glossary of Contract Terms, which is incorporated herein by reference, maintained in the contract manager's file, and located at the following website: http://www.dcf.state.fl.us/admin/contracts/docs/GlossaryofContractTerms.pdf
1.6.2
Program Specific Definitions 1.6.2.1
Addenda - Written or graphical instruments posted in accordance with Section 2.2 of this ITN which modify or interpret the ITN document(s) by additions, deletions, clarifications or corrections.
1.6.2.2
Campus - The entire legal limits of the Hospital or facility grounds, including those buildings used for the provision of resident services, or subleased or rented to other agencies by the Department, as well as vacant buildings.
1.6.2.3
Environmental Services (Housekeeping Services) - All functions related to Housekeeping Services, janitorial functions and trash removal, inside the building, for all designated occupied buildings and recreational facilities. Includes the provision of all necessary staff, equipment and cleaning supplies.
1.6.2.4
Facilities - A building or group of buildings and the surrounding grounds extending to the legal limits of the property. For this ITN, the entire legal limits of the Hospital will be considered.
1.6.2.5
Housekeeping Services Manager - A full time employee of the Respondent responsible for the overall management of Housekeeping Services.
1.6.2.6
Invitation to Negotiate (ITN) - A written solicitation for competitive sealed replies to select one or more Respondents with which to commence negotiations for the procurement of contractual services.
1.6.2.7
Provider - Any qualified private sector business entity, non-profit or for-profit organization that has been selected in accordance with the provisions of this ITN.
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1.6.2.8
Quality Control - Actions taken to control the performance of services so they meet or exceed the requirements of the specification.
1.6.2.9
Resident - Those persons residing in or receiving services from a Mental Health Hospital. This includes individuals served pursuant to Chapter 394 or 916, Florida Statutes.
1.6.2.10
Respondent - Any qualified private sector business entity, non-profit or for-profit organization that has timely responded to all of the applicable provisions of this ITN.
SECTION 2. ITN PROCESS 2.1
General Overview of the Process Replies that meet the Mandatory Requirements of this ITN and are otherwise responsive will be eligible for evaluation. Such replies will be evaluated and ranked and a short list of Respondents selected for negotiation will be posted as described in Section 2.2.1 of this ITN. Oral presentations by Respondents may be permitted as part of the shortlisting process. Following negotiations with shortlisted Respondents, the Department will post a notice of intended contract award, identifying the Respondent(s) selected for award. Final contract terms will be established with the selected Respondent(s).
2.2
Official Notices and Public Records 2.2.1
Notices Regarding the ITN All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the VBS website located at: http://vbs.dms.state.fl.us/. In order to find postings at such location: 1. Click on Search Advertisements 2. Under “Agency” select Department of Children and Families 3. Scroll down to the bottom of the screen and click on “Initiate Search”
It is the responsibility of prospective Respondents to check the VBS for addenda, notices of decisions and other information or clarifications to this ITN. 2.2.2
Public Records All electronic and written communications pertaining to this ITN, whether sent from or received by the Department, are subject to the Florida public records laws. Section 4.4 addresses the submission of trade secret and other information exempted from public inspection.
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Protests and Disputes 2.3.1
Time Limits for Filing Protests Any person who is adversely affected by the decision or intended decision made by the Department pursuant to this solicitation shall file with the Department a notice of protest in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the notice of decision, or intended decision. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed.
2.3.2
Protests of Terms, Conditions and Specifications With respect to a protest of the terms, conditions and specifications contained in this solicitation, including any provisions governing the methods for ranking replies, awarding contracts, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the solicitation. For purposes of this provision, the term “the solicitation” includes any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed.
2.3.3
Bond Must Accompany Protest When protesting a decision or intended decision (including a protest of the terms, conditions and specifications contained in the solicitation), the protestor must post a bond equal to one percent (1%) of the Department’s estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the Department shall provide the estimated contract amount to the protestor within 72 hours (excluding Saturdays, Sundays, and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to s. 120.57(3), F. S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond the Department may accept a cashiers check, official bank check, or money order in the amount of the bond.
2.3.4
Filing a Protest A notice of protest, formal protest, and bond are “filed”, when received by the contact person listed in Section 1.4 above. Filing may be achieved by handdelivery, courier, US Mail or facsimile transfer. Filing by email will not be accepted. All methods of delivery or transmittal to the Department’s contact person shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN S. 120.57(3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME
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ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S. 2.4
Limitations on Contacting Department Personnel 2.4.1
Contact Other than During the Negotiations Phase
Prospective Respondents or persons acting on their behalf may not contact, between the release of this ITN and the end of the 72-hour period (Saturdays, Sundays and state holidays excluded), following the Department's posting of the notice of intended award, Department personnel or any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the contact person identified in Section 1.4 above or as provided in this solicitation. Any such contact by an affiliate, a person with a relevant business relationship with a prospective Respondent, or an existing or prospective subcontractor to a prospective Respondent is assumed to be on behalf of a prospective Respondent unless otherwise shown. 2.4.2
Contact During the Negotiations Phase During the negotiations phase of this ITN: (i) any contact and communication between the members of the negotiations team for the prospective Respondent (s) with whom the Department is negotiating and the negotiations team for the Department is permissible, but only "on the record" (as required by s. 286.0113(2), Florida Statutes) during the negotiations meetings; and (ii) communication between the lead negotiator for the prospective Respondent (s) with whom the Department is negotiating and the lead negotiator for the Department outside of the negotiations meetings is permissible so long as it is in writing.
2.4.3
Violation of Contact Limitations Violation of the provisions of Section 2.4 of this ITN will be grounds for rejecting a reply, if determined by the Department to be material in nature.
2.5
Schedule of Events and Deadlines
ACTIVITY ITN advertised and released on Florida VBS:
Notice of Intent to Submit a Reply to be received by the Department:
DATE
10/16/2012
10/23/2012
TIME (All Eastern)
5:00pm
5:00pm
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ADDRESS
Section Reference
DMS VBS Electronic Posting site: http://myflorida.com/apps/vbs/vb s_www.main_menu
2.2.1
Attn: Procurement Manager Dept. of Children & Families
2.6
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ITN# 10I12GC1
*Mandatory Solicitation Conference and Site Visit to be held:
Submission of written inquiries must be received by: Anticipated date for posting Department's Response to Inquiries: Sealed Replies must be received by the Department: Reply Opening and Review of Mandatory Requirements:
*Meeting of Department Evaluators:
`*Final Debriefing Meeting of the Evaluators and ranking of the replies:
10/10/2012
10/30/2012
10:00am
Northeast Florida State Hospital 7487 South SR 121 Macclenny, Florida 32063
2.7
1-888-670-3525 Code: 1728895543
11/1/2012
5:00pm
Attn: Procurement Manager Dept. of Children & Families
2.8
DMS Vendor Bid System 11/12/2012
11/26/2012
11/27/2012
5:00pm
5:00pm
9:30am
Electronic Posting site: http://myflorida.com/apps/vbs/vb s_www.main_menu
2.8
Attn: Procurement Manager Dept. of Children & Families
2.9
Dept. of Children & Families 1317 Winewood Blvd, Bldg.6 Tallahassee, FL 32399-0700
2.9 and 2.10
Northeast Florida State Hospital 7487 South SR 121 Macclenny, Florida 32063 11/28/2012
10:00am
5.1 1-888-670-3525 Code: 1728895543 Northeast Florida State Hospital 7487 South SR 121 Macclenny, Florida 32063
12/4/2012
10:00am
5.1 1-888-670-3525 Code: 1728895543 DMS VBS
Anticipated posting of qualified Respondents (“Short List”) for Negotiation:
12/7/2012
5:00pm
Electronic Posting site: http://myflorida.com/apps/vbs/vb s_www.main_menu
5.1.9
*Organizational Meeting of Negotiation Team
12/10/2012
TBD
TBD
5.2
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Anticipated negotiation period:
12/11/2012 – 12/14/2012
*Meeting of Negotiation Team to Develop Recommendation for Award:
12/17/2012
To be determined and posted on VBS
5.2
TBD
5.2, 5.3.3
TBD
DMS VBS
Anticipated posting of Intended Contract Award:
12/20/2012
Anticipated Effective Date of Contract:
1/1/2013
5:00pm
Electronic Posting site: http://myflorida.com/apps/vbs/vb s_www.main_menu
5.3.6
N/A
*All prospective Respondents are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from respondents or other members of the public (except for the Solicitation Conference, in which comments and questions will be taken from respondents).
All times in the event schedule are local times for the Eastern Time zone. Although the Department may choose to use additional means of publicizing the results of this procurement, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. 2.6
Notice of Intent to Submit A Reply Prospective Respondents who are interested in responding to this ITN are encouraged to send a Notice of Intent to Submit a Reply (Appendix I) to the Procurement Manager specified in Section 1.4, on or before the date and time specified in Section 2.5. Submission of a Notice of Intent is not a pre-requisite for acceptance of replies from prospective Respondents.
2.7
Mandatory Solicitation Conference and Site Visit The purpose of the Mandatory Solicitation Conference is to review the ITN with interested Respondents so that areas of misunderstanding or ambiguity are clarified. After the Solicitation Conference has ended, there will be a tour of the Hospital (Site Visit) so that interested Respondents can acquire an idea of the size and housekeeping needs of the Hospital. The Department requires all interested prospective Respondents to this ITN participate in the Mandatory Solicitation Conference and Site Visit, during which prospective Respondents may pose questions. The Mandatory Solicitation Conference and Site Visit for this ITN will be held at the time and date specified in Section 2.5. A conference call number will be made available for other entities to listen in on the Solicitation Conference. 2.7.1
Participation is a Pre-requisite Participation in the Mandatory Solicitation Conference and Site Visit is a prerequisite for acceptance of replies from prospective Respondents. Failure to
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participate and/or properly register will render a Respondent’s reply to this ITN as non-responsive and disqualify them from eligibility for the contract award. Representatives of prospective Respondents and other attendees will also be required to sign in before the Mandatory Solicitation Conference and sign out after the Site Visit. Failure to sign in and sign out will render a Respondent’s reply to this ITN as non-responsive and disqualify them from eligibility for the contract award. In this regard, no attendance exceptions will be made under any circumstances. 2.7.2
Official Department Responses Only responses posted on the VBS website are to be considered official Department responses to questions whether the question is presented during the Mandatory Solicitation Conference or submitted in accordance with Section 2.8 below.
2.7.3
Registration Representatives of prospective Respondents and other attendees attending the Mandatory Solicitation Conference and Site Visit must register their attendance by completing the registration forms available at the Solicitation Conference at the Hospital.
2.8
Written Inquiries Prospective Respondent questions will only be accepted if submitted in writing to the Procurement Manager specified in Section 1.4, via electronic mail, U.S. mail, or other delivery service, and received on or before the date and time specified in Section 2.5. No questions will be accepted by facsimile or telephone. Copies of the responses to all inquiries, and clarifications or addenda if made to the ITN, will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS website at: http://vbs.dms.state.fl.us/vbs/main_menu.
2.9
Receipt of Replies 2.9.1
Reply Deadline Replies must be received by the Department no later than the date and time and at the address provided in Section 2.5. All methods of delivery or transmittal to the Department’s contact person remain the responsibility of the prospective Respondents and the risk of non-receipt or delayed receipt shall be exclusively the risk of the prospective Respondents.
2.9.2
Binding Replies By submitting a reply, each Respondent agrees that its reply shall remain a valid offer for at least 90 days after the reply opening date and that, in the event the contract award is delayed by appeal or protest, such 90-day period is extended until entry of a final order in response to such appeal or protest.
2.9.3
Changes to Replies After Submission Prohibited
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Once the reply opening deadline has passed, no changes, modifications, or additions to the reply submitted will be accepted by or be binding upon the Department until the Department initiates negotiations or requests supplemental replies. The Department reserves the right to correct minor irregularities as provided in Section 2.14.1, but is under no obligation to do so. 2.9.4
Receipt Statement Replies that are not received at the specified address, by the specified date and time, will be rejected and returned unopened to the Respondent by the Department. The Department will retain one unopened original for use in the event of a dispute.
2.10
Application of Mandatory Requirements A Respondent must comply with all mandatory requirements in order to be considered for selection under this ITN. The mandatory requirements for this ITN are set forth in Appendix VIII. 2.10.1 The Procurement Manager will examine each reply to determine whether the reply meets the mandatory requirements specified in Appendix VIII. 2.10.2 A reply that fails to meet the mandatory requirements will be deemed nonresponsive and will not be evaluated. 2.10.3 Meeting the mandatory requirements alone will not impact any ranking in the short-listing process. 2.10.4 An initial determination that a reply meets the mandatory requirements does not preclude a subsequent determination of non-responsiveness.
2.11
Request to Withdraw Reply A written request to withdraw a reply, signed by the Respondent, may be considered if received by the Department within 72 hours after the reply opening date and time as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious error on the part of the Respondent.
2.12
Cost of Preparation of Reply By submitting a reply, a Respondent agrees that the Department is not liable for any costs incurred by the Respondent in responding to this ITN.
2.13
PUR 1001 The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. Sections 3, 4, 5, 14, and 17 of the PUR 1001 Form are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the term contained in PUR 1001 shall
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take precedence. The PUR 1001 form is available at: http://dms.myflorida.com/index.php/content/download/1907/8062/version/9/file/1001.doc. 2.14
Department’s Reserved Rights 2.14.1 Waiver of Minor Irregularities The Department reserves the right to waive minor irregularities when to do so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this ITN which does not affect the price of the reply or give the Respondent a substantial advantage over other Respondents and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities but is under no obligation to do so. In doing so the Department may request a Respondent to provide, and at the request of the Department the Respondent may provide to the Department, clarifying information or additional materials to correct the irregularity. However, the Department will not request and a Respondent may not provide the Department with additional materials that affect the price of the reply, or give the Respondent an advantage or benefit not enjoyed by other Respondents. 2.14.2 Right to Inspect, Investigate and Rely on Information In ranking replies for negotiation and in making a final selection, the Department reserves the right to inspect a Respondent’s facilities and operations, to investigate any Respondent representations and to rely on information about a Respondent in the Department’s records or known to its personnel. 2.14.3 Rejection of All Replies The Department reserves the right to reject all replies at any time, including after an award is made when to do so would be in the best interest of the State of Florida, and by doing so assumes no liability to any Respondent. 2.14.4 Withdrawal of ITN The Department reserves the right to withdraw the ITN at any time, including after an award is made when to do so would be in the best interest of the State of Florida, and by doing so assumes no liability to any Respondent. 2.14.5 Reserved Rights After Notice of Award 2.14.5.1
The Department reserves the right to schedule additional negotiation sessions with Respondents identified in the posting of a Notice of Award in order to establish final terms and conditions for contracts with those Respondent.
2.14.5.2
The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen negotiations with any Respondent at any time prior to execution of a contract.
2.14.6 Other Reserved Rights
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The Department reserves all rights described elsewhere in this ITN.
SECTION 3. MINIMUM SPECIFICATIONS 3.1
Introduction Currently the Hospital’s Housekeeping Services Department is composed of 33 staff and one (1) supervisor supporting 53 buildings on a 300 acre campus. Prospective Respondents do not have to duplicate the Hospitals current staffing pattern for housekeeping, but must provide at least the same level of Housekeeping Services. Current Hospital staff provide Housekeeping Services in the following four (4) major areas:
3.2
3.1.1
Housekeeping services in twenty-one (21) 7,000 square feet residential living areas (Monday through Friday) with ward staff doing minor cleaning on the weekend. Current staffing maintains one staff member on each unit from five (5) to eight (8) hours per day, Monday – Friday.
3.1.2
General Housekeeping Services in thirty-two (32) office/activity/training buildings throughout the campus;
3.1.3
Dietary cafeteria cleaning - dietary dining area (centralized area) includes cleaning dining room tables and floor after each of three (3) meals seven (7) days per week (two staff), the satellite dining area which consists of five (5) satellite buildings (Buildings 13, 31, 32, 57 and 58), and the dining room, which consists of cleaning tables and floors after each of three (3) meals weekends only (two staff); and
3.1.4
Housekeeping services required in two (2) major buildings, 12 and 13. These two major buildings house services that are in a hospital environment and may need special attention in regards to housekeeping services and cleaning chemicals
General Statement The selected Respondent must demonstrate extensive expertise in the delivery of Housekeeping Services including setting goals based on facility needs within the context of institutional priorities and available resources. The selected Respondent will develop, for Department approval, an overall staffing plan that will address the requirements described above, consistent with its reply to this ITN. The selected Respondent must comply with all applicable state and federal laws, codes, regulations and standards governing the Housekeeping Services in mental health treatment facilities.
3.3
Programmatic Authority This program is administered under the authority of Chapter 20, and in accordance with Chapters 394, 395 and 916, Florida Statutes and applicable portions of Florida Administrative Code.
3.4
References and Resources The following references and resources provide additional information related to the policies, goals, services, and procedures applicable to the operation of the Hospital. Respondents should obtain and understand this information prior to submitting a reply. 3.4.1
Department of Children and Families Operating Procedures and Pamphlets, which can be found at: http://www.dcf.state.fl.us/admin/publications/policies.shtml
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3.4.2
Northeast Florida State Hospital Operating Procedures
3.4.3
Florida Statutes (F.S.):
3.4.4
3.4.5
3.4.3.1
F.S. 381, Public Health, General Provisions
3.4.3.2
F.S. 394, Mental Health
3.4.3.3
F.S. 395, Hospital Licensing and Regulation
3.4.3.4
F.S. 403, Environmental Control
3.4.3.5
F.S. 916, Mentally Deficient and Mentally Ill Defendants
Florida Administrative Code (FAC): 3.4.4.1
Section 65E, Services to Civil and Forensic Individuals
3.4.4.2
Section 59A-3, Hospital Licensure and Services
Code of Federal Regulations (CFR): 3.4.5.1
3.5
Chapter 42, Section 116, Storage of Chlorine and Sulfur Dioxide and Emergency Planning
Scope of Service The purpose of a contract resulting from this ITN is to secure the services of a Provider to perform all tasks related to the provision of Housekeeping Services for the Hospital, including;
3.6
3.5.1
Perform all functions associated with the daily provision of Housekeeping Services at the Hospital. This service shall include an initial investment in capital equipment and all cleaning supplies (chemicals, waxes, scrubbing/buffing pads, etc) necessary to complete this function. A listing of all Hospital provided materials and equipment will be available at the mandatory site visit. The selected Respondent shall provide any additional equipment the successful Respondent deems necessary.
3.5.2
Provide continuous proactive involvement with other departments within the Hospital to improve and enhance the daily living environment for residents.
Service Components Task list The selected Respondent shall perform the following substantive service tasks associated with the provision of Housekeeping Services at the Hospital, including at a minimum: 3.6.1
Housekeeping Services. Provide all managerial, administrative, and technical support necessary for the efficient and timely accomplishment of all Housekeeping Service operations on a daily basis including cleaning and janitorial as listed in Exhibit A – Housekeeping Procedures.
3.6.2
The selected Respondent shall respond with adequate staffing when changes are needed due to data analysis and performance improvement needs, as determined by the Hospital.
3.6.3
The selected Respondent shall comply with pertinent Commission on Accreditation of Rehabilitation Facilities standards, Department of Health and Agency for Health Care Administration regulations.
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3.6.4
The selected Respondent shall coordinate, facilitate and monitor the activities of sub-contractors performing tasks related to Housekeeping Services at the Hospital.
3.6.5
The Housekeeping Services Manager shall perform his/her duties in a manner consistent with other department heads at the Hospital. It is understood that, in case of emergency, the Housekeeping Services Manager will be required to assist the Hospital in its role as an evacuation center for other facilities and citizens from the surrounding area.
3.6.6
The selected Respondent must warrant that all work performed pursuant to a contract resulting from this ITN will comply with customary, reasonable and prudent standards of care in accordance with the Hospital’s policies and procedures.
3.6.7
The selected Respondent shall maintain all areas of the Hospital in a condition that is equal to or better than the condition at the commencement of a contract resulting from this ITN, allowing for normal wear and deterioration. Any damage that is the direct result of negligence that is attributable to the selected Respondent or its employees will be corrected by the selected Respondent at their expense and the affected area/item restored to its previous condition.
3.6.8
The selected Respondent shall be required to collect daily complaints and additional work assignments from the Facilities Manager. Unit Directors, Supervisors II and others will enter complaints and additional work assignments in the Department’s Service Request System; an automated system used by staff to submit and monitor requests for service and maintenance.
3.6.9
The selected Respondent and the Facilities Manager or designee will inspect the twenty (20) living areas, Building 1 (Administration), and nine (9) additional buildings for adherence to the Hospital’s established Housekeeping Services policies and procedures. The nine (9) additional buildings will be determined by the Facilities Manager. The frequency of the inspection will be mutually agreed upon by the Facilities Manager or designee and the selected Respondent.
3.6.10 If the Department is to provide the selected Respondent with administrative office and warehouse space, the space will be leased at the current market rate or at a rate to be determined by the Department. 3.7
Task Limits The selected Respondent is not authorized by the Department to perform any tasks related to this ITN other than those described in the resulting contract without the express written consent or at the request of the Department.
3.8
Staffing Levels 3.8.1
The selected Respondent shall ensure adequate staffing to carry out all requirements of any contract resulting from this ITN as presented in the cost reply. A list of staff positions must be included in the reply. Exceptions to this staffing level must be presented in writing and approved in advance by the Contract Manager.
3.8.2
Employee Selection. The Respondent shall nominate employees to fill all positions under any contract resulting from this ITN (including subcontractors). When nominating and selecting staff for positions under any contract resulting from this ITN (including subcontractors), priority must be given to
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all current employees of the Hospital’s Housekeeping Services Department. Employees selected will be required to pass all background screening requirements as set forth by the Department for all Hospital employees. The selected Respondent will be responsible for all fees associated with this screening procedure. The Department, at its sole discretion, reserves the right of final approval of all employees. The selected Respondent shall submit names, drivers license numbers and social security numbers of new employees to the Hospital for security screening. Employees must be cleared by the Hospital’s Security Department before starting work at the Hospital. 3.8.3
3.9
Professional Qualifications. Any person holding the position of Housekeeping Services Manager must possess the following minimum qualifications; 3.8.3.1
A minimum of five (5) years administrative, management or supervisory experience providing complete oversight and direction for operations of Housekeeping Services of a large facility, preferably one that is similar in size and scope to the Hospital;
3.8.3.2
A bachelor’s degree from an accredited college or university with a major course of study in Housekeeping Services;
3.8.3.3
Defined and demonstrated skills in life-safety, computerized work order management and preventive maintenance systems are required.
3.8.3.4
At the discretion of the Department, appropriate experience may substitute for the degree requirements.
3.8.4
If, in the judgment of the Hospital, the performance of any individual is not satisfactory, a process will be provided by the selected Respondent to improve performance, find solutions and/or remove the person in question.
3.8.5
Training. All employees of the selected Respondent will be required to complete the Hospital New Employee Training (at Respondent’s expense) and all mandatory training as specified by the Department for Hospital employees. In addition, the selected Respondent shall implement any additional training as identified in its reply.
3.8.6
Required Certifications. The selected Respondent shall ensure that employees performing tasks that require certification/licensing by the State of Florida or other entities maintain the required certification/license. The cost of these certifications/licensing shall be the responsibility of the selected Respondent.
Staffing Vacancies It is understood and agreed that from time to time a vacancy may occur in staff positions set forth in the staffing plans; however, the selected Respondent shall employ sufficient relief staff to ensure that Housekeeping Services and all contractual requirements are fulfilled. A position shall not be deemed vacant when an employee is temporarily absent due to paid vacation, paid sick leave, management and professional conferences, in-service training, or other temporary leave condition. Further, a position shall not be deemed vacant if filled through the use of overtime, contract services, or temporary employees.
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Any contract resulting from this ITN will contain a performance measure that requires the selected Respondent to not exceed thirty (30) calendar days before filling any vacant positions. The selected Respondent’s monthly payment shall be reduced by an amount equal to a vacant position’s daily rate of pay, plus 30% for benefits, multiplied by the number of working days such position remains vacant beyond 30 calendar days. (For example, if a position becomes vacant on April 1st and remains vacant through May 31st, the selected Respondent’s monthly payment for May will be reduced by an amount equal to the vacant position’s daily rate of pay, plus 30% for benefits, multiplied by the number of working days the vacant position would have been scheduled to work in the month of May.) The selected Respondent shall submit a Monthly Vacant Position Report each month that tracks all positions shown on the staffing plans that are vacant for more than thirty (30) calendar days by position number, position title, number of vacant days (beyond thirty (30) calendar days), daily rate of pay and vacancy deduction calculation. It is understood and agreed that a vacant position cannot be filled by transferring a person already employed by the selected Respondent who is in the same type of position. A vacant position can, however, be filled through the promotion or transfer of an existing employee from one position to another (provided that the two positions are not the same type). 3.10
Staffing Changes The selected Respondent shall employ key management personnel identified in its reply during the ITN process. The selected Respondent may make staffing changes for those staff funded n whole or in part with funds from any Contract resulting from this ITN with personnel of equal or superior qualifications only with prior written justification and approval by the Department’s Contract Manager. Written justification must include documentation of the circumstances that require the change and a description of the proposed substitution in sufficient detail as to permit evaluation of the impact on housekeeping operations. The selected Respondent shall replace any employee whose continued presence would be detrimental to the success of the department with an employee of equal or superior qualifications. The determination of the need for such action will be at the sole discretion of the Department.
3.11
Subcontractors Any contract resulting from this ITN will allow the selected Respondent to subcontract for the provisions of all services, subject to the provisions of the Section 7 of Department’s Standard Contract (see Appendix IV). Written requests by the selected Respondent to subcontract for the provisions of services under any contract resulting from this ITN must be sent to the Hospital for approval, prior to entering into a contractual agreement with a subcontractor. Subcontracting shall in no way relieve the selected Respondent of any responsibility for performance of its duties under the terms and conditions of any contact resulting from this ITN.
3.12
Service Delivery Location Services shall be provided at the Department of Children & Families, Northeast Florida State Hospital, in MacClenny, Florida.
3.13
Service Times
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The selected Respondent shall be responsible for the provision of all Housekeeping Services at the Hospital. Service times must be scheduled accordingly to include emergency response time for flooding or cleanup anywhere on campus within 30 minutes of the event between 7 a.m. and 4 p.m. 3.14
Equipment Cleaning supplies to be used will be determined by the Facilities Manager or designee. No cleaning supplies shall be brought in from outside the facility without the approval of the Facilities Manager or designee. The Department will make available the use of current equipment and supplies to the selected Respondent. It is the responsibility of the selected Respondent to maintain and replace any equipment that is inoperable or beyond repair.
3.15
Reports The selected Respondent shall provide the Hospital, at a minimum, with the following: 3.15.1 Monthly General Operating Status Report. The report shall summarize the Housekeeping Services for the previous month including: 3.15.1.1
Results of any environmental inspections, whether conducted by the Hospital’s Quality Improvement Services environmental staff or outside inspection agencies;
3.15.1.2
Any corrective actions planned/implemented as result of these inspections and the current status of each; and
3.15.1.3
Operating and Capital Project status/Financial reports (Expense and Fixed Capital Outlay).
3.15.2 Monthly Vacant Position Report. The report shall track all positions shown on the staffing plans that are vacant by more than thirty (30) calendar days by position number, position title, number of vacant days (beyond thirty (30) calendar days), daily rate of pay and vacancy deduction calculation. 3.15.3 Annual Reports. At a minimum, these reports shall summarize services provided, management goals planned and accomplished, project status, financial reports on required net savings, and planned budget controls (for initial review by the Department must be provided not later than July 1st of the year preceding the plan year). 3.15.4 The selected Respondent shall provide additional reports as the Hospital deems necessary. 3.15.5 Acceptance of Reports. Mere receipt of reports/deliverables will not be construed to mean acceptance and approval. The Department reserves the right to reject reports/deliverables as being incomplete, inadequate, or unacceptable. The Department will notify the selected Respondent of acceptance/rejection and approval/disapproval in writing, within five (5) working days of receipt. Department approval of a report/deliverable only occurs upon issuance of written Department response expressly denoting approval. The Department’s failure to provide a written response will not constitute approval. 3.16
Performance Measures The following performance measures are the minimum acceptable performance standards for a contract resulting from this ITN. The Department may negotiate different and/or additional performance measures in any contract resulting from this ITN.
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3.16.1 The selected Respondent shall reduce the number of Housekeeping Services deficiencies as noted by Hospital personnel by a minimum of 10% each year for the first two (2) years, and a minimum of 5% for the remaining three (3) years of the initial contract. 3.16.2 The selected Respondent shall maintain a monthly customer satisfaction rating of 90% for the Housekeeping Services provided. 3.16.3 The selected Respondent shall have no more than three (3) repeat deficiencies per year as noted by Hospital Infection Control and Environmentalist personnel. Deficiencies not under the control of the selected Respondent shall not be included in this measure. 3.16.4 The selected Respondent shall complete work orders in the time scheduled 90% of the time. 3.16.5 Respondents must also propose a minimum of three (3) additional performance measures which will measure the quality of service delivery. 3.16.6 Performance Standards Statement: By execution of any contract(s) resulting from this ITN, the selected Respondent hereby acknowledges and agrees that its performance under the Contract must meet the standards as negotiated with the Department and shall be bound by the conditions set forth in the Contract. If the selected Respondent fails to meet these standards, the Department, at its exclusive option, may allow a reasonable period, not to exceed six (6) months, for the selected Respondent to correct performance deficiencies. If performance deficiencies are not resolved to the satisfaction of the Department within the prescribed time, and if no extenuating circumstances can be documented by the selected Respondent to the Department‘s satisfaction, the Department must terminate the Contract. The Department also may exercise the option of taking corrective action and deducting from the selected Respondent’s payments after the selected Respondent fails to respond in a reasonable amount of time to correct specific deficiencies or assessing liquidated damages of $500.00 per day after sixty (60) days written notice of non-compliance, until non-complying performance improves. The Department has the sole authority to determine whether there are extenuating or mitigating circumstances. 3.16.7 The Department’s Standard Contract is attached hereto and made a part of this ITN and contains additional information regarding payment deductions that shall be made by the Department, based on failure to meet the established performance measures. 3.17
Performance Evaluation Methodology 3.17.1 The calculation for performance measure 3.16.1 shall be in accordance with the following formula: 2012/2013 Deficiencies noted for Housekeeping Services per month Total number of deficiencies per month for Housekeeping Services 2011/2012
≥
90%
2013/2014 through 2016/2017
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Deficiencies noted for Housekeeping Services per month Total number of deficiencies per month for Housekeeping Services 2012/2013 (Total number of deficiencies per month for 2013/2014 shall be used to calculate 2014/2015 performance)
≥
95%
(Total number of deficiencies per month for 2014/2015 shall be used to calculate 2015/2016 performance) (Total number of deficiencies per month for 2015/2016 shall be used to calculate 2016/2017 performance) 3.17.2 The calculation for performance measure 3.16.2 shall be in accordance with the following formula: Customer satisfaction of Housekeeping Services as reflected on completed surveys Number of surveys completed regarding customer satisfaction of Housekeeping Services
≥
90%
3.17.3 The calculation for performance measure 3.16.3 shall be in accordance with the following formula: Repeat deficiencies noted by the Hospital Infection Control and Environmentalist personnel
≤
3
3.17.4 The calculation for performance measure 3.16.4 shall be in accordance with the following formula: Number of Work Orders completed as scheduled per month
≥
90%
Total number of Work Orders scheduled per month 3.18
Provider Responsibilities The selected Respondent is solely and uniquely responsible for the satisfactory performance of the services described in this ITN. Submission of a reply signifies acceptance by the selected Respondent that it accepts all Departmental requirements, terms and conditions in this ITN and in the Department’s Standard contract and Attachments, including any references contained therein. By execution of the resulting contract, the selected Respondent recognizes its singular responsibility for the tasks, activities, and deliverables described therein and warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities and deliverables and agrees to be fully accountable for the performance thereof.
3.19
Department Responsibilities The Department will delegate to the selected Respondent’s designated Housekeeping Services Manager the authority to act on its behalf as though he/she were a full time employee of the Hospital. All applicable Department and Hospital policies and procedures as to employee performance shall apply. The Housekeeping Services
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Manager will report directly to the Facilities Manager, who will act as the Contract Manager. 3.20
Department Determinations The Department has reserved the exclusive right to make certain determinations in these specifications. The absence of the Department setting forth a specific reservation of rights does not mean that all other areas of the resulting contract are subject to mutual agreement. The Department reserves the right to make any and all determinations exclusively which it deems are necessary to protect the best interests of the State of Florida and the health, safety, and welfare of the clients who are served by the Department either directly or through any one of its contracted selected Respondent. The Department has final authority in: 3.20.1 Determining the selected Respondent for this contract; 3.20.2 Determining the type of services that will be rendered; 3.20.3 Determining the funding for this contract; 3.20.4 Determining the adequacy and availability of the selected Respondent’s records; 3.20.5 Approving the quality and acceptability of the selected Respondent’s performance and services provided; and 3.20.6 All decisions involving availability of program funding.
3.21
Monitoring Requirements 3.21.1 The selected Respondent will be monitored by the Contract Manager designated by the Department in accordance with Children and Families Operating Procedure 75-8 (CFOP 75-8), Contract Monitoring Operating Procedures, a copy of which may be obtained from the contact person identified in Section 2.1. 3.21.2 The selected Respondent will be monitored on its performance of all tasks and special provisions of any resulting contract.
3.22
Dispute Resolution It is desired that the selected Respondent and the Department shall agree to cooperate in resolving any differences concerning performance or in interpreting the resulting contract. Within fifteen (15) working days of the execution of a contract for services, each party shall designate one person to act as its representative for dispute resolution purposes, and shall notify the other party of the person’s name and business address and telephone number. Within five (5) working days from delivery to the designated representative of the other party of a written request for dispute resolution, the representatives will conduct a face-to-face meeting to resolve the disagreement amicably. If the representatives are unable to reach a mutually satisfactory resolution, the representatives shall make written recommendations to the Secretary who will work with both parties to resolve the dispute. The parties reserve all their rights and remedies under Florida law. Venue for any court action shall be Leon County, Florida and all parties shall consent to jurisdiction in all courts of competent jurisdiction in Leon County, Florida.
3.23
Registration in MyFloridaMarketPlace
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In order to be paid, each Respondent doing business with the state must register in the MyFloridaMarketPlace system and pay the required transaction fees, unless exempted under Rule 60A-1030(3), F.A.C. If the Respondents is already registered in MyFloridaMarketPlace prior to submitting a reply, the Respondent may include a signed Certification of Registration. Respondents who are not subject to registration requirements should include proof of exemption from registration. Failure to include either proof of registration or exemption will not prevent the evaluation of the reply, however, proof of registration or exemption must be provided prior to execution of a contract, if any. 3.24
Minimum Financial Specifications Any contract resulting from this ITN must produce a minimum 10% savings for the Hospital based on FY 2010-11 total Housekeeping Services budget including salaries and expenses or 10% of $960,165.00. Any proposal is capped for each of the five (5) years of the contract at $864,149.00 per year. Any reply which exceeds this amount will be determined to be nonresponsive and will not be evaluated.
3.25
Composition of the Contract The contract awarded as a result of this ITN will be composed of: 3.25.1 Standard Contract The Department’s Standard Contract (Appendix IV) contains additional general contract terms and conditions required by the Department for all Respondents. The Department’s Standard Contract is available as a separate document on the Vendor Bid System (VBS) along with the advertisement for this ITN. 3.25.2 Attachment I The terms and conditions contained in this ITN document constitute the basis for the Attachment I, which contains additional contract terms and conditions which may be required of the selected Respondent. It will be inserted into the contract after all terms and conditions have been determined. All appropriate clauses will be included at that time. 3.25.3 PUR Form 1000 The PUR Form 1000 is incorporated by reference into the Department’s Standard Contract. 3.25.4 Other Attachments or Exhibits All other attachments and exhibits to the contract referenced in this solicitation or the above documents will also be part of the resulting contract, if any.
3.26
Order of Precedence In the event of conflict in terms among the foregoing, the following order of precedence will apply. The reply submitted in response to this solicitation may be incorporated into or attached to the contract but will not change the provisions of the below documents. 3.26.1 Attachment I 3.26.2 All attachments and exhibits to Attachment I 3.26.3 The Department’s Standard Contract 3.26.4 PUR Form 1000
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3.26.5 The Respondent’s reply
SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN 4.1
How to Submit a Reply 4.1.1
Mandatory Reply Deadline All replies must be received by the Procurement Manager by the deadline, and at the address set forth in Section 2.5. Respondents must choose the appropriate means for delivery, and is exclusively responsible for receipt of the reply by the Procurement Manager. Late replies will not be evaluated.
4.1.2
Electronic Transmittal of Replies Not Acceptable Facsimile or electronic transmissions of replies will not be accepted.
4.1.3
Reply Amendments Any amendments to the reply as originally submitted by the Respondent, not required by the Department, must comply with the requirements of this section and must be received by the deadline specified in Section 2.5.
4.1.4
Number of Copies Required Respondents shall submit one (1) original and five (5) copies of the programmatic Reply, one (1) original and five (5) copies of the Cost Proposal, and two (2) copies of the Financial Stability Documentation. The original copy of both the Programmatic Reply and the Cost Proposal submitted to the Department must contain an original signature of an official who is authorized to bind the Respondent to their reply. One (1) copy of the electronic version of the reply, each containing all three parts of the reply (programmatic, cost, and financial stability), identical to the hard copies, must also be submitted with the hard copies (see Section 4.3 for formatting instructions).
4.1.5
Replies to be in Sealed Envelopes The original and each copy of the Programmatic Reply, the Cost Proposal, the Financial Stability Documentation, and the electronic versions must be individually sealed in separate envelopes. The outside of each envelope must be clearly marked with the title of the reply, the ITN number, the Respondent’s name, and identification of enclosed documents (i.e., Programmatic Reply for the Provision of Housekeeping Services; Cost Proposal for the Housekeeping Services; Financial Stability Documentation for the Provision of Housekeeping Services; and or Electronic Copy of Reply for the Provision of Housekeeping Services). The original reply must be clearly marked as such, and the copies identified and numbered (i.e., original, copy #1 of 3, etc). All individually sealed envelopes must be placed in an appropriate sealed mailing container. Clearly mark the exterior of the mailing container “Reply to DCF Competitive Solicitation Number ITN# 10I12GC1; for the Provision of Housekeeping Services”.
4.2
Content of the Reply
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Title Page The first page of the reply shall be a Title Page that contains the following information:
4.2.2
4.2.1.1
Department to which reply is submitted;
4.2.1.2
Title of reply;
4.2.1.3
ITN number;
4.2.1.4
Identification of enclosed documents;
4.2.1.5
Respondent’s name and federal tax identification number; and
4.2.1.6
Name, title, telephone number and address of person who can respond to inquiries regarding the reply.
Cross Reference Table Replies must include a cross-reference between the reply and the ITN requirements in Section 5. Separate cross-reference tables must be developed for the Programmatic and Cost Replies. The Programmatic cross-reference table must be directly behind the title page in the Programmatic Reply. The Cost Reply cross-reference table must be directly behind the title page in the Cost Reply. Both cross-reference tables must be formatted as follows:
SAMPLE ITN / REPLY CROSS REFERENCE TABLE ITN Page(s)
REPLY Sect/Part
4.2.3
Subject
Subject
Page(s)
Title Page
Title Page
Required Statements and Certifications – Mandatory Requirements
Required Statements and Certifications – Mandatory Requirements
Response to Understanding the Statement of Purpose
Response to Understanding the Statement of Purpose
Description of the Respondent’s Organizational Qualifications
Description of the Respondent’s Organizational Qualifications
Sect/ Part
TAB 1: Required Statements and Certifications – Mandatory Requirements The reply must include all of the mandatory requirements, described below, and must be received by the date and time and at the address specified in Section 2.5. A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated. 4.2.3.1
Certificate of Signature Authority
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The reply must include a signed certificate, completing either Section A (or providing a corporate resolution or other duly executed certification issued in the Respondent’s normal course of business) or Section B, demonstrating that the person signing the reply and its statements and certifications is authorized to make such representations and to bind the Respondent. (Appendix II) 4.2.3.2
Acceptance of Contract Terms and Conditions The reply must include a Mandatory Certifications - Master Certification (Appendix III) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the Respondent and the “true” box must be checked next to each of the Certifications (a) through (j).
4.2.4
TAB 2: Tie Breaking Certifications The reply may include the Master Certification - Tie Breaking Certifications (also in Appendix III). The Respondent may check the “true” box for any or all Tie Breaking Certifications identified in Appendix III k. through n. for which a Respondent qualifies. Completion of the Tie Breaking Certifications is optional for qualifying Respondents, however, a Respondent waives all rights to consideration of a “tie breaker” if it fails to timely submit the certification for a “tie breaker.”
4.2.5
TAB 3: Understanding the Need and Scope of Services, Approach to Performing Tasks and Performance Measures The reply shall include: 4.2.5.1
A complete plan outlining how the services will be implemented and integrated into the existing Hospital operations with the least degree of disruption but the highest sense of immediate impact.
4.2.5.2
A description of how the Respondent intends to monitor performance to ensure compliance with the established performance measures. In addition, the proposal shall include a minimum of three (3) additional performance measures which will measure the quality of service delivery and the methodology for calculating each measure.
4.2.5.3
A detailed listing of what the Hospital will be left with, in terms of deliverables and systems, at the end of the contract. This should include a tentative timetable for implementation and give a general description of how the Respondent would expect the operations to be functioning at the end of the contract period.
4.2.5.4
Information regarding previous contracts for the provision of services similar to those specified in this ITN, at a facility similar in size to the Hospital. The Department reserves the right to contact any and all of the required references, to be provided in the format detailed below;
Reference Name (Company)
Type of Contract (Services Provided)
Contract Start Date
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Contract End Date
Was Contract Renewed
Contact Person and Information
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TAB 4: Description of the Respondent’s Staffing and Organizational Capacity 4.2.6.1
Respondent qualification. Respondents shall provide documentation of successful experience in the provision of all aspects of Housekeeping Services in public sector facilities. This should include documentation of successful service operations in a public sector facility environment similar in size and nature to the Hospital for a minimum of ten (10) years.
4.2.6.2
Organizational Chart. Respondents shall provide an organizational chart for all areas of the organization, including a staff chart of personnel directly providing services. The chart shall indicate the proposed relationship of these services within the overall organization’s structure. The chart shall identify supervisory staff within the organization that will have direct supervision over the provision of these services.
4.2.6.3
Personnel and Staffing Plan. Respondents shall include in their reply a proposed staffing plan detailing how they plan to accomplish all of the tasks and other responsibilities under this ITN and shall; 4.2.6.3.1 Identify the number and type of staff to be used in the project. Describe the rationale for the numbers and types of staff to be used. Provide information about specific training staff will receive. 4.2.6.3.2 Provide a job description for each staff person who will provide direct services. The job descriptions must include specific job functions; minimum educational, training, and experience requirements; salary range and individuals responsible for supervision and performance evaluations. 4.2.6.3.3 Provide the name, qualifications and experience of the proposed Housekeeping Services Manager, if known. If not known, provide the minimum acceptable qualifications and experience. 4.2.6.3.4 Training requirements for each staffing position. The Respondent shall propose suggested additional training that the Respondent intends to provide for its employees and/or Hospital staff.
4.2.7
Financial Stability To demonstrate financial stability, the Respondent shall submit copies of their independent financial and compliance audit reports and/or certified financial statements for the three most recent fiscal years. These documents must be contained in a 3-ring binder, spiral- or claw-bound, separate from the rest of the reply. The copies shall include all applicable financial statements, auditor’s reports, management letters, and any corresponding re-issued audit components. If the Respondent does not have audit reports for the three (3) most recent years, reviewed or compiled financial statements with the applicable Certified Public Accountant’s report shall be submitted. A newly created entity
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shall submit the requested financial reports from each of the founding collaborative partners. 4.2.8
Cost Reply The Respondent must submit a separate and detailed Cost Reply in the form of a fixed cost per month for the initial five (5) year contract period and the potential five (5) year renewal period. The Cost Reply must be submitted separately from the Programmatic Reply and there must be no reference to the costs or the Cost Reply in the Programmatic Reply. Inclusion of any costs or pricing information in the Programmatic Reply may result in the rejection of the reply. The Cost Reply must contain:
4.3
4.2.8.1
A breakout of proposed staffing costs to include a listing of all positions with salaries and benefits;
4.2.8.2
A breakout of proposed procurement cost for capital equipment required to perform the Housekeeping Services component of the contract; cost to be amortized over the initial five (5) year term of the contract and the potential five (5) year renewal period;
4.2.8.3
A breakout of proposed chemical costs for Housekeeping Services supplies; and
4.2.8.4
Respondent’s audited overhead rate calculation and proposed profit margin as certified by a licensed Certified Public Accountant.
Reply Format 4.3.1
Replies to be Thorough Respondents must provide thorough and specific replies in the Programmatic Reply for how they propose to address each of the programmatic requirements as specified in Section 4.2.3 through 4.2.6 of this solicitation, and must include all the documentation required in Section 4.2.7 in a separate Cost Proposal, as well as the separate Financial Stability Documentation required in Section 4.2.8. Respondents are advised to consider the evaluation criteria set forth in Appendix IX. Replies must follow the format described below.
4.3.2
Reply Clarity Essential Respondents are advised that the Department’s ability to conduct a thorough review of replies is dependent on the Respondent’s ability and willingness to submit replies which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent.
4.3.3
Replies to be Concise The reply should be prepared concisely and economically, providing a straightforward description of services to be provided and clearly describing the Respondent’s capability to satisfy the requirements of this solicitation. Emphasis should be on completeness and clarity of content. The terms “shall”, “will” and “must” used within the ITN identify items that are required to be submitted as part of the reply. A failure to comply with the submission of a required item may result in the reply being rejected at the Department’s discretion.
4.3.4
Hard-copy Reply Format
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Replies must be typed, single-spaced, on 8-1/2” x 11” paper. Pages must be numbered in a logical, consistent fashion. Figures, charts and tables should be numbered and referenced by number in the text. The reply must be bound in 3ring binders, labeled and submitted in Tabbed Sections in the order listed in Sections 4.2.4 through 4.2.6 for the programmatic section of the reply, Section 4.2.7 for the separately bound cost section of the reply, and Section 4.2.8 bound separately for the Financial Stability Documentation. 4.3.5
Electronic Copy Format The required electronic format of the reply must be on non-rewritable CD-ROM. The software used to produce the electronic files must be Adobe portable document format (“pdf”), version 6.0 or higher. Replies must be able to be opened and viewed by the Department utilizing Adobe Acrobat, version 9.0. The electronic copies must be identical to the original reply submitted, including the format, sequence and section headings identified in this solicitation. The electronic media must be clearly labeled in the same manner as the hard copies and submitted with the corresponding hard copies. The hard copy marked “original” shall take precedence over the electronic version(s) of the reply and all non-“original” hard copy versions of the reply in the event of any discrepancy. If a discrepancy is found between the hard copy reply marked “original” and any of the electronic versions submitted on CD-ROM, the Department reserves the right, at its sole discretion, to reject the entire reply.
4.3.6
References to Separately Bound Material References to any separately bound, supporting materials may be made. Any such references must be clear. Referenced documents must be numbered for ease of use and must be identified as such. References to supporting documents must include the document, page, and paragraph numbers. The Department’s evaluators will not be responsible for searching for relevant reference material.
4.4
Public Records and Trade Secrets 4.4.1
Replies Are Property of the State. These provisions apply in lieu of Section 18 of PUR 1001. All materials submitted in reply to this ITN become the property of the State of Florida and will be a public record subject to the provisions of Chapter 119, F.S. The State of Florida shall have the right to use such ideas or adaptations of those ideas contained in any reply without cost or charge. Selection or rejection of a reply will not affect this right.
4.4.2
Replies Are Subject to Public Inspection Unless exempted by law, all public records are subject to public inspection and copying under Florida’s Public Records Law, Chapter 119, F.S. A time-limited exemption from public inspection is provided for the contents of a reply pursuant to Section 119.071(1)(b), F.S. Once that exemption expires, all contents of a reply become subject to public inspection unless another exemption applies. Any claim of trade secret exemption for any information contained in a Respondent’s reply to this solicitation will be waived upon opening of the reply by the Department, unless the claimed trade secret information is submitted in accordance with this Section. This waiver includes any information included in 30 of 75
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the Respondent’s reply outside of the separately bound document described below. 4.4.3
How to Claim Trade Secret Protection If the Respondent considers any portion of the documents, data or records submitted in its reply to be trade secret and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the Respondents must submit all such information in a separately bound document (or in the case of electronic media, a separate CD, with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Reply, ITN# 10I12GC1 – Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file or hard copy document must explain why the information in the electronic file or hard copy document is a trade secret. This submission must be made no later than the reply submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the reply, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material.
4.4.4
Respondent’s Duty to Respond to Public Records Requests In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound material, the Respondent shall expeditiously provide the Department with a redacted version of the separately bound material and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the Respondent shall provide information correlating the nature of the claims to the particular redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the Respondent fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.
4.4.5
Department Not Obligated to Defend Respondents Claims The Department is not obligated to agree with the Respondent’s claim of exemption and, by submitting a reply, the Respondent agrees to be responsible for defending its claim that each and every portion of the redactions is exempt from inspection and copying under Florida’s Public Records Law. Further, the Respondent agrees that it shall protect, defend, and indemnify, including attorneys fees and costs, the Department for any and all claims and litigation (including litigation initiated by the Department) arising from or relating to Respondent’s claim that the redacted portions of its reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure or the scope of the provider’s redaction.
SECTION 5. THE SELECTION METHODOLOGY The Department intends to award the contract to the responsible and responsive Respondent or Respondents whose reply is determined by the Secretary or his designee to be the most advantageous to the state. The Department will award the contract based on a final selection
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by the Secretary or his designee, who will consider the relative importance of price and other evaluation criteria set forth in this solicitation. The Secretary or designee may also make a determination as to whether to deem one or more Respondents ineligible for award. The Department will electronically post the Secretary’s or designee’s final decision and intent to award in accordance with s. 120.57(3)(a), F.S. and Rule 60A-1.021, F.A.C. Nothing herein limits the ability of the Secretary or his designee to confer with any Department personnel in the course of the process. 5.1
Evaluation Methodology for Ranking and Shortlisting All replies that meet the Mandatory Requirements and are determined to be otherwise responsive will be evaluated using the following process: 5.1.1
Scoring by Evaluators The Department’s evaluators will evaluate each reply in accordance with the criteria and methodology provided in the Rating Sheets (Appendix IX). The persons selected by the Department to serve as the evaluators, along with their professional summaries will be set forth in an Appendix to be posted as an addendum to this ITN on the DMS VBS website (http://vbs.dms.state.fl.us/vbs/main_menu). The Department reserves the right to change the evaluators in its sole discretion.
5.1.2
Ranking by Procurement Manager The Procurement Manager will develop a ranking based on the methodology provided in Appendix IX. This ranking will serve as the recommended ranking of the Department’s evaluators.
5.1.3
Recommendation of the Procurement Manager After developing the recommended ranking per Section 5.1.2, the Procurement Manager will provide to the Secretary or his designee a report on replies deemed nonresponsive and, as to those deemed responsive, the recommended ranking of the evaluators, along with a recommendation for selection of Respondents for negotiation (the short list), which may include a recommendation that one or more otherwise responsive replies be deemed ineligible for award.
5.1.4
Scoring Criteria and Determination of Ranking The Secretary or his designee will approve a ranking of all responsive Respondents and the short list of Respondents selected for negotiation taking into consideration the recommended ranking by the Department’s evaluators, the report and recommendation of the Procurement Manager, and the following criteria: RELATIVE VALUE
CRITERIA Programmatic Reply – Category 1 1. Respondent’s experience in the provision of Housekeeping Services in environments similar in size and scope to Northeast Florida State Hospital, including references from clients where similar services were
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performed. 2. The quality of the proposed program plan as it relates to staff training. Program should include modules such as: floor care, institutional rest room cleaning, carpet care, floor striping and waxing, infection control, safe use of chemicals. 3. The quality of the proposed program plan, including implementation, reporting and tracking systems, and expected impact on the condition of the operations by the end of the contract period and the quality of the proposed plans for services including quality control, quality assurance and performance measures. 4. How well the reply demonstrates the adequacy, professional capabilities and qualifications of the Respondent’s staffing to fulfill the requirements associated with services delivery. Financial Stability – Category 2 5. The financial stability of the company. Cost Reply – Category 3 6. Cost reply points as calculated in accordance with Section 5.1.8 TOTAL
10
30
20
8 22 110
No scoring by the Secretary or his designee will be required in arriving at this selection. The ranking by the evaluators shall serve as a recommendation only. The Secretary or his designee will also make a determination as to whether to deem one or more Respondents ineligible for award due to the qualifications of the Respondents or the quality of the reply. 5.1.5
Evaluation criteria will be grouped in the following categories: 5.1.5.1
Category 1 – Programmatic Reply
5.1.5.2
Category 2 – Financial Stability – CPA Required
5.1.5.3
Category 3 – Cost Reply
5.1.6
Category 1 - Programmatic Reply. This portion of the evaluation will be performed independently by all members of the Evaluation Committee and will address specifically; the extent and quality of the Respondent’s experience in Housekeeping Services in environments similar to the Hospital; the quality of the proposed program plan including implementation, reporting, and tracking systems, and expected impact on the condition of the operations by the end of the contract period; to what extent the Respondent proposes additional performance measures; training activities; and other suggestions to increase the quality assurance and control of services to be provided. The criteria will also include the qualifications of the individuals proposed to serve as the Housekeeping Services Manager.
5.1.7
Category 2 – Financial Stability and Capability. The Financial Stability and Capability of the Respondents will be evaluated by one (1) person appointed by the Department with an accounting background, to score the Financial Stability and Capability documentation in accordance directions listed in the Rating Sheet for Financial Stability and the Rating Sheet Summary Page for Financial Stability.
5.1.8
Category 3 – Cost Reply. The Cost Reply will be evaluated based on the overall cost for services provided during the first five (5) year contract period as follows:
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(X ÷ N) x A = Z Where; X = Lowest Reasonable Cost Reply Submitted N = Respondent’s Proposed Cost A = Total Points for Category 3 Z = Points Awarded 5.1.9
Selection and Posting of Qualified Respondents for Negotiations (“Short List”) Upon approval of a ranking and short list of Respondents selected for negotiations by the Secretary or his/her designee, the Department will post the ranking and short list on the VBS website at: http://vbs.dms.state.fl.us/vbs/main_menu. Unless otherwise provided in the posting of the ranking and short list of Respondents selected for negotiation by the Secretary or his/her designee, no presumption of preference or merit in the negotiation process or for contract award shall arise from the order of Respondents listed in such posting.
5.2
Negotiation Process for Final Selection The Department intends to initially negotiate by order of ranking with up to three (3) of the highest-ranked Respondents on the short list approved by the Secretary or his designee. However, the Department reserves the right, after posting notice thereof, to expand the short list to include additional responsive Respondents for negotiation or change the method of negotiation [e.g., concurrent versus by order of ranking], if it determines that to do either would be in the best interest of the State. The persons selected by the Department to serve as the Department’s Negotiation Team, along with their professional summaries will be set forth in an Appendix to be to be posted as an addendum to this ITN on the DMS VBS website (http://vbs.dms.state.fl.us/vbs/main_menu). The Department reserves the right to change the members of the negotiation team in its sole discretion. 5.2.1
Supplemental Replies The Department reserves the right to require shortlisted Respondents to submit a supplemental reply or other submission prior to conducting negotiations. Notice of such requirement will be posted on the DMS VBS website (http://vbs.dms.state.fl.us/vbs/main_menu).
5.2.2
Goal of Negotiations The negotiation process is intended to enable the Department to determine whether and with whom it will contract and to establish the principle terms and conditions of such contract. There may be additional negotiations to finalize all terms and conditions of the contract after a notice of selection is posted.
5.2.3
Department Retains Discretion After the initial negotiation session with the selected Respondent(s), in its sole discretion, the Department shall determine whether to hold additional negotiation sessions and with which Respondent(s) it will negotiate.
5.2.4
Other Department Rights During Negotiations
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The Department reserves the right at any time during the negotiation process to: 5.2.4.1
Schedule additional negotiating sessions with any or all responsive Respondents;
5.2.4.2
Require any or all responsive Respondents to provide additional or revised detailed written proposals addressing specified topics;
5.2.4.3
Require any or all responsive Respondents to provide a written best and final offer;
5.2.4.4
Require any or all responsive Respondents to address services, prices, or conditions offered by any other Respondent;
5.2.4.5
Pursue a contract with one or more responsive Respondents for the services encompassed by this solicitation, any addenda thereto, and any request for additional or revised detailed written proposals or request for best and final offers;
5.2.4.6
Pursue the division of contracts between responsive Respondents by type of service or geographic area, or both;
5.2.4.7
Arrive at an agreement with any responsive Respondent, finalize principal contract terms with such Respondent and terminate negotiations with any or all other Respondents, regardless of the status of or scheduled negotiations with such other Respondents;
5.2.4.8
Decline to conduct further negotiations with any Respondent;
5.2.4.9
Reopen negotiations with any Respondent; and
5.2.4.10
Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this solicitation.
5.2.4.11
Review and rely on relevant information contained in the replies received pursuant to Section 4.1.
5.2.4.12
Review and rely on relevant portions of the evaluations conducted pursuant to Section 5.1. The Department has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive Respondent or Respondents affected and whether to provide concurrent public notice of such decision.
5.2.5
Negotiation Meetings Open to Public Negotiations between the Department and Respondents are open to the public, notwithstanding the exemption provided by s. 286.0113(2)(a), F.S. The initial organizational meeting of the negotiation team and the final meeting of the negotiation team to develop a recommendation for award are open to the public. Negotiation strategy meetings of the Department’s negotiation team are exempted by s. 286.0113(2)(a), F.S. The Department will record all meetings of the Department’s negotiation team.
5.3
Final Selection and Notice of Intent to Award Contract
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Award Selection The Department shall select for award of the contract the responsive Respondent or Respondents as determined by the Secretary or his or her designee to provide the best value to the State based on selection criteria to be determined and posted as an addendum to this ITN prior to negotiations. Notice of such criteria will be posted on the DMS VBS website (http://vbs.dms.state.fl.us/vbs/main_menu).
5.3.2
Department’s Right to Rely on Replies and Evaluations The Department reserves the right to review and rely on relevant information contained in the replies received pursuant to Section 4 and relevant portions of the evaluations conducted pursuant to Section 5.1.
5.3.3
Department’s Negotiation Team Recommendation The Department’s Negotiation Team will develop a recommendation as to the award that will provide the best value to the State based on the above selection criteria. In so doing, the Negotiation Team is not required to score the Respondents, but will base its recommendation on the criteria set forth above. The Procurement Manager will prepare a report to the Secretary or his designee regarding the recommendation of the Negotiation Team. The evaluation of the negotiation team shall serve as a recommendation only.
5.3.4
Secretary’s Approval The Secretary or his designee will approve an award that will provide the best value to the State, based on the selection criteria in Section 5.3.1, taking into consideration the recommended award by the Negotiating Team. In so doing, the Secretary or his designee is not required to score the Respondents, but will base his or her decision on the criteria set forth above. If the Secretary or his designee determines that two or more replies most advantageous to the State are equal with respect to all relevant considerations, including price, quality, and service, the award will be made in accordance with Rule 60A-1.011, F.A.C., and section 295.187, Florida Statutes.
5.3.5
Department’s Reserved Rights The Department reserves the right to:
5.3.6
5.3.5.1
Select one or more Respondents for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written proposals or request for best and final offers;
5.3.5.2
Divide the work among Respondents by type of service or geographic area, or both; and
5.3.5.3
Award contracts for less than the entire service area or less than all services encompassed by this solicitation, or both.
Posting Notice of Award The Department will post a Notice of Intent to Award Contract, stating its intent to enter into one (1) or more contracts with the Respondent or Respondents identified herein, on the DMS VBS website (http://vbs.dms.state.fl.us/vbs/main_menu.
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APPENDIX I - NOTICE OF INTENT TO SUBMIT A REPLY
_________________________________________________________ (Respondent Name) wishes to inform the Florida Department of Children and Families of its intent to respond to the solicitation entitled "_________________________________”, ITN# _________________. PLEASE PRINT OR TYPE REQUESTED INFORMATION Name of Authorized Official:
___________________________________
Title of Authorized Official:
___________________________________
Signature of Authorized Official:
___________________________________
Date:
Address:
_______________________________________________
_________________________________________
_______________________________________________
Telephone No:
___________________________________
FAX No:
_________________________________________
E-mail Address:
_________________________________________
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APPENDIX II - CERTIFICATE OF SIGNATURE AUTHORITY Check below and complete Section A or Section B Respondent is not a sole proprietorship (Complete Section A) Respondent is a sole proprietorship (Complete Section B) Section A I, _______________________________ (name), hold the office or position of ____________________ _________________ (title) with ________________________________________ (legal name of Respondent) and have authority to make official representations by said Respondent regarding its official records and hereby state that my examination of the Respondent’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the Respondent and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named Respondents in response to ITN# 10I12GC1, and, in so doing, to bind the named Respondent to the statements made therein. Dated:
Signature: Printed Name: Title: NOTE: In lieu of the above, the Respondent may submit a corporate resolution or other duly executed certification issued in the Respondent’s normal course of business to prove signature authority of the named Authorized Representative. Section B I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of Respondent), and will be personally bound by the Proposal submitted in response to ITN# 10I12GC1. Dated:
Signature: Printed Name:
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APPENDIX III - CERTIFICATIONS MANDATORY CERTIFICATIONS MASTER CERTIFICATION As the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor, ________________________________________ (legal name of Vendor), I confirm that I have fully informed myself of all terms and conditions of ITN# 10I12GC1 (the ITN), the facts regarding the Reply submitted by the Vendor in response to the ITN and the truth of each statement contained in Certifications (a) through (j) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated. Check the applicable box next to the title to each certification: True
False a. Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document b. Certification of Authority to Do Business in Florida c. Statement of No Involvement d. Conflict of Interest Statement (Non-Collusion) e. Certification Regarding Lobbying f. Certification Regarding Scrutinized Companies List g. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Contracts/subcontracts h. Certification of Representations Per Section 9 of PUR 1001 i. Certification of Representations Per Section 287.133. F.S. j. Certification of a Drug Free Workplace
The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.” Signature of Authorized Representative: Date:
a. Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document By checking the “True” box in the Master Certification and signing the same, I hereby certify that the Vendor’s Reply is submitted in good faith in response to the Department of Children and Families Invitation to Negotiate (the ITN) and is binding on the Vendor in accordance with the terms of the ITN, that I have read, understood and agree with the terms and conditions of the ITN and, if awarded any contract as a result of the ITN, the Vendor will comply with the requirements, terms, and conditions stated in the ITN and the contract document. The vendor further agrees that any intent by the vendor to deviate from the terms and conditions set forth therein may result, at the Department’s exclusive determination, in rejection of the reply. b. Certification of Authority to Do Business in Florida By checking the True” box in the Master Certification and signing the same, I hereby certify that the Vendor is an existing legal entity and satisfies all licensing and registration requirements of state law authorizing it to do business within the State of Florida. c. Statement of No Involvement By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract that was procured using procedures other than those described in s. 287.057 (1-3), F.S., to perform a feasibility study of the potential implementation of a subsequent contract to support this project; Participated in drafting of a solicitation for this specific project; or Developed a program for future implementation of this project.
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APPENDIX III – CERTIFICATIONS (cont.) d. Conflict of Interest Statement (Non-Collusion) By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the Invitation to Negotiate as principals are named therein, that the Respondent’s Reply is made without collusion with any other person, persons, company, or parties submitting a reply; that it is in all respect made in good faith; and as the signer of the reply, I have full authority to legally bind the Respondent to the provisions of this reply. e. Certification Regarding Lobbying By checking the “True” box in the Master Certification and signing the same, I hereby certify, to the best of my knowledge and belief, that: (1)
No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or an employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(2)
If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard FormLLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3)
The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. f. Certification Regarding Scrutinized Companies List By checking the “True” box in the Master Certification and signing the same, I hereby certify that, the Respondent is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes. I understand that Section 287.135, Florida Statutes, prohibits Florida state agencies from contracting with companies on either list, for goods or services over $1,000,000, and that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.
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APPENDIX III – CERTIFICATIONS (cont.) g. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Contracts/subcontracts By checking the “True” box in the Master Certification and signing the same, I hereby certify that, in accordance with the debarment and suspension instructions listed below, the Respondent certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this contract/subcontract by any federal department or agency. Where the prospective provider is unable to certify to any of the statements in this certification, such prospective provider shall attach an explanation to this certification. INSTRUCTIONS REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FOR CONTRACTS/SUBCONTRACTS This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, signed February 18, 1986. The guidelines were published in the May 29, 1987 Federal Register (52 Fed. Reg., pages 20360-20369). (See 2 C.F.R. Part 180) 1
Each provider whose contract/subcontract equals or exceeds $25,000 in federal moneys must sign this certification prior to execution of each contract/subcontract. Additionally, providers who audit federal programs must also sign, regardless of the contract amount. The Department of Children and Families cannot contract with these types of providers if they are debarred or suspended by the federal government.
2
This certification is a material representation of fact upon which reliance is placed when this contract/subcontract is entered into. If it is later determined that the signer knowingly rendered an erroneous certification, the Federal Government may pursue available remedies, including suspension and/or debarment.
3
The provider shall provide immediate written notice to the contract manager at any time the provider learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4
The terms “debarred,” “suspended,” “person,” “principal,” and “voluntarily excluded,” as used in this certification, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the department’s contract manager for assistance in obtaining a copy of those regulations.
5
The provider agrees by submitting this certification that, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this contract/subcontract unless authorized by the Federal Government.
6
The provider further agrees by submitting this certification that it will require each subcontractor of this contract/subcontract, whose payment will equal or exceed $25,000 in federal moneys, to submit a signed copy of this certification.
7
The Department of Children and Families may rely upon a certification of a provider that it is not debarred, suspended, ineligible, or voluntarily excluded from contracting/subcontracting unless it knows that the certification is erroneous.
This signed certification must be kept in the contract file. Subcontractor’s certification must be kept at the provider’s business location. h. Certification of Representations Per Section 9 of PUR 1001 By checking the “True” box in the Master Certification and signing the same, I hereby certify acknowledgement all matters set forth in Section 9 of PUR 1001. i. Certification of Representations Per Section 287.133. F.S. By checking the “True” box in the Master Certification and signing the same, I hereby certify that the Respondent is not listed on the Convicted Vendors List created and maintained pursuant to section 287.133, Florida Statutes
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APPENDIX III – CERTIFICATIONS (cont.) j. Certification of a Drug Free Workplace By checking the “True” box in the Master Certification and signing the same, I hereby certify that the Respondent currently maintains a drug-free workplace environment in accordance with section 287.087, F.S., and will continue to promote this policy through implementation of that section.
TIE BREAKING CERTIFICATIONS Statutory Preferences When Awarding Contracts
Various provisions of Chapters 287 and 295, Florida Statutes, provide qualifying Respondents the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a Respondent who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference. Completion of the certification is optional for qualifying Respondents, however, a Respondent waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply. MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS As the Authorized Representative of the Respondents, ________________________________________ (legal name of Respondent), I confirm that I have fully informed myself of all terms and conditions of ITN#10I12GC1 (the ITN), the facts regarding the Reply submitted by the Respondent in response to the ITN and the truth of each statement contained in Certifications (k) through (n) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true. Check the box next to the title to each certification that is true: k. Certification of a Certified Minority Business Enterprise l. Certification of a Service Disabled Veteran’s Business Enterprise m. Certification of a Florida Business n. Certification of a Foreign Manufacturer with a Factory in Florida The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.” k. Certification of a Certified Minority Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with s. 287.0943, F.S. l. Certification of a Service Disabled Veteran’s Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Service Disabled Veterans Business Enterprise in accordance with s. 295.187, F.S. m. Certification of a Florida Business By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with s. 287.084, F.S. n. Certification of a Foreign Manufacturer with a Factory in Florida By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with s. 287.092, F.S.
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APPENDIX IV – CHILDREN AND FAMILIES STANDARD CONTRACT
The Department of Children and Families’ Standard Contract form is available by copying and pasting the following link into your web browser: http://www.dcf.state.fl.us/dcfforms/Search/OpenDCFForm.aspx?FormId=852
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APPENDIX V – BUDGET SUMMARY AND DETAIL INSTRUCTIONS The project budget summary should display all costs that will be paid by the department for the delivery of services resulting from this ITN. Use the Project Budget Summary format and list the appropriate amounts for all line items that will be expended during the budget period. The format displays the suggested line items to be covered for this project, other line items may be added, if necessary. “Miscellaneous” and “Other” are not acceptable line items. In addition to and in support of the Project Budget Summary, a detailed description must be provided for each line item displaying the methodology used to calculate the total for the line item. Documentation must show the percentage of costs being charged to the department, if the Respondent has another source of income providing funding to this project. Items requiring estimated costs must be accompanied by sufficient documentation or explanation to support the estimation. An estimated number of units must be provided for each line item calculated using a unit rate x unit cost calculation. In addition; □
Salaries provided must be comparable with similar positions in the surrounding labor market and a job description must be provided for each position listed. Include the number of FTEs that will be funded in whole or in part by this project.
□
Fringe benefits must display the calculation of costs, specifically the percentages or rates for each benefit being charged to this project.
□
Staff Travel is reimbursed as specified by department travel policies and procedures in CFOP 40-1 and state statute (s. 112.061 F.S.).
□
Office expenses should be based on prior history, a reasonable estimated monthly expense or written Respondent policy.
□
Rental or use of space must show the address, the square footage and the rate per square footage.
□
Rental equipment necessary to carry out the delivery of services must include the unit cost (per month) and the number of months the item(s) will be used.
□
Insurance costs must provide sufficient documentation to explain the percentage of cost being charged to this project and/or the calculation of the cost and the insurance coverage being provided.
□
Advertising/outreach costs must show the estimated number of units (publications or media events) and the estimated cost for each publication or event.
□
Membership fees and subscriptions necessary for the delivery of services must show the estimated costs and number of units projected.
□
Client education and training tools must provide the types of services to be provided, the estimated number of clients to be served, and the estimated unit cost of each service.
□
Information Resource Technology (IRT) includes computers, monitors and other technology items costing less than $1,000 each and must include a brief description of the item(s) to be purchased, the unit cost for each item and justification for each item. For recurring costs, must show the estimated unit cost for each recurring cost associated with the delivery of services, including internet access, computer/network/printer maintenance, system access, etc.
□
Subcontracted services such as janitorial services or security services must show the monthly rate and the number of months for which service is required.
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□
Subcontracted client services providing direct services to clients must include the Respondent(s) to be subcontracted with, the services to be provided, the estimated number of clients to be served and the unit cost for service(s).
□
Financial audits being covered in part or in whole with project funds must show the rate used to calculate this cost or the percentage of cost being allocated to this project.
□
Operating capital outlay (OCO) to be purchased for use under this project must show the number of units to be purchased, the estimated cost for each unit and justification for the item(s) being purchased.
□
Office equipment (non-OCO) to be purchased under this contract (costing less than $1,000 each) for use under this project must show the number of units to be purchased, the estimated cost for each unit and justification for the item(s) being purchased. Purchased must be estimated in accordance with the State’s guidelines found at http://www.fldfs.com/aadir/reference%5Fguide/reference_guide.htm#furniture
□
Indirect costs being charged to the project must show the percentage of funding required by the vendor to carry out the common or joint tasks covered by this line item. A summary of the expenditures covered by these funds is required.
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APPENDIX VI – PROJECT BUDGET SUMMARY Provider Name FFY (Insert Year) - (Insert Dates) Line Item Totals
Budget Line Item Personnel Category A. Personnel B. Fringe Benefits C. Other Personnel Services (OPS) D. Background Checks
$ $ $ $ Total Personnel Category:
Travel Category E. Staff Travel & Training F. Client Transportation
$ $ Total Travel Category:
Expense Category G. Office Expenses 1. Utilities $ 2. Telephone $ 3. Postage/Shipping $ 4. Copies/Printing $ 5. Office Supplies $ 6. Janitorial Supplies $ 7. Building Maintenance/Repair $ 8. Equipment Repair $ 9. Security Services $ 10. Office Equipment/Furniture $ Total Office Expenses: $ H. Rental or Use of Space $ I. Rental Equipment $ J. Insurance $ K. Advertising/Outreach $ L. Membership Fees & Subscriptions $ M. Client Educational and Training Tools $ N. Fixed Price Services $ O. Information Resource Technology $ P. Subcontracted Services $ Subcontracted Client Q. $ Services R. Financial Audit $ Total Expense Category: Direct Costs Category S. Operating Capitol Outlay (OCO->$1,000.00) ____ T. Indirect Costs % of Total Direct Costs
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Category Total
$
-
$
-
$
-
$
-
$
-
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Subtotal Direct Costs:
$
-
Total Project Budget
$
-
Sample Format; Columns and rows can be added as needed.
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APPENDIX VII - PROPOSED COST ALLOCATION PLAN for the (Insert) CONTRACT YEAR This Application
Line Item
Funding Source A
Funding Source B
Funding Source C
Total
Personnel Category Fringe Benefits Staff Travel Sub-Contracted Services Office Expenses Operating Capital Outlay Rental or Use of Space Rental of Equipment Maintenance Agreements Insurance Membership Fees and Subscriptions Advertising Client Education and Training Tools Indirect Costs
Total
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APPENDIX VIII - MANDATORY REQUIREMENTS CHECKLIST Mandatory Criteria Checklist for: ITN# 10I12GC1 [Note: The terms bid, proposal, or reply may be substituted for the term “response” as appropriate. Procurement Managers may add to the items below only after consultation with their legal representative.] Print Respondent’s Name (Agency): Print Name of Department Reviewer (Procurement Manager): Signature of Department Reviewer:
Date:
Print Name of Department Witness: Signature of Department Witness:
Date:
1. Was the response received by the date and time specified in the solicitation and at the specified address? (YES) = Pass
(NO) = Fail
Comments: 2. Does the reply include the following? II
III
Signed Proof of Signature Authority, naming the Respondent and its Authorized Representative (see note at bottom of Section A for acceptable alternatives) Master Certification, including the names of Respondent and its Authorized Representative and signature of the Authorized Representative.
(YES) = Pass
(YES) = Pass
(NO) = Fail
(NO) = Fail
3. Is the “Yes” box in the Master Certification checked for each of the following? a. b. d. e. f. g. h. i. j. k.
Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document Certification of Authority to Do Business in Florida Statement of No Involvement Conflict of Interest Statement (Non-Collusion) Certification Regarding Lobbying Certification Regarding Scrutinized Companies List Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Contracts/subcontracts Certification of Representations Per Section 9 of PUR 1001 Certification of Representations Per Section 287.133. F.S. Certification of a Drug Free Workplace
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(YES) = Pass
(NO) = Fail
(YES) = Pass (YES) = Pass (YES) = Pass (YES) = Pass
(NO) = Fail (NO) = Fail (NO) = Fail (NO) = Fail
(YES) = Pass
(NO) = Fail
(YES) = Pass
(NO) = Fail
(YES) = Pass (YES) = Pass (YES) = Pass
(NO) = Fail (NO) = Fail (NO) = Fail
NEFSH Housekeeping Services
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Comments:
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APPENDIX IX – EVALUATION MANUAL FOR RANKING AND SHORTLISTING
ITN# 10I12GC1
STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES
Name of Program or Project: Provision of Housekeeping Services at Northeast Florida State Hospital
Reply Due Date: November 19, 2012 by 5:00pm
Solicitation Contact Person Mailing Address: 1317 Winewood Blvd., Bldg. 6, Rm. 283, Tallahassee, FL 32399-0700 Contact Person E-Mail Address:
[email protected] Contact Person’s Phone Number(s): (850) 717-4346
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General Instructions to Evaluators 1. Each evaluator will evaluate all replies that have passed the mandatory criteria. Each evaluation criterion must be scored. Fractional values will not be accepted. Any evaluator’s score sheet(s) missing scores will be returned for completion. Scoring must reflect the evaluator’s independent evaluation of the reply to each evaluation criterion. 2. All evaluators will assign a raw score for Evaluation Criterion 1-4 using the scale of 0 to 5 (fractions of a point are not permissible). Each evaluator shall assign a score for each evaluation criterion based upon his/her assessment of the reply. The assignment of an individual score must be based upon the following description of the point scores: Scoring Scale: 0 = no value; Respondent has shown no capability, has ignored this area, or has so poorly responded to this criterion that understanding the Respondent’s response is not possible. 1 = poor; Respondent has demonstrated little or no direct capability, or has not adequately covered this area, but there is some indication of marginal capability. 2 = minimally acceptable; Respondent demonstrated minimum capability to address the need or requirement. 3 = good; Respondent demonstrated more than just adequate capability and a credible approach to the need or requirement. 4 = very good; Respondent has demonstrated a solid understanding of the Department’s specific need very strong capability and a very good approach to addressing the requirement. 5 = superior; Respondent has demonstrated a comprehensive understanding of the Department’s need, and an excellent capability and an outstanding approach to addressing the requirement. 3. For Financial Stability (Criterion 5), the total points for sections a-c on the Rating Sheet for Financial Stability will be used on the Rating Sheet Summary Page for Financial Stability to assign the score. 4. For the Cost Proposal (Criterion 6), the Procurement Manager will assign a score corresponding to the cost reply’s total price for the project (cumulative price for multiyear projects), relative to the lowest price of any responsive Respondent responding to this ITN. This is done with another department employee looking on to prevent error. 5. When completing their score sheets evaluators should record references to the sections of the solicitation document and the written reply materials, which most directly pertain to the criterion and upon which their scores were based. More than one section may be recorded. Evaluators should not attempt an exhaustive documentation of every bit of information considered but only one or two main places where the information evaluated
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was found. That information will be used during debriefing to assure that all evaluators considered essentially the same information when scoring. In general, the reference statements should be brief. If the reply does not address an evaluation criterion, evaluators should indicate “not addressed”, and score it accordingly. 6. Each evaluator has been provided a copy of the solicitation (ITB, ITN, ITN), all attachments and amendments, and (if applicable) all Respondents’ inquiries, together with the written answers provided by the Department. Each evaluator will also be provided with a copy of each solicitation response (bid, reply, application, etc.) which should be screened, evaluated, and scored according to the instructions provided in the solicitation and the evaluation manual (if a manual is produced). 7. Replies shall be independently scored by each evaluator. No collaboration is permitted during the scoring process. The same scoring principles must be applied to every reply received, independent of other evaluators. Evaluators should work carefully to be as thorough as possible in order to ensure a fair and open competitive procurement. No attempt by Department personnel or others, including other evaluators, to influence an evaluator’s scoring shall be tolerated. 8. If any attempt is made to influence an evaluator, the evaluator must immediately report the incident to the Procurement Manager. If such an attempt is made by the Procurement Manager, the evaluator must immediately report the incident to the Inspector General. 9. The written information submitted will be the basis upon which replies are evaluated and scored. Telephone interviews may be utilized to conduct reference checks. However, only written information contained in the solicitation responses may be evaluated. 10. Only the rating sheets provided should be used. No additional notes or marks should appear elsewhere in the evaluation manual. 11. Evaluators may request assistance in understanding evaluation criteria and replies only from the Procurement Manager or designee. Technical assistance may be provided at the request of the Procurement Manager by a technical advisor who is not involved in the scoring only when provided to all evaluators simultaneously. 12. Questions related to the solicitation and the evaluations of the reply should be directed only to: Name of Procurement Manager: Tarha Sondesky Address: 1317 Winewood Blvd., Bldg. 6, Rm. 283 Phone Number: (850) 717-4346 13. Following completion of the independent evaluations of the replies, the Procurement Manager or designee will hold a debriefing meeting with all evaluators. The purpose of the meeting is to ensure that all evaluators have generally used the same information from the Respondent’s reply as the foundation for their scoring, and that there have been no misunderstandings regarding the meaning of any evaluation criteria or the content of the replies. Once scores are given to the procurement manager, they may not be altered in any way.
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14. After each evaluator has completed the scoring of every solicitation response, scores will be calculated to determine the total score for each. The evaluation scores are then submitted to the Procurement Manager for compilation and for further submission to the Secretary or designee for the shortlisting decision. 15. The Secretary or designee will review the rankings and supporting materials, and will make the determination of the ranking and short list for negotiations, taking into consideration cost and other evaluation criteria set forth in the Department’s solicitation. The Secretary or designee reserves the right to take any additional administrative steps deemed necessary in determining the final award, including additional fact finding or evaluation where necessary and where consistent with the terms of this solicitation and applicable law. The decision making process used by the Secretary or designee when making the determination of ranking and shortlisting will be documented in the procurement file. The Qualitative Criteria Note: The appendix in this template contains a sample of the kinds of qualitative criteria and considerations that may be included in an evaluation manual. The actual criteria and considerations must be developed by the Procurement Manager and the solicitation development team. The criteria and considerations included in the evaluation manual must correspond to the criteria and considerations included in the body of the solicitation, if they are included in detail there. Evaluators shall assign scores to each of the replies received by the Department based on the following criteria. 1. 2. 3. 4. 5. 6.
Housekeeping Services Experience Criteria Staff Training Criteria Technical Capability Criteria Project Staffing Criteria Financial Stability Criteria Cost Proposal
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RATING SUMMARY SHEET Housekeeping Services at Northeast Florida State Hospital Respondent Name: _____________________________________________________________________ Evaluator Name: ___________________________________________________________________
Point Values for Programmatic Reply (Category 1) Criteria Number
Total Possible Score
Weighted Value
Maximum Points
1
10
2
20
2
10
1
10
3
15
2
30
4
10
2
20
Total
Maximum
Points
Respondent’s Total Weighted Score
Total Reply Score
The maximum score for the Programmatic Reply is 80 points. Point Values for Financial Stability (Category 2) Criterion Number
Total Possible Score
Weighted Value
Maximum Points
5
8
1
8
Respondent’s Total Weighted Score
The maximum score for Financial Stability is 8 points.
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Point Values for Cost Proposal (Category 3) Criterion Number
Total Possible Score
Weighted Value
Maximum Points
6
22
1
22
Respondent’s Total Weighted Score
The total possible score for the Cost Proposal is 22 points.
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RATING SHEET FOR THE PROGRAMMATIC REPLY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________ Response to ______________________________________ Reply Tab ___ ; Addressing Sections ____________________________
CRITERION 1 – Housekeeping Services Experience Respondent’s experience in the provision of Housekeeping Services in environments similar in size and scope to Northeast Florida State Hospital, including references from clients where similar services were performed. Considerations (Rate each consideration from 0 to 5). How well does the reply address the following areas?
Number of years of experience with the provision of Housekeeping Services in environments similar in size and scope to the Hospital. a)
Less than 10 year = 0 points Over 10 years = 5 points b)
Information provided by the required references, including the number of contract renewals for specific sites. (maximum 5 points) (Possible = 10)
Total:
Weighted Value: (Total Possible = 20)
x2
TOTAL WEIGHTED SCORE:
REFERENCES:
NOTES:
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RATING SHEET FOR THE PROGRAMMATIC REPLY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________ Response to ______________________________________ Reply Tab ___ ; Addressing Sections ____________________________
CRITERION 2 – Staff Training The quality of the proposed program plan related to staff training should include modules such as: floor care, institutional rest room cleaning, carpet care, floor striping and waxing, infection control, safe use of chemicals. Considerations (Rate each consideration from 0 to 5). How well does the reply address the following areas? a)
Training program for staff is at least annually; and includes hazardous material, floor care, and chemical usage/safety. (maximum 5 points)
b)
Program generates levels of nationally recognized certification. (maximum 5 points) (Possible = 10)
Total:
Weighted Value: (Total Possible = 10)
x1
TOTAL WEIGHTED SCORE:
REFERENCES:
NOTES:
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RATING SHEET FOR THE PROGRAMMATIC REPLY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________ Response to ______________________________________ Reply Tab ___ ; Addressing Sections ____________________________
CRITERION 3 – Technical Capability The quality of the proposed program plan, including implementation, reporting and tracking systems, expected impact on the condition of the operations by the end of the contract period and the quality of the proposed plans for services including quality control, quality assurance and performance measures. Considerations (Rate each consideration from 0 to 5). How well does the reply address the following areas? a)
The proposed plan clearly details the Respondent’s process for implementation to ensure a seamless transition of operations. (maximum 5 points)
b)
Required reporting on savings accomplished (maximum 5 points)
c)
Proposed plans for quality control, quality assurance, and meeting performance measures. (maximum 5 points) (Possible = 15)
Total:
Weighted Value: (Total Possible = 30)
x2
TOTAL WEIGHTED SCORE:
REFERENCES:
NOTES:
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RATING SHEET FOR THE PROGRAMMATIC REPLY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________ Response to ______________________________________ Reply Tab ___ ; Addressing Sections ____________________________
CRITERION 4 – Project Staffing How well does the reply demonstrate the adequacy, professional capabilities and qualifications of the Respondent’s staffing to fulfill the requirements associated with service delivery? Considerations (Rate each consideration from 0 to 5). How well does the reply address the following areas?
The experience of the proposed Housekeeping demonstrates experience with Housekeeping Services.
Services
Manager
a)
0-4 years = 5 years or more = b)
0 points 5 points
Proposal reflects adequate staffing for all functions. (maximum 5 points) (Possible = 10)
Total:
Weighted Value: (Total Possible = 20)
x2
TOTAL WEIGHTED SCORE:
REFERENCES:
NOTES:
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RATING SHEET FOR FINANCIAL STABILITY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________
Financial Stability Addressing ITN Sections __________
CRITERION 5 - FINANCIAL STABILITY Copies of Respondents’ independent financial and compliance audit reports and/or certified financial statements for the three most recent fiscal years. The copies should include all applicable financial statements, auditor’s reports, management letters, and any corresponding re-issued audit components. If the Respondent does not have audit reports for the three most recent years, reviewed or compiled financial statements with the applicable Certified Public Accountant's report should be submitted. A newly created entity should submit the requested financial reports from each of the founding collaborative partners. Considerations: Please assign the point value achieved in each section below. The total score for sections a-c shall be used on the following Rating Sheet Summary Page for Financial Stability to assign the corresponding points.
A Current Ratio a)
(Total Current Assets divided by Total Current Liabilities for the most recent year) 1.75 or greater 4 points 1.25 or greater, but less than 1.75 2 points Greater than 1.00 but less than 1.25 1 point Less than or equal to 1.00 0 points
Months of Working Capital
b)
(Total Current Assets Less Total Current Liabilities for the most recent year divided by one twelfth of the total expenses for the year as of the date of the financial statement.) 1.75 or greater 4 points 1.25 or greater, but less than 1.75 2 points Greater than 0.80 but less than 1.25 1 point Less than or equal to 0.80 0 points
Independent Auditor’s Report, Financial Statement Opinion c)
Financial Statements “present fairly…” 4 points Financial Statements “present fairly…except (minor) 2 points Financial Statements “present fairly…except (major) 1 point Unaudited Financial Statements presented 1 point Financial Statements “do not present fairly…” 0 points ADDED SCORES:
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RATING SHEET SUMMARY PAGE FOR FINANCIAL STABILITY Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________ - From previous page – Financial Stability Addressing ITN Sections 4.2.12, 5.15
CRITERION 5 - FINANCIAL STABILITY Assign the scores below based on the total derived from the previous page. The Respondent obtained a score of 10-12 on factors listed on the previous page.
4 points
The Respondent obtained a score of 7-9 on factors listed on the previous page.
3 points
The Respondent obtained a score of 4-6 on factors listed on the previous page.
2 points
The Respondent obtained a score of 2-3 on factors listed on the previous page.
1 point
The Respondent obtained a score of 0-1 on factors listed on the previous page.
0 points
Corresponding Score (Possible = 4): Weighted Value: (Total Possible = 8)
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x2
TOTAL WEIGHTED SCORE:
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RATING SHEET FOR THE COST PROPOSAL Housekeeping Services at Northeast Florida State Hospital Date: _______________ Respondent:__________________________________________________________________ Evaluator Name: ________________________________________________________
CRITERION 6 – COST PROPOSAL The Procurement Manager will assign a score corresponding to the cost reply’s total price for the project (cumulative price for multiyear projects), relative to the lowest price of any responsive Respondent responding to this ITN. This is done with another department employee looking on to prevent error. The following formula is to be used by the Procurement Manager to calculate the Cost Proposal points: Response to ______________________________________ Reply Tab ___ ; Addressing Sections ____________________________
CRITERION 6 – COST PROPOSAL The Procurement Manager will assign a score corresponding to the cost reply’s total price for the project (cumulative price for multiyear projects), relative to the lowest price of any responsive Respondent responding to this ITN. This is done with another department employee looking on to prevent error. The following formula is to be used by the Procurement Manager to calculate the Cost Proposal points:
Lowest Acceptable Cost Reply Submitted / Respondent’s Proposed Cost x 22 (total possible points) =
(Possible = 22)
Total:
Weighted Value: (Total Possible = 22)
x1
TOTAL WEIGHTED SCORE:
REFERENCES:
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NOTES:
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EXHIBIT A – HOUSEKEEPING PROCEDURES Resident Living Areas (21) - Daily Procedures (Monday-Friday) 1. Visitors Bathroom a. Replenish hand soap, toilet tissue, and hand towels; b. Empty trash and place clean liners in all cans; c. Disinfect trash cans daily/as needed; d. Clean toilets and sinks with disinfectant; e. Clean mirrors; f. Wipe down walls/ledges with disinfectant; and g. Sweep and mop floors with disinfectant. 2. Visitors Lobby and Hallways a. Wipe down all furniture; b. Wipe down walls/ledges with disinfectant; and c. Sweep and damp mop floors. 3. Entrances a. High dust all doors and windows removing cob webs; b. Sweep walkways and entrance areas; and c. Vacuum carpets at all entrances. 4. Satellite Dining Rooms a. Wipe down walls/ledges with disinfectant; b. Clean sinks and counter/table tops with disinfectant; c. Sweep and mop floors with disinfectant (mornings, afternoons and evenings); and d. Empty trash and disinfect cans. 5. Water Fountains a. Clean water fountain with disinfectant; b. Apply thin coat of stainless steel cleaner on non porcelain sinks; and c. Wipe down to remove excess. 6. Resident Bedrooms a. Wipe down unoccupied beds; b. Wipe down walls/ledges with disinfectant; and c. Sweep and mop floors with disinfectant. 7. Residents’ Bathrooms (Twice Daily) a. Clean toilets and sinks with disinfectant; b. Clean showers by removing all soap scum, mildew and other foreign matters; c. Clean mirrors; d. Wipe down walls/ledges with disinfectant; e. Empty trash and place clean liners in all cans; f. Disinfect trash cans daily/as needed; g. Sweep and mop floors with disinfectant; h. Replenish hand soap, toilet tissue and hand towels; and i. Clean and replace showers curtains, as required.
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8. Main Lobby and Hallways a. Wipe down walls/ledges with disinfectant; and b. Sweep and mop floors with disinfectant. 9. Seclusion/Quiet/Restraint Rooms a. Wipe down walls/ledges with disinfectant; and b. Sweep and mop floors with disinfectant. 10. Linen/Storage Rooms a. Wipe down walls/ledges with disinfectant; and b. Sweep and mop floors with disinfectant. 11. Nurses Station/Staff Work Room (Two times a week) a. Wipe down walls/ledges with disinfectant; b. Clean sinks and counter tops with disinfectant; c. Sweep and mop floors with disinfectant; and d. Replenish hand soap, toilet tissue, and hand towels. 12. Pantry (Two times a week) a. Disinfect trash cans daily/as needed; and b. Sweep and mop floors with disinfectant. 13. Laundry Rooms (Weekly) a. Sweep and mop floors with disinfectant; b. Wipe down walls/ledges with disinfectant; c. Clean behind washers and dryers; d. Clean sink (hopper) and vents; e. Clean light covers; and f. Dust/clean air conditioning vents. 14. Other a. b. c. d. e.
Buff all floors (Two times a week); High dust all door jams, decorations and ceilings (Once weekly); Dust all windows, screens and blinds (Once weekly); Dust/clean air conditioning vents (Once weekly); and Dust all sprinkler heads (Once weekly).
************************************************************************************************************* Thirty-one (31) additional buildings, in addition to the ones listed above - General Cleaning Schedule (Office & Common Areas) 15. Daily a. Empty waste containers and change liners; b. Disinfect trash cans daily/as needed; c. Bathrooms; i. Clean and sanitize toilets & sinks and surrounding areas; ii. Sweep and mop floors and sanitize restroom floors; iii. Clean mirrors; iv. wash marks, grime, dirt and accumulated soil from walls in restrooms particularly in the vicinity of restroom fixtures; v. replenish hand soap, toilet tissue, and hand towels.
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d. e. f. g.
Sweep hallways, lobby and conference room; Vacuum mats and rugs in entrance/exit areas; Wipe table tops in lobby and conference room; and Clean and sanitize drinking fountains with disinfectant.
16. Weekly a. Mop hallways, lobby and conference room; b. Sweep and mop floors with disinfectant; c. Vacuum carpet areas; d. Buff floors; and e. Sweep outside doorway/walk area. 17. Monthly a. Remove marks from walls and doors, including kick plates; b. Wipe down chairs in lobby; and c. Replace scent cartridges and deodorizers with a new cartridge labeled with replacement date, re-set deodorizers, and replace batteries (as required).. 18. Quarterly a. Wipe and clean door frames and furniture frames; b. Dust walls, pictures, blinds & window sills in lobby areas and hallways; c. Sweep down cobwebs around light fixtures and ceiling; and d. Maintain and clean housekeeping closet. 19. Semi-Annual a. Wash windows; b. Strip, wax and buff floors; and c. Clean behind furniture and refrigerators. 20. Building 12 & 13 (3-Story Medical Facilities) (Daily) a. Wipe down walls/ledges with disinfectant; b. Clean sinks and counter tops with disinfectant; c. Sweep and mop floors with disinfectant; d. Vacuum carpet areas as required; e. Empty trash and place clean liners in all cans; f. Disinfect trash cans daily/as needed; g. Replenish hand soap, toilet tissue, and hand towels; h. Change linens in Emergency Physicians sleeping quarters (Building 12); and i. Clean sleeping quarters of Emergency Physicians (Building 12). 21. Dietary Building / Main Dining Rooms (7 days a week) a. Wipe down walls/ledges with disinfectant, as needed; b. Clean sinks and counter/table tops with disinfectant; c. Sweep and mop floors with disinfectant (mornings, afternoons and evenings); d. Empty trash and place clean liners in all cans; and e. Disinfect trash cans daily/as needed. 22. Other (Weekly) a. High dust all door jams, decorations and ceilings; b. Dust all windows, screens and blinds;
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c. Dust/clean air conditioning vents; and d. Dust all sprinkler heads. ************************************************************************************************************* Bio-hazardous Waste Pick-up Schedule: 23. Daily – Buildings 12 and 13, 3-C, 2-F, M-1, and W-1 24. Weekly – All other areas, garbage driver pulls once a week on Thursday, such as 7, 8, 9, 10, 36-B, 36-D, 57-E, 57-W, 58-E, 58-W, 15, 17, 32-N, 32-S, 31-E, and 31-W. ************************************************************************************************************* General Cleaning Schedule - Treatment Areas Recovery Centers: Monday – Friday (cleaning between 7 a.m. - 9 a.m.) Building 35A - Orchid House Building 35B - Tiger Village Building 35C - Falcon’s Wing Building 35D - Rising Sun Building 13, 3rd floor - Shady Oaks Building 30 – Morning Glory: Monday – Friday (cleaning between 11 a.m. – 1 p.m.) 25. Daily a. Empty waste containers and change liners; b. Disinfect trash cans daily/as needed; c. Bathrooms: i. Clean and sanitize toilets & sinks and surrounding areas; ii. Sweep and mop floors and sanitize restroom floors; iii. Clean mirrors; wash marks, grime, dirt and accumulated soil from walls particularly in the vicinity of restroom fixtures with disinfectant; and iv. Replenish hand soap, toilet tissue, and hand towels. d. Sweep hallway and lobby areas; e. Vacuum mats/rugs; f. Wipe table tops in classrooms and lobbies; and g. Clean and sanitize drinking fountains with disinfectant. 26. Weekly a. Mop halls and lobbies; b. Sweep classrooms and office floors; c. Clean mirrors in Hair Cutting Station in Building 35C room #6; d. Wipe down walls/ledges with disinfectant; and e. Sweep outside doorway/walk area. 27. Monthly a. Remove marks from walls and doors, including kick plates; b. Mop classrooms and office floors with disinfectant; c. Wipe down chairs in classrooms & lobbies and door & furniture frames with disinfectant; and
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d. Replace scent cartridges and deodorizers with a new cartridge labeled with replacement date, re-set deodorizers, and replace batteries (as required). 28. Quarterly a. Dust pictures, blinds and window sills; b. Wash windows; c. Vacuum fabric seats in offices and lobbies; d. Sweep down cobwebs around light fixtures and ceiling; e. Buff floors; and f. Maintain, clean and deodorize housekeeping closet. 29. Semi-Annual a. Wash windows; b. Strip, wax and buff floors; and c. Clean behind furniture and refrigerators. ************************************************************************************************************* General Cleaning Schedule – Mirage Mall, Krafty Kritters, Library/Jukebox, Game Room, and Weight Room: 30. Weekly a. Sweep/vacuum floors; b. Wipe table tops; c. Sweep outside doorway/walk area; and d. Empty waste containers, change liners and disinfect. 31. Monthly a. Mop floors; b. Wipe down chairs; c. Dust desks, countertops and other office furniture; and d. Replace scent cartridges and deodorizers with a new cartridge labeled with replacement date, re-set deodorizers, and replace batteries (as required). 32. Quarterly a. Wash marks, grime, dirt accumulated on any fixtures, walls, doors and kick plates; b. wipe and clean door frames and furniture frames; c. Dust pictures, blinds, window sills; d. Buff floors; and e. Sweep down cobwebs around light fixtures and ceiling. 33. Semi-Annual a. Wash windows; b. Strip, wax, and buff floors; and c. Clean behind furniture and refrigerators. ************************************************************************************************************* General Cleaning Schedule – Hair Nest Beauty Shop (cleaning between 9 a.m. – 10 a.m.) 34. Twice a Week a. Sweep floors;
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b. Empty all waste containers change liners and disinfect; and c. Dust furniture, radiators, vents, pictures, blinds and window sills. 35. Weekly a. Mop floors; and b. Sweep down cobwebs around light fixtures and ceiling. 36. Monthly a. Clean mirrors; and b. Wash windows. 37. Semi-Annual a. Strip, wax and buff floors; and b. Clean behind furniture and refrigerators.
************************************************************************************************************* General Cleaning Schedule – Employment Services 38. Weekly a. Vacuum floors; b. Empty all waste containers, change liners and disinfect; and c. Dust floors. ************************************************************************************************************* General Cleaning Schedule –Sand Dollar Boutique 39. Semi-Annual a. Shampoo/clean carpet; and b. Wash windows. ************************************************************************************************************* General Cleaning Schedule –Mirage Mall Bathrooms 40. Daily and Upon Request a. Clean and sanitize toilets & sinks and surrounding areas; b. Sweep and mop floors and sanitize restroom floors c. clean mirrors; d. wash marks, grime, dirt and accumulated soil from walls particularly in the vicinity of restroom fixtures with disinfectant; and e. keep soap, towels, toilet tissue supplied and filled. ************************************************************************************************************* General Cleaning Schedule – Building 33 Yorkshire: 41. Semi-Annual a. Shampoo/clean carpet; and b. Wash Windows
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Fashion Nook: 42. Semi-Annual a. Buff floors 43. Annual a. Wash windows; and b. Strip, wax and buff floors. ************************************************************************************************************* General Cleaning Schedule – Building 13 Beauty Shop (cleaning between 9 a.m. – 10 a.m.): 44. Weekly a. Sweep & mop floor; b. Empty waste containers change liners and disinfect; c. Dust furniture, vents, pictures; and d. Sweep down cobwebs around light fixtures and ceiling. 45. Monthly a. Clean mirrors; and b. Dust windows. 46. Semi-Annual a. Wash windows; b. Strip, wax and buff floors; and c. Clean behind furniture and refrigerators. ************************************************************************************************************* General Cleaning Schedule – Building 36C – Office Building: 47. Weekly a. Sweep hallways, offices and lobbies; b. Sweep outside doorway/walk area; c. Empty waste containers change liners and disinfect; d. Bathrooms: i. Clean and sanitize toilets & sinks and surrounding areas; ii. Sweep and mop floors and sanitize restroom floors; iii. clean mirrors; iv. wash marks, grime, dirt and accumulated soil from walls in restrooms particularly in the vicinity of restroom fixtures; and v. replenish hand soap, toilet tissue, and hand towels. e. Vacuum mats and rugs; and f. Clean and sanitize drinking fountains with disinfectant. 48. Quarterly a. Wipe table tops and chairs in lobby; b. clean door frames and furniture frames; c. Dust walls in lobby and hallways, dust pictures, blinds and window sills; d. Sweep down cobwebs around light fixtures and ceiling;
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e. f. g. h. i.
Remove marks from walls, doors, including kick plates; Mop hallways, offices and lobbies; Buff floors; Replace scent cartridges and deodorizers with a new cartridge labeled with replacement date, re-set deodorizers and replace batteries (as required); and Maintain and clean housekeeping closet.
49. Annual a. Wash windows; b. Strip wax and buff floors; c. Clean behind furniture and refrigerators; and d. Sweep and mop unused classrooms.
************************************************************************************************************* General Cleaning Schedule – Intern House (Doctors Circle, House #9): 50. As Needed – Before New Rotation a. Sweep, strip and wax floors; b. Clean behind furniture, refrigerators, dressers, etc.; c. Dust walls, pictures, blinds, window sills, furniture; d. Wash windows; e. Vacuum fabric seats; f. Sweep down cobwebs around light fixtures, fans and ceiling; g. Remove marks from walls and doors, including kick plates; h. Clean refrigerator; i. Check and replace batteries and scents in deodorizers; j. Wipe out kitchen cabinets; k. Bathrooms: i. Clean and sanitize toilets & sinks, shower, tub and surrounding areas; ii. Sweep and mop floors and sanitize restroom floors; iii. clean mirrors; iv. wash marks, grime, dirt and accumulated soil from walls in restrooms particularly in the vicinity of restroom fixtures; and v. Stock paper products and soap.
************************************************************************************************************* General Cleaning Schedule – Building 38 - Gymnasium: 51. Monthly or as Requested a. Wipe and clean door frames; b. Dust walls in lobby, hallways, pictures, window sills; c. Buff tile floors; d. Sweep down cobwebs around light fixtures and ceiling in lobby; e. Remove marks from all walls and doors, including kick plates; f. Sweep outside doorway/walk area; g. Empty all waste containers change liners and disinfect; h. Bathrooms: i. Clean and sanitize toilets & sinks and surrounding areas;
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ii. Sweep and mop floors and sanitize restroom floors; iii. Clean mirrors; iv. wash marks, grime, dirt and accumulated soil from walls in restrooms particularly in the vicinity of restroom fixtures; and v. replenish hand soap, toilet tissue, and hand towels. i. Check and replace batteries and scents in deodorizers; j. Kitchen: i. Remove marks, grime, dirt from cabinets/walls; wipe down counters. k. Vacuum mats in halls, lobbies; l. Clean and sanitize drinking fountains with approved antibacterial cleanser; m. Sweep under bleachers; and n. Dry mop stage and gym floor. 52. Semi-Annual a. Mop gym floor; and b. Maintain and clean housekeeping closet. 53. Annual a. Wash windows; b. Strip, wax and buff hallways and lobby; and c. Clean behind furniture and refrigerators. ************************************************************************************************************* *Approved Chemical/Supplies to be Used (applies to entire campus) (Substitutions must be authorized by Infection Control Director) 54. CDC-10 - Mattress Cleaner 55. Bowl Kleen - For toilets 56. Lemon Quat - Germicidal for mopping floors 57. NABC (Non-Acid Disinfectant Cleaner) - Bathroom cleaner 58. Stainless steel - Polisher for stainless steel sinks 59. Stripper (bomb) - Stripping floors 60. Sud'n Kleen - Disinfectant for the cleaning walls 61. RJ8 - Use to clean the showers 62. Wax - Use on floors after they have been stripped 63. Glass Kleen - use to clean windows & mirrors 64. Medi-clean Clear Lotion Soap with .3% Triclosan
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EXHIBIT B – MAP OF NORTHEAST FLORIDA STATE HOSPITAL
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