EL PASO COUNTY HOSPITAL DISTRICT
Request for Proposal – Floor Maintenance
April 24, 2017
EL PASO COUNTY HOSPITAL DISTRICT D/B/A
Request for Proposal
Floor Maintenance
RFP # 855-04/17-001
April 24, 2017
REQUIRED SIGNED DOCUMENTS
It is absolutely essential that the following three documents be signed. Failure to complete and sign any of these will result in rejection of your response.
1. Response Agreement
2. Conflict of Interest Questionnaire (Submission of an RFP response constitutes doing business) A signature is required in box #4 regardless of any other entry on the form.
3. Public Integrity Disclosure
Also, an electronic version of the RFP proposal (in Microsoft Word™) on CD must be included with your proposal. The electronic copy must be editable and an exact copy of the original paper copy.
TABLE OF CONTENTS
Page Number
1. OBJECTIVE 4
2. BACKGROUND 4
3. SCOPE OF SERVICES 5
4. EVALUATION FACTORS FOR AWARD (Example) 10
5. FEATURES 10
6. PROCEDURE 12
7. RESPONSE AGREEMENT 19
8. GENERAL TERMS AND CONDITIONS 21
9. CONFLICT OF INTEREST QUESTIONNAIRE 25
10. PUBLIC INTEGRITY DISCLOSURES 26
1. OBJECTIVE
The El Paso County Hospital District d/b/a University Medical Center of El Paso (UMC) is seeking a qualified vendor to provide daily and periodic floor care maintenance services for hard surface floors. Specifically: Floor scrubbing, Floor scrubbing and refinishing, Floor stripping and refinishing, Floor burnishing (polishing) to the University of El Paso Medical Center, El Paso Children’s Hospital Buildings and specified off site Neighborhood Clinics and Offices.
2. BACKGROUND
The El Paso County Hospital District is the only not-for-profit, community-owned healthcare organization operating in El Paso, Texas, providing acute care, primary care and outpatient services. University Medical Center of El Paso is the largest public hospital located on the U.S./Mexico border. It is the only teaching hospital in the West Texas/Southern New Mexico region and is affiliated with the Texas Tech University School of Medicine. UMC also has affiliation agreements with numerous other educational institutions in the region and beyond. Accredited by the Joint Commission and licensed for 394 beds, UMC admits about 16,000 patients each year. Approximately 60,000 patients are seen in its Emergency Department annually. The University Medical Center of El Paso also serves as the region’s only Level 1 Trauma Center and is recognized as a Center of Excellence in Mother/Baby care. One third of all babies born in El Paso County annually are delivered at UMC of El Paso.
Since 1915, the Hospital District’s Mission has been to enhance the health and wellness of the El Paso Community by providing affordable and high quality health care services to everyone, regardless of their ability to pay. Our tradition of respectful service is enriched by our participation in healthcare-related education, research and innovation.
Our Vision is to set the standard for quality as a community healthcare center, providing leadership in integrating a health delivery network dedicated to achieving improved health status, exceptional clinical outcomes, customer satisfaction, and value. In partnership with our patients, Medical Staff, Associates (employees), volunteers, and other community providers, we build upon our clinical strengths to provide a continuum of care that includes health promotion education, disease prevention, and accessible primary, acute and after-care services.
We are committed to our C.A.R.E values: to serve our COMMUNITY; to assure ACCOUNTABILITY to our stake holders; to enhance RESPECT AND DIGNITY FOR ALL; and to promote EXCELLENCE IN SERVICE in all we do.
University Medical Center of El Paso is a university-affiliated teaching facility, sharing its campus with the Health Sciences Center of the Texas Tech University School of Medicine. Texas Tech University’s Medical School designated UMC of El Paso as its primary teaching facility in 1973. Resident physicians receive post-graduate training in Family Practice, Anesthesiology, Psychiatry, Pathology, Radiology, Surgery, Emergency Medicine, Orthopedic Surgery and Obstetrics. Additionally, Allied Health Career students receive their clinical training at UMC of El Paso through memorandums of agreements with the University of Texas at El Paso, the El Paso Community College, New Mexico State University and 50 other educational institutions.
3. SCOPE OF SERVICE
Service Types
A. Floor Stripping and Refinishing
· Remove all old finish from floor and baseboards surface using black stripping pad.
· Use wet vacuum to remove stripping solution
· Rinse and neutralize floor surface.
· Apply six (6) coats of floor finish to occupied areas and eight (8) coats of floor finish to hallways and elevator lobbies.
· Floor finish must be applied evenly and without streaking or over application of floor finish.
· No floor finish will be applied to baseboards.
B. Floor Scrubbing and Refinishing
· Remove two (2) coats of finish from floor surface using green or blue scrubbing pads
· Use wet vacuum to remove stripping solution
· Rinse and neutralize floor surface
· Apply two (2) coats of floor finish to occupied areas and three (3) coats of floor finish to hallways and elevator lobbies.
· No floor finish will be applied to baseboards.
C. Floor Burnishing
· Dust mop and damp mop floor surface using neutral floor cleaner.
· Apply floor surface maintainer product.
· Burnish floor surface using high speed floor burnishing machine and pad.
· Dust mop floor upon completion of floor burnishing process.
D. Times of Service
1. All services must be provided within twenty four (24) hours of request.
2. Contractor must be prepared to provide services anytime as requested during the time periods of Sunday-Saturday 7:00 am-7:00 pm and 7:00 pm-5:00 am.
Equipment and Supplies.
University Medical Center will provide the following supplies for use in the main campus and clinic location buildings:
· Floor Finish
· Floor Stripper
· Floor Maintainer
· Neutral Floor Cleaner
· Floor maintenance pads
· Floor dust mops and wet mops
Contractor will sign for all supplies received from University Medical Center. Any excess usage or loss of supplies will be reimbursed by the Contractor.
Medical Center will provide all equipment used for on campus projects. The Contractor will be allocated storage space for this equipment and will sign for all equipment. Any loss or damage of any equipment will be reimbursed by the Contractor.
Contractor will provide all equipment used on off-site Clinic locations. Any loss or damage of such equipment will be the responsibility of the Contractor.
Staffing
· Contractor will provide all necessary labor and supervision for all services provided to Medical Center
· Contractor will be responsible for the cost of all wages, taxes, benefits and insurance for labor and supervision.
· All work performed at any Medical Center location will be supervised by Contractor at all times.
· All Contractor employees will be required to wear a Medical Center issued photo ID badge at all times when working at any Medical Center location.
· Contractor will ensure and provide documentation at Contractor expense that all employees have:
a) Criminal History Check for the prior seven years
b) Ten panel drug screen
c) Two Stage TB Test
d) Other Immunizations as Required by Medical Center
· All Contractor employees must attend Medical Center orientation prior to working at any Medical Center location.
· All Contractor employees must be in full uniform when working at any Medical Center locations.
· Contractor will immediately remove any employee from working at any Medical Center location upon request for any reason deemed appropriate by Medical Center.
Security
Contractor will be required to sign for any keys necessary to enter any of the off site Neighborhood Health Centers. If a key is lost, Contractor will be responsible for the cost of key replacement and any costs necessitated by the need to re-key areas of the building affected by the lost key.
Contractor will be issued necessary alarm codes necessary to enter any of the Neighborhood Health Centers. Contractor will be responsible to properly activate and deactivate the alarm when entering and leaving the building.
Areas of Service-Subject to Request for Services by Medical Center
University Medical Center of El Paso
4815 Alameda Ave
El Paso TX 79905
· Thomason Tower
· West Tower
· East Tower
· Annex Building
· Regional Laboratory and Poison Center
· Engineering Offices and Associate Fitness Center
University Medical Center of El Paso
Ysleta Clinic
300 N. Zaragosa Rd
El Paso, TX 79907
University Medical Center of El Paso
Suite E
5340 El Paso Dr
El Paso, TX 79905
University Medical Center of El Paso
Northeast Clinic
9849 Kenworthy St.
El Paso, TX 79924
University Medical Center of El Paso
Crossroads Clinic
5021 Crossroads Dr.
El Paso, TX 79932
University Medical Center of El Paso
Fabens Clinic
101 Potasio Rd.
Fabens, TX 79838
George Dieter Clinic
1485 George Dieter Dr
Suite 105 and 107
El Paso, TX 79936
East Clinic
1521 Vista Del Sol
El Paso, TX 79936
West Clinic
6600 North Desert Blvd
El Paso, TX
Eastside Rehabilitation Clinic
8360 Burnham Ave
El Paso, TX 79907
County Courthouse Clinic
500 E. San Antonio Ave.
Suite L-107
El Paso, TX 79907
Neighborhood Health Center
Administration Offices
7500 Viscount
Suite 161 and 140
El Paso, TX 79925
Delta Clinic
Family Youth Service Center
6314 Delta Dr.
Suite 161
El Paso, TX 79905
University Medical Center of El Paso
Neighborhood Health Center
3700 Mattox
El Paso, TX 79925
El Paso Children”s Hospital
4815 Alameda Ave
El Paso, TX 79905
Proposed Costing Schedule
Contractor will invoice Medical Center every Monday based on the following indicated cost per square foot.
Area of Service / Floor Strip/Recoat / Floor Scrub/Recoat / Floor BurnishPatient Room
Exam/Treatment Room
Office
Conference Room
Multi-Purpose Room
Procedure Room
Laboratory
Hallway
Nurse Station
Elevator Lobby
Elevator Floors
Invoices must include the following information:
· Date of Service
· Area of Service
· Service Provided
· Total Square Footage of Area
· Cost per Square Foot
Contractor is responsible to measure all areas where service is provided. Medical Center reserves the right to validate all measurements.
Any work performed by the Contractor that is not in compliance with this scope of services will be corrected immediately at no additional charge to the Medical Center.
Total Estimate Square Footage of All Areas is 1,210,000.
Frequency of Service
The following is an estimate of the frequency of services at each location
Location / Floor Strip/Recoat / Floor Scrub/Recoat / Floor BurnishUniversity Medical Center Thomason Tower / On Request / On Request / On Request
University Medical Center West Tower / On Request / On Request / On Request
University Medical Center East Tower / On Request / On Request / On Request
Ysleta Clinic / Annual / Quarterly / Bi-Weekly
Suite “E” El Paso Drive / Annual / Semi-Annual / Monthly
Northeast Clinic / Annual / Quarterly / B-Weekly
Crossroads Clinic / Annual / Quarterly / Monthly
Fabens Clinic / Annual / Quarterly / Bi-Weekly
George Dieter Clinic Suite 107 & 105 / Annual / Quarterly / Bi-Weekly
East Clinic / Annual / Quarterly / On Request
West Clinic / Annual / Quarterly / On Request
East Side Rehabilitation / Annual / Quarterly / Monthly
County Courthouse Clinic / Annual / Semi-Annual / Monthly
NHC Administrative Offices / Annual / On Request / On Request
Delta Clinic / Annual / Quarterly / Monthly
Mattox Clinic / Annual / Quarterly / Monthly
Location / Autoscrub Hallway Floors / Burnish Hallway Floors / Scrub & Refinish Hallway Floors
University Medical Center East Tower Terrazzo Lobby / Daily / Daily / Quarterly
East Tower 1st Floor / Daily / Three Times Weekly / Quarterly
East Tower 5th Floor / Daily / Three Times Weekly / Quarterly
East Tower 4th Floor / Daily / Three Times Weekly / Quarterly
East Tower 2nd Floor / Daily / Three Times Weekly / Quarterly
East Tower Basement / Daily / Three Times Weekly / Quarterly
EPCH 10th Floor / Daily / Three Times Weekly / Quarterly
EPCH 9th Floor / Daily / Three Times Weekly / Quarterly
EPCH 7th Floor / Daily / Three Times Weekly / Quarterly
EPCH 6th Floor / Daily / Three Times Weekly / Quarterly
EPCH 1st Floor / Daily / Three Times Weekly / Quarterly
Autoscrubbing, Burnishing and Scrubbing/Refinishing of hallway floors must be done between the hours of 9:00 pm-5:30 am.
4. EVALUATION FACTORS FOR AWARD
CRITERIA / POINTS /Verifiable Floor Care Maintenance Experience in Hospital Facilities / 30
Total years company has been in business / 10
Experience on similar size projects / 15
Proposed Cost Per Square / 40
Employees health insurance / 5
Total / 100
5. FEATURES
All areas enumerated below must be addressed. Any section or questions left unanswered shall make the response incomplete and such response shall not be considered.
1. Executive Summary, including a brief description of your organization’s history and accomplishments.
2. Scope of Services, to include a description of services to accomplish the expected scope of services outlined above. Indicate steps or phases of service, what specific objectives will be met and how those objectives are to be measured. Include a description of specific methodologies and materials to be used.
3. Proposals. This section should present the vendor’s Proposals, experience, and performance in meeting the requirements stated herein, and must include:
a. Full Facility Name, Address, and Telephone Numbers(s).
b. Current organizational profile, with summary of Proposals of key individuals.
c. List of references.
d. Cost Proposals.
e. Responses must include proposed terms and conditions associated with the equipment component of your response and all related items (software, license fees, service contract, etc.).
4. Signatures. Required signed documents
It is absolutely essential that these three documents be signed. Failure to execute any of these will result in rejection of your response.
a. Response Agreement
b. Conflict of Interest Questionnaire *** A signature is required in box #4 regardless of any other entry on the form. ***
c. Public Integrity Disclosure