REQUEST FOR PROPOSALS Cleaning Services

Issued by:

Robeson Health Care Corporation

60 Commerce Plaza

Pembroke, NC 28372

Date Issued:

August 22, 2017

Response Deadline:

September 5, 2

GENERAL INFORMATION

Purpose: Robeson Health Care Corporation is seeking proposals for Housekeeping services as described in this document.

Definition of Parties: Robeson Health Care Corporation will hereinafter be referred to as “RHCC”. Respondents to the RFP shall be referred to as “Bidders”.

Scope: RHCC is seeking a service contract from an established cleaning service company with a minimum of five years experience.

Insurance: During the term of the contract, the contractor at its sole costs and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonable associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:

Worker’s Compensation – The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract.

Commercial General Liability – General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $500,000 Combined Single Limit. (Defense costs shall be in the excess of the limit of liability).

Automobile – Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000 bodily injury and property damage; $150,000 uninsured/under insured motorist; and $1,000 medical payment. Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.

Evaluation Criteria: Proposals will be evaluated on criteria deemed to be in RHCC’s best interest, including, but not limited to price, company profile, service call response time, responsiveness to terms and conditions, ability to meet specifications and references.

Communication with RHCC: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. All questions pertaining to this RFP must be submitted no later than August 29, 2017 by 5pm. RHCC will not be bound by oral responses to inquiries or written responses other than addenda.

Inquiries should be made to:Stevie Peacock

Director of Facility Services

Robeson Health Care Corporation

60 Commerce Plaza

Pembroke, NC28372

910.521.2900 Ext. 132

Award of Proposal: Presentations may be requested of two or more bidders deemed by RHCC to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, RHCC may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. RHCC may cancel this RFP or reject any or all proposals in whole or in part. Should RHCC determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.

Confidentiality: The information contained in proposals submitted for RHCC’s consideration will be held in confidence until all evaluations are concluded and an award has been made. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. RHCC will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.

Closing Date

Proposal should be submitted to or hand delivered to Robeson Health Care Corporation, Purchasing Department, 60 Commerce Plaza, Pembroke, North Carolina, 28372, Attn: Stevie Peacock, not later than 5:00 p.m. on September 5, 2017. All proposals should be in a sealed envelope with, “SEALED BID – Cleaning Services” clearly marked on the front, bottom left of the envelope. Proposals submitted after that time and date will be returned unopened.

Proposal Schedule

The following proposal schedule presents the timeline for the RFP process.

DATE

ACTION

August 22, 2017

RFP release to prospective providers

August 29, 2017

Deadline for submission of questions on RFP

August 30, 2017

Send out summary of questions, comments and/or amendments of RFP to all candidates

September 5, 2017

Bids due

September 6, 2017

Recommendation of bid award

September 7, 2017

Contract award by RHCC Board of Directors

PROPOSAL INFORMATION

Please provide a cost per RHCC site to provide the preceding services. Your cost must be itemized by each site listed in Section 4.0 of this RFP.

Contractors Location: Provide location of office from which this account will be serviced.

References: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past year.

Contract Provisions

Cleaning Service

Contract & Specifications

Contractor will designate a qualified representative with experience in general cleaning service maintenance. The workforce will be presentable at all times. All employees will be competent and qualified.

Contractor must provide and maintain any licenses and permits required of the City, County, State and Federal Government, as well as any other requirements of the law.

Contractor is to provide and maintain during this agreement a policy of Worker’s Compensation, unemployment insurance, and General Liability insurance with bodily injury (including death of any person) and property damage coverage of not less than $500,000 each. In addition, Contractor will carry automobile insurance to limits required by Owner and any other insurance required by law.

Contactor herby identifies and will not hold Owner, its agents, and the property free of harmless, and shall defend them against any and all action, claim and cost resulting by the negligence of the Contractor, its agents and/or employees. Contractor will not be held responsible for any acts of God (Ice, Freezing, Hurricanes, storms, Floods, or uncontrollable infestations of diseases and/or insects.

Contractor with permission from the Owner in written permission form of approval reserves the right to hire qualified Subcontractors to perform specialized functions or work requiring such and/or specialized equipment.

Contractor will be provided access to property by Owner only during regular working hours.

Either party may cancel this agreement by giving written notice of thirty (30) days at any time during the term of the contract.

Contractor will provide owner with a schedule of work to be performed monthly at each site.

A monthly invoice for work performed must be presented and the invoice will become payable within thirty (30) days of the invoice date (unless otherwise arranged with Owner). *The invoice should reflect what scope of work was performed for that billing period per site.
Extra work outside of Contract will be done with an approved estimate by the Owner and a separate invoice for this work must be submitted with terms of payment included.

SCOPE OF WORK

DAILY:

Entrance/Waiting Area/Kids Room/Triage/Exam Rooms/Lab/Nurses Station/Treatment Room/Break room/Pharmacy/Hallways:

Vacuum rugs. Sweep outside entry rugs.
Empty and clean trash receptacles.
Vacuum or brush all lobby furniture.
Clean entry glass doors.
Clean thresholds.
Spot clean doors and walls.
Dust mop and damp mop all hard surface floors.
Damp mop tile using neutral cleaner only.
In Exam Rooms sweep, mop, clean sink and countertops. Empty trash.
Clean all sinks in facility.

General Office Areas:

Dust mop and damp mop all hard surface floors.
Empty and clean all waste receptacles and replace plastic liners.
Remove waste material to building trash bin.
Clean all glass furniture tops.
Disinfect and wash clean all water fountains and water coolers in tenant areas.

Restrooms:

Wash all floors with germicidal disinfectant and remove all spots and stains.
Wash and polish all mirrors and bright work.
Wash and wipe dry all plumbing fixtures.
Wash and disinfect all toilet seats, both sides.
Scour, wash and disinfect all basins, bowls and urinals.
Empty paper towel trash receptacles and dispose in building trash receptacle. Replace trash liners.
Fill soap dispensers, paper towel dispensers, toilet tissue and seat covers.
Clean and wash receptacles and dispensers.
Remove fingerprints and spots from walls.
Remove all unauthorized marks and writing from walls, partitions, etc.
Report all maintenance problems to building manager (dripping faucets, broken fixture handles, etc.).

Janitors’ Closets:

Remove trash from area.
Maintain an orderly arrangement of all janitorial supplies and paper products in the storage rooms and janitorial closets.
Maintain an orderly arrangement of all equipment stored in these areas such as mops, buckets, brooms, vacuum cleaners, scrubbers, etc.
Clean and disinfect service sinks.
Sweep and damp mop service sink closet floors. Deodorize and disinfect as required.

WEEKLY:

Entrance/Waiting Area/Kids Room/Triage/Exam Rooms/Lab/Nurses Station/Treatment Room/Break room/Pharmacy/Hallways:

Dust and spot clean walls and baseboards.
Dust pictures and clean glass if necessary.
Dust window sills.
Clean door jambs.

General Office Areas:

Disinfect and thoroughly clean all telephones.
Dust all exposed surfaces on desks. (Do not move papers or objects on desks)
Dust window sills.
Check all high and low ledges, shelves, bookcases, credenzas, file cabinets, tables, pictures, etc., and clean if cleared.
Remove fingerprints from all painted surfaces near light switches, entrance, doors, etc.

Restrooms:

Pour water down floor drains.

Janitors’ Closets:

Damp mop all floors in store rooms. Deodorize and disinfect as required.
High dust all exposed pipes, ducts, ventilating diffusers and grilles.

MONTHLY:

General Office Areas:

Thoroughly hand dust and wipe clean with a chemically treated cloth all furniture, file cabinets, shelves, fixtures, picture frames, and all other high or low dusting areas if cleared.
Dust all baseboards with damp cloth.
Vacuum or brush all upholstered furniture.
High dust lighting and ventilating ducts. (Max. height 10 ft.)
Dust window blinds.