REQUEST FOR PROPOSAL LAUNDRY AND LINEN SERVICES …

REQUEST FOR PROPOSAL LAUNDRY AND LINEN SERVICES

RFP#16-2016-JS

Date Issued: September 27, 2016 Buyer Contact: James Schmitt Tel # (916) 734-3316 Fax # (916) 734-7791 E-mail: jhschmitt@ucdavis.edu

*QUESTION DUE DATE: October 5, 2016 *SUBMITTAL DUE DATE: October 19, 2016

*By: 3:00 P.M., Pacific Time

Return Response to:

Via email Subject line: Laundry and Linen Services RFP#16-2016-JS

James Schmitt Email: jhschmitt@ucdavis.edu

Purchasing Department University of California, Davis, Health System

4800 2nd Avenue, Suite 3010 Sacramento, CA 95817

The University of California Davis, Medical Center Web address for downloading this Document and any updates until the submittal due date is:

REQUEST FOR PROPOSAL CONTENTS

? I.

Introduction

? II. Scope of Work

? III. Bidder Inquiries

? IV. Proposal Submittal Instructions

? V. Time Table / Due Dates

? VI. Pre-Qualification Questions

? VII. Pricing and Term

? VIII. Addendum or Supplement to Request for Proposal

? IX. Basis of Award

? X. Proposal Conditions

? XI. Terms and Conditions

? XII. General Information / Certification

Attachments ? Attachment 1 ? Attachment 2 ? Attachment 3 ? Attachment 4 ? Attachment 5

Qualifications Logistical and Procedural questions Pricing proposal University of California terms and conditions List and total number of hospital linens

Deviations from specifications: Any deviation from the specifications shall be identified and fully described. The right is reserved to accept or reject quotations on each item separately, or as a whole, and to waive any irregularities in the quotation; irregularities may, however, render the quotation nonresponsive.

Public disclosure: Responses to Become Public Records: All materials submitted in response to this solicitation become a matter of public record and shall be regarded as public record.

Designation of Confidential Information: The Regents will recognize as confidential only those elements in each response, which are trade secrets as that term is defined in the law of California and which are clearly marked as `TRADE SECRET, ''CONFIDENTIAL,' or `PROPRIETARY.' Vague designations and blanket statements regarding entire pages or documents are insufficient and shall not bind The Regents to protect the designated matter from disclosure.

The California Public Records Act limits The Regents' ability to withhold prequalification and bid data to trade secrets or records, the disclosure of which is exempt or prohibited pursuant to federal or state law. If a submittal contains any trade secrets that a Contractor does not want disclosed to the public or used by The Regents for any purpose other than evaluation of the Contractor's eligibility, each sheet of such information must be marked with the designation "Confidential." The Regents will notify the submitter of data so classified of any request to inspect such data so that the submitter will have an opportunity to establish that such information is exempt from inspection in any proceeding to compel inspection.

The Regents Not Liable for Required Disclosure: The Regents shall not in any way be liable or responsible for the disclosure of any records if they are not plainly marked `TRADE SECRET,' CONFIDENTIAL,' or `PROPRIETARY,' or if disclosure is required by law or by an order of the court.

2

I. INTRODUCTION

University of California at Davis Health System Profile

The University of California, Davis Health System (UCDHS) provides the organizational framework that enables the University of California, Davis to fulfill teaching, research, patient-care and public service missions. It consists of the School of Medicine (SOM), the UC Davis Medical Center (UCDMC), the UC Davis Medical Group and several specific centers, such as the UC Davis Cancer Center, the UC Davis Children's Hospital and the UC Davis M.I.N.D. Institute. Together they deliver primary, secondary and tertiary care throughout inland Northern California. The UC Davis Medical Group, the health system's physician network, includes over 500 physicians and 150 areas of medical specialty geographically dispersed in 25 locations.

UCDMC is one of five teaching hospitals operated by The Regents of the University of California. UCDMC is a 619-bed, fully accredited hospital, which serves as the main clinical education site for the UCD School of Medicine. Prior to its acquisition by The Regents in 1973, the hospital was owned and operated by Sacramento County and served as the primary provider of health care to Sacramento's medically indigent population.

UCDMC is the sole Level 1 trauma center serving the Sacramento-Sierra area and the primary tertiary care referral center for a 32-county area of more than five million residents. Each year UCDMC admits approximately 32,000 inpatients, while its 150-plus clinics log more than 828,000 outpatients and emergency visits.

UCDMC consists of the Medical Center with a Level I Trauma Center, as stated above, hospital campus based clinics, along with outlying clinics, known as the Patient Care Network (PCN).

Thank you for your interest in the University of California, Davis Medical Center. (UCDMC)

II. Scope of Work

The University of California, Davis Health System (UCDHS) is currently seeking proposals for commercial Laundry and Linen Services. The laundry that will be done by the chosen vendor consists of items such as blankets, bedding, towels, patient gowns, scrubs, and lab coats. Currently the incumbent vendor is washing mops that consist of items such as micro-fiber mops, string mops, dust mops, rags, and bonnet pads, which are used by our main hospital. This volume of business may not exist in the future as UC Davis looks into changing this practice of having mops washed commercially. The chosen vendor must meet all the criteria spelled out in this bid. As to the volume of this service, the recorded clean weight for hospital linens in August of 2016 is 326,616 pounds, and approximately 14,000 pounds of mop related linens.

The following criteria must be met by a vendor bidding on this service:

? # of day's linen is delivered per week ? 7 days. This is due to storage capacity at UCD as well as the quantity of linen that UCD would have to purchase to have on hand for multiple days

? # of trucks used per day ? 1 tractor, 2 trailers ? it is suggested that a 53 foot trailer will be staged at UCD, and 48 ft. is needed for deliveries. However, similar trailers are acceptable if the product is picked-up and delivered according to the directions in this RFP, or as otherwise negotiated.

? # of times delivery is made per day ? 2 deliveries ? the vendor will pick up soiled linen twice. If the first truck is full, the second delivery is to pick-up the rest of the linen carts.

? # of trailers left at dock each day ? 1 trailer is left at the dock for UCD to fill with soiled carts between deliveries (soiled storage area)

? Time of delivery ? First delivery at 4:00 AM to 6:00AM. A second pick-up may be needed between 9 AM to 10 AM.

3

? Deliver/pick-up to two locations: Main Hospital. 2315 Stockton Blvd., Sacramento, CA 95817, and to the Ambulatory Care Center (ACC) at 4860 Y Street, Sacramento, CA 95817. (Drop off and pick-up locations are subject to change.)

? Vendor will provide bins/carts used for soiled linen and used to store linen in the linen room. ? New Linen ? the chosen vendor will pick up at UCD warehouse located at 7301 14th Avenue, Sacramento,

CA 98520. Pickup as requested, which is usually once a week or every other week, and transport linen to UCD, as needed. ? Vendor will provide a full time employee to be located at UCDMC.

Note: The chosen vendor must be able to pick-up process, deliver and manage health care linen and mops in accordance with the Joint Commission (JACHO), Occupational Safety Health Administration (OSHA), all applicable federal, state and local laws, regulations and guidelines, and UCDHS's Policies and Procedures relating to linen, mops, and laundry management and the chosen vendor will provide to UC Davis linen quantities based upon accurate Par Levels, room inventories, orders, and/or patient census by facility. Such cleaning standards will be written and agreed upon after consultation with UCDHS's Infection Prevention practitioners;

III. BIDDER INQUIRES

Questions or requests for clarification regarding the RFP must be submitted to UC Davis Health System, James Schmitt, via email no later than October 5, 2016 by 3:00 pm PDT. Individual questions will not be answered directly to submitter. All questions submitted shall be responded to as an Addendum to this RFP. The addendum will be provided to each qualified responder of record and posted on the UCDHS Purchasing web site at: . The identity of the submitter of any particular question will not be disclosed. Inquiries and questions regarding this RFP will not be entertained after October 5, 2016. Answers will be posted at the above Purchasing web site by October 11, 2016.

James Schmitt, Procurement Manager UCDHS Purchasing Department 4800 2nd Avenue, Suite 3010 Sacramento, CA 95817 Email: jhschmitt@ucdavis.edu Phone: (916) 734-3316 FAX: (916) 734-7791

IV. PROPOSAL SUBMITTAL INSTRUCTIONS

All proposals submitted must be received in the UCDHS Purchasing Department no later than 3:00 PM PDT on October 19, 2016 VIA EMAIL to James Schmitt. NOTICE: UCDHS Purchasing Department will not accept proposal responses received after the due date and time. Please put " Laundry and Linen RFP" in the subject in your emailed response to jhschmitt@ucdavis.edu

V. TIMETABLE / DUE DATES

RFP release date

September 27, 2016

Bidder Questions due by

October 5, 2016

RFP Response due date

October 19, 2016

All responses are due not later than 1500 hours (3:00 PM) on October 19, 2016.

Anticipated award date

To be determined

Anticipated start date of an awarded contract December 1, 2016 or January 1, 2017

4

VI. PRE-QUALIFICATION QUESTIONS

NOTE: YOUR PROPOSAL RESPONSE MUST INCLUDE A REPSONSE TO EVERY QUESTION AND SECTION THAT REQUESTS INFORMATION. FAILURE TO RESPOND TO ANY QUESTION MAY BE GROUNDS FOR DISQUALIFICATION. PLEASE REFER TO THE SECTION AND ITEM NUMBER (i.e. RESPONSE TO REQUIREMENTS) IN YOUR REPONSE.

Mandatory

The following represents pre-qualification criteria. Responses of "NO" or that are incomplete and/or do not meet the University's expectations, basic requirements, and standards of performance may/shall be disqualified and the bid rejected. The University reserves the right to set the criteria for and make the determination independently in each case. Please answer Yes or No to each numbered item. All answers must be in the order of the questions listed herein, and properly identified. In the event Bidder has a conditional response, Bidder must supply additional information; otherwise, the question may be deemed as unanswered. Any questions deemed unanswered may result in the disqualification of Bidder. A conditional response is one that limits, modifies, expands or supplements any of the terms and conditions and/or specifications of this RFP. Alternate proposals will not be considered. An alternate proposal is defined as one which is submitted in addition to the bidder's primary response to the RFP. The successful Bidder shall be bound by the terms and conditions of the RFP, as it may be modified by Contract of the Parties. Technical or Promotional materials may be referenced as attachments or appendices; however, such technical or promotional materials may NOT be used in lieu of answering any questions.

Bidder agrees to the following: all terms will be binding and included in the final contract. Any conditions placed upon any of the following terms must be documented in Bidder's proposal and may or may not be accepted by UCDMC for the final contract.

1. Provide complete linen and laundry services to UCDHS including flat work, finish, and the like of a standard of quality and efficiency equal to service generally provided to UCDHS by Bidder and acceptable to UCDHS. Bidder is responsible for the day to day operations of Bidder for UCDHS and UCDHS's linen users. Agree_____ YES _____ No.

2. Comply with all applicable federal, state, and local laws, regulations and codes; the Joint Commission; the Occupational Safety and Health Administration (OSHA); Title XXII, and all other applicable requirements. Bidder shall comply with the recommended standards of the Textile Rental Services Association (if applicable); the Healthcare Laundry Accreditation Council, and the American Hospital Association. Agree_____ YES _____ No.

3. Designate and provide a customer service representative who will be a Linen Systems Manager(s) for the laundry/linen operations whose primary responsibility will be devoted to UCDHS. The Linen Systems Manager shall possess experience and expertise in laundry production, methods, and techniques and shall be made available to UCDHS and its facilities on a variable shift encompassing 40 hours per week, to provide prompt and daily support in laundry and linen operations. The Linen Systems Manager shall be approved by UCDHS, and shall actively participate in the linen committee meetings established at the main hospital, Sacramento, CA. This Linen Systems Manager must comply with all UCDHS policies and procedures for new employee hires, including, but not limited to, background checks, reference checks, proof of immunizations, and successfully passing a drug screen. The vendor must pay prevailing wage to this employee. Agree_____ YES _____ No.

5

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download