HARRIS COUNTY
JOB NO.: 04/0420
REQUEST FOR PROPOSAL Date Due: December 13, 2004
Cover Sheet DUE NO LATER THAN 2:00 P.M.
LOCAL TIME IN HOUSTON, TEXAS
Proposals received later than the date
and time above will not be considered.
PROPOSAL FOR: Provide Housekeeping Services to the Harris County Hospital District
(Beginning April 1, 2005 and ending March 31, 2006)
OFFERORS NOTE!!
Carefully read all instructions, requirements and Please return proposal in an appropriately sized
specifications. Fill out all forms properly and envelope or box. PACKAGE MUST SHOW THE JOB
completely. Submit your proposal with all appropriate NUMBER, DESCRIPTION AND BE MARKED
supplements and/or samples. "SEALED PROPOSAL".
RETURN PROPOSAL TO:
HARRIS COUNTY PURCHASING AGENT
1001 PRESTON AVENUE, SUITE 670
HOUSTON, TEXAS 77002
For additional information, contact Wird Brown, Jr. at wird_brown@co.harris.tx.us or 713-755-5728.
You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written
in ink.
Total Amount of Proposal $____________________________
Company Name: ________________________________________________________________
Company Address: ________________________________________________________________
City, State, Zip Code: ________________________________________________________________
Taxpayer Identification Number (T.I.N.): _________________________________________________
Telephone No. __________________FAX No. _____________________e-mail__________________
Print Name: ________________________________________________________________________
Signature: __________________________________________________________________________
Revised 05/04
Page 1 of 25
TABLE OF CONTENTS
Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it is NOT
APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable parts are included. If any
portion of the package is missing, notify the Purchasing Department immediately.
It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following
before you return your bid packet.
__X__ 1. Cover Sheet
Your company name, address, the total amount of the bid/proposal, and your signature (IN INK) should appear on this
page.
__X__ 2. Table of Contents
This page is the Table of Contents.
__X__ 3. General Requirements
You should be familiar with all of the General Requirements.
__X__ 4. Special Requirements/Instructions
This section provides information you must know in order to make an offer properly.
__X__ 5. Specifications
This section contains the detailed description of the product/service sought by the County.
__X__ 6. Pricing/Delivery Information
This form is used to solicit exact pricing of goods/services and delivery costs.
__X__ 7. Attachments
__X__ a. Residence Certification/Tax Form
Be sure to complete this form and return with packet.
__X__ b. Bid Guaranty & Performance Bond Information & Requirements
This form applies only to certain bids/proposals. All public work contracts over $25,000 require a
Payment Bond and over $100,000 must also have a Performance Bond, in a form approved by the
County. Please read carefully and fill out completely.
__X__ c. Bid Check Return Authorization Form
This form applies only to certain bids/proposals. Please read carefully and fill out completely.
_____ d. Vehicle Delivery Instructions
Included only when purchasing vehicles.
__X__ e. Minimum Insurance Requirements
(Included in specific requirements when applicable (does not supersede ―Hold Harmless‖ section of
General Requirements).
_____ f. Worker’s Compensation Insurance Coverage Rule 110.110
This requirement is applicable for a building or construction contract.
_____ g. Financial Statement
When this information is required, you must use this form.
_____ h. Reference Sheet
When this information is required, you must use this sheet.
__X__ i. Other (Exhibits – See Page 20)
From time to time other attachments may be included.
Revised 03/04
Page 2 of 25
GENERAL REQUIREMENTS FOR PROPOSALS
READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL
REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.
General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in part, by the SPECIAL
REQUIREMENTS/INSTRUCTIONS OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is
complete.
ADDENDA
When specifications are revised, the Harris County Purchasing Agent will issue an addendum addressing the nature of the change. Offerors must sign it
and include it in the returned proposal package.
ASSIGNMENT
The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court.
AWARD
Harris County reserves the right to award this contract on the basis of LOWEST AND BEST OFFER in accordance with the laws of the State of Texas, to
waive any formality or irregularity, to make awards to more than one offeror, to reject any or all proposals. In the event the lowest dollar offeror meeting
specifications is not awarded a contract, the offeror may appear before the Commissioners Court, Hospital District Board of Managers, Community
Supervision & Corrections Department Board, the Juvenile Board or other applicable governing body and present evidence concerning his responsibility
after officially notifying the Office of the Purchasing Agent of his intent to appear.
BONDS
If this proposal requires submission of proposal guarantee and performance bond, there will be a separate page explaining those requirements. Offers
submitted without the required proposal bond or Cashier's Check are not acceptable.
CONTRACT OBLIGATION
Harris County Commissioners Court must award the contract and the County Judge or other person authorized by the Harris County Commissioners Court
must sign the contract before it becomes binding on Harris County or the offeror. Department heads are NOT authorized to sign agreements for Harris
County. Binding agreements shall remain in effect until all products and/or services covered by this purchase have been satisfactorily delivered and
accepted.
CONTRACT RENEWALS
Renewals may be made ONLY by written agreement between Harris County and the offeror. Any price escalations are limited to those stated by the offeror
in the original proposal.
DISQUALIFICATION OF OFFEROR
Upon signing this proposal document, an offeror offering to sell supplies, materials, services, or equipment to Harris County certifies that the offeror
has not violated the antitrust laws of this state codified in §15.01, et seq., Business & Commerce Code, or the federal antitrust laws, and has not
communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all proposals may
be rejected if the County believes that collusion exists among the offerors. Proposals in which the prices are obviously unbalanced may be rejected. If
multiple proposals are submitted by an offeror and after the proposals are opened, one of the proposals is withdrawn, the result will be that all of the
proposals submitted by that offeror will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple offers for different
products or services.
E-MAIL ADDRESSES CONSENT
Vendor affirmatively consents to the disclosure of its e-mail addresses that are provided to Harris County, the Harris County Flood Control District, the
Harris County Hospital District including its HMO, the Harris County Appraisal District, or any agency of Harris County. This consent is intended to
comply with the requirements of the Texas Public Information Act, Tex. Gov’t Code Ann. §522.137, as amended, and shall survive termination of this
agreement. This consent shall apply to e-mail addresses provided by Vendor, its employees, officers, and agents acting on Vendor’s behalf and shall
apply to any e-mail address provided in any form for any reason whether related to this bid/proposal or otherwise.
EVALUATION
Evaluation shall be used as a determinant as to which proposed items or services are the most efficient and/or most economical for the County. It shall be
based on all factors which have a bearing on price and performance of the items in the user environment. All proposals are subject to negotiations by the
Purchasing Agent and other appropriate departments, with recommendation to the appropriate governing body. Compliance with all requirements, delivery
and needs of the using department are considerations in evaluating proposals. Pricing is NOT the only criteria for making a recommendation. A
preliminary evaluation by Harris County will be held and appropriate proposals will be subjected to the negotiating process. Upon completion of the
negotiations, Harris County will make an award. All proposals that have been submitted shall be available and open for public inspection after the contract
is awarded except for trade secrets or confidential information contained in the proposals and identified as such.
Revised 03/03
Page 3 of 25
FISCAL FUNDING
A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing as a result of an extension option, must
include fiscal funding out. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void
on the last day of the current appropriation of funds. After expiration of the lease, leased equipment shall be removed by the contractor from the using
department without penalty of any kind or form to Harris County. All charges and physical activity related to delivery, installation, removal and redelivery
shall be the responsibility of the offeror.
FLOPPY DISK
If offeror obtained the specifications on a floppy disk in order to prepare a response, the proposal must be submitted in hard copy according to the
instructions contained in this Request for Proposal package. If, in its response, offeror makes any changes whatsoever to the County's published
specifications, the County's specifications as published shall control. Furthermore, if an alteration of any kind to the County's published specifications is
only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation.
GOVERNING FORMS
In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of
any conflict of interpretation of any part of this overall document, Harris County's interpretation shall govern.
GOVERNING LAW
This request for proposals is governed by the competitive bidding requirements of the County Purchasing Act, Texas Local Government Code, §262.021 et
seq., as amended. Offerors shall comply with all applicable federal, state and local laws and regulations. Offeror is further advised that these requirements
shall be fully governed by the laws of the State of Texas and that Harris County may request and rely on advice, decisions and opinions of the Attorney
General of Texas and the County Attorney concerning any portion of these requirements.
GRANT FUNDING
Any contract entered into by the County that is to be paid from grant funds shall be limited to payment from the grant funding and the vendor/provider
understands that the County has not set aside any County funds for the payment of obligations under a grant contract. If grant funding should become
unavailable at any time for the continuation of services paid for by the grant, and further funding cannot be obtained for the contract, then the sole
recourse of the provider shall be to terminate any further services under the contract and the contract shall be null and void.
HIPAA COMPLIANCE
Offeror agrees to comply with the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and
Accountability Act of 1996, PL 104-191, 45 CFR Parts 160-164, as amended, and the Texas Medical Records Privacy Act, Texas Health and Safety
Code Chapter 181, as amended, collectively referred to as "HIPAA", to the extent that the Offeror uses, discloses or has access to protected health
information as defined by HIPAA. Offeror may be required to enter a Business Associate Agreement pursuant to HIPAA.
HOLD HARMLESS AGREEMENT
Contractor, the successful offeror, shall indemnify and hold Harris County harmless from all claims for personal injury, death and/or property damage
resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal,
appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may
arise directly or indirectly from work performed under terms of this proposal. Certification of such coverage must be provided to the County upon request.
INSPECTIONS & TESTING
Harris County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using
department. If an offeror cannot furnish a sample of a bid item, where applicable, for review, or fails to satisfactorily show an ability to perform, the
County can reject the bid as inadequate.
INVOICES AND PAYMENTS
Offerors shall submit an original invoice on each purchase order or purchase release after each delivery, indicating the purchase order number.
Invoices must be itemized. Any invoice which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for
correction. Under term contracts, when multiple deliveries and/or services are required, the offeror may invoice following each delivery and the
County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments
made for goods and/or services provided under this contract, the offeror should provide his Taxpayer Identification Number or social security number
as applicable. This information must be on file with the Harris County Auditor’s office. Failure to provide this information may result in a delay in
payment and/or back-up withholding as required by the Internal Revenue Service.
MAINTENANCE
Maintenance required for equipment proposed should be available in Harris County by a manufacturer-authorized maintenance facility. Costs for this
service shall be shown on the Pricing/Delivery Information. If Harris County opts to include maintenance, it shall be so stated in the purchase order and
said cost will be included. Service will commence only upon expiration of applicable warranties and should be priced accordingly.
MATERIAL SAFETY DATA SHEETS
Under the "Hazardous Communication Act", commonly known as the "Texas Right To Know Act", an offeror must provide to the County with each
delivery, material safety data sheets which are applicable to hazardous substances defined in the Act. Failure of the offeror to furnish this documentation
will be cause to reject any bid applying thereto.
Revised 03/03
Page 4 of 25
NEW MILLENIUM COMPLIANCE
All products and/or services furnished as part of this contract must be compliant for the present year and forward. This applies to all computers
including hardware and software as well as all other commodities with date sensitive embedded chips.
POTENTIAL CONFLICTS OF INTEREST
An outside consultant or contractor is prohibited from submitting a proposal for services on a Harris County project of which the consultant or
contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venturer or was in any other manner associated by
ownership to any party that was a designer or other previous contributor. If such a consultant or contractor submits a prohibited proposal, that
proposal shall be disqualified on the basis of conflict of interest, no matter when the conflict is discovered by Harris County.
PRICING
Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame. All prices
must be written in ink or typewritten. Where unit pricing and extended pricing differ, unit pricing prevails.
PROPOSAL COMPLETION
Fill out and return to Purchasing, ONE (1) complete proposal form in an appropriately sized envelope or box. PACKAGE MUST SHOW THE JOB
NUMBER, DESCRIPTION AND BE MARKED “SEALED PROPOSAL.” An authorized company representative should sign the Proposal Cover
Sheet. Completion of these forms is intended to verify that the offeror has submitted the proposal, is familiar with its contents and has submitted the
material in accordance with all requirements.
PROPOSAL RETURNS
Offerors must return all completed proposals to the office of the Harris County Purchasing Agent reception desk at 1001 Preston Avenue, Suite 670,
Houston, Texas before 2:00 P.M. LOCAL TIME IN HOUSTON, TEXAS on the date specified. Late proposals will not be accepted.
PURCHASE ORDER AND DELIVERY
The successful offeror shall not deliver products or provide services without a Harris County Purchase Order, signed by an authorized agent of the Harris
County Purchasing Agent. The fastest, most reasonable delivery time shall be indicated by the offeror in the proper place on the proposal document. Any
special information concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE DELIVERY
unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place designated by the
using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications including time,
delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify
within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Harris County without prejudice to
other remedies provided by law. Where delivery times are critical, Harris County reserves the right to award accordingly.
RECYCLED MATERIALS
Harris County encourages the use of products made of recycled materials and shall give preference in purchasing to products made of recycled materials if
the products meet applicable specifications as to quantity and quality. Harris County will be the sole judge in determining product preference application.
SCANNED OR RE-TYPED RESPONSE
If in its response, offeror either electronically scans, re-types, or in some way reproduces the County's published proposal package, then in the event of any
conflict between the terms and provisions of the County's published proposal package, or any portion thereof, and the terms and provisions of the response
made by offeror, the County's proposal package as published shall control. Furthermore, if an alteration of any kind to the County's published proposal
package is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation.
SEVERABILITY
If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall
not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been
included in these requirements and the specifications as though the invalid portion had been omitted.
SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as
meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All interpretations
of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest product in
production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items shall be
experienced in design and construction of such items and shall be an established supplier of the item proposed.
SUPPLEMENTAL MATERIALS
Offerors are responsible for including all pertinent product data in the returned proposal package. Literature, brochures, data sheets, specification
information, completed forms requested as part of the proposal package and any other facts which may affect the evaluation and subsequent contract award
should be included. Materials such as legal documents and contractual agreements, which the offeror wishes to include as a condition of the proposal, must
also be in the returned proposal package. Failure to include all necessary and proper supplemental materials may be cause to reject the entire proposal.
Revised 04/04
Page 5 of 25
TAXES
Harris County is exempt from all federal excise, state and local taxes unless otherwise stated in this document. Harris County claims exemption from all
sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written
request to the Harris County Purchasing Agent.
TERM CONTRACTS
If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE.
TERMINATION
Harris County reserves the right to terminate the contract for default if Seller breaches any of the terms therein, including warranties of offeror or if the
offeror becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Harris
County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper
amount of time, and/or to properly perform any and all services required to Harris County's satisfaction and/or to meet all other obligations and
requirements. Harris County may terminate the contract without cause upon thirty (30) days written notice.
TESTING
Harris County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications and ability to meet the
needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for
evaluation, the offer is subject to rejection.
TITLE TRANSFER
Title and Risk of Loss of goods shall not pass to Harris County until Harris County actually receives and takes possession of the goods at the point or points
of delivery. Receiving times may vary with the using department. Generally, deliveries may be made between 8:30 a.m. and 4:00 p.m., Monday through
Friday. Offerors are advised to consult the using department for instructions. The place of delivery shall be shown under the "Special
Requirements/Instructions" section of this proposal and/or on the Purchase Order as a "Deliver To:" address.
WAIVER OF SUBROGATION
Offeror and offeror's insurance carrier waive any and all rights whatsoever with regard to subrogation against Harris County as an indirect party to any suit
arising out of personal or property damages resulting from offeror's performance under this agreement.
WARRANTIES
Offerors shall furnish all data pertinent to warranties or guarantees which may apply to items in the proposal. Offerors may not limit or exclude any implied
warranties. Offeror warrants that product sold to the County shall conform to the standards established by the U.S. Department of Labor under the
Occupational Safety and Health Act of 1970. In the event product does not conform to OSHA Standards, where applicable, Harris County may return the
product for correction or replacement at the offeror's expense. If offeror fails to make the appropriate correction within a reasonable time, Harris County
may correct at the offeror's expense.
Revised 04/04
VENDORS OWING TAXES
Pursuant to TX Local Government Code 262.0276, the Hospital District Board of Managers has adopted a policy which requires that vendors’ taxes be
current as of the date bids/proposals are due. Bidders/proposers with delinquent taxes on the due date will not be eligible for award. Whether or not a
vendor’s taxes are delinquent will be determined by an independent review of the Tax Office records. Vendors who believe a delinquency is reflected
in error must contact the Tax Office to correct any errors or discrepancies prior to submitting their bid in order to ensure that their bid will be
considered. Tax records are available online at the Tax Office website—www.hctax.net. Prior to submitting a bid, vendors are encouraged to visit the
Tax Office website, set up a portfolio of their accounts and make their own initial determination of the status of their tax accounts. This policy is
effective for all bids due on or after July 1, 2004.
Revised 06/04
Page 6 of 25
SPECIAL REQUIREMENTS/INSTRUCTIONS
The following requirements and specifications supersede General Requirements where applicable. The term
"Harris County" is understood to include the Harris County Hospital District (District).
VENDOR INSTRUCTIONS
Responses to this request for proposal shall be formatted as follows:
All proposals must be typed on standard 8 ½ x 11 paper, indexed with a table of contents or a detailed list
reflecting the order or organization of the proposal and placed in a binder or folder. Proposals should be bound
such that sections are easily detachable. Proposals should be organized in the following order for consistency and
easy screening:
Section I: Table of Contents; RFP Coverpage; Proposal Sheet; Residence Certification
Section II: Narrative of Proposed Program
Section III: Detailed Description of Proposed Program Cost and Proposed Cost Savings
Section IV: Executive Summary
Section V: References
Section VI: Drug Free Program
Section VII: Appropriate Insurance Certificates
Responses must contain an executive summary section clearly summarizing proposed cost savings and total cost
of products offered. This section should be self-explanatory. Proposers should include an "Original" and nine (9)
copies of their response sealed in an envelope or package for delivery to the Harris County Purchasing Agent per
instructions in the general requirements (see Proposal Completion and Proposal Returns). All documents
included in the proposal and the outside of the envelope must be labeled with the vendor's name and the job
number that corresponds to this RFP.
Evaluation will consider the adequacy and completeness of responses. While Harris County appreciates a concise
reply, the vendor must fully understand that the evaluation is based on the information provided. Accuracy and
completeness are essential. Omissions, ambiguous or equivocal statements may be construed against the vendor.
The proposal response may be incorporated into any contract that results from this RFP, vendors are cautioned
not to make claims or statements that they are not prepared to commit to contractually. Failure by the vendor to
meet such claims will result in a requirement that the vendor provide resources necessary to meet submitted
claims.
The vendor is expected to examine all documents, forms, specifications, and all instructions. Failure to do so will
be at vendors’ risk.
All documents will be held by the County and are NOT subject to public review until an award is made. Under the
Request for Proposal process, sealed offers will be received and opened in the Office of the Purchasing Agent. At
and after opening, proposals will NOT be part of the public record and subject to disclosure, but will be kept
confidential until time of award. When such award is completed, proposals will be available for public
inspection including those portions marked confidential and/or proprietary.
Harris County will not be liable for any costs incurred by any vendor in preparing a response to this proposal.
Vendors submit proposals at their own risk and expense. Harris County makes no guarantee that any equipment
or services will be purchased as a result of this request for bids, and reserves the right to reject any and all bids.
All proposals and their accompanying documents will become the property of Harris County.
Page 7 of 25
SPECIAL REQUIREMENTS/INSTRUCTIONS (CON’T)
Harris County will not be liable for any costs incurred by any vendor in preparing a response to this RFP.
Vendors submit proposals at their own risk and expense. Harris County makes no guarantee that any equipment,
products or services will be purchased as a result of this request for proposal, and reserves the right to reject any
and all proposals. All proposals and their accompanying documentation will become the property of the Harris
County and/or the District.
All proposals are open to negotiation until a contract is executed.
EVALUATION PROCESS
Proposals will be examined by an evaluation committee. Proposals that do not conform to the instructions given
or which do not address all the requirements and/or specifications for proposed products and/or services may be
eliminated from consideration. Harris County, however, reserves the right to accept such a proposal if it is
determined to be in the District's best interest to do so.
Harris County may initiate discussions with vendors. Discussions may not be initiated by vendors. Harris County
expects to conduct discussions with vendor personnel authorized to contractually obligate the vendor with an
offer.
Selected vendors may be required to make a presentation to an evaluation committee. Vendor presentations
may develop into negotiating sessions with the successful vendor. If Harris County is unable to agree to contract
terms and/or pricing, Harris County reserves the right to terminate contract negotiations with that vendor and
initiate negotiations with another vendor.
All correspondence relating to this RFP shall be sent to the Office of Harris County Purchasing Agent. All
presentations and/or meetings between the Harris County Hospital District and the vendor relating to this RFP
shall be coordinated by the Harris County Purchasing.
No award or acquisition can be made until Harris County Purchasing and/or the Harris County Hospital District
Board of Managers approves such action.
Submission of a proposal implies the vendor's acceptance of the evaluation criteria and the vendors’ recognition
that subjective judgments must be made.
This request for proposal in no manner obligates Harris County and/or the District to the eventual purchase of any
equipment, products and/or services described, implied or which may be proposed, until confirmed by a written
contract. Progress toward this end is solely at the discretion of Harris County and may be terminated anytime
prior to the signing of a contract.
EVALUATION CRITERIA
The award of the contract shall be made to the responsible vendor whose proposal is determined to be the best
evaluated offer resulting from negotiations, taking into consideration the importance of service, proposers’
qualifications, demonstrated ability to provide the required equipment, products and/or services, demonstrated
ability to respond to the District's needs on a timely basis, ability to comply with the District's invoicing and
documentation policies, references, equipment, price, and other factors set forth in the RFP.
Page 8 of 25
SPECIAL REQUIREMENTS/INSTRUCTIONS (CON’T)
Only vendors with proven experience of providing service to an Acute care multi-hospital system with at least
700 beds and multiple outpatient health centers, and square footage of at least 1.2 million. Proposer should have
proven qualified management team with a staff at a minimum of 900 on their payroll. Please include as part of
your response a list of references stating facility name, contact name, title and contact telephone number.
Harris County reserves the right to contract with the vendor best meeting the needs and requirements of the
District and may use reference and site visit information to make judgments directly affecting the award of this
contract.
Harris County reserves the right to take into consideration all costs associated with the equipment, products
and/or services contained herein and award to the proposer selected as the "Best Overall Value" to the District.
AWARD
It is the intent of the District to award this contract to a single vendor, although multiple awards may be made if
in its best interest. Harris County reserves the right to accept or reject any combination of proposals as may be
deemed advantageous to the District.
Any vendor wishing to protest an award resulting from this RFP must contact the Harris County Purchasing
Agent at (713) 755-5036, prior to appearing before the District Board of Managers.
Page 9 of 25
SPECIFICATIONS
PROPOSAL FOR: Provide Housekeeping Services to the Harris County Hospital District
SCOPE
The Harris County Hospital District (District) is soliciting proposals for comprehensive Housekeeping Services
for various Harris County Hospital District facilities. Vendor shall provide services as specified for Harris
County Hospital District for a period of one (1) years with four (4) one year renewal, beginning no later than 30
days after the date the contract is awarded by the Hospital District Board of Managers. A bid bond or cashier's
check payable to Harris County Hospital District for 5% of the total amount of the bid is required for this job.
The successful vendor is required to furnish a performance bond in the amount of Three Hundred Fifty Thousand
Dollars ($350,000.00). A mandatory pre-proposal conference will be held Tuesday, November 16, 2004 from
9:00 AM through 10:00 AM at 2525 Holly Hall, Houston, Texas 77054 in the Board Room. For additional
information, contact Wird Brown, Jr. at (713) 755-5728. Site visits are scheduled to begin after the mandatory
pre-proposal conference and it is highly recommended that proposers attend to fully understand the intent and
requirements of this project.
PROGRAM REQUIREMENTS
Proposers are requested to provide a comprehensive response that specifically addresses the District’s primary
goal of receiving quality services while achieving measurable cost savings through improved productivity and
utilization of resources.
The contractor shall furnish staff, supervision, cleaning supplies (as provided for in Supplies and Equipment),
materials, and perform satisfactorily the services at the negotiated frequencies and during the times specified, or
as mutually agreed. Performance will be based upon results, not on the frequency or method. The services shall
be performed as described herein and in accordance with industry standards for the types of facilities contracted.
Proposers are advised that information regarding square footage and cleaning frequencies are provided as general
guidance only and proposals submitted should not be based on this information alone. Maps provided have not
been updated since FY2000, but are provided to give pictorial representations of the facility floor plans. Site
visits to determine specific requirements, equipment available, and other information as needed to prepare a
comprehensive response will be available as follows:
Ben Taub General Hospital @ 1504 Taub Loop 11/16/2004 11:00am – 2:00pm
Meet in the BTGH Lobby at 10:55am
Lyndon B. Johnson General Hospital @ 5656 Kelley 11/30/2004 1:00pm – 3:30pm
Meet in the Administration Office at 12:55pm
Quentin Mease General Hospital @ 3601 N. MacGregor Way 11/30/2004 9:00am – 11:00am
Meet in the Front Lobby at 8:55am
HCHD Administration Building @ 2525 Holly Hall 11/17/2004 1:00pm – 3:00pm
Meet in the Front Lobby at 12:55am
Proposers may schedule site visits at HCHD facilities, other than those listed, if desired.
1. Vendors must include as part of their response, a detailed and self-explanatory description of the
overall cost savings and overall program costs for the term of the contract. In addition, vendors
must include a one to two page executive summary of proposed total costs and total savings.
Page 10 of 25
SPECIFICATIONS (CON’T)
2. Responses, which contain specific guarantees, must document results that are definitive and
measurable.
Proposers must be willing to guarantee the costs and cost savings associated with this contract. During the
evaluation process, the District will use the cost provided as the basis for establishing the total costs and savings
resulting from this project. A fixed cost will be established for the District’s housekeeping operation and the
contractor will be responsible for any additional cost required to perform the housekeeping function. Vendors
must provide in their response to this RFP recommended methods for adjusting contract costs due to
added/deleted facilities, increased/decreased square footage, increased/decreased patient load, or other mutually
agreed upon criteria. These methods must be clearly defined and readily measurable and will be incorporated into
the final contract.
REQUIRED SERVICES
The contractor will assume responsibility for housekeeping services for the District facilities contained herein.
Contractor should understand that the specific requirements for each facility might differ depending on its needs.
The following is a general description of the services anticipated for the performance of this contract:
1. Evaluate, on a continuing basis the buildings and grounds of District facilities contracted for, to
identify areas of potential improvement with respect to housekeeping service quality and to
develop recommendations for achieving those improvements.
2. On a continuing basis, maintain the safety, cleanliness and appearance of the facilities through
cleaning, polishing, waxing, dusting, waste collection, and similar tasks. Provide surveillance,
housekeeping services, and appropriate reporting and follow-up of grounds and property to ensure
that high standards of safety, cleanliness and appearance are maintained.
3. Ensure that all employees assigned to work at District facilities have the training appropriate to
their duties. Evidence of training must be maintained at the appropriate facility and available to
the District upon request. This training shall include but shall not be limited to use of applicable
tools and equipment, the safe use of actual or potentially hazardous materials such as polishes,
cleaners, detergents, waxes, and solvents as well as matters of infection control and sanitation.
4. Investigate immediately any condition of a housekeeping nature that could cause or contribute to
an unsafe condition, a lack of proper sanitation, or unsightliness and immediately correct the
condition or report the same to the appropriate personnel for correction and follow-up to ensure
corrections are made.
5. Perform all assigned tasks in a quiet and orderly manner.
6. Provide advice and assistance to District administration and staff on housekeeping issues.
7. Provide to the Corporate Liaison Officer and the Facility Liaison Officer on a periodic basis but no
less than quarterly, written reports of contract related activities and a status report on the condition
of the buildings and grounds of the District facilities, identify areas of potential improvement, and
conditions that could cause or contribute to an unsafe condition, lack of proper sanitation or
unsightliness.
Page 11 of 25
SPECIFICATIONS (CON’T)
8. Perform, as soon as possible but in no case not more than 30 days after inception of this contract, a
detailed assessment of the environmental needs of the facilities and present to the Corporate
Liaison Officer, no later than 14 days after such assessment, a report confirming the adequacy of
the proposal and detailing any additional recommendations the contractor feels appropriate for
achieving and maintaining a safe, clean and attractive environment at the facilities.
9. Provide, on a periodic basis but no less than quarterly, a written report submitted to the Corporate
Liaison Officer detailing the adequacy of housekeeping staff coverage with respect to duties
performed. An initial analysis should be conducted to determine the adequacy of Housekeeping
staff coverage and submitted with your proposal. Contractor must comply with District Staffing
Standards. Hourly and shift coverage may be modified to meet the facility’s needs, but no facility
shall incur an increase in staffed hours without written permission by authorized District
personnel. Contractor shall provide as part of their response the wage rate to be paid to staff
members. It is recommended that the vendor average wage rate is greater than or equal to
the current wage rate at each facility for the Housekeeping personnel.
10. Contractor must comply with all federal, state, and local laws, ordinances, regulations and
requirements relating to the performance of this contract and provide appropriate documentation to
demonstrate compliance.
11. Contractor must participate in the District’s Performance Improvement Program related to quality
control and safety, or provide acceptable proof that quality control and safety inspections are
performed and outcomes are reported to the Corporate Liaison Officer.
12. Contractor must be familiar and comply with all JCAHO Standards and other regulatory agencies
and provide appropriate documentation to demonstrate compliance with all JCAHO standards and
regulatory agencies as required.
13. Contractor must provide an integrated pest management program that will minimize the use and
reliance of insecticides through the use of alternate methods.
14. Contractor must provide waste removal services by a qualified service company, approved by the
Hospital District
15. Contractor must provide odor control of all restroom facilities.
SUPPLIES AND EQUIPMENT
The contractor will furnish cleaning supplies needed by the Housekeeping Department. The Hospital District
reserves the right to approve all supplies to be utilized to perform the services under this contract. These include
mop sticks, dust mops heads, wet mop heads, industrial soaps, germicidal disinfectant, bowl cleaner, all-purpose
cleaner, interior window cleaner, stainless steel polish, floor finish, stripper, carpet-spotter and shampoo, and any
other supplies or chemicals necessary to complete the cleaning function. All chemicals utilized by contractor will
comply with local, state and federal regulations and will be approved by District Infection Control Department.
Contractor will maintain current Material Safety Data Sheets ("MSDS") records on site in a method that is
collaborative with the District’s MSDS process. Contractor will also provide all machine dispensed feminine
sanitary products, if applicable.
Page 12 of 25
SPECIFICATIONS (CON’T)
The Contractor shall supply regular trash liners, red liners, paper hand towels, paper hand towel dispensers, toilet
tissue, toilet tissue dispensers, liquid and surgical hand soap, antibacterial soap, waterless hand disinfectant,
hand soap dispensers premixed and labeled bottles of disinfectant solution for departmental use, solid
deodorants, wet mops, laundering of wet mops, treated dust mops, cleaning rags, dust cloths, walk-off mats and
first floor and interior window washing. All dispensers shall be approved by the Infection Control Department.
Supply expenditures report shall be provided to the Corporate Liasion Officer monthly.
Harris County Hospital District selects products for use throughout its facilities through a values analysis and
standardization process. The vendor MAY utilize this process to evaluate and standardize its products. If a
product is standardized for infection control or quality issues, it must be the product used by the vendor.
The District will provide sharps containers, special lab liners for autoclaving, soiled linen bags, hazardous waste
removal, lawn maintenance. Contractor will be responsible for ordering and managing inventory of all cleaning
supplies. Supplies to be provided by the District must be ordered in accordance with District policy.
Any costs for supplies and/or equipment purchased without the appropriate District authorization will be borne by
the contractor.
The contractor will be responsible for the purchase and repair all major capital equipment needed by
housekeeping to include carpet care machinery, buffers, vacuum cleaners, maid carts, linen carts, trash carts and
any other major equipment necessary to carry out the cleaning function. The Hospital District has existing
equipment that the contractor may use as a part of performing the services requested in this RFP.
The contractor will be responsible for minor equipment needed, to include, buckets and wringers, small tools,
buffing and stripping pads, carpet bonnets, and any other minor equipment necessary to carry out the cleaning
function.
Proposers are encouraged to determine the need for all equipment during site visits to each facility. Proposers are
encouraged to provide a list including make, model and estimated cost, of necessary equipment for the contract
to be implemented.
The District will provide for the contractor’s use, washers and dryers for laundering wet mops, clothes and other
items.
The District agrees to provide office and storage space for the housekeeping function and to pay the cost of
utilities and local telephone service, if applicable.
Contractor will deliver clean linen upon request, during hours that the Linen Department is closed via a
separately negotiated contract with the Linen Department
PERSONNEL
The contractor is required to provide all appropriate staff to provide housekeeping services for those facilities
listed herein. Contractor agrees to provide, represents, and warrants that all personnel provided, pursuant to the
contract, shall meet the following minimum requirements:
1. The contractor must have insurance in place which provides for staff members workman’s
compensation coverage. Contractor shall provide a copy of proof of insurance upon request before
the contract is final and updated copies each time it is renewed.
Page 13 of 25
SPECIFICATIONS (CON’T)
2. With the exception of legally prescribed medications, no member of contractor's management or
staff may be under the influence of, show evidence of having recently consumed, or be in
possession of alcohol, Cannabis in any form, or any other "Controlled Substance" as defined by
applicable Texas Controlled Substance Act as amended, while on District grounds.
3. With the exception of including legally prescribed medications, no member of contractor's
management or staff may be under the influence of, show evidence of having recently consumed,
or be in possession of any sedative, hypnotic, tranquilizer or antidepressant, as identified by the
United States Pharmacopoeia or the current Physician's Desk Reference Manual, while on District
grounds.
4. Contractor must have in place an active program for pre-employment and random or incident-
driven drug testing of its employees. Pre-employment screening must be equal to or better than the
Smith-Kline/Beckman Panel 10 Drug Screen. By assigning an individual to provide services at the
Harris County Hospital District, the contractor warrants that the employee is and will continue to
be drug-free. Proposers should include, as part of their responses, a description of their drug-free
programs.
5. Proposers are advised that employment at Harris County Hospital District facilities involve issues
of infection control. By submitting a proposal in response to this solicitation, the proposer warrants
that he will, at his own expense, provide for pre-employment health testing of his employees, said
testing to include but not necessarily limited to tuberculosis screening (Mantoux) with X-ray
follow-up on all serological positives. Also, as part of the health examination should have and
provide the history for Measles, Mumps, Rubella, Varicella, Hepatitis B Vaccines or have
antibody titers for listed diseases. Proposer further warrants that all employees presented for
duties at a District facility will, on a continuing basis, meet the same health standards the District
has in place for its own employees. The contractor shall not assign employees without their
history of immunization to high-risk area.
6. It is incumbent on the contractor to assure that employees are assigned to work at the Hospital only
when the employee's physical and mental health so indicates. No contractor’s employee shall be
assigned to work in a District facility while suffering from an active communicative disease.
Further, the contractor will provide staff with safety clothing and devices appropriate to the tasks
being performed, and will maintain an ongoing program to support a safe and effective
environmental maintenance program.
7. The contractor must perform appropriate background check, local and national, on all employees,
including a basic check for a record of criminal activity at least at the time of employment.
Proposers should identify their procedures for performing background checks and qualification
verification. A report will be submitted to the Corporate Liasion Officer upon request. If the
duties performed require specific qualifications, the applicant's skill must be verified by the
contractor as having passed all background checks. By assigning an individual to see Harris
County Hospital District patients, the contractor warrants that the employee meets and will
continue to meet all professional and regulatory standards appropriate to the duties performed,
without regard to whether the District requires or received documentation of it in every case.
Page 14 of 25
SPECIFICATIONS (CON’T)
8. The contractor employees providing services pursuant to this agreement are not:
a. Under indictment for any crime of violence or violation of the Texas or U.S. Controlled
Substance Acts,
b. Subject to other judicial action and has posted bail or bond while awaiting trial for any
crime of violence or violation of the Texas or U.S. Controlled Substance Acts, 9.83 on
deferred adjudication or parole for any crime of violence or violation of the Texas or U.S.
Controlled Substance Acts,
c. Under suspension by the contractor, whether that suspension has been placed in effect for
confirmed improper act or for investigative purposes.
d. Contractor and its personnel hold and shall continue to maintain during the term or any
renewal of this agreement any and all licenses or certifications required under law to
perform the services herein. The contractor shall provide upon execution of the agreement
and at other times designated by the District evidence of all licenses or certifications
required under law.
9. The contractor's staff must present a neat and professional appearance, with uniform that reflects
positively on the Harris County Hospital District and the Program.
10. The contractor, management and staff are expected to adhere to the highest standards of reliability,
courtesy and punctuality in the discharge of their responsibilities under the contract, at all times
maintaining a pleasant, helpful and courteous demeanor, and providing such general assistance to
staff, patients and visitors as are consistent with assigned duties, including responding to inquiries
of a general nature and providing direction. Courtesy and communication must be proactive and
designed to exceed all expectations.
11. It is incumbent on the contractor to satisfy assigned HCHD Quality Management (and through
them, Executive Administration of the Harris County Hospital District) with respect to the safety
and performance of its environmental maintenance operations.
12. All contractor's management and staff shall be subject to the continuing acceptance of the District,
which reserves the right, and the contractor may anticipate its exercise thereof, to reject any of the
contractor's staff, supervisors or other persons, when, in the opinion of the District, the retention of
that individual is not in the best interest of the District, its, employees, medical staff, patients
and/or visitors. Such rejection may be exercised irrespective of the existence of cause, and without
effect on the contract, and the District shall not be liable for payment for unsatisfactory service of
any of contractor's personnel.
13. The contractor/contractor’s employees shall be responsible for all parking fees associated with this
contract. The District will not be responsible for any parking violation tickets or towing charges
incurred by the contractor/contractor’s employees. The District will allow the purchase of two
District parking decals for the Employee Reserved section at the three District Hospitals. At
LBJGH, QMCH, Administration Building, Eligibility Centers, and the Community Health Centers,
the contractor/contractor’s employees must purchase valid District parking decals and will park in
Non-Reserved Employee Section. At BTGH, the contractor/contractor’s employees
Page 15 of 25
SPECIFICATIONS (CON’T)
shall contract with the Texas Medical Center for parking in TMC off-site parking lots.
14. The successful proposer, upon accepting the contract with the District, shall be responsible for
executive-level participation in infection control program, meetings, and activities.
15. The Hospital District may provide for medical injuries sustained on the job in the Emergency
Center or Employee Health Center at the prevailing rate.
16. To appropriately provide access to secured areas proposers shall have managers and supervisors
in management positions to open and lock doors for hourly associates in a timely manner.
Proposer shall provide an organizational chart presenting the proposed management structure at
each location. This chart should include salaried and hourly supervisory staff, their title, work
schedule and their span of control.
The contractor’s management structure must include an on-site general manger and three(3)
department directors, one for each pavilion: Ben Taub, Lyndon B. Johnson and Community
Health Program. The on-site general manager will be the Hospital District’s single point of
contact to resolve any housekeeping concerns. The (3) department directors will report to
the on-site general manager.
STAFF TRAINING
Contractor must provide a comprehensive ongoing training program for the labor force performing housekeeping
services and provide the District with proof of accomplished housekeeping training for each employee upon
request.
Contractor will ensure each employee is oriented in job safety techniques and Standard Precautions guidelines for
communicative/infectious diseases by the Hospital District Learning Resource Department. Contractor will
maintain all employee-training records.
Contractor will ensure that each employee assigned to work at a District facility has the training appropriate to his
duties, and that evidence of such training will be maintained and provided to the District upon request. This
training shall include, but not be limited to, training on the use of applicable tools and equipment, the safe use of
actually or potentially hazardous materials such as polishes, cleaners, detergents, waxes, and solvents, and matters
of sanitation and infection control. All training costs, including labor, supplies and equipment are to be borne by
the contractor.
ADDITIONAL SERVICES
Proposers shall include as part of their cost the following service, which may or may not be included in any of the
cleaning schedules.
1. Exterior glass on ground level
2. Healthcare worker’s clothing must be decontaminated and cleaned when soiled with blood and
body fluids utilizing washer and dryers that are provided by the District.
3. Disinfecting of medical waste carts prior to use in restricted or sterile areas O R, Day Surgery,
Labor and Delivery/Birth Center, etc.
Page 16 of 25
SPECIFICATIONS (CON’T)
4. Provide staffing for transferring of furniture and equipment within the facilities. The average
number of hours spent is as follows:
Ben Taub Hospital 60 hours per week
Lyndon B. Johnson Hospital 40 hours per week
Quentin Mease Hospital 15 hours per week
Community Health Care Clinics 10 hours per work
Administration Building 10 hours per week
5. Clean Shock Room cabinet doors inside and out daily in the critical areas
6. Clean Trauma elevators a least once per week in the critical areas
7. Clean all stretchers and wheel chairs completely once a week in the Emergency Center and other
areas of the hospital.
8. Establish and maintain a method to clean vacated patients’ rooms once a call is received by
contractor and the room is returned to available status. Cleaning of Stat Discharges are started
within 5 minutes of request, routine cleaning of beds are to be completed within 90 minutes
of request.
9. Disinfect and sanitize loading docks, including solid waste and medical waste containers daily.
10. Clean Ben Taub’s parking garage and all other facilities parking lots.
11. Pick up litter and discard from facility parking lots and grounds daily.
12. Clean Emergency Centers dock area including all backboards daily.
13. Change and dispose of all needle boxes in all areas.
14. Clean Shock Room tabletops.
15. Scrub and seal quarterly the Loading docks and Material Management Warehouses concrete floors,
including areas located at Ben Taub, LBJ, Quentin Mease, HCHD’s Administration Building, and
the Property Control Warehouse at 4555 Homestead, Houston, Texas.
16. Collect recycle paper from offices and patient care areas and bale cardboard boxes at Ben Taub
and LBJ.
STAFFING MATRIX
The proposers must use the enclosed Staffing Matrix (Exhibit 13) to determine the actual hours and employees to
be utilized to perform the services requested under this RFP.
1. The contractor must staff these critical areas of the District at a minimum:
Ben Taub Hospital
L DR Unit 48 hours day 7 days a week
L & D (Surgery) 24 hours day 7 days a week
Emergency Center Shock Room 24 hours day 7 days a week
Emergency Pediatric Area 24 hours day 7 days a week
Emergency Center Holding Area 24 hours day 7 days a week
Clinics 24 hours of policing during hours of
operation 5 days a week. This does
not include end of day cleaning after
the clinic has closed.
1st Floor 96 hours of policing per week (this
does not include daily cleaning of area
located on 1st floor).
Surgery 80 hours per week terminal cleaning
Page 17 of 25
SPECIFICATIONS (CON’T)
Patient Floors A minimum of 16 hours per patient floor
of cleaning on the 3rd shift 7 days a week
Lyndon B. Johnson Hospital
L&D 24 hours day 7 days a week
L & D (Surgery) 24 hours day 7 days a week
Emergency Center 24 hours day 7 days a week
Clinics 16 hours 5 days a week (policing)
This does not include end of day cleaning
after the clinics have closed.
8 hours days 7 days a week of cleaning, straightening,
and picking up/discarding litter
Policing1 1st Floor 24 hours 5 days a week. This does not
include the daily cleaning of any areas
Policing Weekends 8 hours day Saturday and Sunday
Patient Floors In addition to staffing the patient floors during
the day, a minimum of 16 hours per patient floor
of cleaning on the 3rd shift 7 days a week
Community Health Programs Clinic
Contractor must provide on-site personnel at each of the clinics during hours of
operations. These individuals will perform policing and as needed cleaning functions.
Terminal clean of clinics will be done after hours of operations unless otherwise directed.
Eligibility and Registration Centers
Contractor must provide on-site personnel at each of the clinics during hours of
operations. These individuals will perform policing and as needed cleaning functions.
Terminal cleaning of clinics will be done after hours of operations unless otherwise
directed.
1
Policing includes cleaning, straightening, and picking up/discarding litter in order that an area appears clean and pleasing to the
individual surveying the area.
Page 18 of 25
SPECIFICATIONS (CON’T)
FACILITIES
Proposers are requested to submit responses to provide housekeeping services for the facilities listed below. The
District reserves the right to increase the scope of the contract, if awarded, to include additional facilities on the
same fee basis as the final negotiated contract.
Facility Address Facility Square Contact Person Telephone
Type Footage
Administration Building 2525 Holly Hall Office 116,000 Jean Dols 713-566-6422
Houston, TX 77054
Ben Taub General Hospital 1504 Taub Loop Patient 724,321 George Masi 713-873-4200
Houston, TX 77030 Care
Lyndon B. Johnson General 5656 Kelley Patient 410,000 Jeff Hausler 713-566-5100
Hospital Houston, TX 77026 Care
Quentin Mease Community 3601 N. MacGregor Way Patient 124,000 Carol Oddo 713-873-3799
Hospital and Martin Luther King Houston, TX 77004 Care
Community Health Center
Acres Home Community Health 818 Ringhold Patient 43,600 Barbara Prince 281-448-6391
Center & Eligibility Center Houston TX 77088 Care
Aldine Community Health 4755 Aldine Mail Route Patient 29,000 Ricci Sanchez 713-985-7600
Center Houston, TX 77074 Care
Baytown Community Health 1602 Garth Road Patient 19,391 Irma Gonzales 281-837-2737
Center Baytown, TX 77520 Care
Casa De Amigos Community 1615 North Main Patient 22,824 Rosemary Lopez 713-222-2272
Health Center Houston, TX 77009 Care
Gulfgate Community Health 7550 Office City Drive Patient 34,702 Michelle Fowler 713-495-3700
Center Houston, TX Care
Martin Luther King Community See Quentin Mease
Health Center Community Hospital
Northwest Community Health 1100 34th Street Patient 27,527 Sue Bryant 713-867-7843
Center Houston, TX Care
People’s Community Health 6630 Demoss Patient 28,000 Yolanda Gloria 713-272-5585
Center Houston, TX 77074 Care Arellano
People’s Community Health 6601 Tarnef Patient 15,000 Yolanda Gloria 713-272-5585
Center – 2 Houston, TX 77074 Care Arellano
Settegast Community Health 9105 North Wayside Patient 24,909 Ora Roberts 713-633-2020
Center Houston TX 77088 Care
E.A. Squatty Lyons Community 9301 Hightower Lane Patient 5,736 Ora Roberts 713-446-4139
Health Center Humble, TX 77028 Care
Strawberry Community Health 927 East Shaw Patient 35,564 Paul Shank 713-477-6851
Center Pasadena, TX 77506 Care
Thomas Street Clinic 2015 Thomas Street PatientCa 60,000 Christa Atkinson 713-873-4000
Houston, TX 77009 re
Dental Center 1612 Fannin Patient 13,000 Josie LaMott 713-609-2040
Houston, TX 77002 Care
East Mount Houston Eligibility 1173B Eastex Freeway Office 8,000 Jackie Tarver 713-671-0334
Center Houston, TX 77039
Strawberry Registration Center See Strawberry Clinic Jacqueline 713-740-8180
Travers
Southwest Registration Center 6530 Hornwood Rd. Office 6,480 Manny Estrada 713-995-3500
Houston, TX 77074
South Loop Registration Center 5959 Long Drive Office 9,725 Brenda Edwards 713-643-3691
Houston, TX 77033
Page 19 of 25
SPECIFICATIONS (CON’T)
ADDITIONAL LOCATIONS
The Hospital District is in the process of adding several new locations that will become operational with the next
year. The contractor should provide in their proposal methods of setting costs for decreasing/increasing
services.
INSURANCE
The Contractor agrees that during the term of this agreement, it will maintain insurance coverage of the type and
requirements as stated in Attachment e.
EXHIBITS
Exhibits containing Housekeeping procedures, protocols, cleaning frequencies and guidelines are provided in
order for proposers to fully understand the intent and requirements of this project. Proposers are advised that the
attached exhibits are provided for informational purposes and proposals should not be based on this information
alone. Exhibits included in this Request for Proposals are as follows:
EXHIBIT DOCUMENT TITLE PAGES
Exhibit 1 Community Health Program Environmental Cleaning
Schedule 1
Exhibit 2 Quentin Mease Community Hospital and MLK Clinic
Schedule for Cleaning 2
Exhibit 3 Ben Taub General Hospital Schedule for Cleaning 66
Exhibit 4 Harris County Hospital District (Admin. Bldg.) Schedule for
Cleaning 1
Exhibit 5 Thomas Street Clinic Frequencies and Schedule for Cleaning
2
Exhibit 6 Lyndon B. Johnson General Hospital Schedule for Cleaning 2
Exhibit 7 Eligibility and Registration Centers 1
Exhibit 8 Nutrition Services Cleaning Frequencies 2
Exhibit 9 Ambulatory Care Infection Control Guidelines (pages 5-7) 8
Exhibit 10 Infection Control Guidelines for Building Services 5
Exhibit 11 Harris County Hospital District Blood Borne Pathogens
Manual Section 4: Methods of Compliance 51
Exhibit 12 Pricing/Delivery Information 8
Exhibit 13 Staffing Matrix for Evaluation of Services 11
Exhibit 14 Maps 35
Exhibit 15 Sample Contract 14
Page 20 of 25
Attachment a.
Job No. ________________
RESIDENCE CERTIFICATION/TAX FORM
Pursuant to Texas Government Code §2252.001 et seq., as amended, Harris County requests Residence
Certification. §2252.001 et seq. of the Government Code provides some restrictions on the awarding of
governmental contracts; pertinent provisions of §2252.001 are stated below:
(3) "Nonresident bidder" refers to a person who is not a resident.
(4) "Resident bidder" refers to a person whose principal place of business is in this state, including a
contractor whose ultimate parent company or majority owner has its principal place of business in
this state.
I certify that ______________________________________ is a Resident Bidder of Texas as defined in
[Company Name]
Government Code §2252.001.
I certify that ______________________________________ is a Nonresident Bidder as defined in
[Company Name]
Government Code §2252.001 and our principal place of business is _______________________________.
[City and State]
Taxpayer Identification Number (T. I. N.): _________________________________________________
Company Name submitting Bid/Proposal: __________________________________________________
Mailing Address: _____________________________________________________________________
If you are an individual, list the names and addresses of any partnership of which you are a general partner:
________________________________________________________________________
________________________________________________________________________
PROPERTY: List all taxable property owned by you or above partnerships in Harris County.
Harris County Tax Acct. No.* Property address or location**
_______________________ _____________________________________________
_______________________ _____________________________________________
_______________________ _____________________________________________
_______________________ _____________________________________________
* This is the property account identification number assigned by the Harris County Appraisal District.
** For real property, specify the property address or legal description. For business personal property, specify the
address where the property is located. For example, office equipment will normally be at your office, but inventory may
be stored at a warehouse or other location.
Revised 5/04
Page 21 of 25
Attachment b.
BID GUARANTY AND PERFORMANCE BOND
INFORMATION AND REQUIREMENTS
A guaranty shall be submitted with each bid that the bidder will execute and furnish a
performance bond within ten days after award of the contract and receipt of performance bond
application form. Guaranty may be submitted in either of these forms:
A. Individual bid bond payable to Harris County for 5% of the total amount of each
separate bid, or
B. Bank cashier’s check payable to Harris County for 5% of the total amount of each
separate bid.
If the successful bidder submits a bank cashier’s check as guaranty, Harris County may elect to
hold the check until all provisions of the contract have been completed, or require the contractor
to make a performance bond. The performance bond shall be in the amount equal to the amount
of money to be paid by the County under the contract, unless otherwise stated, and shall be
executed by a surety company authorized to do business in the State of Texas. The prescribed
performance bond application is available to the bidder from Harris County, and is the only form
Harris County will accept.
If the performance bond forms and related documents are not returned to the Harris County
Office of the Purchasing Agent, 1001 Preston Avenue, Suite 670, Houston, Texas 77002, within
ten days, Harris County has the right to render the award ineffective. Written verification of the
validity of the bond shall be received by the Office of the Purchasing Agent from the contractor’s
surety before any payments will be made.
Page 22 of 25
Attachment c.
BID CHECK RETURN AUTHORIZATION FORM
Offeror must complete this form and attach to bid check. All bid checks must be for the required
amount and be payable to Harris County, not payable to any individual.
If a bid, the County Clerk may retain the bid checks of the three lowest bidders until after the
award and approval of the contract, receipt of a performance bond, and, if required, receipt of a
payment bond. The County Clerk shall return the bid checks of all other bidders at any time
within seventy-two (72) hours following the opening of bids. If an RFP, all bid checks will be
retained by the Office of the Purchasing Agent until after the award and approval of the contract,
receipt of a performance bond, and, if required, receipt of a payment bond.
Authorization is hereby granted for Harris County to return the bid check via regular mail
without liability of any kind or nature to the address listed below if:
1. we are an unsuccessful bidder, or
2. a performance bond, and payment bond, if required, has replaced the bid check, or
3. upon completion of contract.
Bid for: _____________________________________________________________________
Cashier's Check Number _______________________, Drawn on _____________________
Bank of ____________________________________, Dated ________________ in the
amount of $____________________.
Name: _____________________________________________________________________
Business Address: ___________________________________________________________
Signature: __________________________________________________________________
Mailing Address: ____________________________________________________________
City & State: _____________________________________Zip Code: ____________________
Telephone: _____________________
For Use of County Clerk/Purchasing Agent Only:
Date Check Mailed: _________________ By: _______________________________
Ledger Number: ____________________ Dept: _____________________________
Page 23 of 25
Attachment e.
Minimum Insurance Requirements
• The contractor shall, at all times during the term of this contract, maintain insurance
coverage with not less than the type and requirements shown below. Such insurance is to
be provided at the sole cost of the contractor. These requirements do not establish limits of
the contractor's liability.
• All policies of insurance shall waive all rights of subrogation against the County, its
officers, employees and agents.
• Upon request, certified copies of original insurance policies shall be furnished to Harris
County.
• The County reserves the right to require additional insurance should it be deemed necessary.
A. Workers' Compensation (with Waiver of subrogation to Harris County) Employer's
Liability, including all states, U.S. Longshoremen, Harbor Workers and other endorsements,
if applicable to the Project.
Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by
Disease: $500,000 policy limit $100,000 each employee.
B. Commercial General Liability Occurrence Form including, but not limited to, Premises and
Operations, Products Liability Broad Form Property Damage, Contractual Liability,
Personal and Advertising Injury Liability and where the exposure exists, coverage for
watercraft, blasting collapse, and explosions, blowout, cratering and underground damage.
$300,000 each occurrence Limit Bodily Injury and Property Damage Combined $300,000
Products-Completed Operations Aggregate Limit $500,000 Per Job Aggregate $300,000
Personal and Advertising Injury Limit. Harris County shall be named as "additional insured"
on commercial general liability policy.
C. Automobile Liability Coverage:
$300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined.
Harris County shall be named as "additional insured" on automobile policy.
Revised 12/00
Page 24 of 25
Note to vendors: All Exhibits are available in the Office of the
Purchasing Agent, 1001 Preston, Suite 670, Houston, Texas.
For more information call 713-755-5036.
Page 25 of 25