National Health Center Week Highlights August 13-19, 2017 and Vendor Luncheon-August 24, 2017
National Health Center Week Agenda - August 13-19, 2017 Monday, August 14, 2017 NCHC Kick-Off All Locations Educational Sessions/Seminars Patient Appreciation Day 10:00 am-1:00 pm Colorectal Cancer Health Awareness Day- Memphis Health Center Main Site 12:00 Noon Tuesday, August 15, 2017-Invitation Only Legislative Luncheon 360 E.H. Crump Blvd. 12:00 noon to 1:30 pm Wednesday, August 16, 2017 Healthcare for the Homeless Activity Hospitality Hub 82 N. Second Street 9:00 am-1:00 pm Thursday, August 17, 2017 Baby Shower MHC-Mainsite Location 12:00 Noon to 1:30 p.m. Friday, August 18, 2017 Board Consumer Activity MHC-Mainsite Location 9:00 a.m. to 11:00 a.m. Saturday, August 19, 2017 Community Healthfair MHC- Mainsite Location 10:00 a.m.
Section I INTRODUCTION The Memphis Health Center is seeking proposals from qualified Contractors to provide uniformed armed security service for The Memphis Health Center facility at 360 E. EH Crump Blvd., Memphis, TN 38126. This document is a Request for Proposal (RFP) for the services described below and does not obligate The Memphis Health Center to accept responses from eligible Contractors. The RFP establishes minimum requirements a bidder must meet in order to be eligible for consideration as well as information to be included in the Contractor's bid response. Carefully examine the specifications, conditions and limitations. The selection of the successful Contractor will be made based on The Memphis Health Center’s evaluation and determination of the relative ability of each Bidder to deliver quality service in a cost-effective manner. The following specific criteria will be evaluated and must be addressed in the proposal: 1 Company History and Organization 2 Management Approach 3 Personnel Selection Process 4 Development and Retention of Personnel 5 Total Quality Management Program 6 Cost Proposal and Invoicing 7 Training Programs 8 Value Added Features 9 Insurance 10 References The Memphis Health Center is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All of the Bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities. Section II SUBMISSION OF PROPOSALS Responses to this RFP are due by 3:00 PM on July 10, 2017. Late submittals will be rejected. All proposals are to be sealed and addressed to the manager of the RFP process: Two copies of the proposal may mailed or delivered to the above address. Any questions regarding this RFP should also be addressed to the above individual. Contractors may not contact other executives, managers or employees of The Memphis Health Center without permission of the manager of the RFP process. Section III CONTRACT TERM The term of this contract shall be for a one year period unless terminated by either party with thirty (30) days written notice. Section IV SCOPE OF SERVICES This project includes approximately 30 hours of uniformed security service per week, allocated as follows:
Contractor shall provide armed uniformed security services in and around The Memphis Health Center property per site specific schedule. Contract security personnel will provide a variety of service, implementing The Memphis Health Center's security objectives according to policies and procedures which may include but is not limited to the following general tasks: entry and egress access control, roving patrols of interior and exterior building areas, visitor and building employee identification verification, incident and daily operating reports, monitoring and responding to base building intrusion detection systems, alarms and fire detection equipment, responding as necessary to support other life safety duties as identified in post orders and standard operating procedures.
Contractor shall provide appropriate and necessary management and supervision for all Contractor’s employees and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance with Contractor's rules and regulations, as well as any other policy established by the contracting parties.
Contractor shall develop a comprehensive set of Post Orders documenting both general procedures as well as site-specific responsibilities. Post Orders shall be prepared prior to the commencement of the contract and must be reviewed and approved by The Memphis Health Center management with seven (7) days from commencement of Contractor's services to The Memphis Health Center. All security officers will be required to read and verify they understand the Post Orders and at minimum, shall be tested during the On-The-Job Training (OJT) period, annual or more frequently during site inspections.
Contractor shall ensure hiring, training and administration of motivated and professional employees that meet or exceed both Contractor's and The Memphis Health Center's standards.
Contractor is responsible for the daily personal appearance of security personnel. Contractor shall provide seasonal uniforms and weather-appropriate protective clothing necessary to support continuous performance of contract requirements.
Contractor shall agree to remove from the site, whenever required to do so by The Memphis Health Center, any employee considered by The Memphis Health Center to be unsatisfactory or undesirable to The Memphis Health Center, within the limits of any applicable laws.
Contractor shall administer all cost accounting and billing relative to this contract.
Contractor shall respond as necessary to accommodate additional duty hours as may be requested by The Memphis Health Center.
Section V INSTRUCTIONS TO BIDDERS
Bidder is to address the following subjects in the response. Please insert your text in the space following each section. Reference any attachments in the text and include printed copies of attachments at back of this document.
1 Company History and Organization
Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
2 Management Approach
Describe in detail how your firm will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the Memphis Health Center account. Indicate the support staff available to this project manager by function. Bidder must supply an Organization Chart depicting the structure of the local servicing office and regional support.
3 Personnel Selection Process
Describe how recruitment and selection of security officers is accomplished. All personnel and supervision provided under this RFP must be thoroughly trained, experience and qualified to perform the work to which they are assigned. Bidder shall have a documented employment process which shall include application, interview, and drug testing and background check phases. A written description of the Bidder’s employment process and qualifications is to be included in the response.
4 Development and Retention of Personnel
Describe your succession planning and development of officers, supervisors and managers.
Describe methods and initiatives designed to promote employee retention.
5 Total Quality Management Program
Outline administrative controls, plans and process to monitor and assure contract compliance of security services. Include methods of quality control, contract administration, audits, management inspection programs, conduct and job performance standards, corrective action planning and follow-up reporting.
6 Cost Proposal and Invoicing
Provide billing rates for each of the following:
|Armed Security Services||HPW|
|Armed Security Services||15.00|
|Armed Security Services||15.00|
|Armed Security Services||00.00|
- Security Officer
- Console Operator
- Shift Supervisor
- Account Manager
- Pre-Assignment Training
- Job and Task Specific Training (OJT)
- Formal Continuous Training
- Annual Retraining and Recertification
- Supervisory Development Training (Describe the program that your company utilizes that leads to a professional credential for supervisors.) Include the name, contract information (including email address) and qualifications of the local or regional trainer(s) who will conduct training and the manner in which your company documents training, paper records, online, web-accessible, etc.
- Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance.
- Commercial General Liability Insurance
- Automobile Liability
- Excess-umbrella Insurance, including terrorism coverage.
Proposal Deadline: September 30, 2016 Overview Memphis Health Center, Inc. is seeking proposals for a Contractor who has demonstrated abilities to perform the attached Scope of Work. The contractor must currently be in the business of providing lawn and landscaping maintenance services of this type and must have been doing so for a minimum of at least three (3) consecutive years. All applicable federal, state, and local laws, ordinances and regulations must be adhered to. Contractors submitting a proposal should review the procurement requirements listed. Specifically, the selected Contractor will be required to: • Execute a contract with the Memphis Health Center, Inc. • Attend a walk-through of the property during which staff will review requirements and expectations; • Maintain General Liability Insurance ($50,000 minimum); Workers Compensation Insurance ($50,000) and business automobile liability ($50,000) and furnish proof of such insurance; • Submit a Certificate of Insurance naming the Memphis Health Center, Inc. as an additional insured. Proposal Submittal Proposal responses shall be submitted on time. All costs are to be final. Proposal must include a minimum of three professional references. These references should include current contact information including name, telephone number and email address. Please direct any questions regarding proposal submission to the Facilities Manager, Patrick Chapman at firstname.lastname@example.org. Completed proposals must be received by email@example.com no later than 11:00 AM, September 30, 2016. NOTE: Proposals received after this deadline may be refused and deemed ineligible for consideration at the Memphis Health Center’s sole discretion. SCOPE OF SERVICES This scope of work pertains to the requirements of maintaining grass and landscaped areas at 360 EH Crump Blvd., Memphis, TN 38126 that is approximately 421 square yards for the period of 12 months. The overall responsibility of the Contractor is to coordinate, plan, manage, and perform activities described in this RFP to maintain an acceptable appearance in those areas included in the RFP. The Contractor shall furnish all labor and materials necessary to perform the mowing and landscaping maintenance tasks in the RFP. Contractor shall complete all the tasks listed below and will comply with all the requirements and specifications. It shall be the Contractor’s responsibility to verify the areas, sizes and quantities of the surfaces and items to be maintained in this RFP. Failure of the Contractor to verify the listed amounts shall not relieve the Contractor of the responsibility to provide all services required to the standards included herein, for the prices submitted in Contractors proposal. HOURS WHEN WORK IS TO BE PERFORMED All work is to be performed within hours to maximize the appearance of the property. Contractor should consult with Memphis Health Center, Inc. to select an appropriate time. GUARANTEE AND REPLACEMENT Contractor shall replace, at no additional cost to Memphis Health Center, any turf, plant materials or any other Memphis Health Center, Inc. property damaged as a result of improper maintenance attention or procedures. Replacement material shall be of the same size and variety as the dead or damaged material. Remedies to property damage must be completed within two weeks of identification of damage. Alternatives to size, variety and scheduling of replacement must have written permission of Memphis Health Center, Inc. Contractor is not responsible for losses, repair or replacement of damaged work or plant material resulting from theft, extreme weather conditions, vandalism, vehicular incidents (other than Contractor's vehicles) or the acts of others over whom they have no reasonable control. Contractor shall inform Memphis Health Center, Inc. on a monthly basis of plant losses unrelated to the maintenance activities, provide the Memphis Health Center with a probable cause of the plant loss, and provide recommendations for replacement along with pricing for replacement. CONTRACTOR RESPONSIBILITIES Contractor will provide staff able to perform work at the highest standards of horticultural excellence. Key staff shall have current knowledge of best management practices (BMP’s) regarding: safety, hazardous materials spill response, lawn care, plant health, pruning, and integrated pest management. Memphis Health Center, Inc. reserves the right to demand the replacement of Contractor’s staff who do not meet Memphis Health Center’s standards for safety, professionalism, or horticultural knowledge. Contractor will provide mobile numbers for the landscape maintenance manager and site supervisor. Contractor will attend meetings and site inspections of the grounds as requested. Contractor will establish a schedule for regular maintenance activities by area and adjust as necessary to avoid conflicts. The regular operations of Memphis Health Center, Inc. require the property be in compliance with the specifications of the RFP prior to the scheduled performances and special events. GENERAL PRACTICE GUIDELINES FOR MATERIALS AND EXECUTION Contractor shall furnish all labor, equipment, and materials necessary to complete the maintenance of turf and plantings, as specified herein. It is the intent of the Memphis Health Center that this site be maintained in a resource-efficient, sustainable, and cost-effective manner. Maintenance shall consist of pruning, mowing, weed/insect/disease control, litter control and any other procedures consistent with good horticultural practice necessary to ensure normal, vigorous, and healthy growth of turf and landscape plantings. 1. Contractor shall keep planter beds free of weeds and debris on a rotational basis, throughout the season by hand pulling or other mechanical means. 2. All grounds will be mowed with professional quality mulching mower equipment. 3. Contractor is responsible for any damage incurred as a result of mower damage to trees and shrubs and must repair or replace any such damage at no cost to Memphis Health Center. 4. Clippings will be swept or blown from hardscapes after each mowing. Sweeping is encouraged when feasible. 5. Contractor shall keep walks, patios, planting beds, roadway gutters and lawn areas free of leaves throughout the seasons. 6. During the months of October through December, leaf removal shall occur as needed to prevent smothering of grass and groundcovers and excessive clumping needed to maintain a neat appearance and the health of the planting. 7. The Contractor should remove all landscape debris. 8. Contractor shall mechanically trim all landscape turf edges as needed. Edges include all formal lawn perimeters in lawn areas, clean debris from hardscapes and non-turf landscape areas, and remove larger debris. 9. The contractor shall remove all trash from landscaping beds and turf areas and dispose of the trash in Memphis Health Center dumpster. 10. The contractor shall remove all trash from landscaping beds and turf areas and dispose of the trash in Memphis Health Center dumpster. 11. During and after inclement weather the Contractor shall remove ice, snow, and debris from walkways, sidewalks, parking lots, and doorways by hand or other mechanical means. CONTRACTOR’S EMPLOYEES Personnel employed by the Contractor shall be capable employees qualified in this type of work. The Contractor shall employ the quantity and quality of supervision necessary for both effective and efficient management of lawn and landscaping operations at all times. Contractor shall be liable for any damages caused directly or indirectly by its employees. MEMPHIS HEALTH CENTER, Inc. The Contractor will submit a regular invoice for payment. Additional or alternative tasks that were performed during that month must be approved in writing prior to their execution and once approved and completed shall be itemized separately on the monthly invoice. Memphis Health Center reserves the right to pay invoices net 30. CHANGES TO THE SCOPE OF WORK AND TERMINATION OF CONTRACT As the work progresses it may be necessary for the Managing Director to change or adjust the scope of the contract by written contract modification. Upon receiving notice of the change, the Contractor’s monthly invoice shall be adjusted if necessary to reflect the value of the change in the services under this contract. Memphis Health Center may cancel the contract at any time for any reason upon giving 30 day written notice to the Contractor. Memphis Health Center shall have the right to cancel this Agreement immediately without prior notice for any breach of any provision of the contract if not cured within 7 days from written notice from Memphis Health Center. Download Click Here