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Re: Offsite Cleaning Contract RFP
To Qualified Cleaning Contractors;
In an effort to create a standardized level of service across the board, Saratoga Hospital is considering
awarding one company all of the offsite cleaning contracts. This would simplify the management process
and engender an environment where a consistent level of service can takes root. We do understand that
not all companies responding to this RFP are currently capable of taking on all of the offsite work and
this will not be held against them. It is conceivable that some of the offsite locations will continue to be
serviced by the existing contractor or contractors with a similar business model.
The RFP outlines the scope of work expected to be performed at our facilities and requires the
contractor to visit each site to generate a site specific scope of work and quote. We will coordinate with
onsite staff to assist contractors in gaining access to the sites and allow 10 business days for contractors
to complete these visits starting March 14th. As part of this open RFP, we will hold a one hour open
conference call for all interested contractors on March 29th at 9:00am. Proposal submissions are due by
5:00pm April 1st.
Thank you in advance for taking the time to review this. Feel free to contact me via email at
fmarshall@saratogacare.org.
Sincerely,
Frank Marshall
Property and MEP Project Manager WMA SITE DIRECTOR
Saratoga Hospital Saratoga Hospital
211 Church St. 211 Church St.
Saratoga Springs, NY 12866 Saratoga Springs, NY 12866
o 518-580-2679
fmarshall@sartogacare.org
Saratoga Hospital, 211 Church Street, Saratoga Springs, NY 12866
RFP for Janitorial Services
The purpose of this request for proposal (RFP) is to identify capable suppliers to provide cleaning and janitorial
services at offsite locations, including associated clinics, centers, and physician offices, on a scheduled basis.
Saratoga Hospital seeks detailed information to aid in the selection process of janitorial providers and the RFP
provides an opportunity to seek such information in a structured, organized request.
For the purpose of this request Saratoga Hospital refers to all Saratoga Hospital locations as listed under Addendum A.
1.1. This contract is for environmental services. The following are statements of the minimum level of custodial
services the contractor must provide. Following all Local, State, and Federal agencies and regulations:
1.2. Contractor shall:
1.2.1. Possess basic knowledge on techniques and methods for cleaning, including standards for general
cleaning, disinfection, and infection control.
1.2.2. Be skilled in in the operation and maintenance of industrialized cleaning equipment.
1.2.3. Provide and maintain all necessary cleaning equipment, including but not limited to floor buffers and
waxers, mops and mop buckets, brooms, dusters, and vacuums.
1.2.4. Have comprehensive work policies and procedures to protect their employees from exposure to toxic
or pathogenic substances. Policies must adhere to OSHA standards and be reviewed and approved
by Saratoga Hospital environmental services department director.
1.2.5. Successfully plan regular work schedules to meet Saratoga Hospital’s needs. All services are
required for 5- 7 days per week site specific identified on addendum A.
1.2.6. Be available to perform unscheduled or emergency janitorial services in a reasonable time so as not
to cause scheduling conflicts or patient harm.
1.2.7. Adhere to conduct, security, patient confidentiality, and protection standards established by
Saratoga Hospital.
1.2.8. Remove trash and recycling to designated areas.
1.3. Saratoga Hospital shall:
1.3.1. Provide reasonable storage space for contractor’s cleaning equipment.
1.3.2. Furnish all consumable products, including but not limited to toilet paper, trash bag liners, hand
soap and sanitizers, and cleaning and disinfecting agents.
2.0. Use Terminal Cleaning procedures in all areas required according to all Local, State, and Federal Regulatory
Agencies.
2.1. Entrances – daily
2.1.1. Waste bins and ash trays will be emptied, re-lined, and washed as needed.
2.1.2. Flooring will be swept and mopped or vacuumed.
2.1.3. Doors and hardware, including all glass and sidelights will be washed.
2.1.4. Entrance exterior will be swept and tidied.
2.2. Lobby, Waiting areas, Stairwells and Hallways – daily
2.2.1. Waste bins will be emptied, re-lined, and washed as needed.
2.2.2. Flooring will be swept and mopped or vacuumed.
2.2.3. Surfaces, including but not limited to tables, desk tops, chairs, partitions, cabinets, and other reachable
horizontal surfaces will be dusted. Spills and stains spot cleaned as necessary.
2.2.4. Magazines and books will be straightened.
2.2.5. Doors, frames, light switches, walls will be spot cleaned.
2.2.6. Glass on doors and partitions cleaned.
2.3.7. Doorknobs and elevator buttons, water coolers will be disinfected.
2.4. Office areas – daily
2.4.1. Waste bins will be emptied, re-lined, and washed as needed.
– Weekly
2.4.2. Flooring will be swept and mopped or vacuumed.
2.4.3. Surfaces, tables, desks cleared of paperwork, will be dusted.
2.4.4. Glass, doors and walls cleaned of smudges and dirt.
2.4.5. Dust and or Damp wipe and disinfect telephones.
2.5. Restrooms/Shower Rooms – daily
2.5.1. Mirrors, hand dryers, and soap dispensers will be cleaned.
2.5.2. Flooring will be swept and mopped using a disinfecting agent.
2.5.3. Consumables, including paper toweling and toilet paper, will be replenished.
2.5.4. Light switches, chrome or stainless steel fixtures, sinks, counters, toilets, and urinals will be cleaned to
remove any finger prints or smudges using a general disinfecting agent.
2.5.5. Doorknobs and handles of restroom entrance and stalls will be disinfected.
2.5.6. Wash and disinfect shower doors and walls
2.6. Patient examination spaces, Procedure and X-Ray Rooms, Labs, Nurses Stations, Clinical areas and Related
Rooms – daily
2.6.1. Flooring will be swept and mopped or vacuumed.
2.6.2. Waste bins will be emptied, re-lined, and washed as needed.
2.6.3. Hazardous waste will be disposed of according to Saratoga Hospital’s policies and procedures.
2.6.4. All reachable surfaces, excluding specific medical equipment, will be disinfected.
2.6.5. Patient examination tables, work stations, and chairs will be disinfected.
2.6.6. Patient examination equipment stands and mounts will be disinfected according to Saratoga Hospital’s
policies and procedures and equipment manufacturer maintenance guidelines.
2.6.7. Sinks and counter tops cleaned with a disinfectant solution.
2.6.8. Doors, door knobs, door frames, light switches and walls around light switches will be disinfected.
2.6.9. Consumables, including paper toweling and toilet paper, will be replenished.
2.7. Break areas and Lunch Rooms – daily
2.7.1. Waste bins will be emptied, re-lined, and washed as needed.
2.7.2. Flooring will be swept and mopped or vacuumed.
2.7.3. Sinks and counter tops cleaned with a disinfectant solution.
2.7.4. Doors, door knobs, door frames, light switches and walls around light switches will be disinfected.
2.7.5. Tables and chairs damp wiped.
2.7.6. All reachable horizontal surfaces dusted.
2.7.7. Stainless steel or chrome cleaned.
2.8. High and Low surfaces- weekly
2.8.1. Reachable high and low surfaces dusted weekly
2.8.2. Ceiling vents dusted
2.8.3. Corners and edges of rooms and corridors will be cleaned.
2.9. Floor surfaces – Monthly/Quarterly – see description
2.9.1. Carpeting will be shampooed every six months unless otherwise scheduled.
2.9.2. Hard surface flooring will be waxed and buffed every three months unless otherwise scheduled. Floors
burnished monthly.
2.9.3. Lobby furniture with fabric will be deep cleaned every six months unless otherwise scheduled.
2.9.4. Hot water extract entrance carpet and walk off carpet mats monthly.
3.1. Dusting – All surfaces will be free of dust and dirt and streaks caused by cleaners.
3.2. Spot cleaning – All surfaces will be free of marts, spots, dirt, and cleaner residue.
3.3. Vacuuming – All carpeted flooring will be free of visible litter and dirt.
3.4. Sweeping and mopping – All hard surface flooring will be free of dust, dirt, and visible streaking caused by
mops.
4.1. In their RFP, the contractor will indicate whether the organization has received any discipline, including
buyer dismissal, governing agency warning, license revocation, or any similar punishment measure.
4.2. The contractor will identify any pending or past administrative, civil, or criminal measures brought
against the organization in the previous five years. Information will include allegations against the contractor
or contractor employees and the status or conclusion of the case.
4.3. The contractor will indicate whether any of their contracts have defaulted in the previous five years. If so,
they will provide the facts and circumstances of the default. If requested, the contractor will supply contact
information for a point person at the defaulted contract organization.
4.4. The contractor will indicate whether they have terminated a contract previous to its expiration date in the
previous five years. A description of the situation will be supplied as well as contact information for a point
person at the contracted organization if requested.
4.5. The contractor will provide a list of references, including contact information, for organizations the vendor
has provided janitorial services for in the past.
5.1. Contractor employees will be expected to show respect and sensitivity to clinical staff and patients of
Saratoga Hospital sites at all times. They will abide by HIPAA laws at all times.
5.3. Uniforms are preferred, but not required. Employees will be dressed and groomed appropriately to work in
a medical setting. No offensive language or graphics will be tolerated on clothing. Watches and rings of
reasonable size are permitted, but large jewelry is not allowed, as it poses an infection risk.
5.4. Employees will practice infection control precautions and comply with all related policies and procedures.
They will follow all hand hygiene and protective barrier precautions. Any direct exposure to hazardous
material will be reported to the contractor and Saratoga Hospital environmental services department.
5.5 Contractor will provide evidence of completed background checks of contractor employees.
6.1. The contractor will be responsible for purchasing and maintaining insurance for contractor equipment and
staff.
6.2. All required insurance will be maintained by the contractor until the finalized contract is terminated.
6.3. The contractor will supply Saratoga Hospital proof of insurance and insurance provider
contact information, naming Saratoga Hospital as additional insured.
6.4. The contractor will maintain the following insurance coverage:
6.4.1. General liability with a minimum of a $2,000,000. This is to include $1,000,000 each
occurrence, $1,000,000 personal injuries and property damage liability of $1,000,000 combined single
limit.
6.4.2. Workers compensation insurance in accordance to state and federal statutes for the contractor’s
staff working in the services covered under the finalized contract.
7.1. Total square footage charge: $_______
7.2. Total cost per month: $_______
7.3. Unscheduled carpet shampooing or hard floor waxing and buffing per occurrence: $_______
7.4. Price escalations (if any) for second, third, etc., year of contract agreement: $_______
7.5. The contractor will comply with negotiated rates and terms in the final contract.
8.1. Site visits will be made available as per Addendum “A”. Schedule a visit by emailing Frank Marshall,
Property Manager, Saratoga Hospital, fmarshall@saratogacare.org.
8.2. Contractors will submit a quotation describing their ability to provide janitorial services to the above
described capacity and proposed rates and terms of service. They must document sufficient detail to
enable Saratoga Hospital to make a realistic evaluation of the contractor’s service ability.
8.3. Quotation will include:
8.3.1. Licenses and certifications.
8.3.2. Certificates of insurance for the above mentioned coverage.
8.3.3. Manufacturer and brand of the janitorial equipment employed by the contractor. This may include
manufacturer instructions for use, brochures, or other informational material.
8.3.4. The contractor’s qualifications for providing janitorial services, including experience with similar
hospitals or health systems.
8.3.5. Evidence of the contractor’s personnel experience, financial stability, and references of current or
former customers.
8.3.6. A proposed plan of approach and work schedule.
8.3.7. Quotes for the rates and terms listed above.
8.3.8. Any other applicable considerations.
9.1. When accepting RFPs from multiple vendors, Saratoga Hospital will ensure equal opportunities and a level
playing field for each vendor.
9.2. Saratoga Hospital will accept written questions from all vendors asking for details or clarifications regarding
the RFP. The questions and written answers will be supplied to all participating vendors in a timely manner.
9.3. Saratoga Hospital will also host a question and answer session via a conference line. All vendors are
invited and encouraged to participate in the call to ask verbal questions.
9.4. Once a vendor is chosen, all other vendors will be made aware the service need has been filled.
9.5. Saratoga Hospital and bidding vendors will adhere to the following timeline:
9.5.1. RFP issue date: March 14, 2016
9.5.2. Deadline to complete onsite tours March 25, 2016
9.5.3. Open conference call for questions: March 29, 2016 @ 9:00am Call 587-3222, follow the prompts and
ask the operator to be connected to extension 8656, the engineering conference room. Announce your name
and the name of your company once you are connected.
9.5.4. Proposals due: April 1st, 2016
9.5.5. Date of awarded contract is subject to review and based in part on current contracts’ notice of
cancellation terms.
9.6. Questions should be directed to Frank Marshall, Property Manager, Saratoga Hospital (518) 580-2679
fmarshall@saratogacare.org
Offsite Property List
Pin # Site Street Address City Zip SqFt Type of cleaning
4 SSC – Saratoga Surgery Center 1st Floor 3050 Rte 50 Saratoga Springs 12866 24625 Treminal/Clinical/Office
4 SSC – Endo/Dr. Sgambati 3050 Rte 50 Saratoga Springs 12866 12313 Cinical/Office
4 SSC – Pain Management 3050 Rte 50 Saratoga Springs 12866 12313 Cinical/Office
7 SFP -Saratoga Family Physcians 3044 Rte 50 Saratoga Springs 12866 21500 Cinical/Office
7 WMA 3040 Rte 50 Saratoga Springs 12866 43000 Cinical/Office
11 Saratoga Regional Urology 19 West Ave, Suite 103 Saratoga Springs 12866 5162 Cinical/Office
15 Saratoga Bariatric 1 West Ave, Suite 300 Saratoga Springs 12866 3648 Cinical/Office
15 Saratoga Center for General and Minimally Invasive Surgery 1 West Ave, Suite 125 Saratoga Springs 12866 4384 Treminal/Clinical/Office
10 RTC 6 Care Lane 2nd Floor Saratoga Springs 12866 3165 Cinical/Office
10 Neurology/Nephrology 6 Care Lane 2nd Floor Saratoga Springs 12866 4408
9 Medical Oncology/Hematology 3 Care Lane Saratoga Springs 12866 6500 Treminal/Clinical/Office
8 Cardiology Specialty Services 254 Church St. 2nd floor Saratoga Springs 12866 4928 Cinical/Office
1 Saratoga Community Health Center Common area 24 Hamilton St Saratoga Springs 12866 12884 Clinical and Office
1 Saratoga Community Health Center 24 Hamilton St Saratoga Springs Inc. above Cinical/Office
1 Saratoga Community Health Center Dental 24 Hamilton St Saratoga Springs Inc. above Treminal/Clinical/Office
1 Saratoga Community Health Center Psychiatric 24 Hamilton St Saratoga Springs Inc, above Cinical/Office
12 RTC The Springs At the Springs, Weibel Ave Saratoga Springs 12866 3165 Cinical/Office
17 RTC Washington St. 225 Washington St Saratoga Springs 12866 3000 Cinical/Office
14 Milton Health Center 510 Geyser Road Ballston Spa, NY 12020 11020 Cinical/Office
19 Saratoga Midwiferey and Women’s Primary Care 2911 Route 9, Suite 1 Ballston Spa, NY 12020 2576 Cinical/Office
3 MMEC Medical Oncology/Hematology, Suite 200 6 Medical Park Blvd, Malta 12020 2595 Cinical/Office
3 MMEC Saratoga Regional Medical Group Multispecialty, Suite 202 6 Medical Park Blvd, Malta 12020 2595 Cinical/Office
3 MMEC Malta Medical Imiaging Mammo and Dexa, Suite 204, 6 Medical Park Blvd, Malta 12020 2447.5 Cinical/Office
3 MMEC Saratoga Medical Hematology / Oncology at Malta, Suite 206 6 Medical Park Blvd, Malta 12020 2447.5 Cinical/Office
3 MMEC Cardiology Specialty Services 2nd Floor, Suite 205 6 Medical Park Blvd, Malta 12020 1872 Cinical/Office
16 Malta RTC 100 Saratoga Village Blvd, Suite 34 Malta 12020 5997 Cinical/Office
18 Scotia/Glenville 112 Charlton Rd Ballston Lake 12019 5286 Cinical/Office
5 Schuylerville Family Health Center 200 Broad Street Schuylerville 12871 2720 Cinical/Office
2 Galway Family Health Center 5344 Sacandaga Road Galway 12074 2972 Cinical/Office
13 Malta Corporate Health 2388 Rt9 Malta 12020 3971 Cinical/Office
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Site Visit Schedule
Saratoga Sites – estimated time needed to tour +/- 20 – 30 minutes per site
Saratoga Center for General and Minimally Invasive Surgery
1 West Suite 125, Saratoga Springs, NY 12866
Site Contact: Alice Dennis
3/14 3/15 3/16 3/17 3/18
Monday Tuesday Wednesday Thursday Friday
7-8 am 11-12 am 10-12 am 8-9 am 11-12 am
4-5 pm 4-5 pm 1-2 pm

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