Yes, UHT would like to see bidders include staffing recommendations for both Stephenson Cancer Center Tulsa, and Oklahoma State Department of Health (OSDH) locations in their proposals. Please develop staffing plans as if these facilities were fully occupied. Additionally, it's important for bidders to explain their approach to collaborating with UHT when occupied square footage increases beyond initially agreed-upon staffing levels. UHT assumes that minor fluctuations in occupied square footage won't necessitate FTE adjustments, but substantial changes will require staffing modifications. UHT is particularly interested in understanding your flexible approach to accommodate growth while maintaining service excellence.

UHT expects bidders to develop a comprehensive preventative maintenance (PM) program that includes both the existing equipment listed in Exhibit A as well as any additional equipment that your firm recommends purchasing to enhance the EVS program. The goal is to establish a well-defined preventative maintenance program that considers all maintenance requirements, is based on system condition or performance, and achieves our objective of maintaining facility quality while reducing life-cycle costs.

UHT does not currently provide any facility specific training. The selected vendor will coordinate with UHT to set up this program.

UHT does not currently have any behavioral health training in place at this time. This is one of the main reasons UHT is bidding out these services in hopes the selected firm will be able to provide and successfully set up a comprehensive behavioral health EVS program that will include all the required training.

UHT does not currently have a list of training that is currently being utilized for EVS
employees.

UHT intends to select a single firm and negotiate a one-year contract, with four (4) additional renewal years.

The temp employees are paid $12.50 per hour.

UHT believes the temp agency will be willing to collaborate with the chosen vendor to transfer the current temporary staff to the new company.

We apologize for the confusion in the RFQ language regarding what needs to be addressed in your submission. To clarify, the firm will need to address each statement or requirement in your bid proposal regardless of whether it says "the bidding firm" or "the selected/successful firm" or similar phrasing. All of these elements should be addressed in your current bid submission, not deferred until after award. This includes all items in the Environmental Services, Service Level Requirements, and Qualification Submission Contents sections. Please provide comprehensive responses to each requirement to ensure your proposal is complete and can be properly evaluated.

Bidders can structure the format of their proposal however they like. There is no specific required format (such as Q&A format) for the proposal. Bidders are free to organize their proposals based on their own preference, as long as they address all the requirements and evaluation criteria outlined in the RFP.

Currently, the plan would be daily, but UHT would like to see what bidding firms
would suggest, especially if the firm has experience maintaining EVS services in a
BHC environment.

The EVS contractor will be responsible for managing all linen throughout the
facilities, maintaining appropriate par levels (the standard inventory level of linens
needed), ensuring timely delivery of clean linens, and coordinating timely pickup of
soiled linens. Bidding firms must provide experience of managing similar services
and how they would successfully meet these requirements at UHT.

Yes, several buildings require day porter staffing for on-demand servicing outside normal scheduled cleaning activities. According to our cleaning frequency specifications in Exhibit B, we require twice-daily 'Police Cleaning' for public restrooms, staff restrooms, skywalks/public areas, the Children's Village, and the SEC Rooftop Garden. These tasks involve maintaining cleanliness throughout the day by performing spot cleaning, trash removal, and ensuring facilities remain in good condition between regular cleaning schedules. The day porters would be responsible for these tasks as well as responding to immediate cleaning needs that arise during business hours.

Most cleaning is currently done during normal operating hours with anything that
creates a disruption such as vacuuming done at the end of the work day or Friday
afternoons.

Yes, the provider must provide EVS staff uniforms. It is up to the supplier if they will provide the shoes or develop requirements for EVS staff to provide their own pre-approved shoes.

Yes, UHT will provide oTice spaces for suppliers needs.

No other KPIs at this time. This is very important to UHT and we eagerly await the bidding companies suggestions for KPI implementation and monthly reporting.

EVS is currently operating at 93.55% of its budgeted staffing capacity, with 5 open positions remaining unfilled. However, it's worth noting that the department is relying on temporary staff for 13.79% of its workforce, with a particularly high percentage (50%) of supervisors being temporary employees.

• UHT follows OU Health Corporate Health and Wellness Employee Immunization
  Requirements. Requirements to include, but not limited to: Immunization history
  includes documentation of immunity to Measles, Mumps, Rubella, Varicella,
  Tetanus, Diphtheria and Pertussis (Tdap), and Influenza (during flu season). A
  tuberculosis screening utilizing Interferon Gamma Release Assay (IGRA) or TB skin
  test (TST). Only a previous negative IGRA or positive IGRA with documented
  treatment plan within the previous 364 days would negate this requirement. If there
  are any changes in requirements from the Joint Commission or OU Health, those
  changes will be required for this contract.
• Background checks are also required.

While it's preferred that the recruiter be local to Oklahoma City, this isn't an absolute requirement. Based on our experience, having a local recruiter has proven valuable in overcoming staffing challenges. In the past, not having local recruitment resources has been one of the biggest obstacles to filling positions efficiently. The selected firm will ultimately be responsible for maintaining required staffing levels regardless of the recruiter's location. In your proposal, please demonstrate your recruitment success in similar environments and outline your specific staffing strategy for UHT. Your plan should clearly show how you'll ensure appropriate staffing levels are consistently maintained throughout the contract.

Yes, the current wages on Exhibit C are correct. UHT is open to wage rate adjustments based on evidence of current market rates.

https://uhat.org/administrative-rules

Employee engagement is important to UHT. It is seeking a partner who can help
establish an eTective employee engagement system, as there is currently no formal
measurement program in place to develop scores. Bidding firms must provide
examples of successful employee engagement programs you have implemented for
other clients. Likewise, how will your company tailor your approach to the unique
needs of UHT.

This is a strategic decision to prepare for the upcoming Behavioral Health Center
(BHC) facility, scheduled to open in December of 2026. All EVS training protocols
must be completed by July of 2026 to be prepared for the opening.

Net 30 days

Yes

It is estimated to be 50%

• Yes, the 1CALL Cloud app can be added to the selected firms own tablet devices because it is web-based. This application has been developed in-house.
• UHT is interested to see how the selected firm can work with UHT’s developers and to integrate both systems so that staff can easily monitor and close out requests. The bidding firm should provide evidence of doing this elsewhere or provide specifications of how they would go about creating a way for both systems to communicate effectively.

Similar to the supplies and equipment, UHT wants to explore both scenarios
regarding the maintenance and repair of capital equipment. UHT is open to the
selected firm handling maintenance and repair if they can demonstrate cost
advantages or eTiciencies.

UHT is responsible to provide replacement capital equipment.

UHT is open to either options, with UHT purchasing supplies and equipment directly
with consultation from the selected firm or having the selected firm handle these
purchases if they can demonstrate cost advantages such as access to national
purchasing contracts. UHT is looking for the most cost-eTective approach and
having a partner who has the expertise to manage the needed supplies, par levels,
etc.

• Yes, these positions (EVS Director and Assistant Director) will function as administrative oversight of services provided by the selected supplier within this RFQ. The selected firm's EVS management team will report to UHT's EVS Director and Assistant Director.
• UHT envisions these positions ensuring that the selected firm meets all expectations outlined in the RFQ. While the selected firm can include your own management team to direct and oversee contracted hourly staff in your proposal, these managers would ultimately report to the UHT's EVS Director and Assistant Director in the oversight structure.
• Each firm is encouraged to propose how they suggest structuring this partnership arrangement. In your proposal, you can explain your recommended organizational structure for this partnership and how your management team would work with UHT's oversight positions.

Thursday, April 10, 2025 by 5:00 PM CDT

Each firm can bring up to 3 individuals.