Description

PRE-PROPOSAL CONFERENCE:  There will not be a pre-proposal conference for this sourcing event. SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Health Department (MCHD) is seeking Proposers from qualified companies to provide biohazardous medical waste collection, transportation and disposal. Services will be provided to a broad range of Health Department programs, including syringes generated from the Public Health’s syringe service program; Integrated Clinical Service’s seven Primary Care clinic locations and six dental clinics, pharmacy, and laboratory; and Corrections Health. This contract will also provide service to other Multnomah County departments including, but not limited to, Libraries, Facilities, and Animal Services, which send their waste to MCHD central laboratory for one large pick up by proposer. It may also include servicing community based syringe drop boxes. INTRODUCTION AND PROGRAM HISTORY  Multnomah County Health Department provides a variety of services to the community that generate biohazardous waste.  The Public Health Division is responsible for promoting and protecting health and preventing disease. Program areas within the Communicable Disease unit include disease prevention and control, immunizations, STD/HIV/Hepatitis C screening and treatment services. The Public Health Division, Harm Reduction Program generates a substantial amount of biohazardous waste for disposal through syringe services for people who inject drugs. Integrated Clinical Services provides low-cost family health care at Community Health Care locations. Sites are located throughout Multnomah County, from downtown Portland to North Portland and Gresham. Health centers include primary care, dental, school-based clinics, HIV health services, pharmacy and laboratory services.  Corrections Health provides services for inmates of the County’s jails and juvenile detention facility. Trained and skilled Corrections Health personnel provide screening, illness identification, evaluation and treatment for over 38,000 individuals each year. OTHER MULTNOMAH COUNTY DEPARTMENTS In addition to the Health Department, other Multnomah County departments have a need for biohazard waste disposal. Multnomah County Library locations serve 15,000 people on-site each day. Library patrons come from all walks of life and use the library for everything from conducting research to keeping cool or warm. Public libraries often serve as day shelters for individuals with housing concerns, mental health needs, and difficulty with transitioning into new employment and domestic situations. Facilities and Property Management supports the mission of Multnomah County to provide vital services to the citizens of the county. They manage over 3 million square feet in over 130 county-owned or county-leased buildings and property and ensure buildings operate in a safe, accessible, healthy, energy-efficient and cost-effective manner. Multnomah County Animal Services (MCAS) is the primary agency responsible for lost pet care, animal abuse investigations and animal rescue. MCAS serves over 6,000 animals every year and provides medical care for them, including health exams and vaccinations, as well as performing a variety of surgical procedures on animals, including spay/neuter surgeries.  They also offer dog and cat licensing, lost and found pet services, and animal adoptions.  SYRINGE DROP BOXES Multnomah County and the City of Portland launched a pilot project aimed at reducing used syringes discarded on Portland’s Waterfront Esplanade in February 2016. Two syringe drop boxes (SDBs) were installed in targeted locations with high concentrations of syringe debris. Multnomah County, together with the City of Portland, Metro, TriMet and Portland Business Alliance has expanded this service by installing additional syringe drop boxes in neighborhoods citywide. These SDBs require regular servicing, which includes removal of biohazardous waste containers, clearing out of any debris within the SDB, and general sanitization and cleaning of the exterior.  GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS  Multnomah County’s Public Health Division is responsible for promoting and protecting health and preventing disease. Program areas include communicable disease prevention and control, immunizations, STD/HIV screening and treatment services, and harm reduction services such as syringe exchange. These programs serve all individuals with dignity and respect. Due to the sensitive nature of the services provided, these programs occasionally receive media attention  FUNDING  The Multnomah County Health Department has budgeted approximately $150,000 for this procurement, spanning a five-year period. Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding and department needs or priorities. SCOPE OF SERVICES Current locations for the collection / transportation / disposal of medical and syringe waste include the following: Main Laboratory: 619 NW 6th Ave, 8th Floor, Portland, 97209  East County Health Center: 600 NE 8th Street, 3rd Floor, Gresham, 97030 STD | HIV | Hepatitis C Program: 3653 SE 34th Avenue, Portland, 97202 Harm Reduction Clinic: 12425B NE Glisan Street, Portland, 97230 Service schedule needs and approximate transport tub estimates are outlined below: Location Service Schedule Weekly 48-gallon Transport Tub Estimate (approximate) Main Laboratory Once weekly 7 - 8 East County Health Center Once weekly 1 - 2 STD | HIV | Hepatitis C Program Once weekly 16 - 19 Harm Reduction Clinic Twice weekly 3 - 5 Library Department   As needed/requested service for the collection / transportation / disposal of medical and syringe collection waste. Additional service needs include responding to unplanned service calls. Multnomah County reserves the right to add or remove Library Department service locations throughout the contract duration. Any service location changes will be submitted in writing to the vendor at least one week in advance.  Current locations include the following: Isom Operations Building: 205 NE Russell Street, 2nd floor, Portland, 97212 Central Library: 801 SW 10th Avenue, first floor, Portland, 97205 Service schedule needs and approximate transport tub estimates are outlined below: Location Service Schedule Monthly  48-gallon Transport Tub Estimate (approximate) Isom Operations Building Monthly 1 - 2 Central Library Monthly 1 - 2 Animal Services  As needed/requested service for the collection / transportation / disposal of medical and syringe collection waste. Additional service needs include responding to unplanned service calls.  Multnomah County reserves the right to add or remove Animal Services service locations throughout the contract duration. Any service location changes will be submitted in writing to the vendor at least one week in advance.  Current locations include the following: Animal Shelter: 1700 W Historic Columbia River Hwy, Troutdale, 97060 Service schedule needs and approximate transport tub estimates are outlined below: Location Service Schedule Monthly  48-gallon Transport Tub Estimate (approximate) Animal Shelter Bi-Weekly 1 - 2 Syringe Drop Boxes Syringe drop box service needs include clearing, basic cleaning, basic graffiti removal, application of disinfectant to handles/affected areas, and replacement of 28-gallon or 18-gallon sharps containers as needed. Additional service needs include reporting possible functionality issues, responding to syringe drop box unplanned service calls and decontaminating damaged syringe drop boxes prior to repair. The vendor may be asked to keep an electronic log of SDB functionality and contents, accessible by Multnomah County for SDB Project monitoring. Multnomah County reserves the right to add or remove SDB service locations throughout the contract duration. Any service location changes will be submitted in writing to the vendor at least one week in advance.  Current and syringe drop box locations include the following: SYRINGE DROP BOX LOCATIONS Location Schedule West Waterfront Under the west side Burnside Bridge Twice weekly Multnomah County Building501 SE Hawthorne Blvd, Portland Twice Weekly Multnomah County Bridge Shop1403 SE Water Avenue, Portland 97214 Twice Weekly Belmont Library Parking Lot1038 SE Cesar Estrada Chavez Blvd Twice Weekly Holgate Library parking lot7905 SE Holgate Blvd, Portland Twice Weekly Midland Library parking lot805 SE 122nd Ave, Portland Twice Weekly Oregon Clinic, near Gateway Transit CenterNE Multnomah and 99th Ave Twice Weekly Fire Station #22 in St. Johns7205 North Alta St, Portland 97203 Once Weekly Fire Station #11 in Lents5707 SE 92nd Ave, Portland 97266 Twice weekly Clackamas Service Center8800 SE 80th Ave North by Northeast Community Health Center714 NE Alberta St Twice Weekly Hansen Building - 12240 NE Glisan Street Twice Weekly FISCAL REQUIREMENTS AND REPORTING For each service engagement with the County, the contractor shall submit complete and accurate invoices within thirty (30) days of the date of service.  PERFORMANCE MEASURES/PERFORMANCE CONTRACTING  Successful proposer may be required to adhere to performance measures or performance contracting standards, as appropriate to the services being provided. These performance measures may include, but are not limited to the following: Expeditious service delivery on reporting requests, not to exceed five (5) days from receipt of the initial request made by the County Accuracy of reported assets and inventory values Adherence to equipment repair priorities as defined by clinic sites, and their requested timeline for executed repairs Applicable performance measures will be negotiated between the County and the awarded contractor. CONTRACT NEGOTIATION  The County will initiate contract negotiations with the responsive and responsible Proposer  whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.  Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  The County reserves the right to select Proposers who have submitted a proposal scoring fewer points than a higher scoring proposal based on the Proposer’s ability to best meet the County’s programmatic needs. If a Proposer who has submitted a proposal that has scored fewer points is recommended for selection, the Board of County Commissioners must approve the award. CONTRACT TERM The contract term shall be five years. The County shall have the right to terminate the contract with 90 day written notice.  COMPENSATION AND METHOD OF PAYMENT Payment will be made within 30 days of submission of an itemized invoice of services that includes the date, equipment serviced, hours worked, site worked at, cost of service, inventory consumed, and a copy of the service order signed by the onsite staff.  Payment for services invoiced beyond 30 days from the date of service may be denied. Receipt of EFT payments highly recommended. COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract; pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. Proposer must sign and return "Attachment B - Cooperative Purchasing Vendor Agreement" located in the Buyer Attachments section of this sourcing event. INSURANCE REQUIREMENTS  The table below states the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution and recorded in Exhibit 2 of the contract. The minimum insurance coverage stated below supersedes requirements listed in Exhibit 2 of the Sample Contract where they are different.  Minimum insurance requirements:  Type of Insurance Amount  Per Occurrence Aggregate  Professional Liability $1,000,000 $1,000,000 $2,000,000 Commercial Gen Liability $1,000,000 $1,000,000 $2,000,000 Commercial Auto Liability $1,000,000 $1,000,000 $2,000,000 Workers Compensation  Required Pollution Liability $1,000,000 $1,000,000 $2,000,000 MINIMUM REQUIREMENTS  At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposers must be fully compliant with state and federal laws, rules and regulations related to transportation and disposal of biohazardous materials.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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