State of Ohio
Department of Mental Health
and Addiction Services
REQUEST FOR PROPOSAL
Open Market Opportunity
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The original signed document must be submitted to receive
consideration for award.
PROPOSAL NUMBER: MHA17351
PROPOSAL DATE: 8/3/2020
PROPOSAL DUE: 8/17/2020 by 2:00 pm
STREET ADDRESS ☐Check if remit address is different and list on separate sheet
TOLL FREE NO.
CONTRACTOR’S E-MAIL ADDRESS
SELECT YOUR PREFERRED METHOD OF RECEIVING PURCHASE ORDERS AND ENTER THE E-MAIL OR FAX NUMBER INFORMATION (ONLY SELECT ONE METHOD)
DELIVERY OFFERED (IF DIFFERENT)
MBE SET ASIDE IN ACCORDANCE WITH ORC 125.081
OhioMHAS competitive opportunity proposals are posted fourteen (14) calendar days in an Ohio Certified “MBE” Sheltered Market, if no
qualified proposals are received by the 2pm deadline, the Sheltered Market opportunity will be closed and the competitive opportunity
proposal will be reposted for fourteen (14) calendar days in an Open Market.
THIS REQUEST IS FOR: Northcoast Behavioral Healthcare (NBH) is presently accepting bids for a monthly, quarterly and annual preventative
maintenance on our Dietary kitchen equipment within our facility. The contract will cover services from July 1st, 2020 through June 30, 2021. A site visit is
required with the submission of this bid and shall indicate that the vendor is familiar with existing conditions and equipment.
TIME OF PERFORMANCE: This contract anticipated start date is 9/1/2020, or the date of the signature by the State of Ohio
on this contract, whichever is later. This contract shall remain in effect to 6/30/2021 or until terminated as provided in this
The original signed request must be submitted to the Department of Mental Health
and Addiction Services by 2 o'clock p.m. on the above listed opening date to receive consideration for award.
Submission of Proposal
Electronic bids must be sent to OhioMHASBidOpportunity@mha.ohio.gov. All attachments included in the posting
opportunity MUST be submitted with proposal. Bids must be received prior to the proposal due date and time. Bids received
after the due date and time will not be reviewed.
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INQUIRIES: All inquiries should be submitted a minimum of two (2) working days prior to the opening date through the
Procurement website, www.procure.ohio.gov. Click “Bid Opportunities Search” and then enter the bid number in Document/Bid
Number field. The “Submit Inquiry” button is at the bottom of the Opportunity Detail page. Bidders will not receive a personalized
e-mail response to their question, nor will they receive notification when the question is answered. Responses may be viewed
by clicking the “View Q & A” button located beneath the “Submit Inquiry” button. You may also access all open opportunity
postings via the MHAS Website at http://mha.ohio.gov/Default.aspx?tabid=725. The website provides a link directly to
Northcoast Behavioral Healthcare (NBH) is presently accepting bids for a monthly, quarterly and annual preventative maintenance
for our Dietary kitchen equipment within our facility. The contract will cover services from July 1st, 2020 through June 30, 2021. A
site visit is required with the submission of this bid and shall indicate that the vendor is familiar with existing conditions and
equipment. Successful bid will contain the following: 1. Total Cost for monthly visits, manufacturer's planned maintenance program
and % parts markup. 2. Total costs for emergency calls including hourly rate, travel, % parts markup, after hours premium or
anything else that may be part of an emergency call.
Scope of Work
NORTHCOAST BEHAVIORAL HEALTHCARE INVENTORY
Quantity Item Description
Combi term Oven, Countertop
Ice & Water Dispenser
Walk in Combi Cooler/Freezer CUSTOM
Hot Food Serving Counter
Heavy Duty Range 34"
Tilting Kettle-40 gallon
Table Top Kettle
Air Curtain Refrigerator
Display Case, heated, countertop 40883
High Pressure Cleaning System SMT-600W
The following services will be provided during each monthly visit along with manufacturers planned maintenance program
Combi Oven, Combiterm Oven Countertop, Pot Scrubber, Dishwasher conveyor: Delimed
Pot Scrubber, dishwasher conveyor:
Adjust if needed
Coffee Brewers: Change filters
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Ice Cuber, Ice Bin, Ice & Water Dispenser: Descaled/Sanitize/Change Filter
Milk Cooler: Clean coils and PM of doors
Walk in Combi Cooler/Freezer: Clean coils, blow out and PM of doors
Exhaust Hood: Clean, grease bearings and change belt
Call Back Service: The contractor awarded bid shall provide 4-hour response time if no backup equipment is operable. Otherwise,
same day service is requested 24 hours per day within the scope of contract agreement.
General Requirements, Project Specific
Successful bidder will furnish all tools, labor, material and equipment to perform the work required.
Employees of contractor (awarded bidder), must comply with all areas of the Code of Federal Regulations (Labor and Construction)
which are applicable to the project. Examples include, but are not limited to, control over tools, parts and hazardous material,
protective equipment (if warranted), housekeeping supplies and chemicals, etc. Discuss with the site supervisor all equipment that
will be used on hospital property during the project.
All contract work is to be completed during the hours 7:00 am to 3:30 p.m., Monday thru Friday unless prior arrangements are
made with the designated project supervisor. Contractor shall be required to notify designated supervisor of the project no less than
48 hours prior to arriving on site.
All contract work completed on the campus must be completed by individuals at least 18 years of age and older. Identification will
be required upon request and contractor badges will be provided by the hospital and must be worn during the entire length of the
project. The contractor must contact the appropriate project supervisor’s office upon arrival on the job site each day. Daily the
awarded vendor must sign in and out at the Main Entrance of the Hospital.
The contractor will keep the work area safe at all times and erect necessary barriers and danger signals or signs where required.
Be aware of your environment and safeguard all tools, equipment, etc. at all times during the project. If you are issued hospital keys
safeguard them and keep them from patients.
The contractor will be responsible for providing Safety Data Sheets (SDS) for any hazardous products that are brought onto State of
Ohio Facility property and (per OSHA Standard CFR 1910.1200). A copy must be provided to the Safety office before any product
may be used.
Contract staff should identify themselves to staff in the work area and let them know you are in the area to complete a project. Your
hospital issued badge should be prominently displayed on the front of your shirt at all times. Contract staff must check to be sure all
equipment and supplies are removed at the end of each day.
If a patient becomes agitated or if a Code Violet is called near your location, move to a safe location and follow the directions of the
hospital staff. Do not enter a patient unit or hospital area where a Code Violet has been announced; wait for the overhead
announcement to clear the code.
Do not share personal information with patients or give them money. If a patient request something from you, please direct them to
the nearest staff person.
Contraband is not permitted on Northcoast property. These items include, but are not limited to, weapons including firearms,
knives, stun guns, alcoholic beverages and tobacco products, and illicit substances. Check with the hospital Safety Officer for a
complete listing of items or for clarification. Cameras and recording devises are not permitted on hospital grounds. If a need arises
to document project information, please contact your hospital site supervisor to discuss this need.
Northcoast Behavioral Healthcare is a Smoke Free Environment. Use of tobacco products of any type is prohibited anywhere on
the hospital grounds, including buildings, bathrooms, personal vehicles, parking lots, grassy areas and any other hospital property.
Privacy and Confidentiality
Privacy is a basic ethical and legal right of our patients. It is your responsibility to help safeguard that right. Do not discuss what
you see or hear with others, unless you need to discuss a work-related issue with the unit staff. Northcoast Behavioral Healthcare
complies with all Federal Health Insurance Portability and Accountability Act (HIPAA) guidelines regarding privacy.
Evaluation of Proposals and Award of Contract
Proposals will be scored, and point values given to the following criteria.
Rating (0 – 5)