Housekeeping Services for the Oxford Nursing Home

REQUEST FOR PROPOSALS
RFP Number: RFP-3200001531
To Provide: Housekeeping
for MS Veterans Home
120 Veterans Drive,
Oxford, MS 38655
Issue Date: August 19, 2026
CLOSING LOCATION
Mississippi Veterans Affairs
120 North State Street
Jackson, Mississippi 39201
PROPOSAL COORDINATOR
Eddie Williams, Chief Procurement Officer
Telephone: (601) 576-4862
E-Mail: contractpurchasing1@msva.ms.gov
CLOSING DATE AND TIME
Proposals must be received by 3:00 p.m. September 28, 2026

SECTION 1
1.1 Proposal Acceptance Period
The original and 7 copies of the proposal, 8 copies total in three-ring loose-leaf binder
shall be signed and submitted in a sealed envelope or package to MSVA, Attention:
Edward Williams, Chief Procurement Officer, 120 North State Street, Jackson, MS
39201 no later than the time and date specified for receipt of proposals. Timely
submission is the responsibility of the respondent. Proposals received after the
specified time shall be rejected. The envelope or package shall be marked with the
proposal opening date and time, and the number of the request for proposals. The time
and date of receipt shall be indicated on the envelope or package by Purchasing
Department. The front page, reference page and signature pages may have the
Respondent's name. Modifications or additions to any portion of the procurement
document may be cause for rejection of the proposal. The MSVA reserves the right to
decide, on a case-by-case basis, whether to reject a proposal with modifications or
additions as non-responsive. As a precondition to proposal acceptance, the MSVA may
request the respondent to withdraw or modify those portions of the proposal deemed
non-responsive that do not affect quality, quantity, price, or delivery of the service.
1.1.1 Electronic Submission
Electronic Submission Proposals may be submitted electronically through the State DFA
portal. Please refer to the link at www.dfa.ms.gov/index.php/mississippi-
suppliersvendors to Register as a Vendor. For online learning instructions on submitting
your Proposal electronically, select "Supplier Training" from the link listed above. Select
the LOG820 Supplier Self-Service Course link and then click "Launch Course" or follow
this link for instructions http://www.dfa.ms.gov/1690/index.pdf. If assistance is required,
contact MASH help desk at 601-359-1343 at least 72 hours in advance of the due date for
submission.
1.1.2 Timeline
August 19, 2026
Request for Proposals Issue Date:
August 19, 2026
First Publication:
August 26, 2026
Second Publication:
September 9,
Deadline for Submission of
2026 at 12:00
Questions:
p.m. CST
September 18, 2026
Anticipated Posting of Answers to
September 28,
Questions:
Proposal Packet Submission 2026, at 3:00
Deadline: p.m. CST
Intent to Award: October 12, 2026
Anticipated Award Notification: October 14, 2026
Projected Contract Date: October 15, 2026

1.1.3 Rejection of Proposals
Proposals which do not conform to the requirements set forth in this Request for
Proposals may be rejected by MSVA. Proposals may be rejected for reasons which
include, but are not limited to, the following:
1) The proposal contains unauthorized amendments to the requirements of the
Request for Proposals.
2) The proposal is conditional.
3) The proposal is incomplete or contains irregularities which make the
proposal indefinite or ambiguous.
4) The proposal is received late. Late proposals will be maintained unopen in
the procurement file.
5) The proposal is not signed by an authorized representative of the party.
6) The proposal contains false or misleading statements or references.
7) The proposal does not offer to provide all services required by the Request
for Proposal.
1.2 Expenses Incurred in Preparing Offers
All parties participating in the procurement process with regard to this solicitation shall
bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement
Review Board Office of Personal Service Contract Review Rules and Regulations.
1.3 Proprietary Information
The respondent should mark any and all pages of the proposal considered to be proprietary
information which may remain confidential in accordance with Mississippi Code
Annotated 25-61-9 and 79-23-1 (1972, as amended). Any pages not marked accordingly
will be subject to review by the general public after award of the contract. Requests to
review the proprietary information will be handled in accordance with applicable legal
procedures.
1.4 Registration with Mississippi Secretary of State
By submitting a proposal, the respondent certifies that it is registered to do business in the
State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already
registered, that it will do so within seven (7) business days of being offered an award.
1.5 Debarment
By submitting a proposal, the respondent certifies that it is not currently debarred from
submitting proposals for contracts issued by any political subdivision or agency of the State
of Mississippi or Federal government and that it is not an agent of a person or entity that is
currently debarred from submitting proposals for contracts issued by any political
subdivision or agency of the State of Mississippi.
1.6 Competitive Proposals
Discussions may be conducted with respondents who submit proposals determined to
be reasonably susceptible of being selected for award, but proposals or qualifications
may also be accepted without those discussions. For these reasons, all parties are
advised to propose their most favorable terms initially.

1.7 Offeror's Representation Regarding Contingent Fees
By responding to the solicitation, the offeror represents that it has not retained any person or
agency on a percentage, commission, or other contingent arrangement to secure this contract.
If the offeror cannot make such a representation, a full and complete explanation shall be
submitted in writing with the offeror's response, to MSVA prior to contract execution.
1.8 Additional Information
Questions about the contract portions of the procurement document must be submitted
in writing to Edward Williams, Chief Procurement Officer, 120 North State Street,
Jackson, MS 39201, contractpurchasing1@msva.ms.gov. Respondents are cautioned
that any statements made by contact persons that cause a material change to any portion
of the procurement document shall not be relied upon unless subsequently ratified by a
formal written amendment to the procurement document. Close of questions is at 12:00
p.m. CST on September 9, 2026. Anticipated posting of answers will be September 18,
2026, on the Mississippi Contract/Procurement Opportunity Search Portal and the
MSVA website: www.msva.ms.gov/procurement-notices.
1.9 Type of Contract
Compensation for services will be in the form of a firm fixed price agreement.
1.10 Written Proposals
All proposals shall be in writing.
SECTION 2
2.1 Purpose
The Mississippi Veterans Affairs (MSVA) is seeking to establish a contract for
housekeeping services at the State Veterans Home Oxford, located at 120 Veterans Drive,
Oxford, Mississippi 38655.
The contract will provide supplemental housekeeping services consisting of:
* Three (3) day-shift housekeepers working from 6:00 a.m. to 2:30 p.m.
* One (1) evening-shift housekeeper working from 2:30 p.m. to 11:00 p.m.
These services are required to support the care and well-being of the Veteran residents at
this 125-bed skilled nursing facility. The State Veterans Home currently employs a full-
time state employee housekeeping staff; however, the contracted personnel will augment
the existing state workforce to ensure adequate housekeeping coverage.
It is understood that any contract resulting from RFP-3200001531 requires approval by the
Mississippi Veterans Affairs Board. If the Board does not approve the resulting contract,
the contract shall be considered null and void, and no payment shall be made.

2.2 Scope of Services, Specifications and Requirements
The following services will be provided by the Offeror and its staff:
1. Regulations and Standards: The Vendor will adhere to all federal and state regulations
and standards that govern MSVA, and which are applicable to the State Veterans
Homes:
A. The vendor will adhere to all regulations and standards that govern MSVA:
(1) U.S. Department of Veterans Affairs;
(2) Mississippi Department of Health, Division of Licensure and
Certification;
(3) Nursing Home Regulations;
(4) Rules, Regulations, and Minimum Standards for Institutions
for the Aged or Infirm;
(5) MSVA Policies and Procedures;
2.3 Scope of Service (See Attachment D)
2.4 Personnel
A. MSVA reserves the right of final interview and approval for all personnel.
B. The vendor will pay all employees employed by the vendor.
C. These employees are subject to the home's direct supervision and approval.
D. Personnel policies will be those of the vendor. Vendor will present these policies
to MSVA upon acceptance of contract.
E. In addition to on-site personnel, sufficient personnel must be employed by the
vendor's company to keep housekeeping services fulfilled.
F. Consultation with vendor's supervisory and technical staff may be requested
and utilized by MSVA administration for proper functioning of the
housekeeping.

G. Should labor problems arise to the extent that legal advice and assistance are
necessary, the vendor will be responsible for the expenses.
H. Vendor agrees not to hire any MSVA employees without the express written
approval of the MSVA Executive Director.
I. Vendor will be responsible for the cost of background checks (currently $50/per
employee) on each employee. Each employee must submit fingerprints for
submission to the MS Department of Health. A copy of this report will be
submitted to MSVA.
J. Vendor will be responsible for the cost of Tuberculosis Skin Test (TB)
(currently $10/per employee) of each employee. Results of Tuberculosis Skin
Test will be submitted to Home Administrator prior to the contractor working in
any facility.
K. Vendor will ensure that employees attend all mandatory in-service training of
the Home.
L. Vendor will ensure staff receives dementia training upon hire and quarterly,
either electronically or in person at the facility. Training is provided by the
facility staff.
M. Facility will provide three (3) shirts for staff at facility cost.
N. Facility will provide appropriate personal protective equipment (PPE) for regular
cleaning and disinfecting for infection control purposes when in the Home when
the need arises.
O. Any physical altercations involving Vendor employees, the employees will be
removed from MSVA facility immediately, and written statements will be provided
to MSVA Home Administrator within 12 hours.
2.5 Billing
A. Vendor will electronically submit monthly bill/invoice to Oxford MSVA within three
(3) days after the end of each month to oxfordinvoices@msva.ms.gov .
B. Vendor will submit final bills for the MSVA fiscal year (July 1 through June 30) by July
15 each year. Failure to submit any unpaid invoices from previous fiscal year before the
deadline could result in the invoice not being paid.
C. Each bill will show a breakdown of charges and an overall summary.

2.6 Financial Records/Monthly Report
A. Vendor will utilize generally accepted accounting principles and practices in the
maintenance of financial records for housekeeping operations.
B. Vendor will permit MSVA or other regulatory agencies to:
i. Audit its accounts relating to this contract
ii. Verify all reports, records, and data
iii. Obtain other desired information by direct reference to ledgers, correspondence,
memoranda, and any other records pertinent to housekeeping
2.7 Training
All housekeeping employees will be required to receive training prior to working at the
facility. The following will be the minimum required:
A. Sanitation
B. Hand Washing/glove usage
C. Monitoring and Inspections
D. Elder abuse
2.8 Term
The term of the contract shall be for a period of two (2) years, starting October 15,
2026, through September 30, 2028. Upon written agreement of both parties, the contract
may be renewed by the MSVA for a period of one (1) one-year period under the same
prices, terms, and conditions. The total number of renewal years permitted shall not exceed
one (1).
2.9 Requirements for Proposal
A. A unit price shall be given for each service, and that unit price shall be the same
throughout the contract.
B. A multi-term contract will be canceled if funds are not appropriated or otherwise
made available to support the continuation of performance in any fiscal period
succeeding the first; however, this does not affect either the State's right or the
vendor's rights under any termination clause in the contract.

SECTION 3
3.1 Insurance
4 The successful vendor shall maintain at least the minimum level of workers'
compensation insurance, comprehensive general liability or professional liability
insurance, with minimum limits of $500,000.00 per occurrence and fidelity bond
insurance with minimum limits of $100,000.00. All workers' compensation,
comprehensive general liability, professional liability, and fidelity bond insurance will
provide coverage to the MSVA as an additional insured. The MSVA reserves the right
to request from carriers, certificates of insurance regarding the required coverage.
Insurance carriers must be licensed or hold a Certificate of Authority from the
Mississippi Department of Insurance. The vendor shall be prepared to provide evidence
of required insurance upon request by the MSVA at any point during the contract
period and should consult with legal counsel regarding its obligations.
SECTION 4
4.1 Written Proposals Shall Contain the Following Minimum Information
A. The name of the respondent, the location of the respondent's principal
place of business and, if different, the place of performance of the
proposed contract;
B. The age of the respondent's business and average number of employees
over a previous period of time, as specified in the Request for Proposal;
C. A listing of other contracts under which services similar in scope, size, or
discipline to the required services were performed or undertaken within a
previous period of time, as specified in the Request for Proposal
4.2 Evaluation Procedure
4.2.1 Step One:
Proposals will be reviewed to ensure compliance with the minimum
specifications. Proposals that do not comply with the minimum specifications
will be rejected immediately, receiving no further consideration.
4.2.1.1 Responsive Respondent
Respondent must submit a proposal which conforms in all material
respects to this Request for Proposals, RFP-3200001531, as determined
by MSVA.
4.2.1.2 Responsible Respondent
Respondent must have capability in all respects to perform fully the contract
requirements and the integrity and reliability which will assure good faith
performance, as determined by MSVA.

4.2.2 Step Two:
Proposals that satisfactorily complete Step One will be reviewed and analyzed
to determine if the proposal adequately meets the needs of MSVA. Factors to
be considered are as follows:
Evaluation Factors
The Following Factors will be Evaluated and Point System Given:
1. Cost Factor - 50%
a. Vendor is expected to provide a budget in its Request for Proposal with detailed
cost components. Price will be scored objectively, and the evaluation will be based
on each proposal's total cost
2. Corporate Experience or Past Performances - 10%
a. The experience factor focuses on the degree to which an offeror has actually
performed similar work. The past performance factor focuses on the quality of the
work previously performed.
3. Long Term Care Experience - 30%
a. A diverse array of services provided over a sustained period of time to people of
all ages with chronic conditions and functional limitations with similar bed
capacity.
4. In House Training and Sustainability Factors - 10%
a. Training courses to equip employees with the skills and knowledge to identify
and implement efficiency measures across various aspects of their work and
ongoing training to maintain proficient in their skills.
4.2.3 Step Three;
MSVA will contact the respondent with the proposal which best meets MSVA
needs based on factors evaluated in Step Two) and attempt to negotiate an
agreement that is deemed acceptable to both parties.
4.3 The Following Response Format Shall Be Used for All Submitted Proposals:
A. Management Summary: Provide a cover letter indicating the
underlying philosophy of the firm in providing the service.
B. Proposal: Describe in detail how the service will be provided. Include a
description of major tasks and subtasks.
C. Corporate experience and capacity: Describe the experience of the firm in
providing the service, give number of years that the service has been delivered,
and provide a statement on the extent of any corporate expansion required to

handle the service.
D. Personnel: Attach resumes of all those who serve in leadership positions that
includes their experience in this area of service delivery. Indicate the level of
involvement by principals of the firm in the day-to-day operation of the contract.
E. References: Give at least three (3) references for contracts of similar size and
scope, including at least two (2) references for current contracts or those
awarded during the past three (3) years. Include the name of the organization,
the length of the contract, a brief summary of the work, and the name and
telephone number of a responsible contact person. References may be contacted
by the Evaluation team. References will be used in Management Factors.
F. Acceptance of conditions: Indicate any exceptions to the general terms and
conditions of the proposal document and to insurance, bonding, and any other
requirements listed.
G. Additional data: Provide any additional information that will aid in evaluation
of the response.
H. Cost data: Estimate the annual cost of the service. Cost data submitted at this
stage is binding. Include the number of personnel proposed to be assigned to
the contract and the total estimated cost of the labor portion of the contract
(include a sample staffing chart). Identify all non-labor costs and their estimated
totals.
I. The Proposal must be in a three-ring loose leaf binder.
4.4 Nonconforming Terms and Conditions
A proposal response that includes terms and conditions that do not conform to the terms
and conditions in RFP is subject to rejection as non-responsive. The MSVA reserves
the right to permit the respondent to withdraw nonconforming terms and conditions
from its proposal response prior to a determination by the MSVA of non-
responsiveness based on the submission of nonconforming terms and conditions.
4.5 Conditioning Proposal Upon Other Awards
Any proposal which is conditioned upon receiving award of both the particular contract
being solicited and another Mississippi contract shall be deemed non-responsive and
not acceptable.
4.6 Award
Award shall be made to the responsible respondent whose proposal is determined in
writing to be the most advantageous to the State, taking into consideration the evaluation
factors set forth in the Request for Proposals. No other factors or criteria shall be used in
the evaluation.
4.6.1 Notification
All participating vendors will be notified of the MSVA's intent to award a
contract.