61-79000-26-02093_61-79000-26-02093 NMDPS Forensic Laboratory Lab Coat Rental and Laundry Services.pdf.PDF

GSD/SPD (Rev. 12/2025)

Invitation to Bid – Price Agreement

ITB Number: 61-79000-26-02093 ITB Title: NMDPS Forensic Laboratory Lab Coat Rental and Laundry Services

Bid Responses Due:

Date: June 18, 2026 Time: 2:00pm Late submission of Bids Cannot be Accepted.

If you have questions regarding this ITB please contact: Gerry Escobedo, Procurement Specialist Telephone No.: 505-470-7534 Email: Gerardo.Escobedo@gsd.nm.gov

Commodity Code(s): 07549, 17515, 20016, 24505, 42553, 47520, 49043, 96221

Formal Sealed Bid Opening, to occur immediately following the due date and time. See Page 2 for link

Formal, sealed Bid Opening in person at the following location:

State Purchasing Division 1100 St. Francis Drive, 2nd Floor, Room 2004, Santa Fe New Mexico

If you are an individual with a disability and you require accommodations such as a hearing interpreter to attend our bid openings, please contact State Purchasing (505) 827-0472 at least five (5) working days prior to the scheduled bid opening.

Bidder MUST complete as applicable and sign the following in order for Bid to be valid (type or print clearly):

NM Vendor ID# (if applicable):_____________________ Remit Address: ________________________________ Company Name: _________________________________ ____________________________________________ DBA (if applicable): ______________________________ ____________________________________________ Sales Email: _____________________________________ Sales Phone No.: _______________________________ NM Tax Payer Identification Number:____________________ Federal Tax ID#: _____________________________

Payment terms: Net 30 F.O.B. Destination (unless otherwise indicated in the specifications) Delivery: As stated in specifications

Bids may be submitted electronically through eProNM at the following site:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico or may be submitted in a sealed envelope with the bid number and opening date clearly indicated on the bottom left hand side of the front of the envelope.

Failure to label bid envelope will necessitate the premature opening of the bid in order to identify the bid number.

Please see Bid Submission Instructions on page 2.

Bids are subject to the “Terms and Conditions,” shown on the attached pages of this document, and any additional bidding instructions or requirements. The Terms and Conditions shall not be modified or supplemented.

NOTE: if you decide not to bid, do not return this document.

A business eligible for a New Mexico/Native American Resident Preference (Preference) must obtain a Preference certificate from the NM Taxation & Revenue Department. In order for the appropriate Preference to be applied to this solicitation, the expenditure for this solicitation cannot involve federal funds, and Bidder must submit a copy of its Preference certificate along with its response to the solicitation. Applicable Preferences will be applied to monetary values only, in accordance with §13-1-21 NMSA 1978, not percentage discounts or other non-monetary values. Additionally, only one submitted Preference will be applied per solicitation, not multiple.

Applications are available for download at: http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

Technical Online Bidding Questions:

(505) 795-1894 or (800) 233-1121 or you can contact the Procurement Specialist.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

State of New Mexico General Services Department

Purchasing Division ITB Price Agreement #: 61-79000-26-02093

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Bidder Instructions for Invitation to Bid (ITB)

Viewing ITB:

1. Bidders can access active procurements at the following sites:

• https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx

• https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

2. Complete bid documents as required by the ITB Specifications, and submit any required documentation, supporting materials, certificates, etc. in addition to the bid documents.

Submitting Bids:

Complete bid documents as required by the ITB Specifications, and submit any required documentation, supporting materials, certificates, etc. in addition to the bid documents.

• Electronic submissions through eProNM at the following site:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

• Bids will be time-stamped in the system when Bidder clicks “OK” after “Review and Submit.”

Such electronic submissions will be considered sealed bids in accordance with statute.

• If an amendment is processed after bid is submitted, Bidders must resubmit their bid in order for it to be considered fully submitted. Note: It is the responsibility of the Bidder to ensure bids are correct and accurate before submission. By bidding electronically, you acknowledge any and all amendments and it is your responsibility to ensure your bid corresponds with any amendments.

It is the Bidder’s responsibility to ensure all documents are completely uploaded and submitted electronically via the eProNM system by the deadline set forth in this ITB. The eProNM system will automatically cease uploading data at the date and time of the deadline. Please ensure that you, as the Bidder, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete; and (2) received, via the eProNM system by the deadline, will be deemed late. Further, a submission that is not fully complete and received via the eProNM system by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. In accordance with statute and rule, NO LATE BID CAN

BE ACCEPTED.

Bid Opening:

Sealed bids will be publicly opened online via Microsoft Teams. Bids are subject to the “Terms and Conditions,” shown on the subsequent pages of this document, and any additional bidding instructions or requirements. NOTE: if you decide not to bid, do not return this ITB document.

Please join Bid Opening from your computer, tablet or smartphone: https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?conte xt=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250- 9e0b-4237-b5ee-d3e9e1e586fc%22%7d

Meeting ID: 210 089 867 732 Passcode: 4W2kXN Download Teams | Join on the web

Or call in (audio only) +1 505-312-4308,,45609571# United States, Albuquerque Phone Conference ID: 456 095 71# https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+15053124308,,45609571

Purchasing Division

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Terms and Conditions (Unless otherwise specified)

1. General: When the State Purchasing Agent or his/her designee issues a purchase document in response to the bid, a binding contract is created.

2. Variation in Quantity: No variation in the quantity of any item called for by this order will be accepted unless such variation has been caused by conditions of loading, shipping, packing or allowances in manufacturing process and then only to the extent, if any, specified in this order.

3. Assignment:

a. Neither the order, nor any interest therein, nor any claim thereunder, shall be assigned or transferred by the Contractor, except as set forth in Subparagraph 3b or as expressly authorized in writing by the State Purchasing Agent or his/her designee. No such assignment or transfer shall relieve the Contractor from the obligations and liabilities under this order.

b. Contractor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the State as to goods, services, and materials purchased in connection with this bid are hereby assigned to the State.

4. State Furnished Property: State furnished property shall be returned to the State upon request in the same condition as received except for ordinary wear, tear and modifications ordered hereunder.

5. Discounts: Prompt payment discounts will not be considered in computing the low bid.

6. Inspection: Final inspection and acceptance will be made at the destination. Supplies rejected at the destination for nonconformance with specifications shall be removed at the Contractor's risk and expense, promptly after notice of rejection.

7. Inspection of Plant: The State Purchasing Agent or his/her designee may inspect, at any reasonable time, the part of the Contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

8. Commercial Warranty: The Contractor agrees that the supplies or services furnished under this order shall be covered by the most favorable commercial warranties the Contractor gives for such to any customer for such supplies or services.

The rights and remedies provided herein shall extend to the State and are in addition to and do not limit any rights afforded to the State by any other clause of this order. Contractor agrees not to disclaim warranties of fitness for a particular purpose of merchantability.

9. Taxes: The unit price shall exclude all state taxes.

10. Packing, Shipping and Invoicing:

a. The State's purchasing document number and the Contractor's name, user's name and location shall be shown on each packing and delivery ticket, package, bill of lading and other correspondence in connection with the shipments.

The user's count will be accepted by the Contractor as final and conclusive on all shipments not accompanied by a packing ticket.

b. The Contractor's invoice shall be submitted duly certified and shall contain the following information: order number, description of supplies or services, quantities, unit price and extended totals. Separate invoices shall be rendered for each and every complete shipment.

c. Invoices must be submitted to the using agency and NOT the State Purchasing Agent.

11. Default: The State reserves the right to cancel all or any part of this order without cost to the State, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess cost occasioned by the State due to the Contractor's default. The Contractor shall not be liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Contractor, such causes include but are not restricted to, acts of God or the public enemy, acts of the State or Federal

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Government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather and defaults of subcontractors due to any of the above, unless the State shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery scheduled. The rights of the State provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this order.

12. Non-Collusion: In signing this bid the Contractor certifies he/she has not, either directly or indirectly, entered into action in restraint of free competitive bidding in connection with this offer submitted to the State Purchasing Agent or his/her designee.

13. Nondiscrimination: Contractor doing business with the State of New Mexico must be in compliance with the Federal Civil Rights Act of 1964 and Title VII of the Act (Rev. 1979) and the Americans with Disabilities Act of 1990 (Public Law 101-336).

14. The Procurement Code: Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and criminal penalties for its violation. In addition the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks.

15. Items: All bid items are to be NEW and of most current production, unless otherwise specified.

16. Payment for Purchases: Except as otherwise agreed to: late payment charges may be assessed against the user state agency in the amount and under the conditions set forth in Section 13-1-158 NMSA 1978.

17. Workers' Compensation: The Contractor agrees to comply with state laws and rules pertaining to Workers' Compensation benefits for its employees. If the Contractor fails to comply with Workers' Compensation Act and applicable rules when required to do so, this Agreement may be terminated by the contracting agency.

18. Submission of Bid: Bids may be submitted electronically through eProNM at the following site:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico or may be submitted in a sealed envelope with the bid number and opening date clearly indicated on the bottom left hand side of the front of the envelope.

Failure to label bid envelope will necessitate the premature opening of the bid in order to identify the bid number.

19. Contractor Personnel: Personnel proposed in the Contractor’s written bid to the Procuring Agency are considered material to any work performed under this Price Agreement. Once a Purchase Order or contract has been executed, no changes of personnel will be made by the Contractor without prior written consent of the Procuring Agency. Replacement of any Contractor personnel, if approved, shall be with personnel of equal ability, experience, and qualifications. The Contractor will be responsible for any expenses incurred in familiarizing the replacement personnel to insure their being productive to the project immediately upon receiving assignments. Approval of replacement personnel shall not be unreasonably withheld. The Procuring Agency shall retain the right to request the removal of any of the Contractor’s personnel at any time.

20. Subcontracting: The Contractor shall not subcontract any portion of the Price Agreement without the prior written approval of the Procuring Agency. No such subcontracting shall relieve the Contractor from its obligations and liabilities under this Price Agreement, nor shall any subcontracting obligate payment from the Agency.

21. Records and Audit: The Contractor shall maintain detailed time and expenditure records that indicate the date, time, nature, and cost of services rendered during this Price Agreement’s term and effect, and retain them for a period of three

(3) years from the date of final payment under this Price Agreement. The records shall be subject to inspection by the Agency, State Purchasing Division, Department of Finance and Administration, and for Information Technology contracts, State Chief Information Officer. The Agency shall have the right to audit billings, both before and after payment. Payment for services under this Price Agreement shall not foreclose the right of the Agency to recover excessive or illegal payments.

22. Subcontracts: The foregoing requirements for Contractor Personnel, Subcontracting, and Audit shall be inserted into all subcontracts from the prime contractor to the subcontractor.

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Important Bidding Information

All Bidders must notify the State Purchasing Agent or his/her designee if any employee(s) of the requesting agency or the office of the State Purchasing Agent have a financial interest in the Bidder. Financial interest is defined as:

A. holding a position in a business as officer, director, trustee or partner or holding any position in management; or

B. ownership of more than five percent interest in a business.

____ No financial interest ____ Yes financial interest

If yes, specify the employee’s name: ________________and financial interest: ________________________

Bid tabulations will be posted to our website approximately two (2) weeks after bid opening date. To access go to https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx, and filter by Bid Tab.

Failure of Bidder to complete bidding documents, in accordance with all instructions provided, is cause for this office to reject their bid.

Brand names and numbers are for reference only; equivalents will be considered. If bidding “equivalent” bidders must be prepared to furnish “complete data” upon request, preferably with bid, to avoid delay in award.

Specifications on the bid are not to exclude any bidder or manufacture. Where a brand name or equal is indicated, it is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to restrict competition. “No substitute” specifications may be authorized ONLY if required to match existing equipment.

If any Bidder is of the opinion that the specifications as written preclude her/him from submitting a bid on this ITB, it is requested that his/her opinion be made known to the State Purchasing Agent or his/her designee, in writing, at least seven

(7) days prior to the bid opening date.

Bidders must, upon request of the State Purchasing Agent or his/her designee, provide information and date to prove that the financial resources, production of service facilities, service reputation and experience are adequate to make satisfactory delivery of the materials and/or services. The State Purchasing Agent or his/her designee reserves the right to require a Bidder to furnish a Performance Bond prior to award, where the Bidder is unable to furnish the required information or data, or for other reasons which would insure proper performance by the Bidder.

Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be free of expense to the State of New Mexico. Samples not destroyed or mutilated in testing will be returned upon request, at Bidders expense.

Each sample must be labeled to clearly show the bid number and item number that it pertains to. Unsolicited bid samples or descriptive literature, which is submitted at the Bidder’s risk, will not be returned.

Awards

Determination of Lowest Bidder – Following determination of product acceptability, if any is required, bids will be evaluated to determine which Bidder offers the lowest cost to the State in accordance with the specifications and terms & conditions set forth in the Invitation to Bid. The State Purchasing Agent reserves the right to award this Invitation to Bid in total; by groups of items; on the basis of individual items; any combination of these which could result in a multiple award; or as otherwise specified in bid specifications; whichever, in his/her judgment, best serves the interest of the State of New Mexico.

The New Mexico State Purchasing Agent or his/her designee reserves the right to accept and/or reject any and all bids, to waive technical irregularities, and to award to the Bidder whose bid is deemed to be in the best interest of the State of New Mexico.

https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx

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Special Notice – To preclude any possible errors and/or misinterpretations, bid prices must be affixed legibly in ink or typewritten. Corrections or changes must be signed or initialed by Bidder prior to the scheduled bid opening; failure to do so will be just cause for rejection of bid.

Bids may be withdrawn upon receipt of written request, prior to scheduled bid opening for the purpose of making any corrections and/or changes; such corrections must be properly identified and signed or initialed by Bidder. Resubmittal must be prior to scheduled bid opening for consideration.

After bid opening, no modifications on bid prices or other provisions of bid shall be permitted. A low Bidder alleging a material mistake of fact after bids have been opened may be permitted to withdraw the bid upon written request prior to award at the discretion of the State Purchasing Agent or his/her designee.

F.O.B. Destination – Means goods are to be delivered to the destination designated by the user which is the point at which the user accepts ownership or title of the goods. Laws of New Mexico specifically prohibit acceptance of ownership of goods in transit. Any exception to F.O.B. Destination may cause bid to be declared nonresponsive.

If you are an individual with a disability and you require accommodations such as a hearing interpreter to attend our bid openings, please contact State Purchasing (505) 827-0472 at least five (5) working days prior to the scheduled bid opening.

New Mexico Employees Health Coverage

A. If Contractor has, or grows to, six (6) or more employees who work, or who are expected to work, an average of at least 20 hours per week over a six (6) month period during the term of the contract, Contractor certifies, by signing this agreement, to have in place, and agrees to maintain for the term of the contract, health insurance for its New Mexico Employees and offer that health insurance to its New Mexico Employees if the expected annual value in the aggregate of any and all contracts between Contractor and the State exceeds $250,000 dollars.

B. Contractor agrees to maintain a record of the number of its New Mexico Employees who have (a) accepted health insurance; (b) declined health insurance due to other health insurance coverage already in place; or (c) declined health insurance for other reasons. These records are subject to review and audit by a representative of the state.

C. Contractor agrees to advise all of its New Mexico Employees of the availability of State publicly financed health care coverage programs by providing each of its New Mexico Employees with, as a minimum, the following web site link to additional information: https://www.bewellnm.com/

D. For purposes of this Paragraph, the following terms have the following meanings:

(1) “New Mexico Employee” means any resident of the State of New Mexico employed by Contractor who performs the majority of the employee’s work for Contractor within the State of New Mexico, regardless of the location of Contractor’s office or offices; and

(2) “offer” means to make available, without unreasonable restriction, enrollment in one or more health coverage plans and to actively seek and encourage participation in order to achieve the goals of Executive Order 2007-049. This could include State publicly financed public health coverage programs such as Insure New Mexico!

https://www.bewellnm.com/

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Department Price Agreement

Article I – Statement of Work Under the terms and conditions of this Price Agreement, the using agency may issue orders for items and/or services described herein.

The terms and conditions of this Price Agreement shall form a part of each order issued hereunder.

The items and/or services to be ordered shall be listed under Article IX – Price Schedule. All orders issued hereunder will bear both an order number and this Price Agreement number. It is understood that no guarantee or warranty is made or implied by either the New Mexico State Purchasing Agent or the user that any order for any definite quantity will be issued under this Price Agreement. The Contractor is required to accept the order and furnish the items and/or services in accordance with the articles contained hereunder for the quantity of each order issued.

Article II –Term The term of this Price Agreement for issuance of orders shall be as indicated in specifications.

Article III –Specifications Items and/or services furnished hereunder shall conform to the requirements of specifications and/or drawings applicable to items listed under Article IX - Price Schedule. Orders issued against this schedule will show the applicable price agreement item(s), number(s), and price(s); however they may not describe the item(s) fully.

Article IV – Shipping and Billing Instructions Contractor shall ship in accordance with the instructions of this form. Shipment shall be made only against specific orders which the user may place with the contractor during the term indicated in Article II – Term. The Contractor shall enclose a packing list with each shipment listing the order number, price agreement number and the commercial parts number (if any) for each item. Delivery shall be made as indicated on page 1. If Contractor is unable to meet stated delivery the State Purchasing Agent must be notified.

Article V – Termination The Agency may terminate this Agreement for convenience or cause. The Contractor may only terminate this Agreement based upon the Agency’s uncured, material breach of this Agreement. Contractor shall give Agency written notice of termination at least thirty (30) days prior to the intended date of termination, which notice shall (i) identify all the Agency’s material breaches of this Agreement upon which the termination is based and (ii) state what the Agency must do to cure such material breaches. Contractor’s notice of termination shall only be effective (i) if the Agency does not cure all material breaches within the thirty (30) day notice period or (ii) in the case of material breaches that cannot be cured within thirty (30) days, the Agency does not, within the thirty (30) day notice period, notify the Contractor of its intent to cure and begin with due diligence to cure the material breach. Termination of this Contract, however, shall not affect any outstanding orders. This provision is not exclusive and shall not waive other rights and remedies afforded either party in the event of breach of contract or default. In such instances the contract may be cancelled effective immediately.

Article VI – Amendment This Price Agreement may be amended by mutual agreement of the New Mexico State Purchasing Agent or his/her designee and the Contractor upon written notice by either party to the other. An amendment to this Price Agreement shall not affect any outstanding orders issued prior to the effective date of the amendment as mutually agreed upon, and as published by the New Mexico State Purchasing Agent or his/her designee. Amendments affecting price adjustments and/or the extension of a price agreement expiration date are not allowed unless specifically provided for in the bid and price agreement specifications.

Article VII – Issuance or Orders Only written signed orders are valid under this Price Agreement.

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Article VIII – Packing (if applicable) Packing shall be in conformance with standard commercial practices.

Article IX – Price Schedule Prices as listed in the price schedule hereto attached are firm.

IMPORTANT: NO ADDITIONAL TERMS AND/OR CONDITIONS WILL BE ACCEPTED

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Specifications:

Specifications:

The New Mexico Department of Public Safety (NMDPS) Forensic Laboratory hereinafter referenced to as NMDPS, is requesting bids for the provision of establishing a Price Agreement for the procurement of laboratory coat rental and weekly laundry services. Services are to be provided at each NMDPS Forensic Laboratory, located in Santa Fe, Las Cruces, and Hobbs, New Mexico.

Term The term of this price agreement shall be for one (1) year from date of award with the option to extend for a period(s) of five (5) additional years, on a year-by-year basis, by mutual agreement of all parties and approval of the New Mexico State Purchasing Agent at the same price, terms and conditions. This price agreement shall not exceed six (6) years.

Method of Award/Multiple Awards Pursuant to the Procurement Code, Sections 13-1-153 and 13-1-154, the State reserves the right to issue multiple awards to obtain the items listed. Multiple awards are recommended to ensure availability and timely delivery. Determination for award shall be based upon the lowest total cost of all items listed and the bidder’s abilities to meet both the "minimum” and the “submittal” requirements of the Invitation to Bid. This may be a multiple award contract. NMDPS reserves the right to make multiple awards by location and/or laboratory coat classification, as determined to be in the best interest of NMDPS, to ensure service continuity, availability, and timely delivery.

Scope of Work:

The NMDPS Forensic Laboratory is soliciting competitive sealed bids from qualified contractors to provide comprehensive laboratory coat rental and laundering services. Services shall include, but are not limited to employee fitting, supply of laboratory coats, weekly laundering and pressing, inventory management, scheduled delivery and pickup, and replacement of worn or damaged items. Laboratory coats may be required to include NMDPS logo and employee name patches with services to be provided at multiple NMDPS Forensic Laboratory locations statewide. The purpose of this Invitation to Bid is to establish an agreement for comprehensive lab coat services that ensure garments are consistently clean, properly maintained, and readily available to support daily forensic operations. All services must meet applicable safety, identification, and professional standards required in forensic laboratory environments, ensuring staff are equipped with compliant, high-quality laboratory attire at all times. All laboratory coats provided under the resulting agreement shall be furnished on a rental basis, with ownership of all garments remaining with the Contractor at all times.

General Requirements The Contractor shall provide the following services and features for all laboratory coats included in this contract:

• Weekly service of five (5) lab coats per person.

• Weekly pickup and delivery of lab coats for cleaning.

• Rack for hanging clean laboratory coats

• Press lab coats and ensure all delivered lab coats are wrinkle free.

• Bag stand for placement of dirty lab coats (Built in Hamper Width 18”, Depth 22”, Height 26.5” available on site).

• Consistent availability of required quantities and classifications of lab coats.

• Immediate corrective action in the event of missed deliveries, shortages, or quality issues (defined as same-day response, at minimum).

• Ability to comply with all applicable federal, state, and local laws, regulations, and industry standards related to forensic laboratory laundering, handling, sanitation, and occupational safety.

• Professional laundering processes must meet industry standards appropriate for forensic laboratory use, including procedures that prevent cross-contamination between laboratories and garment classifications.

• Established quality assurance and quality control procedures to ensure lab coats are clean, serviceable, and returned in the correct quantities and classifications.

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• Any special orders for people allergic to soaps, cleaning solutions, and/or starches will be handled on an individual basis at no additional cost.

• Lab coats that are worn out, dingy in color, damaged, lost, or stained from cleanings or exchanges will be replaced at Contractor’s sole expense.

• Lab coats that are damaged beyond repair, permanently visibly stained, or lost due to employee’s misuse, will be replaced with new never worn coats at the prorated uniform costs within seven (7) calendar days of pickup.

• Permanently visibly stained lab coats shall only be replaced with the agreement of the NMDPS designee.

The presence of visible staining must have been documented during the pickup inspection.

• Ability to track and manage individual lab coat condition, lab coat assignments by location, color, and laboratory. Make repairs to all lab coats as required. Note that such repairs are for sewing and stitching of uniform seams or patches and replacement of buttons.

• Supply uniform repair tags that may be affixed to the to-be-repaired lab coats for each location at no additional cost.

• Sufficient staffing, equipment, vehicles, and infrastructure to ensure timely, reliable and uninterrupted service throughout the contract term.

• Designated point of contact responsible for contract administration, issue resolution, and coordination with NMDPS designee.

• Inventory all laboratory coats received or delivered at the time of pickup and/or delivery. NMDPS designee shall be available to assist and sign inventory documentation. A copy of the inventory documentation shall be given to the NMDSP designee at the time of pickup.

• NMDPS designee may reject any items that do not meet the requirements of the bid specifications.

Pick up rejected items within two (2) business days if such rejection was discovered by

NMDPS after delivery was made.

Restore to acceptable state or replace, as necessary, rejected items within seven (7) business days after the rejection was made, at Contractor’s sole expense.

• Contractor will have 48 hours to correct missing garment issues upon delivery.

• Provide monthly inventory reports to NMDPS designee by service location and laboratory coat classification, including quantities issued, replaced, and in service.

Patch Specifications

• If applicable, Contract shall maintain adequate inventory and sew in place all patches at Contractor's sole expense with the exception of employee damaged or missing patches. Employee damaged or missing patches must be identified at the time of the pickup and an acknowledgement signed by the NMDPS designee.

• The designated location and appearance of all patches will be consistent for all employees.

• Each lab coat may be patched as follows:

Right upper chest: employee first and last name Left upper chest: NMDPS Forensic Laboratory logo

Proper Fit

• The Contractor shall provide a full range of laboratory coat sizes, including petite, regular, tall, and extended sizes, to ensure proper fit for all NMDPS personnel.

• The Contractor shall conduct initial on-site garment sizing for all assigned staff at each laboratory location upon contract implementation and for new personnel as needed throughout the contract term.

• The Contractor shall maintain accurate sizing records for each wearer and ensure replacement garments are provided in the correct size and classification.

• Size exchanges due to fit issues shall be provided at no additional cost to NMDPS.

• The Contractor shall be capable of accommodating size changes for personnel during the contract term in a timely manner.

Laboratory Coat Specifications

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The New Mexico Department of Public Safety Forensic Laboratory is an International Organization for Standardization (ISO) / International Electrotechnical Commission (IEC) 17025:2017 American Association for Laboratory Accreditation (A2LA) accredited laboratory (A2LA certificate numbers 4999.01, 4999.02 and 4999.03). Contractor must adhere to NMDPS Standard Operating Procedures (SOP’s) on cleaning, handling, storage, cross-contamination, and DNA/evidence integrity.

The Contractor shall supply and service laboratory coats that meet Occupational Safety and Health Standards (OSHA) 29 CFR 1910.1030 Bloodborne Pathogens, 29 CFR 1910.132 Personal Protective Equipment (PPE) and 29 CFR 1910.1450 Occupational exposure to hazardous chemicals in laboratories

• Chemistry Level Lab Coats o Dark blue lab coats designed for chemical laboratory environments; flame-resistant;

constructed of 93% meta-aramid, 5% para-aramid, and 2% anti-static fiber

• Evidence Lab Coats o Light blue lab coats intended for non-chemical laboratory use; blended fabric composed of 80% polyester and 20% cotton.

• Basic Lab Coats o White lab coats for general laboratory use; blended fabric composed of 80% polyester and 20% cotton.

Service Locations and Staffing Staffing numbers provided below are estimates for bidding purposes and may fluctuate during the contract term based on operational needs. The Contractor shall be capable of scaling services accordingly.

Santa Fe Laboratory 2068 Galisteo St Santa Fe, NM 87505

Service Requirements:

• Five (5) lab coats per person

• Weekly pickup and delivery Staff:

• 6 people – Chemistry Level Lab Coats (dark blue - chemical)

• 4 people – Evidence Lab Coats (light blue - non-chemical)

• 36 people – Basic Lab Coats (white lab coats - general laboratory)

Las Cruces Laboratory 2450 Lakeside Dr., Ste D Las Cruces, NM 88007

Service Requirements:

• Five (5) lab coats per person

• Weekly pickup and delivery Staff:

• 5 people – Chemistry Level Lab Coats (dark blue - chemical)

• 1 person – Evidence Lab Coats (light blue - non-chemical)

Hobbs Laboratory 111 N. Turner St Hobbs, NM 88240

Service Requirements:

• Five (5) lab coats per person

• Weekly pickup and delivery Staff:

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• 4 people – Chemistry Level Lab Coats (dark blue - chemical)

• 1 person – Evidence Lab Coats (light blue - non-chemical)

Performance Requirements Contractor shall utilize a documented, validated, multi-step laundering process sufficient to ensure that all garments are decontaminated, free of biological and chemical hazards, segregated to prevent cross-contamination, maintained in a safe, sanitary, and serviceable condition, and returned in a manner that preserves cleanliness and prevents recontamination.

Home laundering of laboratory coats is strictly prohibited.

Garment Segregation Requirements Contractor shall maintain strict segregation of garments by laboratory function, including DNA/biological analysis, controlled substances/chemical analysis, latent prints examination, and FATM/general examination.

Cross-processing between categories is prohibited unless supported by documented Contractor validation demonstrating no cross-contamination risk.

Contaminated Laundry Handling and Transport Contractor shall implement procedures ensuring that contaminated garments are handled with minimal agitation, placed in labeled, leak-resistant containers or bags when contaminated with blood, OPIM, or wet contamination, and transported in a manner that prevents release or spread of contaminants.

Personnel handling returned garments shall utilize appropriate personal protective equipment (PPE).

Gross Contamination Evaluation and Handling Contractor shall implement a documented intake inspection process. All garments shall be evaluated for visible bulk contamination, significant biological fluid saturation, suspected heavy chemical contamination, and physical damage.

Garments identified as grossly contaminated shall be segregated, handled with appropriate PPE, and not processed with routine garments. Based on risk, garments shall be subjected to specialized decontamination, quarantined for further evaluation, or removed from service and disposed of in accordance with applicable regulations. Documented criteria for disposition shall be maintained.

Standard Laundering Process Requirements Pre-wash/flush cycle: minimum one flush cycle with water exchange.

Detergent wash and thermal disinfection: industrial detergent system with surfactants; wash temperature ≥160°F (71°C) for ≥25 minutes or equivalent validated process; chemical disinfection using oxygen-based systems or equivalent validated chemistry.

Mechanical action: sufficient agitation to dislodge particulates and prevent redeposition.

Rinse cycles: minimum two cycles; final rinse pH 6.0–8.5.

Drying: controlled drying at ≥140°F (60°C) with complete moisture removal.

Quality Assurance and Monitoring Contractor shall implement a quality assurance program including routine monitoring of temperature, cycle time, and chemical concentrations, periodic verification testing, and documented corrective actions.

All records shall be available for audit upon request.

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Clean-Side Handling and Packaging Hanging and packaging shall occur in a designated clean area physically separated from soiled processing areas.

Personnel shall perform hand hygiene and wear clean gloves.

Garments shall be packaged to prevent contamination, labeled for user identification, and delivered in a condition suitable for immediate wear.

Garment Maintenance Garments shall be inspected, repaired as needed, replaced if non-serviceable, and removed from circulation if irreparable.

Documentation and Submittals Contractor shall provide SOPs, validation data, QA documentation, chemical specifications, PPE procedures, and corrective action procedures.

Acceptance Criteria Garments must be free of visible contamination, free of cross-contamination, properly packaged, and supported by required documentation.

Audit and Inspection Rights The laboratory reserves the right to inspect facilities, review documentation, and verify compliance.

Non-Compliance Failure to meet specifications may result in rejection of services, corrective action requirements, or contract termination.

Compensation:

The prices quoted herein represent the total compensation to be paid by the State for the goods and/or services provided including any and all labor, equipment, tools, materials, federal taxes, permits, licenses, fees, or other costs necessary to complete the service or goods provided.

Tax Note Price shall not include state gross receipts tax or local option tax. Such tax or taxes shall be added at time of invoicing at current rate and shown as a separate item to be paid by user.

Bidding Information:

The conditions and specifications set out in this ITB are inseparable and indivisible. Any Bidder, by submitting a bid, agrees to be bound by all such conditions and/or specifications. All conditions and specifications in the ITB, and all other documents required to be submitted, shall be submitted by the Bidder in their bid package. Failure to do so or any attempt to vary or change the conditions or specifications of the invitation to bid shall, at the discretion of the State of New Mexico, constitute grounds for rejection of the entire bid.

Any Awarded Vendor shall be considered an Independent Contractor and not an employee of the State of New Mexico. The Agency shall provide direction regarding the time and place of performance and compliance with rules and regulations required by this price agreement.

Escalation / Reduction Clause An Awarded Vendor shall keep pricing fixed for each year of this Agreement. Thereafter, SPD and the Awarded Vendor may adjust pricing no more than once annually through an amendment to the Agreement at the time of Agreement renewal. An Awarded Vendor shall submit all pricing increase requests to SPD directly or through the agency contact in writing and provide substantiating evidence that each request is based on demonstrable market changes impacting the cost

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Page-14 of products. The request must show all proposed increases by line item and include supporting documentation acceptable to SPD (such as a letter from a manufacturer indicating price increases, etc.) SPD’s decision on what is acceptable in this context is final and shall be accepted by all parties to the Agreement. Requested price increases that exceed 10% will not be accepted. No price increase may result in a higher profit margin for the Awarded Vendor than at the beginning of the initial term of this Agreement. Pricing changes will apply to Agreements and amendments to Agreements entered on and after the effective date of the price change. Price decreases as well as increases shall apply in the same manner. If vendor's prices are reduced for any reason, users shall receive the benefit of such reductions, immediately. Price increases will not be retroactive to orders already in-house or back orders. Orders will be filled at the price in effect on the date of receipt of the order by the vendor.

To facilitate prompt consideration, all requests for price increase must include all information listed below:

1. Agreement Item Number

2. Current Item Price

3. Proposed New Price

4. Percentage of Increase

5. Mill/Supplier Notification of price increase indicating percentage of increase including reason for increase.

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Items’ Submission Instructions:

Submission process only - Contact the help line directly at: (505) 795-1894, (505) 670-1561, (505) 469-1092,

(505) 469-2248 or (800) 233-1121, or you can contact the buyer listed on the ITB (this document) front page.

Items are located in the eProcurement System:

Online Submission for Items:

1. Bidders are required to download the ITB PDF or Excel Items Spreadsheet from the Buyer Attachments’ page;

2. Bidders are required to enter bid prices into the ITB PDF or Excel spreadsheet.

3. Upload the completed ITB PDF or Excel spreadsheet into the Supplier Attachments’ page.

W9 Submission:

All vendors must submit a valid, signed W-9 Form with their bid submission. The form may be either:

• The official Federal IRS Form W-9, or

• A substitute W-9 Form provided by the State of New Mexico, provided it contains all required information and certifications.

The form must be signed and dated within the current calendar year. The signature must be a wet (handwritten) signature, or a digitally verified signature utilizing a secure, third-party electronic signature platform (e.g., DocuSign), accompanied by a verifiable signature receipt.

If State Purchasing finds that the W9 form needs correction or clarification, the vendor will have three (3) business days to correct the error and/or provide clarification. If State Purchasing does not receive the correct form within three (3) business days, the bidder will be disqualified.

Items:

Item Approx.

Qty.

UOM Location Lab Coat Type (Without or With Logo and

Name Patchwork)

Weekly Usage

(Coats per Wearer)

Weekly Unit Rental

Rate (Per Coat)

Total Cost (Per

Wearer)

1 1 EA -

Each Santa Fe Chemistry (Dark Blue) without logo and name patchwork 5 $ $

2 1 EA -

Each

Santa Fe Evidence (Light Blue) without logo and name patchwork

5 $ $

3 1 EA -

Each

Santa Fe Basic (White) without logo and name patchwork

5 $ $

4 1 EA -

Each

Las Cruces

Chemistry (Dark Blue) without logo and name patchwork

5 $ $

5 1 EA -

Each

Las Cruces

Evidence (Light Blue) without logo and name patchwork

5 $ $

6 1 EA -

Each

Las Cruces

Basic (White) without logo and name patchwork

5 $ $

7 1 EA -

Each

Hobbs Chemistry (Dark Blue) without logo and name patchwork

5 $ $

8 1 EA -

Each

Hobbs Evidence (Light Blue) without logo and name patchwork

5 $ $

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9 1 EA -

Each

Hobbs Basic (White) without logo and name patchwork

10 1 EA -

Each

Santa Fe Chemistry (Dark Blue) with logo and name patchwork

5 $ $

11 1 EA -

Each

Santa Fe Evidence (Light Blue) with logo and name patchwork

5 $ $

12 1 EA -

Each

Santa Fe Basic (White) with logo and name patchwork

5 $ $

13 1 EA -

Each

Las Cruces

Chemistry (Dark Blue) with logo and name patchwork

14 1 EA -

Each

Las Cruces

Evidence (Light Blue) with logo and name patchwork

5 $ $

15 1 EA -

Each

Las Cruces

Basic (White) with logo and name patchwork

5 $ $

16 1 EA -

Each

Hobbs Chemistry (Dark Blue) with logo and name patchwork

5 $ $

17 1 EA -

Each

Hobbs Evidence (Light Blue) with logo and name patchwork

5 $ $

18 1 EA -

Each

Hobbs Basic (White) with logo and name patchwork

Item Approx.

Qty.

UOM Location Article and Description Weekly Unit Rental

Rate (Per Rack)

19 1 EA - Each All Locations Hanging Rack $

*** 19 Items Total ***

NOTE TO BIDDERS:

All bids must be made completely independent of all other bids submitted. Where multiple bids are submitted by bidding entities owned by the same person or persons, those bids will be presumed to not be made independently of one another, and may be disqualified.

It is the Bidders’ responsibility to ensure all documents are completely uploaded and submitted electronically via the eProNM system by the deadline set forth in this ITB. The eProNM system will automatically cease uploading data at the date and time of the deadline. Please ensure that you, as the Bidder, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete; and (2) received, via the eProNM system by the deadline, will be deemed late. Further, a submission that is not fully complete and received via the eProNM system by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. In accordance with statute and rule, NO LATE BID CAN BE ACCEPTED.