Addendum 001 for DOC-24-113 06182024 (002).doc

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CORRECTIONS

6900 ATMORE DRIVE

RICHMOND, VIRGINIA 23225

June 18, 2024

ADDENDUM NUMBER 001 TO ALL BIDDERS:

Reference:

DOC-24-113

Commodity:

95405 – Laundry Services

Dated:

June 4, 2024

For Delivery To:

All Bidders

Updated Bid Due Date:

July 2, 2024 at 3:00 pm Eastern time

Pre-bid Conference:

No The solicitation is hereby changed as follows:

A. Change the due date for the receipt of bids from June 25, 2024 to July 2, 2024 at 3:00 pm Eastern time.

B. Delete the existing Price Schedule and replace with the updated Pricing Schedule listed below in Section C. The updated Price Schedule requests pricing for each applicable facility. Bidders are not required to provide pricing for all DOC facilities listed and can instead just provide pricing for one or more of the facilities listed. Note to bidders: List your pricing in Section C beginning on Page 2 below.

C. Following are questions received from potential bidders along with DOC responses to the questions received:

1. Will the contractor be required to transport, pick up, and bring the laundry from and to the facilities and taking them to the subcontracted facility where they will be doing the laundry. Do the subcontracted facilities have?

a. Yes, the contractor is required to transport laundry from each applicable DOC facility to the contractor’s laundry facility and then to return the cleaned laundry back to the applicable DOC facility.

2. On page# 24 of 33, referencing the pricing of the services, mops are listed, are you wanting mops to include shipping to the facility or to be dropped off as requested, prices would vary based upon location and availability to ship and requested standards. Mops, does this refer to whole handles with the mophead or just mopheads (wooden and/or metal handles), please advise.

a. Mops just refers to the mophead. The contractor is required to pick up and deliver mopheads, along with all laundry. The DOC prefers to be billed by the pound but if there are items, such as mops, in which the bidder normally invoices on a per unit basis, then the bidder should list price to launder each applicable mophead in Section C below.

3. What is the Agency’s desired delivery time as noted on page# 24 of 33?

a. The preferred time may differ for each specific DOC facility, but anytime between 8am to 4pm should be acceptable for most DOC facilities.

4. Subcontractors used must submit their information as well as noted in various sections, do we also have to upload information for the subcontractor’s business (i.e., business license, certifications, etc.)? (as per listed on page# 27 of 33)

a. Yes, if you are intending to subcontract transportation and/or laundry services to a subcontractor, then this information should be included with your bid.

5. Method of Pickup for from each facility. Do we have to walk into pick up the soiled linen from each facility or will we have to walk within the facility. Please advise how onsite pickup and drop of linen is done?

a. The method of pickup may vary between DOC facilities, depending upon security protocol for each institution. Most facilities though will have laundry staged at each facility warehouse for pickups and deliveries.

ATTACHMENT A: BID FORM

Failure to complete and provide this Bid Form may result in rejection of your bid.

1. VENDOR’S PRIMARY CONTACT FOR THIS SOLICITATION:

Name:

Phone:

Email:

2. VENDOR INFORMATION:

Company Name:

Phone Number:

Fax Number:

Address:

eVA Vendor ID or DUNS Number

Years in Business: Indicate the length of time the Company has been in business providing this type of good or service: ______ Years

Months

3. CONTRACTOR ASSIGNED STAFF: The Contractor shall list the names and credentials (licenses, professional certifications) of all staff assigned to the DOC account to provide the services detailed in this Invitation for Bids.

Name: Credentials:

A.________________________________________________________________________

B. ________________________________________________________________________

C. ________________________________________________________________________

Note: In the event of any staff turnover or staff reassignments, the Contractor shall notify the DOC and shall submit the appropriate background history questionnaire, authority for release of information and have fingerprints obtained for any proposed new staff member. This shall be in addition to the requirement to provide the required credentials information. The DOC Warden, Superintendent or Chief may remove any Contractor employee that the Warden, Superintendent or Chief feels threatens the health or safety of staff/inmates/offenders, security of the facility or quality of the service provided by the Contractor.

4. CURRENT OR RECENT ACCOUNTS:

Indicate below a minimum of two (2) current or recent accounts, either governmental or commercial for which your company has provided goods and/or services similar in nature to the Scope of Work/Description of Items (Specifications) in the Invitation for Bids. Include the length of service and the name, address, and telephone number of the point of contact.

A.

B.

C.

5. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified. Furthermore, the contractor and subcontractors shall maintain the required license throughout the term of the contract. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked.

Contractor Name: _________________________ License # _________________ Type ________________

Subcontractor Name: _________________________

License # _________________ Type ________________

6. DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the bidder. The Agency requires the bidder to deliver within a reasonable time after ARO. If the bidder does not insert a stated delivery time in the blank below, the bidder will be deemed to offer delivery in accordance with the Agency’s desired delivery time as stated below:

Agency’s desired delivered time: _____ calendar days ARO

BIDDER’S STATED DELIVERY TIME: ____ CALENDAR DAYS ARO

7. ADDENDUM ACKNOWLEDGMENT: I/we acknowledge receipt of the following addenda:

8. SMALL PURCHASE CHARGE CARD PROGRAM: Are you currently a VISA vendor and will you accept VISA credit cards for payment of goods and services on this contract.

Yes

No

In compliance with this Invitation for Bids (IFB) and to all the conditions imposed herein, the undersigned agrees to furnish the Services in accordance with this IFB and the signed Bid Form and certifies that all information provided herein is true, correct, and complete.

Company Name:

(Print)

Signature:

Name (Print):

Title (Print):

Date:

NOTE: Failure to sign the bid in the space provided above may result in the rejection of your bid. Failure to accept all of the terms in the IFB or altering any of the terms and conditions or altering the Price Schedule will result in the rejection of your bid.

C. PRICE SCHEDULE:

Note to Bidders: List the price your company will charge if awarded a contract in the below Price column for each applicable DOC facility. Bidders are not required to bid on and to provide a price for each facility. For mops or other items in this IFB that your company does not charge on a per pound basis, list the item in the Items column along with your price in the Price column.

1.

Fluvanna Correctional Center for Women; 144 Prison Lane, Troy, VA 22974

2. Lunenburg Correctional Center; 690 Fall Road Victoria, VA 23974

3. Nottoway Correctional Center; 2892 Schutt Rd Burkeville, VA 23922

4. Green Rock Correctional Center; 475 Green Rock Lane, Chatham, VA 24531

5. State Farm Correctional Center, Virginia Correctional Center for Women, and the Academy for Staff Development; 3500 & 3600 Woods Way, State Farm, VA and 2841 River Rd. Goochland, VA 23063

Laundry charged on a per-pound-basis shall be processed and charged per pound based on cleaned dry weight.

Acknowledgment of this addendum must be provided by completion of the appropriate section of the Bid Form provided with the solicitation.

Sincerely, Name: Keira Williams

Title: Buyer Specialist

Phone: 804-887-8461

DOC-24-113