B_Dry Cleaning.pdf

INVITATION TO BID

DRY CLEANING & LAUNDRY SERVICES

PUBLIC SAFETY

#SK0063PD

The Town of South Kingstown will accept sealed bids for the above referenced in the Finance Department, addressed to: Julie A. Mason, Procurement Administrator, 180 High Street, Wakefield, RI 02879, not later than 9:00 A.M. on May 17, 2024, and will then be publicly opened and read aloud.

NO BIDS WILL BE ACCEPTED AFTER THE 09:00 AM DEADLINE

Bids will be evaluated pursuant to R.I.G.L. 45-55 “Competitive Sealed Bidding”. Firms interested in submitting a bid may register on-line to download and print packages. For further details please visit: http://www.southkingstownri.com/165/Invitations-to-Bid

For questions related to this request, please contact Julie A. Mason, Procurement Administrator by email: jmason@southkingstownri.gov

Individuals requesting American Sign Language Interpreters or CART service must call the Town Clerk’s Office at (401)789-9331 at least seventy-two (72) hours in advance of the bid opening date.

http://www.southkingstownri.com/165/Invitations-to-Bid mailto:jmason@southkingstownri.gov

SELECTION CRITERIA

The bid will be evaluated as to R.I.G.L. 45-55-5. (2) “Competitive Sealed Bidding” and the award shall be made on the basis of the lowest evaluated or responsive bid price.

Meets or exceeds bid specifications;

Bid price;

Discounts available;

Quality of service;

Ability to meet the Town’s needs;

Delivery schedule.

TOWN OF SOUTH KINGSTOWN, RHODE ISLAND

GENERAL INFORMATION FOR BIDDERS

1. Receipt and Opening of Bids:

Sealed proposals (bids) will be accepted in the Finance Department, Town of South Kingstown, 180 High Street, Wakefield, RI 02879, until the time indicated on the advertisement for Bids, for the commodities, equipment or services designated in the specifications and will then be publicly opened and read aloud at specified time.

Envelopes must be clearly marked with the name of the item bid and time and date of the opening.

It is the bidder’s responsibility to see that their proposal is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept unopened. No responsibility will attach to any officer or person for the premature opening of a proposal not properly addressed and identified.

Any documents incorrectly addressed or misdirected to other locations other than the Finance Department, Town of South Kingstown, and are not present at the time and date specified of the bid opening for whatever cause will be deemed late and will not be considered. Postmarks will not be considered proof of timely submission. Proposals received by facsimile will not be considered.

2. Preparation of Bids:

Proposals must be submitted on and in accordance with the forms attached hereto, blank places must be filled in as noted, no change shall be made in the phraseology of the proposal or in the item or items mentioned therein, must contain the name and proper address of the bidding firm, and must be signed by a responsible member of the firm with his/her signature and official title. Proposals that are not complete, or contain any omissions, erasures, alterations, additions or contain irregularities of any kind, may be rejected.

3. Telegraphic Modification:

Telephonic, telegraphic or oral bids, amendments or withdrawals will not be accepted.

4. Withdrawal of Bids:

Bids may be withdrawn personally or by written request at any time prior to the time specified for the opening. Bids may be modified in the same manner. negligence on the part of the bidder in preparing the bid confers no right of withdrawal or modification of his bid after such bid has been opened.

5. Bid Security:

Not Applicable

6. Qualification of the Bidder:

The Town reserves the right to request each bidder to present evidence that he/she is normally engaged in purveying the type of product or equipment bid upon. No bids shall be considered from bidders who are unable to show that they are normally engaged in purveying the type of product or equipment specified in the bid proposal. The supplier shall make themselves thoroughly familiar with the contents of the notice before submitting their bid proposal.

7. Obligations of the Bidder:

At the time of the opening of the bids, each bidder will be presumed to have inspected the Specifications and Contract documents (including all Addenda). The failure or omission of any bidder to receive or examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect to this bid. Any exceptions or deviations from the provisions contained in this specification must be explained in detail and attached to the proposal. If such deviations do not part from the intent of this notice and are in the best interest of the Town, the proposal will receive careful consideration.

8. Prices:

Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. All bid pricing must remain valid for the period July 1, 2024 through June 30, 2025, with the option to extend one additional year through June 30, 2026, inclusive, if mutually agreeable to both parties.

9. Delivery:

Items shall be delivered on or before as per proposal. If the supplier fails to deliver the items as required in the time indicated, or subsequently agreed to, a credit may be taken in the bid price of 1/10 of 1% per day at the discretion of the Town Manager of the Town of South Kingstown.

10. Tax Exemptions:

The Town is exempt from the payment of R.I. Sales Tax under the 1956 General Laws of the State of Rhode Island, §44-18-30 Para.1, as amended. Bid is not to include any taxes from which the Town of South Kingstown is exempted by law; the Town will complete tax exemption forms required by the supplier.

11. Acceptance or Rejection:

The Town of South Kingstown reserves the right to reject any or all proposals, to accept any bid or waive any formality in the proposal as deemed advisable in the best interest of the Town. The Town also reserves the right to award the bid on a per item basis. The Town of South Kingstown, in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable service as sought herein from an approved cooperative or consortium.

12. Payment Terms:

The Town agrees to pay for the material within thirty (30) days after acceptance.

Acceptance means 100% delivery of satisfactory material to comply with our specifications.

13. Equal Opportunity Employer:

For the purposes of this statement the term “vendor” shall mean any and all individuals, companies, corporations, and business entities that provide goods or services to the Town of South Kingstown pursuant to any and all relevant and appropriate Federal, State, and local purchasing rules, regulations and procedures.

The Town of South Kingstown is committed to the general policy and principle of Equal Employment Opportunity in terms of retaining vendors to provide the Town with goods and services necessary for routine and emergency operations. The Town will not discriminate against vendors as entities, or individual employees thereof on any legally-recognized basis included, but not limited to race, age, color, religion, sex, marital status, national origin, physical or mental disability, Veteran’s status, pregnancy, sexual orientation, genetic conditions, predisposition to certain diseases, or ancestry, except where a bona fide occupational qualification exists.

By submission of your bid, you agree not to discriminate in the above named categories.

14. “Or Equal” Bidding:

If the material, which the supplier bids, does not completely meet our specifications, the supplier must submit detailed specifications with their bid. If the supplier does not submit said specifications, and their material does not meet our specifications, the Town of South Kingstown reserves the right to refuse such material and obtain it from another source.

15. Exceptions to Specification:

If the material offered differs from the provisions contained in this specification, such differences must be explained in detail on sheets attached to the proposal, and if such deviations do not depart from the intent of this notice and are in the best interest of the Town, the proposal will receive careful consideration.

16. Insurance

All bidders must be insured for general liability (general aggregate minimum$1,000,000), auto liability (minimum $1,000,000), and worker's compensation (statutory limits) for the duration of the contract period. The successful bidder will be required to provide a Certificate of Insurance listing the Town of South Kingstown as additional insured prior to issue of the contract, and agree to maintain said insurance throughout the contract period.

17. Town Bidding Website:

The Town of South Kingstown officially distributes bid documents through the Bid Net website under the RI Purchasing Group. There are no fees required to register on the website. Copies of solicitation documents obtained from any other source are not considered official copies and the Town is not responsible for those documents.

Only those vendors who download the documents from the Bid Net website will receive addendum information, if such information is issued. If you received this document from any other source, we recommend that you register on the Bid Net website:

https://www.bidnetdirect.com/ to obtain an official copy and any associated addendum.

18. Laws & Regulations:

Vendor must comply with all applicable federal, state and local laws, regulations and ordinances.

19. Licenses & Certifications:

If applicable, vendor be in good standing and must have the licenses/ certifications required to perform this service.

20. Indemnification:

The Vendor agrees to defend, indemnify, protect, save and hold harmless the organization, the Town of South Kingstown, its officers, agents and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the vendor, any services of any kind or nature furnished by the vendor, provided that such a liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the vendor on the materials, goods or equipment delivered.

https://www.bidnetdirect.com/

BID SPECIFICATIONS

SOUTH KINGSTOWN PUBLIC SAFETY

#SK0063PD

Vendor is to provide pick-up of soiled items and delivery of clean items at the South Kingstown Public Safety Complex, 1790 Kingstown Road, Wakefield, RI per the following schedule. When a holiday falls on a pick-up or delivery day, the pick-up or delivery that would have been scheduled for that day must be done on the following day.

PICK-UP ON: DELIVERY DUE:

Monday Wednesday Wednesday Friday Friday Monday

Vendor must supply individual cloth or plastic garment bags for each officer to deposit soiled items for pick-up. All clothing items must be returned on hangers in an individual cloth or plastic garment bag labeled by officer name. Estimated number of employees eligible to use this service is 90 (Police, Dispatch, ACO Road & Emergency Medical Services). Total items to be cleaned each week will vary as season and conditions dictate.

It shall be the responsibility of the bidder to keep adequate individual records of services, and invoice the South Kingstown Police Department directly on a monthly basis. A separate accounting of items will be required for the Emergency Medical Services Division. Invoice must include full detail on the amount of items cleaned by category and officer name.

The bidder must use methods acceptable to the Dry Cleaning & Laundry Institute (or equivalent industry recognized organization). All items lost or damaged in the cleaning process shall be the responsibility of the bidder. Should a dispute arise over the cause of damage to a garment, the Town may require the bidder, at their expense, to send the garment for professional fabric analysis to the Dry Cleaning & Laundry Institute (or equivalent industry recognized organization).

Items that are not dry cleaned or laundered properly will be returned to the vendor to be redone at no cost to the Town.

Prior to the commencement of the contract, the successful bidder will be required to meet with Police Department representatives to review procedures and specifications as to dry cleaning and laundering requirements for each type of item, delivery schedule, billing, etc.

BID REFERENCE SK0063PD

FY 2024-2025

BID PROPOSAL FORM

In compliance with bid specifications and supplemental instructions, the undersigned vendor agrees to furnish required dry cleaning and laundry services for the contract year July 1, 2024 through June 30, 2025, with the option to extend one additional year through June 30, 2026, inclusive, if mutually agreeable to both parties at the following unit prices.

Vendor Name:________________________

Item cost per item

1. Uniform Shirt, long sleeve $__________

2. Uniform Shirt, short sleeve $__________

3. Uniform Shirt, polo style $__________

4. Uniform Shirt, polo style (fleece lined) $__________

5. Uniform Trousers $__________

6. Uniform Shorts $__________

7. Uniform Jacket, w/ liner $__________

8. Uniform Jacket, w/out liner $__________

9. Raincoat $__________

10. Polo Style Shirt (plain clothes) $__________

11. Men’s Business Attire Dress Shirt, laundered and pressed $__________

12. Men’s & Women’s Business Attire Trousers / Slacks $__________

13. Business Attire Suit, 2 piece $__________

14. Business Attire Sport Coat $__________

15. Women’s Business Attire Blouse, laundered and pressed $__________

16. Women’s Business Attire Skirt, laundered (per label) $__________

17. Women’s Business Attire Skirt, dry cleaned (per label) $__________

18. Women’s Business Attire Dress, laundered (per label) $__________

19. Women’s Business Attire Dress, dry cleaned (per label) $__________

20. Sweater, Civilian and Uniform $__________

21. Business Attire Tie $__________

22. Undergarment Shirt / T-shirt $__________

23. Mop Heads, Wash / Dry $ per/each

24. Janitorial Cleaning Towels, Wash / Dry $ per/each

25. Sheet, Wash / Dry $ per/each

26. Lightweight Blanket, Wash / Dry $ per/each

a. Pick-up & Delivery Schedule: As stated in the specifications? Yes______No_______ (If no, attach explanation)

b. Does your bid proposal have any exceptions to the specifications? Yes______No_______ (If yes, attach explanation)

BID CERTIFICATION

SK0063PD

I, (WE) AGREE TO PROVIDE THE SPECIFIED SERVICES AT THE PRICES BID

HEREIN AND CERTIFY THAT THE INFORMATION PROVIDED IS COMPLETE AND

ACCURATE.

Company Name

Company Address

Authorized Signature & Title

Date of Signature

Telephone Number Fax Number

Email