BPM050367-Laboratories_Administration_Garment_Rental___Laundry_Service_Contract.docx

BID BOARD NOTICE

PROCURMENT ID NUMBER: BPM050367

ISSUE DATE: March 28, 2025

TITLE: Laboratories Administration Garment Rental & Laundry Service Contract

BID DUE DATE: April 11, 2025- 2:00 PM EST

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07

Brief Description of Services:

The Laboratories Administration is seeking to procure a 5-year Garment Rental & Laundry Service Contract. The contract term is 09/01/2025 through 08/31/2030.

I. PROCUREMENT OBJECTIVES

A. Issuing Office Maryland Department of Health Laboratories Administration 1770 Ashland Avenue Baltimore, Maryland 21205

B. The Contract Monitor for this solicitation:

Rachel V. Michael Maryland Department of Health Laboratories Administration 1770 Ashland Ave Baltimore, Maryland 21205 Email: rachel.vmichael@maryland.gov

C. The sole point of contact in the State for the purpose of this solicitation:

Aaisha Gaznabi, Small Procurement Specialist Phone: 443-681-4010 Email: aaisha.gaznabi@maryland.gov

II. GENERAL INFORMATION FOR VENDORS

A. Contract

1. ( The contract resulting from this solicitation shall be a fixed price.

2. The Department reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

B. Submission of Bids Bids MUST be received via eMMA by 2:00p.m. Eastern Time on April 11, 2025, to be considered. Faxed bids will not be accepted for this solicitation.

C. Transmittal Letter A transmittal letter prepared on the Bidder’s business stationery MUST accompany the bid. The purpose of this letter is to transmit the bid; therefore, it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

D. Selection Process The contract resulting from this solicitation shall be awarded to the responsible and responsive bidder whose bid meets the requirements noted in this solicitation document and is the most favorable bid price (lowest cost).

III. QUESTIONS AND ANSWERS

All questions must be submitted to Aaisha Gaznabi via email to aaisha.gaznabi@maryland.gov by April 08, 2025, 10:00 am.

IV. TECHNICAL SPECIFICATIONS SCOPE:

Contractor Responsibilities and Tasks General Requirements

Start up and New Employee Procedures The Contractor shall:

A. Provide Fitting & Coat Labeling

1. Ensure, within the first ten (10) days of the Contract, that results from this solicitation, each Laboratory Administration employee will be fitted for lab coats.

2. Furnish identification markings that will then be affixed to each garment (inside collar) before being placed into service. When new employees are hired, their garments will be fitted by the Department's Contract Monitor and the order for the sized garments placed with the Contractor.

3. Mark the garments, prepare and install name badges if required, and make them available for use within two (2) weeks of the order. If size requirements for an employee change, a new fitting will be accomplished by the Department and newly sized garments with appropriate markings shall be provided by the Contractor within two (2) weeks of the order.

B. Ensure Garment Specifications

1. Supply Lab Coats that meet the American Society for Testing and Materials (ASTM) requirements as well as the following minimum specifications:

a. Repel fluids on contact with a minimum spray rating of 90

b. Air permeability fabric rating of IO or higher

c. Suter hydrostatic resistance of 340 or greater

d. Threads of fabric shall be anti-static

e. Stainless Snap button closures

f. Two hip pockets - one left/one right

g. Left Chest Pocket

h. Long Sleeves with Fitted spun woven polyester cuffs

i. Knee length

j. Snap-up Collar

k. White

l. Unisex

m. Sizes: Extra Small, Small, Medium, Large, Extra Large, 2X, 3X, 4X, 5X C. Provide Garment Quantities Per Person Supply all lab employees covered by this Contract with three (3) lab coats at the beginning of the Contract. Each covered employee will tum in for cleaning on average one lab coat per week to the Contractor for the duration of the Contract.

D. Allocate Unassigned Lab Coats A limited number, initially 20, unassigned lab coats will be kept in the Department to temporarily supply needs. As demand dictates, the Contract Monitor may request additional lab coats, not to exceed 30, to increase the Department's inventory. The Department also may return these lab coats to the Contractor and decrease the Department's inventory.

Garment Cleaning, Delivery & Repairs The Contractor shall Possess at least five (5) years of experience providing lab coat rental and maintenance services similar to those addressed in this solicitation for other health facility accounts.

Adhere to Department’s Contaminated Lab Coats Procedure The Department works with blood borne pathogens and other potentially infectious materials. "Universal Precautions" should be used by all personnel handling laboratory coats. The Department will perform decontamination on grossly soiled laboratory coats (visible or known contamination from a spill) to minimize risk of exposure. The laboratory coats will be decontaminated using an autoclave then bagged separately before being submitted to the laundry service. In the rare event of extreme contamination, the Department will dispose of any lab coat determined by the Department's safety officer not safe to protect against blood borne pathogens and other potentially infectious materials.

Provide Contractor’s Laundry and Repair Procedure A. Provide documentation verifying that all garments are handled using Universal Precautions as outlined by the Occupational Safety & Health Administration.

B. Garments shall be returned sanitized, stain and scent free and professional looking in cleanliness and appearance. The Contract Monitor may reject any garment that does not meet these standards. Although every effort will be made by the Department to remove items from the garment, it shall be the Contractor's responsibility when stains result from objects inadvertently left on the garment and/or in the garment.

C. Produce a garment repair program that will enhance useful garment life without degrading appearance and the following:

1. Inspect garments for stains, tears, holes, etc. when they are turned into the Contractor and provide replacements or repairs as needed.

2. Supply the Department with a means to mark a garment that requires attention. The Contractor is to repair and clean garments and return them within two (2) weeks of pickup. Repaired items must be segregated for return by the Contractor.

D. The Department may test the garments and may inspect the Contractor's laundry facilities during any regular workday to ensure the equipment is functioning properly.

E. If the Department loses a garment, the Contract Monitor will notify the Contractor to request a replacement at the Department's expense at the rates established on the bid. If the Contractor loses a garment, it shall be replaced at the Contractor's expense.

F. Garments that do not meet standards set in these specifications, such as cleanliness, appearance, etc., may be rejected by the Department's Contract Monitor who will notify the Contractor to pick up the garments for replacement. These garments shall be relaundered or replaced at the Contractor's expense. The decision of the Department's Contract Monitor shall be final.

G. The Contractor shall return all re-laundered garments to the Department within one week. All damaged garments shall be replaced within two weeks. Replacement garments shall be of the same size and style as the original and shall have the inventory control markings affixed.

Establish Inventory Control A. Provide an inventory control program. Each garment must be uniquely identifiable, coded by floor, and have the user's last name legibly imprinted or sewn onto the garment in an inconspicuous place such as the inside of the collar. Laboratory Personnel will place coat(s) in the garment bag and will log in their name, room# and number of coats on a form attached or located near the laundry bag. Each garment bag will be delivered to the loading dock with a form listing the contents. At every delivery, the Contractor must clearly account for each cleaned garment that is being returned. The cleaned garments delivered in the current week must be compared with the soiled garments picked up the previous week by the department's Contract Monitor and the Contractor's delivery representative.

B. Clearly show, using the unique identification system, which garments were not returned or which garments were in addition to those from the previous pickup and indicate the reason for each exception. The Contractor shall acknowledge, in writing signed by a company representative, responsibility for each garment not returned and leave a copy of this writing with the Contract Monitor.

C. Department's Contract Monitor at the time of delivery. If at the following scheduled delivery and any or all subsequent deliveries, any garments remain missing/lost that have not been specifically replaced, they shall be again identified as not returned using the procedures stated above.

Delivery / Pick up The Contractor shall:

Ensure the delivery and pick-up of all garments will be done between 8:30 a.m. and 12:30 p.m. on Tuesdays . If a State observed holiday or State closure occurs on that day, the delivery and pick-up must be done on the next workday or as determined by the Department Contract Monitor. The Contract Monitor will provide a new holiday schedule each year.

Location/Total Coat Count-3 Coats Per 202 Total A. Central Laboratory, 1770 Ashland Ave., Baltimore, MD 21205 606 Coats B. Extra Supply Coats (Unassigned) - Used and laundered as needed 20 Coats

THE STATE OF MARYLAND ENCOURAGES MINORITY BUSINESS ENTERPRISES TO PARTICIPATE IN THIS PROCUREMENT PROCESS.