CTR025745_ITB025745_Contract_V4.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: AGR - UNARMED SECURITY GUARD SERVICES - REYNOLDSBURG

CAMPUS

CONTRACT No.: ITB025745

CONTRACT ID: 25745

EFFECTIVE DATES: 5/9/2025 to 4/30/2027

SUPPLIER: NATIONAL PATROL SERVICES LLC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000026648. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Department of Agriculture, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1. Scope:

1.1.1. This Invitation to Bid (ITB) seeks to retain a Contractor to provide uniformed unarmed guards, according to these specifications, for the Department of Agriculture’s Reynoldsburg Campus at 8995 East Main Street, Reynoldsburg OH 43068.

1.1.1.1. This Contract is intended for ongoing security guard services (e.g., not for temporary staffing).

1.1.2. Agency Locations and Work Hours: Estimated Annual Hours are for evaluation purposes only.

Actual work hours will be determined by the agencies and may change.

1.1.2.1. Agency locations that request to begin new services under this Contract, or a substantial increase in services where additional employee(s) would be required, Agency will allow Contractor a minimum lead-time of forty-five (45) calendar days to prepare, recruit, and train guards before services begin. This lead-time allowance does not apply to section 1.1.2.2, above, or emergency services as described in section 1.2.1.4.

1.1.2.2. The State Holiday Schedule.

Holiday Observance Date New Year’s Day January 1

Martin Luther King Day Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May

Juneteenth June 19 Independence Day July 4

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11

Thanksgiving Day Fourth Thursday in November Christmas December 25

1.1.3. Experience:

1.1.3.1. Bidder should have experience with providing services of similar scope and size on prior projects and/or contracts. Bidder shall submit Exhibit One – Prior Projects and References Form to document its experience with projects/contracts of similar scope and size, and having providing guard services at a minimum of three locations, previously (not necessarily at the same time). Information obtained from Bidder References provided may be used to determine if bidder is responsive and/or responsible. Failure to provide Exhibit One – Prior Projects and References form, documenting Bidder’s experience in providing guard services of similar size and scope and at a minimum of three locations may deem Bidder as not responsive.

1.1.3.2. Bidder must have been in the business of providing unarmed security guard services for a minimum of three (3) years. This must be documented in Exhibit One – Prior Projects and References Form. Failure to provide evidence of this, if requested, may deem Bidder as not responsive.

1.2. GENERAL SPECIFICATIONS AND REQUIREMENTS:

1.2.1. Contractor Requirements:

1.2.1.1. The Contractor agrees to abide by site-specific post orders provided by the agency, as well as furnish weekly written reports detailing the activities of the guard(s) at the agency location upon request. These reports must list all normal and unusual events, which may have occurred at the agency location. If there is an incident, then Contractor will immediately issue an incident report.

1.2.1.2. Within ten (10) days after award of Contract, the Contractor must prepare and submit to the agency for approval, an Operations Manual clearly outlining the functions and duties of the guards as stipulated herein. Once the agency approves the operations manual, it must be distributed to all concerned parties. The manual may be reviewed thereafter to amend the duties of the guards. Any changes in duties shall be agreed upon in writing by the agency and the Contractor. Any such change must not change the Contract price of the service. All manuals and procedures become the property of the agency upon termination of the Contract.

1.2.1.3. If the Contractor determines that a licensed guard of the Contractor utilized at any agency location has violated any federal, state or local laws, it must report this, with documentation to the Ohio Department of Public Safety, Division of Homeland Security.

1.2.1.4. Upon request by the agency, the Contractor must provide emergency security services to the agency location within three (3) hours of such request.

1.2.1.5. The Contractor must maintain an established office location, which operates as a private investigator/security guard provider in compliance with the ORC Chapter 4749 and is properly identified as a business entity. The Contractor must provide and maintain twenty-four hour communication capability i.e. cellular phone, radios, etc.

1.2.1.6. The Contractor must submit to the agency, a letter identifying the individuals to be assigned to the specific agency site identified in this ITB. The Contractor must also provide those individuals’ residential addresses and approximate travel mileage/time from the residential addresses to the site to which they may be assigned. The Contractor must identify not less than two individuals per site as being the potential primary and back-up personnel. The Contractor cannot identify an individual as potentially assigned to multiple locations unless the locations are adjacent to each other.

1.2.1.7. Overtime, Holiday, and Weekends: The Contractor will not utilize overtime, holiday, or weekend hours without written approval from the agency. No guard shall work more than forty (40) hours maximum in a one-week time frame, unless approved in writing by the agency. Such approval must be submitted with the invoice.

1.2.1.8. The Contractor must pay guards in compliance with all laws, rules, and regulations.

1.2.1.9. Any agency location where the potential of handling and seeing patient information exists may require guards to take special training and pass a HIPPA certification.

1.2.1.10. Agency ID Badges: security guards are not to loan their badges to other security guards unless there is an absolute need, and such will be noted on Daily Duty Report.

Security guards shall not loan their badges to anyone at all that isn’t approved to be working at agency.

1.2.2. Uniforms and Equipment:

1.2.2.1. Contractor must ensure that guards will be in complete security guard/watchman type uniforms that are approved by the agency and present a neat and well-groomed appearance. Shoes shall be low quarter or high top laced with police or plain toe and standard heel. The uniform and equipment of all guards must be kept neat, clean, and in good condition. The Contractor must supply all weather gear (raincoat and overcoat) to each location for the use of the guards for exterior patrolling, if required by the agency.

1.2.2.2. The Contractor must ensure each guard is wearing a complete uniform and provide to ensure that uniforms are not worn or damaged. The Contractor is responsible for the costs of the uniforms, including the expense of repair and replacement.

1.2.2.3. The Contractor must guarantee that each guard shall possess, at all times, on his or her person:

1.2.2.3.1. One (1) current identification card, with photograph no more than two (2) years old and an expiration date signifying that the guard is employed by the Contractor. The I.D. card must be clipped to the outer duty uniform as required by the agency.

1.2.2.3.2. One (1) nameplate with legible 1/4" to 1/2" letters, of uniform size and colors, worn on the outer garment over the right breast pocket.

1.2.2.3.3. One (1) operating timepiece.

1.2.2.3.4. One (1) operable pen or one (1) operable pencil and one (1) notebook.

1.2.2.3.5. The necessary emergency telephone numbers, including the police and fire departments, and emergency numbers for the agency, and his/her designee, and Contractor, etc.

1.2.2.3.6. Any other item deemed necessary by the agency from time to time that has not been stipulated herein.

1.2.2.4. Guards are not permitted to carry any unauthorized material and/or equipment or other such non-standard items irrespective of whether the guard is certified to carry such items.

1.2.3. Guard Work Requirements:

1.2.3.1. The Contractor shall ensure that all security guards are aware that their primary purpose is to maintain order, protect clients, staff, visitors, patrons, and property from harassment, injury, damage, sabotage, fire, accidents, theft, vandalism and to be alert to suspicious persons and activities, monitor live video views where equipment is provided, and operate metal detectors & handheld devices where applicable. The guard's duties are to observe and report to the proper authorities, and if necessary, contact the appropriate law enforcement agency for that jurisdiction.

1.2.3.2. On a rotating basis, the guards may be at a stationary desk post or walking throughout the facility to ensure the safety and security of state employees, visitors, and state assets. The guards must be trained and capable of handling any and all incidents in a lawful and professional manner.

1.2.3.3. Guards may be required to check visitors entering and leaving the premises by checking IDs, conduct searches of packages, lock and unlock doors, report safety hazards and other unusual conditions. The guards will investigate and document safety and security violations and maintain daily logs of all activities and alarms that occur during the shift. The guards may utilize pass-through metal detectors, personal computer and associated hardware/software, digital cameras and electronic devices to monitor the assigned area (all equipment is for official use only). The guards must behave in a professional and courteous manner in all personal and telephone contacts with the public; assist in maintaining peace and order in and around assigned areas; complete necessary reports;

1.2.3.4. Guards are to maintain current knowledge of location and operation of life safety equipment in buildings such as fire alarms, shut-off valves, and Public Address/PA systems. In an emergency, guards must assist with evacuation and perform duties to ensure occupants' safety. Guards are to attend and successfully complete all required training and perform a variety of tasks as assigned.

1.2.3.5. Contractor guards may be required to perform other duties requested by a particular location such as reading HVAC gauges, walking perimeter fences, monitoring fuel consumption etc. All guards are required to comply with the general work rules set forth by the agency for the specific location, which will be provided to the Contractor by the agency contact person. Any site-specific requirements will also be provided by the agency after award. The Contractor agrees that guards will perform assigned duties at the direction of the agency contact person.

1.2.3.6. Guards are required to perform their duties in accordance with the Contract requirements as stipulated herein. The Contractor may be held responsible for any incident caused by negligence of guards on duty.

1.2.3.7. It is the responsibility of the Contractor to have the guards report to the designated office location at the specified time.

1.2.3.8. The Contractor agrees to provide guard services for the agency location at the designated area. Each agency location must be covered during its specified hours with guard coverage unless a change is agreed to in writing. Each guard is required to work specified times as listed above, with a half-hour paid lunch period. The guard must eat lunch at the duty post and be ready to resume duty immediately in case of emergency. The Contractor further agrees that the need for guard hours may increase or decrease at a particular location. Any changes must be done in writing between the Contractor and the agency.

1.2.3.9. It is expected that the awarded Contractor will provide guards that have the necessary physical, social, and communicative skills necessary to perform the job in a professional manner. They shall maintain a satisfactory level of professionalism and demonstrate effective performance of all duties. Customer Service is paramount when working with the public and the agency reserves the right to determine if any of the guards do not meet this criterion. The agency will routinely monitor the guards and report any concerns immediately to the Contractor, up to, and including, asking that the guard be replaced.

1.2.4. A complete and thorough background check must be performed on all persons who will be employed as guards for this Contract. The investigation must be conducted by the Contractor and must be submitted to the agency for approval prior to assignment of the guards to an agency location. This investigation shall consist of the following items:

1.2.4.1. A complete check of the applicant's employment record for a minimum of proceeding ten

(10) years. If the applicant does not have ten (10) years of employment history, the employment records check must be based on the number of years of employment history, and so noted in the report.

1.2.4.2. Complete a national (multi-state) police/records check, including copies of OPOTA training certificate if applicable and Ohio Private Investigator/Security Guard registration card be provided to the agency.

1.2.4.3. Interviews with three (3) personal references that have known the applicant for five (5) or more years. If requested, copies of the interviews are to be made available to the agency.

1.2.4.4. The Contractor is responsible for providing documentation showing that national (multi-state) background checks and investigations were performed on each guard to be used for the Contract. This is to include any backup personnel used to fill vacations, emergency leave or any other contingency that might arise. The Contractor is responsible for the cost of the aforementioned checks and investigations, and for providing this documentation. As part of the Contract award process, the Contractor will have five (5) working days to provide this documentation.

1.2.4.5. All guards of the Contractor utilized must complete a national police records check, including a check of BCI/FBI fingerprint files annually. These checks are to be completed as if it is the security guard’s first time being checked and are to be performed and submitted annually, on the anniversary of the employee’s hire date. In order for an individual to begin service or continue in service, the check must indicate the individual has no felony record.

All files must be sent to the agency.

1.2.4.6. All employees of the Contractor utilized at any school shall comply with ORC 3319.39 and pass all applicable background checks.

1.2.4.7. If the Contractor becomes aware that a licensed guard of the Contractor has violated any provisions of ORC 4749.04 (A), it must report this as soon as possible to agency, and the Ohio Department of Public Safety, Division of Homeland Security and include documentation, if any.

1.2.4.8. An agency may request an interview with each guard prior to assignment. Before a guard is on site, the agency may run a background check and, if discrepancies are found, it is within the discretion of the agency whether the guard will be placed at an agency location.

1.2.5. All guards must meet the following minimum qualifications prior to being assigned under this Contract. The successful Contractor must submit all required documentation to the agency for approval prior to a guard starting work or any required training program the agency might require.

1.2.5.1. The Contractor must be licensed by the State of Ohio for watch/guard services, and must be compliant with all federal, state and local laws.

1.2.5.1.1. Licensure requirement: Offeror must have a Class A or Class C license to provide private investigator and/or security guard services, issued by the state of Ohio Department of Public Safety, Private Investigator Security Guard Services (PISGS).

1.2.5.2. Each guard shall possess a minimum of a high school diploma or a G.E.D. certificate.

1.2.5.3. A minimum of three (3) months’ experience as a security guard licensed with the Ohio Department of Public Safety, Division of Homeland Security. Contractor will show evidence of this, if requested.

1.2.5.4. A valid driver’s license and proof of reliable transportation.

1.2.5.5. The ability to maintain poise and self-control under stress.

1.2.5.6. The ability to meet and deal with the general public in a professional and cordial manner.

Ability to answer phone calls in a courteous and professional manner.

1.2.5.7. All Contractor guards utilized at any agency location must hold current security guard license be licensed as mandated in state law and must have in their possession their current security identification card. These cards must be renewed annually.

1.2.5.8. All guards must be physically and mentally capable of performing all essential job duties, with or without reasonable accommodation.

1.2.6. Training:

1.2.6.1. The Contractor must provide the agency with a training manual that will be used by the Contractor, and certification that guards assigned to this Contract have completed this training. This training manual and certification must be provided to the agency within ten days after award of Contract. The training manual will be appropriate for the specific location.

1.2.6.2. The Contractor must provide all guards with a minimum of eight (8) hours on-site training (each site location) at Contractor's expense on how to perform the Contract functions before assignment of any guard to the agency location. All training activities will be preceded by a 72-hour notification to either the agency contact person, or the inclusion in the weekly work schedule.

1.2.6.3. The Contractor and agency will develop a training matrix of core competencies that corresponds with the training manual, to enable tracking of the guard’s training. The Contractor shall post an accessible copy of the training matrix at the main guard station or designated area and provide a copy to agency contact person. Contractor will update the information on the matrix, weekly.

1.2.6.4. At the Contractor’s expense, the Contractor must have an established ongoing training program that includes training on active shooter protocol, the use of force, and state ethics laws. After assignment to an agency location, the Contractor will provide a minimum of 16 hours per year (4 hours per quarter) of training. Documentation of instruction is to be submitted to the agency on a quarterly basis. Documentation is to include attendance sheets signed by the instructor.

1.2.6.5. The Contractor will provide necessary re-training to contract personnel if repeated lack of performance is demonstrated. The Contractor will confirm that the re-training was effective through testing, e.g., verbal, written.

1.2.6.6. Sufficient training to understand and comply with the following standards or rules but not limited to:

1.2.6.6.1. Legal rights and responsibilities for guards set forth by the Contractor and/or any applicable laws, rules, and regulations.

1.2.6.6.2. Uniform requirements, per the agency location’s policies.

1.2.6.7. Sufficient training to effectively perform and/or administer service in the following functions but not limited to:

1.2.6.7.1. Emergency and safety procedures as dictated by the agency.

1.2.6.7.2. Report writing of daily shift reports and incident reports, and the operation of a telephone/cellular phone (for official use only) by which agency personnel can reach them while on duty.

1.2.6.7.3. Knowledge of employee identifications for admittance.

1.2.6.7.4. Utilization and operation of a hand-held fire extinguisher and fire prevention procedures.

1.2.7. Supervision:

1.2.7.1. It shall be the responsibility of the Contractor to assign guards to each agency location and to provide for the supervision and training of all assigned guards.

1.2.7.2. The Contractor shall post an accessible copy of the weekly schedule of guard assignments at the main guard station or designated area and provide a copy of the weekly schedule to all persons which the agency requests, one week in advance. Failure to comply with this requirement may be reason for termination of the Contract.

1.2.7.3. The Contractor must provide manager representatives who will be available to confer with designated Agency representatives between the hours of 7am and 5pm, Mon-Fri, at any agency location requested.

1.2.7.4. The Contractor must provide close supervision of the guard(s) and verify that the guards are on duty when scheduled.

1.2.7.5. The Contractor must have management personnel visit each work site, in a random pattern, at least 12 times a year or once a month. During the visits, each guard shall be inspected for appearance, efficiency of work, and knowledge of duties performed at the agency location. The Contractor must promptly resolve any problems identified to the satisfaction of the agency. A written report of the inspection shall be submitted to agency within five (5) working days of the visit. All operations managers must have the qualifications of the guard personnel as stated above; and must have a minimum three (3) months’ experience in the supervision of security operations and personnel. This will be verified and approved by agency prior to assignment of such personnel. This may be verified by way of a resume.

1.2.7.6. The Contractor must notify the agency, or his/her duly appointed agency designee, to transfer or remove guards from any agency location to which they have been assigned.

1.2.8. Guard Replacements:

1.2.8.1. If the Agency representative requested removal and replacement of any guard, the replacement of the guard must be accomplished within two (2) hours of such notification (See “Removal From Duty”).

1.2.8.2. In addition to contacting the Contractor, any guard calling off duty must contact the agency at least three (3) hours prior to the start of their shift.

1.2.8.3. The Contractor must be responsible to provide replacement guard personnel due to sickness, personal emergencies, or vacations of assigned guard personnel within two (2) hours of starting time to ensure continuity of service. All replacement guards must be qualified and trained, per this Contract. No invoiced hours will be paid when the guard does not report for duty at specified times.

1.2.8.4. All replacement guards must contact the agency when reporting for duty.

1.2.9. Removal from Duty:

1.2.9.1. The agency location manager or other authorized agency representative reserves the right to request the removal and replacement of any guard who he or she feels is not performing his or her duties properly.

1.2.9.2. Any guard that has previously been removed from an agency location of any agency of the State of Ohio for cause or because of performance issues shall not be assigned to any agency location, unless agency approves a reinstatement in writing and an eight (8) month period has passed since removal. The Contractor will provide and maintain a cumulative report to all using agencies of guards that were removed. Guards should be identified in the report by an assigned number.

1.2.10. State Use Program:

1.2.10.1. Should services from a State Use Program (ORC) Sections 4115.31 to 4115.34), e.g., Community Rehabilitation Program, become available to meet the agency’s need during the contract term, the agency must give first consideration to procuring services from such resource.

1.2.11. Agency-Specific Requirements include:

1.2.11.1. Department of Agriculture (ODA): Security guards at ODA shall perform the following:

1.2.11.1.1. A variety of service, implementing ODA's security objectives according to policies and procedures which may include but is not limited to the following general tasks: entry and egress access control, roving patrols of interior and exterior building areas, visitor and building employee identification verification, incident and daily operating reports, monitoring and responding to base building intrusion detection systems, alarms and fire detection equipment, responding as necessary to support other life safety duties as identified in post orders and standard operating procedures.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/01/24) govern this Contract and are incorporated as if fully rewritten herein.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.2 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first 12 months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 60 calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.3 - ADDITIONAL INSURANCE REQUIREMENTS

Security Guard Professional Liability insurance including but not limited to excessive force, use of non-lethal enforcement devices, false imprisonment, violation of civil rights under any federal, state or local law, failure to protect, liability for rendering or failing to render first aid, mental anguish, abuse, physical or sexual assault and molestation. There shall be no intentional acts exclusion and defense costs shall be outside the policy limits. The minimum limit shall be $5,000,000 per wrongful act or claim. Insurance coverage should include provisions such as the risk of false arrest, false imprisonment, and malicious prosecution, defamation of character, libel, or slander caused by any acts of the Contractor’s employees while acting within the scope of their duties.

3rd Party Employee Dishonesty insurance with a limit of not less than $250,000 per occurrence or claim, for loss of money, securities or negotiable instruments, and property, including coverage for theft, disappearance or destruction.

In addition to the requirements stated in the Standard Terms and Conditions, Contractor shall maintain the following coverage: Automobile Liability insurance covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with a limit no less than $1,000,000 per accident for bodily injury and property damage. Individuals driving their personally owned vehicles on state property are also required to obtain and maintain the minimum liability limits required by the state in which the vehicle is registered.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

3.4 - SUBCONTRACTING

The Bidder must not enter into any subcontracts for the performance of this Contract, unless the Agency expressly provides written approval of the subcontractor. Contractor must provide said approval document to DAS Office of Procurement Services (OPS).

3.5 - LICENSE

The Bidder must have and maintain either a Class A or Class C license to provide private investigator and/or security guard services, issued by the State of Ohio Department of Public Safety, Private Investigator Security Guard Services (PISGS). If not provided as part of the bid response, the Bidder must provide a copy of the license within seven (7) calendar days after request/notification by the Office of Procurement Services to do so.

Failure of the bidder to furnish a copy of the license either as part of their bid response or within the time specified herein will deem the bidder not responsive.

3.6 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will:

multiply the estimated usage by the Total Hourly Rate Paid by the State submitted to arrive at the estimated total cost.

5.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

5.3 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.4 - TRAINING MATERIALS

If requested, Bidder must provide a Sample copy of its Training Manual, similar to the manual referenced in section 1.2.6.1. except the Sample does not need to be site-specific for evaluation purposes. The Sample copy of the Training Manual may be requested as Descriptive Literature, and/or Bidder may include it with its Ohio Buys bid response.

5.5 - REFERENCES

The Bidder may be required to provide at least three (3) references (names of contact persons and phone numbers) of similar sized and scoped contracts during the past twenty-four (24) months. If requested, Bidder must submit this information using Exhibit One, Bidder Prior Projects Form. This form is attached to the Ohio Buys solicitation.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.6 - BIDDER PERFORMANCE

The Bidder may be required to submit Exhibit Two, Bidder Performance Form. If requested, the form will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said form within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish the requested form either as part of their bid response or within the time specified herein will deem the bidder not responsive. If the answer to any of the seven items is affirmative, the Bidder must provide complete details about the matter. While an affirmative answer to any of these items will not automatically disqualify a Bidder from consideration, at the sole discretion of the State, such an answer and a review of the background details may result in a rejection of the Bidder’s bid submittal. The State will make this decision based on its determination of the seriousness of the matter, the matter’s possible impact on the Bidder’s performance on the project, and the best interests of the State.