The following information will become the contract between the awarded vendor and the *Elgin Mental Health Center*. Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

State of Illinois Contract v.25.4

Illinois Department of Human Services Contract FY27-FY29 Laundry Services for Elgin Mental Health Center BidBuy Bid # B-54296

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

1.1.1. This contract outlines the agreement between Elgin Mental Health Center (Facility) and a vendor to provide comprehensive laundry services for the Facility. The awarded vendor will be responsible for ensuring the timely, hygienic, and efficient laundering of all designated items, including but not limited to linens, uniforms, towels, and other washable materials used within the facility.

1.1.2. The primary purpose of this contract is to support the Facility’s mission of maintaining a safe, sanitary, and welcoming environment for its consumers. Clean laundry is essential to uphold health standards, prevent the spread of contaminants, and promote overall comfort and dignity for those served by the facility. The vendor will play a critical role in helping the facility meet these goals by delivering consistent, high-quality laundry services in accordance with established guidelines and expectations.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1. The awarded Vendor shall furnish all necessary labor, equipment, and supplies required to meet the Facility’s laundry service needs. The Facility shall not be responsible for any costs associated with equipment rental. The awarded Vendor must maintain the operational capacity to always deliver uninterrupted laundry services and, if applicable, provide documentation of reciprocal backup agreements to ensure service continuity.

1.2.2. The Vendor must possess at least five (5) years of experience providing laundry services for an institutional setting. Vendor shall submit verification with client list detailing years of experience with bid submission.

1.2.3. The awarded Vendor shall provide sufficient documentation to demonstrate that its laundry facility/facilities possess the industrial‑scale capabilities required under this Contract. As evidence of compliance, the Vendor shall submit one or more of the following certifications or test results, as applicable with bid submission:

• TRSA Hygienically Clean Certification

• Healthcare Laundry Accreditation Council (HLAC) Accreditation

• ISO‑recognized quality or environmental management certifications (e.g., ISO 9001, ISO 14001)

• International Fabricare Institute/Drycleaning & Laundry Institute (IFI/DLI) test piece results

• Equipment manufacturer performance certification or equivalent operational validation

1.2.4. The Facility will provide all items that are to be laundered. Items that will require laundry services include, but may not be limited to, bed linens (twin size flat and fitted sheets and standard size pillowcases), bedspreads, thermal blankets, washcloths, bath size towels, kitchen size towels and washcloths, potholders, aprons, mops, cleaning cloths, rugs, drapes (no iron), gowns, pajamas, and scuffies.

1.2.5. Delivery locations are subject to change in the event patients are relocated. The Facility’s designee will notify the Vendor of changes giving as much advanced notice as possible. The Facility reserves the right to alter or change cart make-ups with a 48-hour notice. The Facility will make every effort to minimize the number of changes and provide as much lead-time on delivery changes as possible.

1.2.4. The Facility’s campus has delivery points in multiple locations with at least one

(1) exchange cart to be deposited at each building. Pick-up/delivery locations are as follows:

1. Central Linen Room

2. Dietary

3. Jenks

4. Dix

5. Brunk

6. Hinton

7. Hartman

8. White

9. *Pinel

10. *Forensic Treatment Program (FTP) M

11. *FTP N

12. *FTP K

13. *FTP L

14. *FTP F

15. *FTP G

16. *FTP H

17. *FTP I

*Units with this mark (*) are Forensic units all housed in the same building. Deliveries will be made to delivery docks for the building instead of individual units.

1.2.4.1. Elgin Mental Health Center has 7 pick-up/delivery drop-off locations and its as follows:

Location 1: Central Linen Room and Dietary.

Location 2: Jenks, Dix, Brunk and Hinton Building.

Location 3: Units F, G, H and I.

Location 4: Units K, L, M and N.

Location 5: White Unit Location 6: Hartman Unit Location 7: Pinel Unit

1.2.5. The first stop each pick-up/delivery day shall be the Central Linen Room. For the delivery, the vendor is required to weigh each cart at the facility’s weighing station to confirm the poundage received. From there, a Facility employee will accompany the driver to grant access to each service area to deliver carts with clean linen and retrieve carts with soiled linen. Carts with soiled linen may be permitted on truck with carts with clean linen provided the clean linen is properly covered and protected and provided this procedure meets Joint Commission for Accreditation of Health Care Organizations (JCAHO) and Illinois Department of Public Health (IDPH) Standards.

1.2.6. The Vendor's staff shall unload and load all exchange carts in and out of laundry trucks and deliver to designated areas as specified in Section 1.2.4: The Vendor is responsible for ensuring that all laundered items are returned in the same quantities and to the same originating units from which they were collected. For example, if Unit F provides ten towels for laundering, the Vendor shall return ten clean towels to Unit F. Any items deemed unsuitable for laundering (e.g., permanently stained, torn, or damaged) must be clearly identified, separated, and documented on the appropriate receipt or ticket. Only items formally recorded as unsuitable for laundering may be excluded from the returned count.

1.2.7. The Vendor shall supply and maintain linen carts in which to transport soiled and clean/laundered items. The carts shall be cleaned with a germicidal cleaning agent by the Vendor prior to being returned with clean linen.

1.2.8. The Vendor shall provide an adequate number of linen carts to service all areas of the Facility. The carts shall be Tingue Brown Roundtripper, or equivalent, convertible type with shelves that convert to a bin type cart to store soiled linen. The approximate sizes currently being used are as follows, measurements came from our previous vendor:

Small- 52” L x 27” W x 36” H Medium- 48” L x 29” W x 56” H X-Large- 51” L x 29” W x 68” H

Smalls- Units Jenks, Dix, Brunk and Hinton Mediums- Units F, G, H, I, K, L, M and N X-Large- Units White, Hartman, Pinel and Central Linen Room

1.2.9. EXCHANGE OF CARTS: The Facility will establish the desired "par level" for each user area. The Vendor shall prepare each cart with the proper numbers of items as specified in the cart make-up. If the proper number of items is not available the Vendor shall note the cart is short, by item, and the Facility shall add items from linen storage inventory to complete the make-up. The Vendor shall provide documentation of the inventory of each cart. The Vendor shall return excess items to the Facility and identify them as "Linen Room Stock".

1.2.10. Any supplemental linen requests are to be filled by the Facility's staff from the "Linen Room Stock" located in the Dietary/Central Stores Building.

1.2.11. The laundry process shall be provided as follows:

A. The Vendor shall sort all linen/laundry items.

B. Laundry shall be washed with acceptable formulas and temperatures per industry standards. The Vendor shall perform all laundry and linen processing services in accordance with the applicable guidance issued by the Centers for Disease Control and Prevention (CDC) for healthcare linen handling and disinfection. The Vendor must utilize wash formulations and procedures that achieve effective microbial reduction consistent with CDC recommendations, including one of the following approved methods:

1. Thermal disinfection, using a wash temperature of at least 160°F (71°C) for a minimum of 25 minutes, or

2. Chemical disinfection, using appropriate detergents, bleach, and other approved agents that provide an equivalent level of microbial kill when lower wash temperatures are used.

The Vendor shall ensure that wash cycles incorporate appropriate time, temperature, mechanical action, and chemical concentrations necessary to achieve CDC‑compliant disinfection. All equipment used in processing linens must be capable of accurately maintaining the required temperatures and chemical dosing levels.

Failure to comply with CDC‑aligned laundering standards may be deemed a material breach of this Contract and may result in suspension of services or termination at the sole discretion of the Facility.

C. The Vendor shall provide the Facility with a current list of all formulas and temperatures used, the results of most recent titration tests and Material Safety Data Sheets for applicable products.

D. Dietary wrap around coats along with smocks, aprons, and mitts being cleaned must be steam tunneled and folded and sorted by size.

E. Laundered items are to be processed and placed on carts according to priorities established by the Facility. The specific cart composition will be worked out with the contractor before the contract begins.

F. Fluff work: Bath towels, thermal blankets, gowns, pajamas, scuffies, washcloths, cleaning cloths, rugs, mops and pleated drapes (no iron). Fluff work shall be washed, fluff-dried, folded, sorted and stacked. Pajamas shall be sorted by size and piece (tops and bottoms).

a. Flat work: Sheets, bedspreads, pillowcases, aprons, flat drapes, (no iron). Flat work shall be washed, dried, ironed, folded, sorted and stacked.

G. Press work: Lab coats and tablecloths shall be washed, starched, ironed and folded or placed on hangers, as appropriate.

H. Items that are severely soiled or stained shall be segregated from all other linens and subjected to appropriate spot‑treatment procedures to reduce the likelihood of disposal

1.2.12. Items that require "re-wash" shall be returned to the Vendor to be reprocessed at no additional charge to the Facility. Linens with retained soil and/or stains shall be specially treated.

1.2.12.1. “Re-wash” items shall be identified by the Support Services Manager or designee (e.g., items returned stained, unwashed, damp, etc.). These items must be separated in a designated bag so the vendor can clearly identify them as requiring re-wash. Once re-washed, the cleaned items must also be separated so the facility can verify that no additional charges have been applied. These items must also be documented on a receipt or ticket for recording purposes.

1.2.13. Items that are permanently stained or torn and patient clothing inadvertently sent with soiled linen, shall be washed and returned in a separate bag(s). The responsibility for excessive loss of or damage of items will be subject to negotiation with the Vendor for either replacement or credit to the Facility.

1.2.14. Elgin Mental Health Center reserves the right to inspect vendor’s facility prior to the commencement of this Contract and may be subject to periodic inspections throughout the Contract term. Laundry generated under this contract shall not be processed in a coin-operated, self-service, retail, or public laundromat that is simultaneously available for use by the general public. The Vendor’s facility must not be open for public use to ensure proper sanitation, infection control, and compliance with healthcare laundering standards.

1.2.15. The Vendor shall understand that some soiled laundry items will be from incontinent residents, and therefore, may be contaminated. Contaminated laundry shall be properly bagged and identified by the Facility. Universal precautions should be followed for all laundry marked as contaminated. The Facility may require the Vendor to submit a copy of their policy regarding Universal Precautions and reports on their compliance with this policy.

1.2.16. The Contract Manager for this contract shall be the Store’s Manager and/or it’s designee.

1.3. MILESTONES AND DELIVERABLES:

1.3.1. The Vendor shall provide all the services outlined in section 1.2. Supplies and Deliverables of this contract, in full compliance with its terms and standards.

1.3.2. The Vendor shall provide the required documentation on section 1.2.3. of this contract upon submission of their proposed bid and upon request by the Facility at any time during the Contract term. All documentation must be current and issued by the relevant accrediting or certifying authority.

1.3.3. The Vendor shall pick up and deliver laundry items at the Facility every Monday, Wednesday, and Friday, including holidays, between 8:00 a.m. and 10:45 a.m., at the designated locations listed in section 1.2.4. of this contract. Adjustments to the delivery schedule may be made upon mutual agreement between the parties.

1.3.4. For each delivery of laundered linens, a receipt indicating the total weight in pounds must be issued and verified by weighing the laundered linens at the Store’s weighing station. Receipts must be signed by both the vendor’s staff and the facility employee. These receipts shall serve as official documentation and must be retained by both parties for reference and reconciliation with the corresponding invoice.

1.3.5. The Facility shall be billed on a monthly basis, calculated according to the weight of the clean laundry returned. The Vendor shall also provide all receipts associated with each pickup and delivery for verification and accuracy.

1.3.6. The Vendor shall furnish reconciliation reports indicating total soiled pounds picked up and total clean pounds returned for each week. The Vendor shall also furnish daily delivery tickets for each service area showing cart make up and any shortages to be filled by the Facility's Central Linen Room.

1.3.7. In the event that any picked-up soiled items are determined by the Vendor to be highly soiled, contaminated, or otherwise unsuitable for laundering or spot cleaning, the Vendor shall segregate such items at the point of processing, weigh them separately, and discard them in accordance with applicable health and safety regulations. The total weight of these discarded items shall be deducted from the daily total poundage recorded for that pickup, and the Facility shall not be charged for any items discarded due to contamination or excessive soiling.

1.3.8. The Vendor shall submit a report documenting the discarded items—including weight, reason for disposal, and a clear photograph of each batch to both the Support Service Manager or designee and included in the weekly reconciliation report. This documentation shall be retained by the Vendor for audit and reference purposes.

1.3.9. The Vendor will submit a monthly invoice along with associated documentation to the Facility’s centralized email: DHS.ElginMHCAccountsPayable@Illinois.gov at the end of each month detailing the total number of pounds picked up, laundered and as well as the total number of pounds deemed damaged.

1.4. VENDOR/STAFF SPECIFICATIONS:

1.4.1. Elgin Mental Health Center is required to provide services that meet the standards established by The Joint Commission on Accreditation of Healthcare Organizations (JCAHO), the Conditions of Participation for Medicare/Medicaid, the Illinois Department of Public Health, and the Illinois Department of Human Services. The Vendor agrees to provide a quality-of-service meeting those cited established standards.

1.4.2. The Vendor shall be in compliance with all state and federal regulations including the Occupational Safety and Health Administration (OSHA) Bloodborne Pathogen Rule (29 C.F.R. § 1910.1030).

1.4.3. The Vendor's employees shall conform to all the Facility's rules and regulations.

1.4.4. Unattended vehicles must be locked at all times and at no time should a vehicle be left unattended with the motor running or the key in the ignition.

1.4.5. The Vendor's employees shall obey all traffic regulations at the Facility. If pickup or delivery requires backing up a vehicle, no backward movement is to be undertaken until an attendant inspects the area behind the vehicle and assures safety (i.e. no resident or other pedestrian behind the vehicle).

1.4.6. Estimated total poundage listed in the Items Tab in the BidBuy Purchase Order reflects the historical average of past services required at Elgin Mental Health and is subject to change (as needed) during the contract period.

1.5. TRANSPORTATION AND DELIVERY:

1.5.1. Pick-up and delivery are described in Section 1.3.3. of this contract.

1.5.2. As a large-scale campus facility with multiple designated pick-up/drop-off locations and a substantial number of patients, it is critical that the selected vendor is equipped to provide a reliable and hygienic transportation solution. The vehicle or transport method must be adequately sized to accommodate the volume of both soiled and clean laundry, while ensuring strict separation to prevent any risk of cross-contamination during transit.

1.5.3. The Vendor must provide all insurance coverage applicable to the truck used for pickup and delivery services.

1.6. SUBCONTRACTING:

Subcontractors are allowed.

1.6.1. Will subcontractors be utilized? |_| Yes |_| No

A subcontractor is a person or entity that enters into a contractual agreement with a total value of $100,000 or more with a person or entity who has a contract subject to the Illinois Procurement Code pursuant to which the person or entity provides some or all of the goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from a lessee of a State contract.

All contracts with subcontractors where the annual value of the subcontract is greater than $50,000 must include Illinois Standard Certifications completed by the subcontractor.

1.6.2. Please identify below subcontracts with an annual value of $100,000 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text If additional space is necessary to provide subcontractor information, please attach an additional page.

1.6.3. If the annual value of any subcontracts is more than $100,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.6.4. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to this Contract. Any subcontracts entered prior to award of this Contract are done at the sole risk of the Vendor and subcontractor(s).

1.7. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

· Location where services will be performed: Elgin Mental Health Center, 750 South State Street Elgin, Illinois 60123 Value of services performed at this location: 100% Value of the Contract

· Location where services will be performed: Click here to enter text Value of services performed at this location: Click here to enter text

2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is estimated.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.3. MAXIMUM AMOUNT: |X| If this item applies, the box is checked and the total payments under the initial term of this contract shall not $TBD without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

3. TERM AND TERMINATION

3.1. TERM:

3.1.1. TERM OF THIS CONTRACT: The contract will have an initial term commencing upon the last dated signature of the Parties and ending on June 30, 2029. In no event will the maximum total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

3.1.2. RENEWAL: N/A

3.2. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.3. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.4. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540; 74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and Federal tax exemption information.

4.1.6.2. Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

DHS.ElginMHCAccountsPayable@Illinois.gov

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this section, subcontractors are those with contracts with an annual value exceeding $100,000 and who are specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the Standard Illinois Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses, the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract, and the general type of work to be performed. 30 ILCS 500/20-120.

4.4. AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of the procuring Agency, the Auditor General, the Executive Inspector General, the Chief Procurement Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

4.5. TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract. Vendor shall continue to perform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the State.

4.6. NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that Party’s right to exercise or enforce that or other rights in the future.

4.7. FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration.

4.8. CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the State or to which it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period of this contract or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction. The foregoing obligations shall not apply to confidential data or information lawfully in the receiving Party’s possession prior to its acquisition from the disclosing Party; received in good faith from a third Party not subject to any confidentiality obligation to the disclosing Party; now is or later becomes publicly known through no breach of confidentiality obligation by the receiving Party; or that is independently developed by the receiving Party without the use or benefit of the disclosing Party’s confidential information.

4.9. USE AND OWNERSHIP: All work performed or supplies created by Vendor under this contract, whether written documents or data, goods or deliverables of any kind, shall be deemed work for hire under copyright law and all intellectual property and other laws, and the State of Illinois is granted sole and exclusive ownership to all such work, unless otherwise agreed in writing. Vendor hereby assigns to the State all right, title, and interest in and to such work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work including any so-called "moral rights" in connection with the work. Vendor acknowledges the State may use the work product for any purpose. Confidential data or information contained in such work shall be subject to the confidentiality provisions of this contract.

4.10. INDEMNIFICATION AND LIABILITY: The Vendor shall indemnify and hold harmless the State of Illinois, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys’ fees and expenses, arising out of: (a) any breach or violation by Vendor of any of its certifications, representations, warranties, covenants or agreements; (b) any actual or alleged death or injury to any person, damage to any real or personal property, or any other damage or loss claimed to result in whole or in part from Vendor’s negligent performance; (c) any act, activity or omission of Vendor or any of its employees, representatives, subcontractors or agents; or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, copyright, trade secret, or trademark) rights of a third party. In accordance with Article VIII, Section 1(a),(b) of the Constitution of the State of Illinois and 1973 Illinois Attorney General Opinion 78, the State may not indemnify private parties absent express statutory authority permitting the indemnification. Neither Party shall be liable for incidental, special, consequential, or punitive damages.

4.11. INSURANCE: Vendor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

4.12. INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of, or joint venturer with the State. All payments by the State shall be made on that basis.

4.13. SOLICITATION AND EMPLOYMENT: Vendor shall not employ any person employed by the State during the term of this contract to perform any work under this contract. Vendor shall give notice immediately to the Agency’s director if Vendor solicits or intends to solicit State employees to perform any work under this contract.

4.14. COMPLIANCE WITH THE LAW: The Vendor, its employees, agents, and subcontractors shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations, orders, Federal circulars and all license and permit requirements in the performance of this contract. Vendor shall be in compliance with applicable tax requirements and shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary for the performance of this contract.

4.15. BACKGROUND CHECK: Whenever the State deems it reasonably necessary for security reasons, the State may conduct, at its expense, criminal and driver history background checks of Vendor’s and subcontractor’s officers, employees or agents. Vendor or subcontractor shall immediately reassign any individual who, in the opinion of the State, does not pass the background check.

4.16. APPLICABLE LAW:

4.16.1. PREVAILING LAW: This contract shall be construed in accordance with and is subject to the laws and rules of the State of Illinois.

4.16.2. EQUAL OPPORTUNITY: The Department of Human Rights’ Equal Opportunity requirements are incorporated by reference. 44 Ill. Adm. Code 750.

4.16.3. COURT OF CLAIMS; ARBITRATION; SOVEREIGN IMMUNITY: Any claim against the State arising out of this contract must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505. The State shall not enter into binding arbitration to resolve any dispute arising out of this contract. The State of Illinois does not waive sovereign immunity by entering into this contract.

4.16.4. OFFICIAL TEXT: The official text of the statutes cited herein is incorporated by reference. An unofficial version can be viewed at (www.ilga.gov/legislation/ilcs/ilcs.asp).

4.17. ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under Federal or State antitrust laws relating to the subject matter of this contract, then upon request of the Illinois Attorney General, Vendor shall assign to the State all of Vendor’s rights, title and interest to the claim or cause of action.

4.18. CONTRACTUAL AUTHORITY: The Agency that signs this contract on behalf of the State of Illinois shall be the only State entity responsible for performance and payment under this contract. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs in addition to an Agency, he/she does so as approving officer and shall have no liability to Vendor. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs a master contract on behalf of State agencies, only the Agency that places an order or orders with the Vendor shall have any liability to the Vendor for that order or orders.

4.19. EXPATRIATED ENTITIES: Except in limited circumstances, no business or member of a unitary business group, as defined in the Illinois Income Tax Act, shall submit a bid for or enter into a contract with a State agency if that business or any member of the unitary business group is an expatriated entity.

4.20. NOTICES: Notices and other communications provided for herein shall be given in writing via electronic mail whenever possible. If transmission via electronic mail is not possible, then notices and other communications shall be given in writing via registered or certified mail with return receipt requested, via receipted hand delivery, via courier (UPS, Federal Express or other similar and reliable carrier), or via facsimile showing the date and time of successful receipt. Notices shall be sent to the individuals who signed this contract using the contact information following the signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change its contact information.

4.21. MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by authorized representatives of the Parties. Any provision of this contract officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions shall be interpreted, as far as possible, to give effect to the Parties’ intent. All provisions that by their nature would be expected to survive, shall survive termination. In the event of a conflict between the State’s and the Vendor’s terms, conditions and attachments, the State’s terms, conditions and attachments shall prevail.

4.22. PERFORMANCE RECORD/SUSPENSION: Upon request of the State, Vendor shall meet to discuss performance or provide contract performance updates to help ensure proper performance of this contract. The State may consider Vendor’s performance under this contract and compliance with law and rule to determine whether to continue this contract, suspend Vendor from doing future business with the State for a specified period of time, or whether Vendor can be considered responsible on specific future contract opportunities.

4.23. FREEDOM OF INFORMATION ACT: This contract and all related public records maintained by, provided to, or required to be provided to the State are subject to the Illinois Freedom of Information Act (FOIA) notwithstanding any provision to the contrary that may be found in this contract. 5 ILCS 140.

4.24. SCHEDULE OF WORK: Any work performed on State premises shall be performed during the hours designated by the State and performed in a manner that does not interfere with the State and its personnel.

4.25. WARRANTIES FOR SUPPLIES AND SERVICES:

4.25.1. Vendor warrants that the supplies furnished under this contract will: (a) conform to the standards, specifications, drawing, samples or descriptions furnished by the State or furnished by the Vendor and agreed to by the State, including but not limited to all specifications attached as exhibits hereto; (b) be merchantable, of good quality and workmanship, and free from defects for a period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c) comply with all federal and state laws, regulations and ordinances pertaining to the manufacturing, packing, labeling, sale and delivery of the supplies; (d) be of good title and be free and clear of all liens and encumbrances and; (e) not infringe any patent, copyright or other intellectual property rights of any third party. Vendor agrees to reimburse the State for any losses, costs, damages or expenses, including without limitations, reasonable attorney’s fees and expenses, arising from failure of the supplies to meet such warranties.

4.25.2. Vendor shall ensure that all manufacturers’ warranties are transferred to the State and shall provide to the State copies of such warranties. These warranties shall be in addition to all other warranties, express, implied or statutory, and shall survive the State’s payment, acceptance, inspection or failure to inspect the supplies.

4.25.3. Vendor warrants that all services will be performed to meet the requirements of this contract in an efficient and effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall immediately reassign any individual who does not perform in accordance with this contract, who is disruptive or not respectful of others in the workplace, or who in any way violates the contract or State policies.

4.26. REPORTING, STATUS AND MONITORING SPECIFICATIONS: Vendor shall immediately notify the State of any event that may have a material impact on Vendor’s ability to perform this contract.

4.27. EMPLOYMENT TAX CREDIT: Vendors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 35 ILCS 5/216, 5/217. Please contact the Illinois Department of Revenue (telephone #: 217-524-4772) for information about tax credits.

5. STATE SUPPLEMENTAL PROVISIONS

|_| Agency Definitions N/A |_| Required Federal Clauses, Certifications and Assurances N/A |_| Public Works Requirements (construction and maintenance of a public work) 820 ILCS 130/4.

N/A |_| Prevailing Wage (janitorial cleaning, window cleaning, building and grounds, site technician, natural resources, food services, security services, and printing, if valued at more than $200 per month or $2,000 per year) 30 ILCS 500/25-60.

N/A |X| Agency Specific Terms and Conditions

5.1.1 TRAVEL EXPENSES. DHS will not compensate the Vendor for expenses related to travel, lodging or meals.

5.1.2 INDEPENDENT CONTRACTOR. The Vendor is an independent contractor under this Contract and neither the Vendor nor any employee or agent of the Vendor is an employee of DHS and does not acquire any employment rights with DHS or the State of Illinois by virtue of this Contract. The Vendor will provide the agreed services and achieve the specified results free from the direction or control of DHS as to the means and methods of performance. The Vendor will be required to provide its own equipment and supplies necessary to conduct its business; provided that in the event that, for its convenience or otherwise, DHS makes any such equipment, supplies or both available to the Vendor, the Vendor's use of such equipment or supplies provided by DHS pursuant to this Contract shall be strictly limited to official DHS or State of Illinois business and not for any other purpose, including any personal benefit or gain.

5.1.3 LAWSUITS. Indemnification will be governed by the State Employee Indemnification Act (5 ILCS 350/1 et seq.) as interpreted by the Illinois Attorney General. DHS makes no representation that the Vendor, an independent contractor, will qualify or be eligible for indemnification under said Act.

5.1.4 REDUCTION IN AMOUNTS PAYABLE. Notwithstanding any other provision herein to the contrary, the amount payable, or estimated amount payable, to the Vendor under this Contract is subject to a reduction as necessary or advisable, based upon actual or projected budgetary considerations, at the sole discretion of DHS, or as may be directed by the Office of the Governor. If such a reduction occurs, DHS shall negotiate in good faith regarding any reduction in the supplies and/or services required by this Contract.

5.1.5 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT. If applicable, the Vendor certifies that it is in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Pub. Law 104-191, 45 CFR Parts 160, 162 and 164, and the Social Security Act 42 U.S.C. §§1320d-2 through 1320d-7, in that it may not use or disclose protected health information other than as permitted or required by law and agrees to use appropriate safeguards to prevent use or disclosure of the protected health information. The Vendor further cert1f1es that It Is in compliance with all applicable State and Federal record retention provisions, including, but not limited to, the six-year record retention provision in HIPAA.

|X| Other (describe) Performance Measure

Measure

Provide list of all formulas and temperatures used, results of most recent titration tests and MSD sheets for applicable products

Annually

100%

Provide applicable documentation stated in section 1.2.2. of this contract.

Upon submission of their proposal and upon request by the Facility.

Pickup and deliveries to the drop-off locations stated on section 1.2.4.1. of this contract.

Three times per week

95%

Reports of satisfactory service from Staffs and patients.

Annually

6. ATTACHMENTS

6.1. Financial Disclosures (including Illinois Procurement Gateway print-off if applicable)

6.2. Business Enterprise Program Utilization Plan

6.3. State of Illinois Offer Document

6.4. BidBuy Purchase Order

Illinois Department of Human Services FY27-FY29 Laundry Services for Elgin Mental Health Center BidBuy Bid # B-54296

VENDOR

Phone: Click here to enter text.

Signature:

STATE OF…