DPS754_CRP30913_Original_Contract.pdf

Index No.: DPS754 Eff. Date: 05/01/2025 Page No.: 1

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT FROM COMMUNITY REHABILITATION PROGRAMS

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Transportation of Goods, Incl. BMV Materials, For ODPS

CONTRACT No.: CRP30913 EFFECTIVE DATES: 05/01/2025 to 04/30/2027

The Department of Administrative Services (DAS), Office of Procurement from Community Rehabilitation Programs (OPCRP) has accepted the proposal submitted in response to the Contract Number listed above by the certified Community Rehabilitation Program (CRP) and/or the certified Agent of a Community Rehabilitation Program (Agent). The CRP and/or Agent listed herein has been awarded a contract for the services or supplies listed. The respective ordering office contract approval form, *contract terms and conditions, pricing schedules, specifications, and any attachments incorporated by reference and accepted by DAS become a part of this Mandatory Contract.

This Mandatory 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.

This mandatory contract is available to The Ohio Department of Public Safety, 1970 West Broad Street, Columbus, OH 43223.

This contract award by the Office of Procurement from Community Rehabilitation Program is in accordance with Sections 125.60 to 125.6012 of the Revised Code.

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 initially advertised or described.

State agencies may make purchases under this Mandatory Contract up to $2500.00 using the State of Ohio Payment Card. Any purchase that exceeds $2500.00 will be made using the official state of Ohio purchase order (ADM-0523). Any non-state agency, institution of higher education or Cooperative Purchasing member will use forms applicable to their respective agency.

This Mandatory 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%2fhomepage

Signed: _______________________________________________________ Kathleen C. Madden, Director Date file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3_31_25.pdf file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3_31_25.pdf https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

TABLE OF CONTENTS

PAGE NO.

SPECIAL CONTRACT TERMS AND CONDITIONS

Amendments to Contract Terms and Conditions 3 Delivery and Acceptance 3 MBE Set-Aside 3 Usage Reports 3 Fixed-Price with Economic Adjustment 3 Temporary Fuel Adjustment 3 Site Visit 4 Evaluation 4 Contract Award 4 Cargo Liability 4 Certification of PUCO Intrastate Authority 4 Automobile Liability 4 Prohibition of the Expenditure of Public Fund for Offshore Services 4

SPECIFICATIONS AND REQUIREMENTS

Background 5 Scope of Work 5 Description of Load 5 & 6 Standard Procedures for Pickups 6 & 7 Special Procedures for the OPI/Lebanon 7 & 8 Contractor Requirements 8 Return of Pallets 9 Contractor Qualifications 9 & 10 Pickup/Delivery Requirements and Rate Charges 10 Summary of Supplements 10

COST SUMMARY 11

CONTRACT ITEMS

Supplement A: Deputy Registrar Listing 12 Supplement B: Step by Step Procedure for LTL Shipments for LECI 13 Supplement C: Shipping Mileage Chart 14 Supplement D: Typical Delivery Status Map 15 Supplement E: Distribution Ship Weekly Schedule 16

CONTRACTOR'S INDEX 17

SPECIAL TERMS AND CONDITIONS

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

DELIVERY AND ACCEPTANCE: 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. Payment for services rendered will occur upon the inspection and written confirmation by the ordering agency that the services provided conform to the requirements set forth in the Contract.

Unless otherwise provided in the Contract, payment shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

USAGE REPORTS: Every twelve (12) months the Contractor must submit a report (written or on disk) indicating sales generated by this Contract. The report shall list usage by customer, by line item, showing the quantities/dollars generated by this Contract.

The report shall be forwarded to the Office of Procurement Services, 4200 Surface Road, Columbus, OH 43228-1395, and Attn:

Contract Analyst for DPS754.

FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The Contract prices(s) will remain firm for the first twelve (12) months duration of the Contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) 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 his 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 of the finished supplies, 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 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”.

TEMPORARY FUEL ADJUSTMENT: No request for a temporary fuel adjustment may be requested for the first six (6) months duration of the Contract. Thereafter, should a statewide or national increase in the cost of fuel occur, that is greater than 20% of the cost for fuel in place at the time of Contract award, the Contractor may petition DAS to increase the Contract price(s). The Contractor will be required to provide a cost breakdown of each item to indicate the portion of their product cost that is attributed to fuel. If approved, the Contractor will be permitted to adjust the price(s) by the exact amount of the fuel increase. The increase will be effective seven (7) calendar days after approval. Future requests for fuel cost adjustment will be considered in six (6) month intervals, for the duration of the Contract, under the above conditions. Should a statewide or national decrease in the cost of fuel occur, that is greater than 20% of the cost of fuel at the time of Contract award or approved increase, the Contractor will advise Procurement Services of said decrease and the Contract will be adjusted accordingly. Said decrease will become effective seven (7) calendar days after notification. Failure of the Contractor to notify Procurement Services of a decrease will be considered as a default and the Contractor will be responsible to reimburse the state for any overpayments. Said increases or decreases will be effective on all orders placed on or after the approval date of the adjustment.

SPECIAL TERMS AND CONDITIONS (Cont’d)

SITE VISIT: A non-mandatory site visit can be schedule with DPS representative at least (2) two months prior to contract start date at the Lebanon Correctional Institution, Ohio Penal Industries (LeCI/OPI), 3791 State Route 63, Lebanon, Ohio, 45036 to survey the facility, the outside warehouse, and discuss the requirements of the bid. Due to current Covid-19 protocol, no visitors will be permitted inside the prison facility. The site visit will commence promptly at 9:00 AM, barring an unforeseen circumstance that result in a delay of the site visit. Attendance will be taken. All attendees must provide the name as it appears on their driver’s license. The State will not be responsible to a contractor for their failure to obtain information discussed during the site visit due to their failure to attend and/or arriving after the site visit has convened. Please contact Nate Martin at least (2) two months prior to contract start date at nlmartin@dps.ohio.gov or (614) 557-1635 during regular business hours to make arrangements for authorization to enter the facility.

CARGO LIABILITY: Each Bidder shall carry a minimum of fifty thousand ($50,000.00) dollars per occurrence and two- hundred thousand ($200,000.00) dollars annual aggregate of cargo liability. A certificate of insurance showing the types of coverage should be submitted with the Bid. If not, the Bidder must provide the said certificate within five (5) business days, after notification, to the Office of Procurement Services. Furthermore, accompanying the certificate of insurance, providing the Bidder does not currently carry the amount of coverage specified above, shall be a letter from the insurance company stating that the Bidder's coverage will be increased to the specified amounts upon award of the ensuing contract. Failure to provide the certificate and coverage increase letter, as applicable, within the stated time period will result in the Bidder being deemed as not responsive and the Bid response will be immediately disqualified with no further consideration given for potential awarding of the contract.

CERTIFICATION OF PUCO INTRASTATE AUTHORITY: Public Utilities Commission of Ohio (PUCO). Each Bidder is to submit with the Bid response a notarized list of all existing authorities to perform the types of services required in this Bid. This list shall include at a minimum the applicable PUCO authority certificates and/or permit number(s) and a description of the type of services that the Bidder is authorized to provide under each PUCO approval. The Bidder shall also indicate any additional PUCO approvals being sought or required to enable the Bidder to perform the services listed in the Bid or as required by any contract awarded as a result of this Bid. Upon awarding of a contract, the successful Contractor shall provide within thirty (30) calendar days, a notarized list of these additional approvals to the Office of Procurement Services. As deemed necessary, the State reserves the right to submit any documentation to the PUCO for verification of approvals. All approvals shall remain in effect for the duration of the awarded contract and any extension(s) thereto. Failure to provide the information requested and/or failure to maintain proper authorities may result in the Bid being deemed not responsive and/or any contract being immediately canceled.

BID AUTOMOBILE LIABILITY CHECKLIST:

Contractor will indicate, by checking the appropriate box(es) below, which mode of transportation will apply to this contract.

Bidder/Broker (“The Contractor”) or their Sub Contractor will make delivery or be performing services using a vehicle that is owned, leased or rented. Provide Certificate of Insurance documenting automobile liability with a Combined Single Limit of $500,000.00.

Goods/Services will be delivered via common carrier.

No employee or representative of the contractor will have cause to be on state property to make deliveries or to perform services.

PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND FOR OFFSHORE SERVICES: No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

mailto:nlmartin@dps.ohio.gov https://procure.ohio.gov/pdf/EO2022-02D/04-Affirmation%20and%20Disclosure%20Form_3-4-22.pdf

SPECIFICATIONS AND REQUIREMENTS

I. BACKGROUND

The purpose of this contract is to secure a Contractor to provide the transportation of goods and supplies for the Ohio Department of Public Safety (ODPS). These goods include but are not limited to consumables and vehicular oriented Bureau of Motor Vehicles (BMV) registration items (license plates, temporary tags, plastic handicap placards and registration stickers). These BMV items will henceforth be called “supply chain” items. The Contractor is required to furnish all labor, specified materials, equipment, and resources necessary to accomplish services specified in this bid.

There are two (2) distribution centers; one (1) in Columbus and the other in Lebanon with more than ninety-five percent (95%) of these shipments normally originating from the Lebanon Correctional Institution (LeCI). The location addresses are as follows:

Lebanon Correctional Institution (LeCI) Ohio Penal Industries (OPI) 3791 State Route 63 Lebanon, OH 45036

Ohio Department of Public Safety (ODPS) Alum Creek Facility (ACF) 1583 Alum Creek Drive Columbus, OH 43209

II. SCOPE OF WORK

There are two (2) shipment and approximately two hundred (200) destination locations within the State of Ohio that the ODPS is requesting:

A. LeCI/OPI

1. Lebanon location involves the delivery of supply chain items and goods from the Ohio Penal Industries (OPI) Lebanon to ODPS and Deputy Registrar (DR) locations.

B. ODPS/ACF

1. Delivery of supply chain items and goods (furniture, equipment and office consumables) from the ODPS Alum Creek to the ODPS Facilities (see Supplement A) and the OPI.

2. Delivery of goods from ODPS/ACF to ODPS Facilities and other government and non-government locations.

C. The approximately two hundred (200) destinations may include any of approximately one-hundred-ninety (190) DR locations, approximately sixty-four (64) Ohio State Highway Patrol (OSHP) Offices and approximately seventy-five

(75) Drivers Examination Stations. Not all potential destinations will receive shipments. During the term of this contract, office locations are subject to change. A listing of current locations is available by selecting the following links:

1. DR Locations: https://publicsafety.ohio.gov/local-office

2. OSHP Post Locations: https://www.statepatrol.ohio.gov/contact.aspx#collapseOne

3. Drivers Examinations Stations: https://publicsafety.ohio.gov/local-office

III. DESCRIPTION OF LOAD

A. The license plates are aluminum or other approved materials and are packed in cardboard cartons and stacked on 4-way heavy duty (40" x 48") pallets. License plate pallets, loaded with cartons, weigh approximately 1,050 lbs. and are 16.25" high. Pallets can be double stacked for forklift loading, unloading and transport.

B. Much of the materials transported by the Contractor for the BMV is used in conjunction with vehicle registrations. The

Contractor shall be responsible for the security of the shipment from either the ODPS or the OPI to the consignee's location. The Contractor must have the ability to pick up shipments from the ODPS or the OPI within twenty-four (24) hours after being contacted by phone.

https://publicsafety.ohio.gov/local-office https://www.statepatrol.ohio.gov/contact.aspx#collapseOne https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpublicsafety.ohio.gov%2Flocal-office&data=05%7C01%7CKimberly.Parker%40das.ohio.gov%7Cb13c7bd339f542973acb08db0ad1723f%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C638115666903141773%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=0%2F5xDo7L4jLxvp6hiTtfPhdZ97deHr929MISl4igf34%3D&reserved=0

SPECIFICATIONS AND REQUIREMENTS (Cont’d)

C. Toner will be shipped in its original box and all other loose items will be shipped in corrugated cardboard boxes (limited amount of forms, county stickers, and disability placards) provided by the ODPS and/or on stretch wrapped four-way plastic pallets. All shipments will be marked with destination information and include delivery documents that specifies consignee information.

D. The majority of shipments are Less than Truck Load (LTL) and the ODPS and the OPI reserve the right to ship more or less frequently based on operational needs.

E. A typical supply chain order to a DR will be one (1) to two (2) pallets. A typical order can vary depending on the activity occurring at the time (new specialty plate distribution, legislative changes, and new state plate change over which can occur at least once in a three (3) to five (5) year period.

F. Any DR office that is closed due to local reasons such as weather or public events will have their delivery time extended by one (1) day.

IV. STANDARD PROCEDURES FOR PICKUPS

A. The ODPS/OPI will contact the Contractor to arrange for pickups.

1. Loads shall be picked up by the end of the next business day unless a later date/time is specified.

2. The loads are to be delivered within three (3) business days after pick up.

3. All items must be picked up and loaded between 8:00 a.m. and 2:30 p.m. (Due to prison constraints, the preferred pickup time would be 10:15 a.m.). Monday through Friday, except on State holidays. (Refer to Section V for special procedures at the Lebanon location).

4. All items must be delivered and unloaded between 8:00 a.m. and 4:00 p.m., Monday through Friday, except on State holidays.

The following is a list of the state holidays.

January 1 New Year’s Day Third Monday in January Martin Luther King Day Third Monday in February President’s Day Last Monday in May Memorial Day June 19 Juneteenth July 4 Independence Day First Monday in September Labor Day Second Monday in October Columbus Day November 11 Veterans Day Fourth Thursday in November Thanksgiving Day December 25 Christmas

5. The Contractor will provide two (2) hours free unloading time without charging demurrage fees.

B. All shipments shall require “inside delivery” for the consignee. The bill of lading will be stamped with the inside delivery requirement.

1. “Inside delivery" is defined as goods and supplies being delivered by the Contractor to a designated point inside the building. All locations within buildings will be at ground level. Consignment invoices and bill of lading shall be given to the office manager.

2. Inside delivery” shall be considered as a specification of the Bid. No additional charges shall be allowed for inside delivery.

C. The Contractor must have the ability to deliver shipments to at least twelve (12) ODPS locations outlined in Supplement A each day and within a three (3) day time period after pick up excluding weekends and State holidays. The Contractor will be required to contact the consignee at least twenty-four (24) hours in advance to notify them of a pending delivery and to establish a mutually agreeable date and time for the Contractor to deliver the shipment to the consignee. The Contractor must have capacity to hold shipments securely for up to three (3) days until delivery at the mutually agreed upon date and time.

D. Certain situations may require expedited delivery service. Expedited delivery will require the Contractor to complete the delivery the following business day after notification. The ODPS/OPI will contact the listed Contractor representative directly to make arrangements for the expedited service. The bill of lading will be marked with the service requirement and no advance notification to the consignee is required for expedited delivery.

E. It will be the responsibility of the Contractor to notify the ODPS/OPI contact referenced in Section V, Item D of any shortages or overages on any shipment upon discovery. The notification of the discrepancy shall be made within twenty-four (24) hours of its discovery or not later than the next regular business day.

F. In case of a major mis-shipment, when the consignee has received the wrong goods or supplies, a determination will be made as to who is at fault. If it is the Contractor's error, they will be responsible to pick up and transport the goods to the proper consignee at no charge to the ODPS or the OPI. If it is the error of the ODPS or the OPI, the Contractor will be paid for the pick-up and delivery of the goods to the proper consignee. In all cases, the Contractor must take care of the mis-shipment within forty-eight (48) hours and notify the receiving ODPS facility of the correction.

V. SPECIAL PROCEDURES FOR the OPI/LeCI

A. The driver and the vehicle will be subject to the regulations of DRC 4376, this may include search of the driver and vehicle. (Section VIII, Item I and Section VIII, Item J.).

Trailer must be free of debris such as pallet jacks and blankets.

B. A trailer shall be backed up to the loading dock and loaded by OPI personnel. (Low Boy, moving trailers, or trailers with outside compartments are not permitted).

C. Each carton is sealed with tape that is provided by the ODPS and secured to the pallet by stretch film. The Contractor, within one day, or at first opportunity, will break the seal and verify shipments with the bills of lading and load out. The Contractor will contact Nate Martin at 614-557-1635, Jeremy Butcher at 614-935-0523 or Jeff Dripps at 614-752-7612 immediately for any load out discrepancies. The Contractor will be held responsible for any lost cartons/pallets that occur after the shipment is verified. Failure to notify the State within twenty-four (24) hours of any exceptions to the bills of lading will constitute confirmation.

D. The truck with an empty trailer will be dispatched to LeCI each Tuesday (unless changed for holiday or other mutually agreed on reason). The truck should show up at LeCI between 10:15 AM and 10:30 AM. If they show up later than 10:30 AM, there is a good chance they will have to wait for at least an hour before they may be permitted to enter. The prison locks down for inmate count at 11:00 AM each day. Depending on the number of vehicles awaiting entrance, the truck may have to wait until count clears (typically around 11:30 AM) if they arrive after 10:30 AM. In the event the driver will be late, please have him call Jeremy Butcher at 614-935-0523.. If Jeremy doesn’t answer, have him call Nate Martin at (614) 557-1635.

Please note the importance of arriving before 10:30 AM. Inmates are not permitted in the area any time the trailer is inside.

If the truck is not permitted in until 11:30 AM, it will negatively impact our production for the entire afternoon.

Once inside the perimeter, the trailer will be partially backed into the loading bay in Distribution. The trailer will be loaded by OPI staff. Once loaded, the truck will remain inside the perimeter until count clears. Once count clears, the truck and trailer will be permitted to leave.

https://procure.ohio.gov/static/pdf/OT903821%20_Standards_of_Conduct.pdf

E. Upon inclement weather, traffic conditions, or prison induced restrictions (lockdown emergencies) rescheduling will be coordinated upon mutual consent.

F. A procedure guide describing the LTL pick up process at the LeCI is provided as Supplement B.

VI. CONTRACTOR REQUIREMENTS

A. Missed or Late Deliveries

1. If the Contractor misses a delivery, the State will not pay for that delivery.

2. A delivery will be considered late if the Contractor does not provide delivery within three (3) full business days [excluding Saturday, Sunday and State observed holidays (State observed holidays are outlined in Section IV, Item A., 4] of the pickup from the point of origin. The State may apply liquidated damages of ten percent (10%) of the delivery charge per pallet of each day the delivery is late.

B. Subcontracting: If the awarded Contractor uses a subcontractor to perform the duties under this contract, the subcontractor must be identified in the Contractor/Subcontractor Affirmation and Disclosure Form referenced in the Standard Terms and Conditions, and must be approved by the ODPS prior to contract award.

C. Interlining is permissible, with the State’s prior written approval. The Contractor must maintain full responsibility for all goods shipped, to include but not limited to tracing capabilities, claims management and payment of all claims made by the ODPS/OPI against any shipment made.

D. In case of a labor strike involving a Contractor, the State may select another Contractor to provide the services listed herein during the term of the labor strike. Any additional cost incurred by the ODPS may be the responsibility of the awarded Contractor.

E. The Registrar of the BMV may add, move, or remove DR locations in any county at any time during the contract, at the

Registrar’s discretion. The ODPS/OPI reserves the right to add, change, or delete facilities.

F. The majority of shipments are LTL.

G. The ODPS/OPI reserves the right to ship more of the less frequently based shipments according to operational needs.

H. All items must be shipped in weatherproof trailers.

I. The Contractor shall establish separate billing accounts/shipper numbers for shipments made on behalf of the BMV, Grant Support Services (GSS) and the OSHP, and submit separate invoices for each account. In order to be considered a proper invoice each invoice shall individually list orders and include their pickup date, pickup location, delivery date, delivery location, bill of lading number, total weight, total packages, invoice rate, total cost, proper vendor identification number, purchase order number, and total cost of services. Emailing invoices is preferred, email invoices to: invoices@ohio.gov with “DPS Origins A77” in the subject line and on the actual invoice the U.S. mail address.

Or Mail to:

DPS Origin A77 - Admin Ohio Shared Services P.O. Box 182880 Columbus, OH 43218-2880

J. The Contractor shall maintain a tracking system to provide the status of an order to the State within eight (8) hours of receiving an inquiry. Tracking information shall include acknowledgement of order pickup, the number of packages on order, time of pickup, location of shipment within Contractor’s system, and delivery confirmation. The Contractor shall promptly respond to inquiries from the State about lost or missing packages from shipments and work with the State to resolve expeditiously.

K. The Contractor must furnish to the ODPS/OPI an approved three (3) part blank bill of lading form at the Contractor’s expense. The ODPS/OPI may, at its option, utilize computer generated bill of lading forms.

mailto:invoices@ohio.gov

VII. RETURN OF PALLETS

A. The Contractor will return pallets to their originator point within two (2) weeks after delivery of the shipment. These pallets will be specially stenciled "BMV” or "ODPS” by the ODPS. Each bill of lading will indicate the number of pallets included with the shipment that must be returned by the Contractor.

B. When making a delivery to an ODPS Facility, the Contractor shall unload the stenciled pallets and return them to the

Contractor’s facility. The Contractor will then store these stenciled pallets and deliver them back to either the ODPS or OPI facility.

C. The ODPS/OPI will not accept stenciled pallets as replacements and the Contractor will be charged $200.00 per pallet for each plastic pallet not returned within two (2) weeks of shipment.

VIII. CONTRACTOR QUALIFICATIONS

A. The Contractor must have the ability to spot up to six (6) trailers for a forty-eight (48) hour period for distribution preparation and loading purposes. Each trailer should have the weight capacity to hold 42,000 pounds. Response time for spotting the trailer(s) shall be within twelve (12) hours of the Contractor being notified.

B. The Contractor must have the capacity of tracking shipments.

C. The Contractor must provide a certification letter that lists the equipment and personnel available to meet the requirements specified in this Bid. The certification letter must be on business or corporate letterhead paper and be signed by duly authorized representatives of the company. The certification letter must identify the number of trucks, trailers and drivers with the company.

D. The Contractor must provide proof of having five (5) consecutive years of experience providing similar services as described within this Bid.

E. The Contractor’s fleet must include vehicles that can support delivery to all the ODPS facilities outlined in Section II, Item C. Some facilities cannot accommodate semi-tractor trailers due to limited space for unloading, varying dock heights, or no loading docks.

F. The Contractor must submit three (3) references with transportation services similar in size and scope to that listed herein. Bidders shall complete Attachment 1. The references must include customer name, address, company contact person, telephone number, email address, years servicing the account, and a description of the project. Failure of the Bidder to furnish above referenced information as part of their Bid response, or within the time specified herein will be deemed not responsive.

G. All references must be available and willing to talk to the Bid evaluator or the Bid may be found not responsive and no further consideration for award given.

H. Drivers utilized must hold a valid Commercial Driver’s License (CDL) when required by law, along with any required endorsement(s) to operate the equipment/vehicles involving this contract, and wear a company uniform (bearing the company’s name) that is standard to the industry (i.e. matching pants, shirts, hat and identification (ID) badge).

Vehicles owned or leased by the Contractor shall be properly marked with company logo/name.

I. The OPI Department of Rehabilitation and Correction (DRC) Code of Conduct Rules will take precedence. The

Contractor recognizes the security requirements for entering Agency’s facilities and acknowledges receipt of the “Standards of Conduct for Contractor” (DRC 4376) The Contractor agrees to comply with these standards and with safety rules and procedures. Due to institutional security requirements, the Agency staff may require the Contractor to document when the Contractor or any subcontractor is on State property.

J. Firearms are prohibited on DR agency premises. The 131st Ohio General Assembly has adopted House Bill (H.B.)

12, effective April 8, 2004, which permits certain persons to obtain a license and to carry a concealed handgun under certain circumstances. Even with this license, the law prohibits licensees from carrying concealed handguns in certain facilities and places. In accordance with this statute and other provisions of the Revised Code, it is illegal to carry a firearm, deadly weapon, or dangerous ordnance anywhere on the DR agency premises.

https://procure.ohio.gov/static/pdf/OT903821%20_Standards_of_Conduct.pdf

K. The Contractor must provide toll-free telephone and internet inquiry access (agency choice) for purposes of invoice resolution, tracking shipment and other issues relating to the services stipulated herein.

IX. PICKUP/DELIVERY REQUIREMENTS AND RATE CHARGES

A. Equipment: 26’ Straight Trucks, with lift gate and pallet jacks. Up to 13 pallets per truck, 10,000 lbs. maximum gross wt.

B. 24 hr call ahead for delivery per stop

C. Lift gate delivery

D. Inside delivery

E. Offload boxes inside BMV designated area

F. Removal of empty pallet

G. Return of empty pallet following week.

H. POD’s for every delivery, receiver and driver signature, emailed by end of Friday of pickup week.

X. SUMMARY OF SUPPLEMENTS

A. Supplement A is a listing of Deputy Registrar locations.

B. Supplement B provides the Step by Step Procedure for LTL Shipments for LECI.

C. Supplement C is a Shipping Mileage Chart, noting distance to Agencies from LeCI and ACF by zip code.

D. The map on Supplement D summarizes the LeCI originating orders by county.

E. Supplement E includes the Distribution Ship weekly schedule. While some deliveries may occur outside of these groupings, such occurrences are rare.

COST SUMMARY

UNSPSC – 78121603 – Transportation Fee

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM DESCRIPTION

PRICE PER

CRP30913-1 78121603 Transportation Fee, LeCI/OPI Pick up charge per pallet $150.00 per pallet

CRP30913-2 78121603 Transportation Fee, Non-Notification of Cancellation of Pickup $100.00 per occurrence

SUPPLEMENT A

DEPUTY REGISTRAR LISTING

SUPPLEMENT A—Deputy Registrar Listing https://procure.ohio.gov/pdf/OT903821_Supplement%20A.pdf

SUPPLEMENT B

STEP BY STEP PROCEDURE FOR LTL SHIPMENTS FOR LECI

Deputy Registrar (DR) orders are designed to be shipped (LTL) during forty-eight (48) of fifty-two (52) weeks from the LeCI.

Orders are generated on Friday mornings proceeding the shipment week. The following is an overview of the weekly processing of:

Friday (Possibly Thursday):

• ODPS prints weekly orders for a particular region (cycle) of Ohio. Please see attached map for a breakdown of weekly regions.

• Once orders are printed and organized the carrier method is determined according to the weight of individual orders.

• A detailed list of orders is created within a spreadsheet and emailed to the LTL carrier no later than Friday morning (see bottom of page for example of the file). Information included in the spreadsheet is amount of orders, weight of each order and the address of the intended DRs.

• Additionally, this spreadsheet allows the LTL carrier ample time to notify all DRs of when to expect to receive their weekly orders, and to contact all DRs at least twenty-four (24) hours prior of delivery.

• Some shipping weeks have a smaller amount of pallets being shipped through LTL carrier. If this occurs ODPS may give the LTL carrier the opportunity to bring a smaller (straight) truck if it is beneficial to the LTL carrier.

Tuesday:

• Every Tuesday LTL shipment is loaded by OPI staff at 10:15 am. The pick-up time must be 10:15 am due to restrictions of LeCI.

Example of spreadsheet that is sent to trucking company:

Placement Order # Deputy # Phone # Ship To Tag Order

Weight # Of Boxes

5779128

B2501896

(440) 779-0830

CUYAHOGA CO. NORTH

OLMSTED DEPUTY

MAUREEN BROGAN

26642 BROOKPARK EXTENSION

NORTH OLMSTEAD, OHIO 44070

3,022

5793432

B2501814

(440) 885-0844

CUYAHOGA CO. PARMA DEPUTY

WILLIAM PREDOVICH

12000 SNOW RD. STE 12

PARMA, OH 44130

1,926

Note: Above are two examples of what a typical weekly spreadsheet would look like.

There is potential of 30 customers (orders) per scheduled pick up.

SUPPLEMENT C

SHIPPING MILEAGE CHART

SUPPLEMENT C—Shipping Mileage Chart https://procure.ohio.gov/pdf/OT903821_Supplement%20C.pdf

SUPPLEMENT D

TYPICAL DELIVERY STATE MAP BY COUNTY

SUPPLEMENT E

DISTRIBUTION SHIP WEEKLY SCHEDULE

CONTRACTOR’S INDEX

CONTRACTOR, TERMS AND DELIVERY: CONTRACT NO.: CRP30913

OAKS ID: 0000219868

Cincinnati Association for the Blind & Visually Impaired 2045 Gilbert Avenue Cincinnati, OH 45202

TERMS: Net 30 Days

CONTRACTOR CONTACTS:

To place an order - Kelly Gilliam (Primary Contact) Telephone: (513) 487-4513

Email: Kelly.Gilliam@cincyblind.org

Jennifer Alvis (Contract Administration) Telephone: (513) 487-4518 Email: jennifer.alvis@cincyblind.org

Ron Costello (Logistics) Telephone: (941) 755-8727 ext. 1719 mailto:Kelly.Gilliam@cincyblind.org mailto:jennifer.alvis@cincyblind.org