ESBD_361449_1717524406708_HHS0014890 PCS 137 Formal IFB.docx

PCS 137 - GOODS

Cecile E. Young, Executive Commissioner Invitation for Bids (IFB) for State Hospitals and State Supported Living Centers Linens and Fabric products.

IFB No. HHS0014890 NIGP Class/Item No(s): 850-12, 850-64, 850-92

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

Samples Evaluation – Phase One, Phase Two and Phase Three Note- These are estimated dates, dates are subject to change.

July 08,2024, thru August 26, 2024

Table of Contents

Introduction and Purpose of IFB The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for linen and fabric products to be used in the State Supported Living Centers and State Hospital (facility). Products include blankets, fitted sheets, flat sheets, pillowcases, bath towels and washcloths. Specific sizes, colors, stamping and commercial label. Samples are required to be mailed; samples will undergo several phases of testing. No award will be made till all samples are tested and approved by appropriate personnel.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the goods and/or services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

Authority HHSC is soliciting the goods and/or services stated in this IFB under Texas Government Code 2155.144.

Historical Monetary Value Historical spend for the same or similar goods or services is $4,675,00.00 for a 5-year period.

The estimated historical spend is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

No Guarantee of Volume, Usage or Compensation HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

Negotiation, Exceptions or Assumptions Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

IFB Components This IFB includes the following items:

· PCS 137 IFB (this document)

· Exhibit A – HHS Solicitation Affirmations

· Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

· Exhibit C – Pricing Sheet

· Exhibit D – HHS Online Bid Room Information

· Exhibit E– Historically Underutilized Business (HUB) Subcontracting Plan (HSP) and Requirements

· Exhibit F- State Hospitals and State Supported Living Center shipping address Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are tentative. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule or as changed via an Addendum. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

Withdrawal or Amendment of Response Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

HHSC Overview The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

Definitions Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB. May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at: https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

General IFB Information Sole Point of Contact and Communications The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Courtney Meads CTCD, CTCM Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756 512-406-2478 Courtney.meads@hhs.texas.gov Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

Exception to the Sole Point of Contact The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan, the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.texas.gov. The Sole Point of Contact, Section 6.1, must be copied on the e-mail.

Binding Offer Period By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS IFB Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

Costs Incurred Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for, or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

Changes, Modifications and Cancellation HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with the Notification of Addenda or Cancellation, Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with the Notification of Addenda or Cancellation, Section 6.8.

Ambiguity, Conflict, Discrepancy Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

IFB Questions or Clarifications HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with the Notification of Addenda or Cancellation, Section 6.8 Submission of Questions or Clarifications All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body.

b) Section or Paragraph number from this IFB.

c) Page Number of this IFB.

d) Exhibit name, Section or Paragraph, page number from the Exhibit.

e) Language, Topic, Section Heading being questioned or requested for clarification.

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

Notification of Addenda or Cancellation Addenda Notification All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda. No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Cancellation Notification HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

HUB Subcontracting Plan Training Webinar HHSC will conduct an optional webinar training session for completion of the HUB Subcontracting Plan (HSP) on the date and time identified in the Procurement Schedule (cover page of this IFB), or on the date and time established in subsequent Addenda. Bidders are strongly encouraged to participate in this session. Bidders who do not submit an HSP or a properly completed HSP with their Response will be disqualified. See Section 8 (HUB Subcontracting Plan (HSP) Requirements).

Attendance is strongly encouraged, but not required. Failure to attend or participate in the webinar will not disqualify a Bidder.

Scope of Work (SOW) Specifications The required linens and fabrics to be provided are as followed. Along with the specifications, colors, patterns, and materials.

Indicate Pricing Sheet, Exhibit C.

A. Standard Linen Specifications – Preferred Blankets: Size 74” x 96”, finished size Snag free, pre-shrunk, 100 percent cotton. Block pattern hemmed top and bottom with double needle stitching, side’s hemmed or smooth selvage. Vat dyed. Twelve (12) of same color per case. Minimum wt. 3.9 lbs. each.

Colors: Champagne, Blue, Raspberry, Teal. (Laundries/Facilities will specify what colors are needed.)

Pattern: Phoenix Textile Sheffield pattern or equal.

Blankets: Size 74” x 96”, finished size Snag free, pre-shrunk, 100 percent cotton. Block pattern hemmed top and bottom with double needle stitching, side’s hemmed or smooth selvage. Vat dyed. Twelve (12) of same color per case. Minimum wt. 3.9 lbs. each.

Colors: White. (Laundries/Facilities will specify what colors are needed.)

Pattern: Phoenix Textile Sheffield pattern or equal.

Sheets: Flat and Fitted Flat: Size 72” x 105” after hemming, finished size.

The yarn shall be a blend of polyester and cotton fiber, 50/50, consisting of 50 plus or minus 5 percent polyester, and the remaining percentage cotton, minimum 180 thread count, 3.4 oz. per square yard (Minimum 20 oz per sheet). Minimum 1-inch hem top and bottom, selvage sides. Maximum 2 percent fabric shrinkage after commercial laundering.

Color: White

Fitted: Size 36” X 80” X 9”, finished size.

The yarn shall be a blend of polyester and cotton fiber, 50/50, consisting of 50 plus or minus 5 percent polyester, and the remaining percentage cotton. Maximum 2 percent fabric shrinkage after commercial laundering, minimum 180 thread count, 3.4 oz. per square yard (Minimum 15 oz per sheet), Minimum 1” hem top and bottom, selvage sides.

Color: White, with color coding strip around elastic edges and with elastic around entire perimeter of sheet.

Color Coding Strip Color: Blue

Fitted: Size 35” X 75” X 9”, finished size.

The yarn shall be a blend of polyester and cotton fiber, 50/50, consisting of 50 plus or minus 5 percent polyester, and the remaining percentage cotton. Maximum 2 percent fabric shrinkage after commercial laundering, minimum 180 thread count, 3.4 oz. per square yard (Minimum 14 oz per sheet), Minimum 1” hem top and bottom, selvage sides.

Color: White, with color coding strip around elastic edges and with elastic around entire perimeter of sheet.

Color Coding Strip Color: Red

Pillowcases: 20” X 32” finished size.

Standard shall be a blend of polyester and cotton fiber, consisting of 50 plus or minus 5 percent polyester, and the remaining percentage cotton, minimum 180 thread count, 3.4 oz. per square yard (Minimum 3.9 oz per pillowcases), 3-inch hem.

Maximum 2 percent fabric shrinkage after commercial laundering.

Color: White

Bath Towels: 24” x 48” finished size (measured after stitched borders).

86 (plus or minus 1%) percent cotton and 14 (plus or minus 1%) percent polyester blend, terry cloth. Snag-free, stain free; Weight minimum 8 lbs. per dozen. Sewn-stitched borders on all four sides. First/better quality (no seconds). Ring spun weaving process using best quality yarn.

Shrinkage 2 percent or less.

Color: White

Washcloths: 12” X 12” 100 percent cotton terry cloth, minimum approximate weight .75 /dozen. Snag-free, stain free. Washcloths will require only a cam (Plain) border and must be hemmed on all four (4) sides.

Color: White

B. Acceptable Alternative Linen Specifications Blankets: Size 74” x 96” finished size.

Minimum wt. 3.9 lbs. each. Anything less than minimum size and weight will result in immediate disqualification.

Snag free, 48/52 cotton and polyester mix. Block pattern hemmed top and bottom with double needle stitching, side’s hemmed or smooth selvage. Vat dyed. Twelve (12) of same color per case.

If not pre-shrunk, must meet minimum finished size and minimum weight after commercial laundering per outlined processes. Anything less will be immediately disqualified.

Colors: Champagne, Blue, Raspberry, or Teal (Laundries/Facilities will specify what colors are needed.)

Pattern: Phoenix Textile Sheffield pattern or equal.

Blankets: Size 74” x 96” finished size.

Minimum wt. 3.9 lbs. each. Anything less than minimum size and weight will result in immediate disqualification.

Snag free, 48/52 cotton and polyester mix. Block pattern hemmed top and bottom with double needle stitching, side’s hemmed or smooth selvage. Vat dyed. Twelve (12) of same color per case.

If not pre-shrunk, must meet minimum finished size and minimum weight after commercial laundering per outlined processes. Anything less will be immediately disqualified.

Colors: White (Laundries/Facilities will specify what colors are needed.)

Pattern: Phoenix Textile Sheffield pattern or equal.

Sheets:

Flat: Size 72” x 105” after hemming, finished size.

180 to 220 thread count, 3.4 oz. per sq. yard (Minimum 20 oz. per sheet). Anything less than minimum size and weight will result in immediate disqualification.

The yarn shall be a 48/52 blend of cotton and polyester fiber, consisting of maximum 55 percent polyester, and the remaining percentage cotton.

Minimum 1-inch hem top and bottom, selvage sides.

Maximum 2 percent fabric shrinkage after commercial laundering. Anything more will be immediately disqualified.

Color: White

Fitted: Size 36” X 81” X 9”, finished size 180 to 220 thread count, 3.4 oz. per sq. yard (Minimum 14 oz. per sheet). Anything less than minimum size and weight will result in immediate disqualification.

The yarn shall be a 48/52 blend of cotton and polyester fiber, consisting of maximum 55 percent polyester, and the remaining percentage cotton.

Maximum 2 percent fabric shrinkage after commercial laundering. Anything more will be immediately disqualified.

Color: White, with color coding strip around elastic edges and with elastic around entire perimeter of sheet.

Color Coding Strip Color: Blue

Fitted: Size 35” x 75” X 9”, finished size 180 to 220 thread count, 3.4 oz. per sq. yard (Minimum 15 oz. per sheet). Anything less than minimum size and weight will result in immediate disqualification.

The yarn shall be a 48/52 blend of cotton and polyester fiber, consisting of maximum 55 percent polyester, and the remaining percentage cotton.

Maximum 2 percent fabric shrinkage after commercial laundering. Anything more will be immediately disqualified.

Color: White, with color coding strip around elastic edges and with elastic around entire perimeter of sheet.

Color Coding Strip Color: Red

Pillowcases: 20” x 32”, finished size 180 to 220 thread count, 3.4 oz. per sq. yard (Minimum 3.9 oz. per pillowcase), 3-inch hem. Anything less than minimum size and weight will result in immediate disqualification.

The yarn shall be a 48/52 blend of cotton and polyester fiber, consisting of maximum 55 percent polyester, and the remaining percentage cotton.

Maximum 2 percent fabric shrinkage after commercial laundering. Anything more will be immediately disqualified.

Color: White

Bath Towels: 24” x 48”, finished size (measured after stitched borders) Will accept up to a 24” x 50”, finished size (measured after stitched borders).

Weight minimum 8 lbs. per dozen. Anything less than minimum size and weight will result in immediate disqualification.

86 (plus or minus 1%) percent cotton and 14 (plus or minus 1%) percent polyester blend, terry cloth.

Snag-free, stain free; Sewn-stitched borders on all four sides. First/better quality (no seconds). Ring spun weaving process using best quality yarn.

Maximum 2 percent or less fabric shrinkage after commercial laundering. Anything more will be immediately disqualified.

Color: White

Washcloths: 12” X 12” 100 percent cotton terry cloth, approximate weight .75 /dozen. Snag-free, stain free. Washcloths will require only a cam (Plain) border and must be hemmed on all four (4) sides.

Color: White

C. Stamping and Commercial Label Stamping:

Awarded contractor is to permanently stamp blankets, sheets (flat and fitted), pillowcases and bath towels with the following specifications.

All items received without permanent stamps without the State’s prior approval, will be sent back to the approved vendor at vendor’s cost.

Blankets, flat sheets, and bath towels:

Stamp “State of Texas” in 1” red lettering 4” from the bottom edge and 4” from the right edge in the lower right corner. Logo should be spaced evenly to be easy to read. The logo must be 4” from the bottom edge throughout the entire length of the logo. The “S” in Texas will be the point of measurement to the right edge.

Fitted sheets:

Stamp “State of Texas” in 1” red lettering 4” from the bottom edge and 4” from the right edge in the lower right corner. Logo should be spaced evenly to be easy to read. The logo must be 4” above the color-coding strip, throughout the entire length of the logo. The logo is to be on the flat edge of the bed. The “S” in Texas will be the point of measurement to the right edge.

Pillowcase:

Stamped with “State of Texas” logo in 1” red letters, 1” from bottom edge and 1” from right edge, in lower right corner of the hemmed, open portion of the pillowcase. Logo should be spaced evenly to be easy to read. The logo must be 1” from the bottom edge throughout the entire length of the logo. The “S” in Texas will be the point of measurement to the right edge.

Washcloths will NOT be Stamped.

Stamping must be done on all specified linens with every order placed.

Commercial type label:

Each item shall have a permanent commercial type of label with the name of the manufacturer or trademark securely attached at one corner. The marking shall be well defined, clearly legible and show good fastness to laundering. The item shall be labeled for fiber content in accordance with the Textile Fiber Products Identification Act.

All items received without permanent labels without the State’s prior approval, will be sent back to the approved vendor at vendor’s cost.

Samples Requirements Bidders, samples must be received by June 20,2024 @4:00PM Samples will be tested.

Sample blankets may be any of the colors listed in the specifications, but all colors need to be available for purchase. Samples must be permanently labeled for fiber content in accordance with the Textile Fiber Products Identification Act. Samples blankets, sheets (flat and fitted), pillowcases and bath towels must be labeled with “State of Texas” in RED.

Washcloths will NOT be Stamped.

All samples must be stamped, except for washcloths.

Failure to provide all required samples may disqualify the bid. Samples must meet all bid specifications to be considered. Samples will not be returned for any reason.

Bidder must send five (5) of each item being bid: 5 blankets, 5 flat sheets, 5 fitted sheets (5 of each size with color coding), 5 pillowcases, 5 bath towels, 5 washcloths.

•Blankets will include at least one white and one of the approved specified colors.

•Fitted sheets will use the approved color codes of blue and red striping on edge of sheet.

Bidder must submit samples using the Standard Linen Specification and/or the Acceptable Alternative Linen Specifications. Please indicate on the bid which list will be used to submit samples.

Bidder shall send a notification email to Purchaser, Courtney.Meads@hhs.texas.gov when the samples are shipped. DO NOT SHIP SAMPLES TO HHS/PCS Courtney Meads.

Send Samples to:

HHSC Warehouse IFB HHS0014890 Samples Attn: Jennifer Light 1111 W North Loop Austin, Texas 78756

Sample boxes must be labeled prominently IFB HHS0014890 Samples

Product Testing Procedures Read carefully, changes have been made to the testing procedures.

First Phase Upon receipt, each piece in the submitted samples is weighed and measured to ensure that the item meets specifications. Additionally, the size and position of the logo is measured to ensure it meets specification.

It is an all or nothing award. Meaning that all the blankets, flat sheets, fitted sheets, pillowcases, bath towels and washcloths must meet the outlined specifications. The complete set (blanket, flat sheet, fitted sheets, bath towel, pillowcase, and washcloth) must pass the first phase of testing. If ALL the items meet specifications, the samples will move onto the Second Phase of testing.

Second Phase All the pieces are sent to one of the Regional Laundries to be washed and dried as all the other linens that are processed under normal circumstances. The Continuous Batch Washers, wash in a temperature range of 145 to 165 degrees Fahrenheit. The dryers operate in an output temperature range of 200 to 285 degrees Fahrenheit. The dryers can reach as high as 400 degrees Fahrenheit at the initial start of the drying cycle to get the equipment up to temperature.

Once processed, the linens are weighed and measured again to determine if each item in the set meets specifications. All findings are documented. Items are determined to be approved and acceptable or disapproved and unacceptable, based on results of testing. Results are sent to purchaser for determination of potential award or disqualification.

The complete set (blanket, flat sheet, fitted sheets, bath towel, pillowcase, and washcloth) must pass the second phase of testing regardless of bidder submitting Standard Linen Specification samples and/or the Acceptable Alternative Linen Specifications samples. HHS may interchange Standard Linen Specification item samples and/or the Acceptable Alternative Linen Specifications item samples, as applicable, to create a complete set, thus passing the second phase of testing. This is an all or nothing award.

Third Phase The samples that pass the first and second phase will be sent to a third-party independent testing lab to confirm thread count and fiber content. All samples must meet and/or exceed specifications.

If any of the submitted samples fail to meet specifications at any phase of the testing, the bidder will not be awarded the contract.

Quarterly Testing Samples will be randomly taken from deliveries made to the facilities for testing using the three phases listed in section 18. Failure to pass any phase of the testing on any of the samples tested, will result in remedies being taken by the State.

a) The approved vendor will have 7 days to respond to the State’s request for a plan of correction, including and not limited to the vendor assuming all costs for picking up all unopened boxes of non-compliant items.

b) The approved vendor will have 14 days to resend items that meet all specifications. New items will be tested using all three phases of testing listed in section 18. If the item(s) fail a second time, the State reserves the right to contact another vendor to supply the State’s needs. The difference in cost will be paid by the awarded vendor.

REMEDIES

Should the awarded vendor fail to deliver any item(s) that do not meet any or all the outlined specifications found in this bid; the State reserves the right to purchase the item(s) from any vendor(s) that can provide the specified items regardless of cost. As listed in section 19, the awarded vendor will be held responsible for the cost difference.

a) The first failure to deliver specified items will result in a documented plan of correction and monetary reimbursement to the State.

b) The second failure to deliver specified items will result in a documented plan of correction, additional testing, and monetary reimbursement to the State.

c) The third and final failure to deliver specified items will result in termination of the contract. All unopened cases of non-specified items will be picked up by awarded vendor at their cost. Additionally, the cost difference of acquiring linens that do meet all specifications will be paid by the awarded vendor until such time as a new vendor can be procured.

Equal Products The information identified above is intended to be descriptive, not restrictive, and to indicate the quality and characteristics of products that will be satisfactory. If bidding other than specified brand or part number, bidder must include with bid sufficient literature to allow evaluation of the items. Failure to provide literature with bid response may be cause for not considering for an award.

Condition of Product All products supplied on this contract shall be new, unused, clean, and ready for use except for preliminary laundering. All products shall be commercial firsts. (a saleable good of a higher quality that is sold in substantial quantities to an entity at an established market price.) All products must meet all the specifications listed in section Specification.

Reworked Products REWORKED PRODUCTS, PRODUCTS PREVIOUSLY REFUSED FOR DELIVERY OR SECONDS WILL NOT BE ACCEPTED. Unauthorized substitutions prohibited. No substitutions, including product code number changes, shall be made unless the vendor has obtained prior written approval from HHSC Purchaser prior to shipment. Cost of substitute items shall be the same as the cost for the awarded item. Substitutions must meet or exceed the specifications written in the item description as published in this Solicitation.

WARRANTY

Manufacturers standard warranty shall apply and shall be guaranteed against defects in materials, workmanship, and performance for a minimum of one year. The warranty shall begin on the date of acceptance of an item by the ordering agency. During this warranty period, the vendor shall repair or replace defective items at no cost to the State of Texas. Warranty will guarantee that all items will meet and/or exceed all specifications found in this bid.

REQUIREMENTS/LIMITATIONS

Prior to the contract start date, vendor shall provide the following vendor contact information to each laundry facility manager:

• Representative name

• Address

• Telephone number (pager/cellular telephone numbers)

Instructions for use and care of items are to be furnished at time of delivery.

Quantities may be increased or decreased based on facility needs during the term of the PO. The quantities shown are estimates only and do not constitute a guarantee of purchase.

Delivery Guidelines

a) Observe all posted speed limits. Speed limits are strictly enforced.

b) Observe all stop signs and other traffic controls.

c) Parking must be in area designated by Warehouse staff.

d) Vehicles must be locked, and keys removed at all times when unattended.

e) Pedestrians have the right-of-way at all times. Drive with extreme caution and be prepared to cope with unexpected circumstances.

f) Firearms and alcoholic beverages are forbidden on campus.

g) Tools and equipment must be properly secured at all times.

h) No smoking.

i) Contact with residents is forbidden. Do not offer cigarettes, matches, lighters, food, or money to residents.

j) If you require assistance with a resident, notify Facility staff.

Delivery

a) Deliveries are to be made between 7:00 AM and 3:00 PM on date specified, but not between 11:00 AM and Noon to the address specified on the issued PO.

b) It is required that vendor contact the Point of Contact specified on the issued PO to set up a delivery appointment.

c) ALL deliveries shall arrive ON TIME as requested by HHSC. It is the awarded vendor’s responsibility to contact the Point of Contact specified on the issued PO if unforeseen circumstances arise that may cause a delivery to be late.

d) HHSC reserves the right to purchase late items on an emergency basis and charge any resulting increase in price to the awarded vendor.

e) On orders calling for multiple deliveries, awarded vendor will be notified in writing by HHSC approximately four (4) weeks prior to requested delivery date.

f) Orders must be delivered complete. Items delivered must be the item bid. Mixing of brands of items will not be allowed. Split deliveries will not be accepted, unless requested.

g) Products delivered that fail to meet specifications or are not the actual item(s) awarded on the contract shall be rejected or returned at the vendor's expense. Vendor will reimburse the agency for cost of storage and handling fees incurred at the contracted storage facility and any cost to pick up and return product delivered to individual facilities. Any cost incurred to verify compliance with these specifications will be the responsibility of the vendor if product is found not to be in compliance. This may include but is not limited to laboratory tests.

h) The vendor is responsible for payment of any additional charges by the contract warehouse (such as overtime, blast freezing, lowering temperatures, re-stacking; second delivery due to split delivery quantity [unless requested by HHSC], unloading charges, etc.).

non-Delivery Should the awarded vendor fail to deliver any item(s) ordered; the State reserves the right to purchase the item(s) on the open market and charge any resulting increase in price to the awarded vendor.

It is required that vendor contact the Point of Contact specified on the issued PO to set up a delivery appointment.

Carton Labeling At a minimum, product must be labeled on outer carton with the following information:

a) Description of Contents: All items must be properly labeled showing the brand name, quantity, lot number (if applicable) and any other necessary identifying information usually used by the vendor.

b) Agency Purchase Order #

c) A packing slip must accompany each shipment.

d) Quantity per Carton Pallet Each pallet will be packed in the following manner for each delivery sent:

a) All products must be palletized on a standard 4-way wooden pallet 40” x 48”.

b) Pallets must be suitable for a forklift, hand truck, or pallet jack. Pallets must be strong and free of damage.

c) Pallets and their contents shall be packed in such a manner as to remain intact during the transfer and shipping process.

d) All products must be palletized in a uniform configuration not to exceed 80” in height but prefer no higher than 72”, including the pallet. Product should not overhang the vertical limits of the pallet. Ensure use of high quality 70 gauge or similar shrink wrap (stretch wrap).

e) Place the shipping label on the side of the pallet, making sure it’s clearly visible with contents, PO sender and receiver information.

Receiving Products The Agency will ensure product received is the same as awarded item. Product that is not the awarded contract item, or product that is damaged or otherwise not in good condition, will be refused. Instances of damaged case goods, the Agency will accept the product that is in good condition and return the portion of the shipment that is damaged. If shortages occur due to refusal of damaged products or otherwise at the fault of the vendor, The Agency may purchase needed items locally on an Emergency Purchase Basis. The awarded contract vendor shall be responsible for the difference in cost, if any, between the contract item and the emergency purchase items. Should the Agency determine an awarded product does not meet the specifications listed the Agency will immediately contact the vendor to attempt resolution. If not resolved, the Agency will contact the HHSC Buyer and HHSC Contract Manager. The Agency will retain the product case, label intact, under appropriate storage conditions until product is secured for further investigation.

State Holidays The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

Contractor Responsibilities The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.

b) The Contractor shall be responsible for supervision of its employees and Subcontractor employees, together with clean up and proper disposal of any site work waste.

Telephone Service The Contractor shall have an active telephone service answered during normal business hours. Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

HUB Subcontracting Plan (HSP) Requirements The Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD) administers the Historically Underutilized Business (HUB) Program in accordance with Chapter 2161, Texas Government Code, and Rules §20.281 to §20.298, Title 34, Chapter 20, Subchapter D, Division 1, Texas Administrative Code. The HUB Program rules may be accessed at: https://comptroller.texas.gov/purchasing/vendor/hub/.

It is the policy of HHSC to promote and encourage contracting and subcontracting opportunities with State of Texas-certified Historically Underutilized Businesses (HUBs). Information regarding the HHSC Policy on Using HUBs may be accessed at: https://hhs.texas.gov/doing-business-hhs/contracting-hhs/historically-underutilized-business-opportunities-program.

HUB Subcontracting Plan (HSP) The HHSC HUB Coordinator has reviewed the service requirements of this IFB and has determined that subcontracting opportunities ARE probable for part or all the required services.

Reference the following Exhibit included as a part of this IFB:

a) Exhibit E – Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements Courtesy Review of HSP A courtesy review by HHSC of a Bidder’s completed HSP is optional and is available to assist Bidders in providing a compliant and responsive HSP. This courtesy review may only identify possible deficiencies.

To request a courtesy review, submit the completed HSP including all supporting documentation in a PDF format by e-mail to the HHSC HUB Program Office by or before the Courtesy Review of HUB Subcontracting Plan deadline in the Schedule of Events, cover page of this IFB.

· E-Mail for Courtesy Review: Cheryl.Bradley@hhs.texas.gov

· E-mail Subject Line: HSP Courtesy Review, IFB No., Due Date HSPs received after the “Courtesy Review of HUB Subcontracting Plan” deadline in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda, will not be reviewed and will be returned to the requestor.

The final HSP must be submitted by the Response Deadline identified in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses received without a properly completed HSP will be disqualified.

Pricing Information Pricing Structure Prices offered, as part of the Bidder’s response, must be firm, fixed prices for the life of the Contract.

The pricing must be submitted only using Exhibit C - Pricing Sheet based on the description and the unit of measure(s) provided for each line item. The unit prices must include all IFB requirements, including, but not limited to, labor, equipment, materials, supplies and all related expenses.

Price Adjustments Contractors are required to immediately implement any price decrease that become available during the Contract term. Contractor must notify the designated HHSC Contract Manager in writing so that a Purchase Order Change Notice or Contract Amendment may be processed. The Contractor will be provided the HHS Agency Contract Manager contact information upon award.

Price Adjustment Index Price adjustments are not automatic. Prices only may be adjusted at the sole discretion of HHSC.

HHSC may permit price adjustments when correlated with the index as specified below and as published by the Bureau of Labor Statistics (BLS), Region VI, Washington, DC 20212.

BLS Website: https://data.bls.gov/cgi-bin/srgate CPI-W Urban Wage Earners and Clerical Workers – Series ID: CWURR0000AA0: https://data.bls.gov/timeseries/CWUR0000AA0 CPI-U All Urban Consumers – Series ID: CUUR0000AA0 https://data.bls.gov/timeseries/CUUR0000AA0 When using the most recent monthly information from the index, the following applies:

A = Index from the month of the Response Deadline of this IFB, OR The effective date/month of the last approved price increase or renewal option exercised.

B = Current or latest baseline index The allowable percent change must be calculated as follows:

B-A ÷ A x 100% = Percent of allowable price increase or decrease Failure by the Contractor to calculate this formula and provide any supporting documentation will not be considered a properly submitted price increase request and will result in rejection of the price increase request.

The Contractor may offer price decreases in excess of the allowable percent change at any time during the term of the Contract.

Price Adjustment Requests The Contractor must provide, in writing to the HHS Agency Contract Manager, a request for a price adjustment.