ESBD_368519_1721326101209_HHS0014907 PCS 137 Formal IFB.docx

PCS 137 - GOODS

Cecile E. Young, Executive Commissioner Invitation for Bids (IFB) for Continuous Batch Washer (CBW) and Laundry Products for State's Regional Laundry facilities IFB No. HHS0014907 NIGP Class/Item No(s):165-76,190-36,485-12,485-18,485-35, 505-25,505-47,505-30,505-85,505-88,962-86 Procurement Schedule - All Times are Central Time Reference Section 2 for further information

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) a 5-year contract for Continuous Batch Washer (CBW) Laundry Chemicals along with dispensing system. The dispensers will be equipped with water and air pushed technology or of a newer technology. All dispensers must dispense a precise volume and concentration of product as needed. The vendor must program the system with the CBW, installation expectations, training, PM’s, testing, quality control of linens, report results from testing, and picking up of empty barrels (required at the request of facility). To name of few, the complete scope of work is listed below in Section 7. This will be for the State’s Regional Laundries who provide clean linens for clients at State Hospitals (SH) and State Supported Living Centers (SSLC) facilities. This will ship to multiple location.

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 or DSHS or DFPS 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 $3,405,486.00 for the period of the last 5 years (2019- 2024).

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 - Bidder Reference Form & Contractor Qualifications Form

· Attachment 1 HHSC Regional Laundry Facilities 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 bob.mccurdy@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.

Scope of Work (SOW) Specifications The required goods to be provided are listed along with the product specifications under the heading of Chemical needs to be used in conjunction with an Automated Liquid Dispensing System(s) for the purpose of cleaning linens, clothes, and other fabric items, that can function with the Continuous Batch Washer (CBW) and commercial extractor/washer if applicable to the facility. Chemicals will be needed to be dispensed. This will also include installation, training, reporting, preventive maintenance, and service.

Prior to the contract start date, vendor shall provide the vendor’s representative name, address, email address and telephone and cell phone number. The same information on a backup emergency vendor service representative nearest to each facility shall be listed on Attachment 1 HHSC Regional Laundry Facilities. Information shall be provided to HHSC program administrator and each facility Regional Laundry Managers and designees.

Vendor shall calculate all bid prices in such manner that all dispensers and technical assistance services complying with the specifications are included.

Indicate Pricing on the Exhibit C Pricing Sheet.

Chemicals needed Concentrate Liquid Laundry Break

· Must be 40-60% alkali liquid.

· Must contain polymers and emulsion to stabilize alkali.

· Liquid product is pumped accurately and automatically from its shipping container to the CBW and commercial washer/extractor and dispensed at a predetermined rate and dispersed readily in appropriate cycle.

· Must not contain more than 1.4% phosphorus, 0.1 grains per gallon.

· Must be biodegradable.

· Package in 55-gallon drums or potentially other sized barrels such as 5 gallons, if available by vendor.

Concentrate Enzyme Liquid Detergent

· Must be able to penetrate, emulsify, and lift off grease, proteins, oil soils, etc.

· Must be able to dispense rapidly, wetting, and penetrating fabrics instantly.

· Must be blended nonionic that will work in a wide range of temperatures including reduced, temperature washers.

· Must have controlled sudsing capabilities to improve rinsing and reduce water consumption.

Liquid product is pumped accurately and automatically from its shipping container to CBW and commercial washer/extractor at a predetermined rate and dispensed readily in appropriate cycle.

· Packaged in 55-gallon drums or potentially other sized barrels such as 5 gallons if available by vendor.

Concentrate Chlorinated Liquid Bleach Destainer w/ Minimum 10% Sodium Hypochlorite- Chlor Brite

· Destainer Must contain no less than 10% sodium hypochlorite.

· Product is a fast-bleaching action, virtually no need to rewash plus prolonged fabric life.

· Rapid bleaching action restores natural white to fabric, eliminates yellowing and graying and removes difficult stains effectively.

· Liquid product is pumped accurately and automatically from its shipping container to the CBW and commercial washer/extractor and dispensed at a predetermined rate and dispersed readily in appropriate cycle.

· Bleaching action is uniform throughout the load for uniform results and reduces the chances of pin-holing.

· Wear and loss of tensile strength is minimized when used as directed.

· Leave work odor free with no lingering trace of chlorine.

· Formula contains no phosphorus and is biodegradable.

· Packaged in 55-gallon drums or potentially other sized barrels if available by vendor.

Concentrate Liquid Fabric Softener

· Product Must be safe for use on all natural and synthetic fabrics.

· Must contain optical brightness and promote longer linen life, minimizing lint formation.

· Should be solvent and disperse in hot or cold water to give uniform coverage.

· Liquid product is pumped accurately and automatically from shipping container to CBW and commercial washer/extractor and dispensed at a predetermined rate and dispensed readily in appropriate cycle.

· Package in 55-gallon drums or potentially other sized barrels such as 5 gallons if available by vendor.

Concentrate Liquid Sour w/out Hydrofluosilicic Acid- Final Plus - Laundry Sour

· Product shall not contain hydrofluosilicic acid.

· Product Must contain iron-controlling ingredients to keep linens white and bright even in hard water or water with high iron content.

· Neutralizes to control linen pH and improve ironing efficiency, whitens, brightens, and conditions fabric.

· Must neutralize residual alkalinity from detergents and water.

· Liquid product is pumped accurately and automatically from shipping container to CBW and commercial washer/extractor and dispensed at a predetermined rate and dispersed readily in appropriate cycle.

· Packaged in 55-gallon drums or potentially other sized barrels such as 5 gallons if available by vendor.

Concentrate Liquid Oxygen Destainer

· Oxygen Destainer must contain no less than 32-34% Hydrogen Peroxide.

· Product restores natural white to fabric, eliminates yellowing and graying and removes difficult stains effectively.

· Liquid product is pumped accurately and automatically from its shipping container to the CBW and commercial washer/extractor and dispensed at a predetermined rate and dispersed readily in appropriate cycle.

· Wear and loss of tensile strength is minimized when used as directed.

· Formula contains no phosphorous and is biodegradable.

· Packaged in 55-gallon drums or potentially other sized barrels such as 5 gallons if available by vendor.

Concentrate Liquid Oxygen-based Additive

· Additive will generate peracetic acid in bath, that when used in conjunction with Hydrogen peroxide.

· Liquid products allow for controlled release of oxygen-based bleaches at lower temperatures.

· Liquid product is pumped accurately and automatically from its shipping container to the CBW and commercial washer/extractor and dispensed at a predetermined rate and dispersed readily in appropriate cycle.

· Packaged in 55-gallon drums or potentially other sized barrels such as 5 gallons if available by vendor.

All products shall be brands of the same manufacturer and shall have had the same brand name and formulation for a period of not less than twelve (12) months prior to bid opening, the make, model, product code, name of manufacturer, and brand/trade name, etc., as applicable, of the item which the bidder proposes to furnish must be stated as part of the bid. All agents furnished shall contain the quantity level as stated in the specifications. Failure to do so shall result in disqualification of bid.

Vendor hereby guarantees that all chemicals and equipment proposed to be furnished by vendor are not adulterated or mislabeled. Vendor further guarantees that all chemicals and equipment proposed to be furnished will meet all requirements specified by all applicable federal, state, and local laws. All products must be biodegradable and meet all Environmental Protection Agency (EPA) www.epa.gov and OSHA requirements.

All products proposed and fulfilling the terms and specifications of this contract shall be currently and properly on file with Thomson Micromedex, Inc. ATTN: Poison Dev. Info. System, Greenwood Village, Colorado 80111-4740, Telephone (303) 486-6400, Toll-free (800) 525-9083, general email: mdx.info@thomson.com.

The state has the right to accept or reject different brands for the best interest of the state.

Dispensers

· Must be furnished.

· Equipped with water and air pushed technology or newer technology.

· Must dispense a precise volume and concentration of product as needed.

· Installed

· Maintain acceptable dispensers that are compatible with existing CBW and commercial extractor/washer specifications.

· The automated chemical dispensing system(s) must have a flow sensors or low-level sensors in the barrels that will notify designated personal when product levels are low, or barrel is empty.

· Programing the CBW and commercial extractor/washer to communicate with the automated chemical dispensing system.

· This will include setting all formulas to promote optimal whiteness, and cleanliness of linens.

Prior to Install of Dispensers HHSC Facility’s Representative(s) must approve location for the automatic chemical dispensing system(s):

Must be located close to electricity, water and Air connections, to a signal control voltage transformer from control box for the CBW and commercial washer/extractor.

All electrical equipment must be OSHA approved, UL, FMRC or NEMA.

Installation

Practices

· Dispenser(s) must be connected in accordance with local, state, and/or federal regulations and codes.

· Follow all manufacturer’s recommendation for installation of the automated product dispensing system(s) for the CBW and commercial washer/extractor.

· All installation practices shall be in accordance with HHSC’s facilities’ representative approval.

Electrical Control Dispensing Unit

· Unit to be mounted in the approved location.

· Secured to control box by clamp in taut professional manner.

· All wiring shall be firmly secured.

· Wiring must be an approved type “Underwriters Laboratories (UL)” with moisture resistant, flame-retardant, and noncorrosive covering, conforming with recognized wiring methods of national electrical code.

Technology

· Furnish, Install, and maintain all automated product dispensing system(s)

· Dispensing system shall incorporate Microprocessor Technology

· Wireless Communication between the product supplier’s microprocessor technology, which allows for continual monitoring of the dispensed products to the CBW and commercial extractor/washer and water and the dispensing system(s).

· Dispensing system(s) must be compatible with existing CBW and commercial washer/extractor without charge or rental fees to the facilities.

Training

· Comprehensive training program for a minimum of one time per year

· Additional times may be requested by the Regional Laundry Manager or designee.

· Vendor shall provide a list of available training topics along with all training materials utilizing easy to understand aids: i.e., including but not limited to procedural reference manuals, charts and diagrams, and self-teaching videos and programs. Information to be taught includes, but not limited to, product and equipment safety and care.

Preventative Maintenance

· Must provide thorough preventative maintenance service at least once a month regardless of chemical purchase and delivery.

· Preventative maintenance service shall be interpreted to mean all adjustments, cleaning, replacement parts and other adjustments which are the responsibility of the vendor and not the HHSC program or any of its staff, and do not require the purchase of materials.

· Monthly service calls, the vendor’s representative shall perform the following:

· Documented calibration of automated product chemical dispensing system(s)

· Titration of all chemicals when replacing squeeze tubes.

· Complete system checks of automated product dispensing system(s)

· Replacement of tubes with chemical resistant tubes with compatible lube.

· Documentation of any formula changes to be submitted to the Regional Laundry Manager and/or designee.

· Vendor shall determine by chemical means the dilution of the chemical solution being used. Vendor will provide the correct concentration information and parameters for determining proper dilution of the chemical solution.

· If incorrect, automated product dispensing system(s) shall be adjusted and re-test using the established.

· parameters to verify that adjustments have corrected the issue, to maintain proper dilution.

· All adjustments will be made by the vendor after notifying the Regional Laundry Manager and/or designee. Inspect all automated product dispensing system(s) for defects or malfunctions and make any minor repairs and adjustments as necessary. This includes, but is not limited to the tubing connectors, injectors, manifolds, valves, wiring, pumps, hose clamps and solenoids. It will be the sole responsibility of the vendor to inspect, repair and adjust the automated product dispensing system(s). This responsibility requires that the vendor will return to regional laundry as often as is required to make all repairs and adjustments.

· If vendor provides an electromagnetic product dispensing system, vendor will not be responsible for the tube replacement.

Emergency Services Provide emergency service within eight (8) hours of notification to repair automated product dispensing system(s) dispenser(s) and/or dispenser installations(s) as related to the vendor only, which will include all replacement parts for dispensing equipment which shall be borne by the vendor at no cost to the facilities.

Service inspection report

· Prior to leaving each service call and inspection a written service inspection report will be completed by the vendor service representative.

· Then approved by the laundry manager or their designee.

· All discrepancies that are the responsibility of the product provider must have an action plan in place before vendor’s representative leaves service call.

· It will be at the HHSC program discretion to approve action plan as acceptable.

HHSC will be responsible for maintaining and operating the CBW and commercial extractor/washer according to the manufacturer’s recommendations and will repair any equipment at the program’s expense. Water quality will be maintained to ensure the products operate in a manner that is most effective.

Chemicals Disposal instructions for chemical containers in English and/or Spanish shall be included (if requested).

Vendor is responsible for

· Testing to ensure that each chemical is performing optimally when moving from the automated product dispensing system(s) to the equipment in the time needed.

· Making any adjustments, after reporting to the Regional Laundry Manager and/or designee.

· Replace the chemical resistant tubing and associated fittings running from automated product dispensing system(s) to the equipment annually, at no additional charge, to ensure that there are no leaks.

· If vendor provides an electromagnetic product dispensing system, vendor will not be responsible for the tube replacement.

· Take and record titrations in every module each month regardless of if an order for product has been made.

· A different formula should be titrated every month.

· Provide a detailed description of the process used to titrate.

· Submit a sample report of the information that will be included on the monthly report. In addition, annually each formula will be tested for accuracy on the CBW and the commercial washer/extractor.

· Replace chemical resistant tubes in automated product dispensing system(s) each month using appropriate size tubing and the appropriate lubrication, at no cost to the facilities.

· It will be the sole responsibility of the vendor to replace the tubes. The HHSC program will not be responsible for any repairs on the vendor’s equipment.

· A pump calibration will be performed after every tube change to verify the flow rate of the dispensers and will make any changes needed after reporting to the Regional Laundry Manger and/or designee.

· A detailed description of how to calibrate their pumps and how to input the information into the CBW operating system.

· If vendor provides an electromagnetic product dispensing system, vendor will not be responsible for the tube replacement.

Chemical Containers

· Vendor shall make sure the Manufacturer’s standard containers are sufficiently durable to ensure safe delivery with the construction and labeling of each which allow ready acceptance by common carriers regularly engaged in interstate commerce and must conform to all Department of Transportation (DOT) regulations.

· All containers shall be designed and constructed so that product shall not affect or be affected by the containers in which it is furnished. Containers shall not have defects affecting service ability, such as rust spots, dents, weak seams, cracks, leaks, etc. HHSC program designee’s have the right to refuse product if container has any defect such as rust spots, dents, weak seams, cracks, leaks, etc.

· All containers and cases shall be labeled with the manufacturer’s standard identification commercial typeset label.

· The label shall be in compliance with the federal hazardous substance labeling act and current OSHA regulations.

· Label shall be in acid resistant ink.

· Label will resist deterioration and remain legible throughout using period of contents.

· For all items: To be manufactured, marketed, and shipped in full accordance with federal state and local laws and specifications instructions for appropriate use of the product and safety and handling precautions.

· Removal of empty containers from facility sites at vendor’s expense within fourteen (14) days of notification from facility. Otherwise, facility will return containers at vendor’s expense.

· Facility will have one location for vendor to pick up empty containers that is inside or outside the designated location at a designated building. At a minimum, forty (40) barrels can be stored at each location before pickup is required.

Reports

· A monthly report to a facility of all purchases by that facility and of all preventative maintenance performed on the automated product dispensing system(s).

· Additionally report of all purchases by facility to the HHSC program administrator.

· Each report shall provide at least the following, when applicable:

· Name of using facility.

· Date of service

· Name of vendor’s representative performing service.

· Statement of all needed repairs to CBW and commercial washer/extractor and them

· respective corrective measures taken and/or recommended.

· Conditions found and preventative maintenance performed.

· Training conducted – annually or as requested by Regional Laundry Manager.

· Emergency responses: Describe emergency and resolution.

· In addition, each report shall contain the results of linen testing and any corrective measures taken and/or recommended based on the parameters performed.

CHEMICAL CONTRACT PERFORMANCE STANDARDS

1. Vendor shall provide all the chemicals on contract, in the proper quantities and mix ratios, to ensure that the serviced regional laundry meets the “good” index in the whiteness indication portion of the monthly test price according to the Association of Linen Management (ALM) https://www.astm.org or other testing authority. All other indicators must also meet the “good” index. The vendor will provide replacement products for all items that are to be defective, such a chemical separation.

2. Quarterly testing on the chemical must be performed by If the minimum quarterly test piece(s) do not meet the ALM or other testing authority, standard index of “good”, then the vendor will adjust the chemical ratio as necessary and will work with the Regional Laundry Manager and Laundry Maintenance technician to make all the adjustments on the CBW, commercial washer/extractor, water softener(s), boiler(s), automated product dispensing system(s), etc. necessary to meet the standards during the next quarter test. The vendor will be responsible for any and all changes to the chemical formulas found in the CBW and commercial washer/extractor computer operating system after discussing with the Regional Laundry Manager and/or designee as it relates to the product dispensing system(s) dispenser(s) and/or dispenser installations(s).

3. HHSC will be responsible for maintaining and operating the CBW and commercial extractor/washer according to the manufacturer’s recommendations and will repair any equipment at the program’s expense. Water quality will be maintained to ensure the products operate in a manner that is most effective. Water hardness cannot exceed three grains per gallon, and water temperature much reach and maintain a specified set point either thru direct steam injection or hot water tank in order to ensure that all products will be optimally effective.

4. If a regional laundry fails to meet the “good” index level for whiteness for three (3) consecutive months, all HHSC obligations noted in 3 are met and the CBW is adjusted to proper and agreed upon water levels, temperature by compartment, etc., then the issue will be presented to the Regional Laundry committee for appropriate action.

5. Testing will normally be conducted in accordance with the latest issue of standard methods recommended by the American Society for Testing and Materials (ASTM) www.astm.org. However, HHSC reserves the right to use any test method(s) it deems fair and suitable to determine compliance with the specifications.

6. Vendor must furnish product information on each product, including safety data sheets (SDS) on each product with their bid response. Failure to do so may result in disqualification of the bid response.

7. The Texas Health and Safety Code Chapter 502, Section 502.006 requires chemical manufacturers and distributors to provide safety data sheets (SDS) for hazardous materials sold. Products covered by this act must be accompanied by a safety data sheet and such products shall be labeled in compliance with the law.

8. Vendors are cautioned to carefully read the specification(s) listed in section 7 and must direct HHSC’s attention to any exceptions to specifications; even though Vendor’s catalog or spec. sheet may or may not list specifications for Vendor’s product.

9. 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. Item(s) will be purchased on the open market, and any resulting increase in price shall be charged to awarded vendor.

Current vendor Current vendor shall keep equipment in place and provide usable products awarded under the current contract maintenance and warranty on all products and equipment and maintain customer service and technical help at no charge until agency determines all requirements of the new contract are in place. The agency will notify the vendor in writing when to remove the equipment.

At completion of contract period, the vendor will remove dispenser(s) equipment no later than seven (7) working days after notification from facility. Unopened barrels of products that has not expired or if there is no expiration date on the barrel(s), will be collected by vendor and monetary credit given to the facility for those products at purchase price.

VENDOR PERSONNEL QUALIFICATIONS:

1.Vendor and/or employees must have all applicable permits, licenses, and insurance coverage. Documentation of these qualifications may be provided to PCS or the HHS agency upon request.

2. Vendor and/or employees will have at least three (3) years of experience servicing and programing a seven-plus module CBW and commercial washer/extractor. Documentation required on Exhibit F – Bidder Reference Form & Contractor Qualifications Form

3.Vendor and/or employees will have specific training in operations, including programing of computer operating systems, of seven plus module CBW and commercial washer/extractor. Documentation required on Exhibit F – Bidder Reference Form & Contractor Qualifications Form

4.Vendor will have references that may be contacted and visited to inspect product. Current test piece report results should be available for reference facilities.

5.Vendor and/ or employees will have training specific to CBW operations and commercial washer/extractor. Additionally, understands and can adjust if needed the water flow and counter flow of seven plus module CBW. This will include but is not limited to all operational functions found in the computer operational software.

6.Vendor will have trained representatives to service all the regional laundries – having access to all records, reports and data regarding the regional laundries as a group.

REFERENCES

Respondents must submit with response, a list of business references (minimum 3) for which they have provided similar services with similar equipment for in the last three (3) years. Respondent’s references should include at a minimum the company name, company point-of-contact, phone number, address, city, state, zip code and description of services provided, including language(s) interpreted (see Exhibit F – Bidder Reference Form & Contractor Qualifications). Failure to submit required list of references may cause response to be disqualified. HHSC/PCS may contact any or all references prior to an award. Any negative response may result in disqualification of the vendor’s submittal.

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.

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.

Shipping

a) FOB destination, freight prepaid and allowed. All products will be delivered to an assigned location inside a designated building.

b) Vendor shall pre-pay and include all freight charges in the unit pricing.

c) Deliveries are to be made between 7:00 AM and 4:00 PM on date specified, but not between 11:00 AM and Noon to the address specified on the issued PO.

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

e) Merchandise delivers within seven (7) working days of receipt of order.

f) 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.

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

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

i) 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.

j) 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.

k) In the event of an emergency, the ability to deliver merchandise within a twenty-four (24)- hour period of receiving the request.

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 Regional Laundry.

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.

Carton Labeling/Pallet Labeling

a) Product must be labeled on outer carton with the following information:

· Brand name

· Quantity per Carton

· Lot number (if applicable)

· Any other necessary identifying information usually used by the vendor.

b) Agency Purchase Order #

c) A packing slip must accompany each shipment.

d) At a minimum, pallets must be shrink wrapped and labeled.

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

7.4 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.