ESBD_File_355267_IFB 809-24-0012 Uniform Rental and Laundry Services.pdf

IFB 809-24-0012

State Preserva�on Board Invita�on For Bid

809-24-0012

Uniform Rental and Laundry Services NIGP Class-Item Codes: 936-18, 954-04, 983-86

IFB Release Date: Friday April 5, 2024 Bid Due Date: Wednesday May 1, 2024 by 2:00 P.M. CST

Background and Scope of Work:

The State Preserva�on Board (SPB) is solici�ng bids from qualified contractors to provide uniform rental and laundry services for approximately fi�y (50) employees at the Texas Capitol, Texas State History Museum, and Texas State Cemetery. All services will be in accordance with the terms, condi�ons, and requirements set forth in this Invita�on for Bid (IFB). This IFB provides Respondents with the informa�on necessary to prepare and submit a bid for considera�on by the SPB. The es�mated budget for the services described in this IFB is approximately $40,000 annually. A detailed descrip�on of the goods and services required can be found in Atachment A: Scope of Work.

Proposal Submission:

Respondent must submit an original copy of the bid by 2:00PM CST, Wednesday May 1, 2024 as follows:

A. One complete ORIGINAL bid in Portable Document Format (PDF) submitted through email to SPB.Bids@tspb.texas.gov

B. Proposal pages should be numbered and organized.. File size is limited to 100MB for email submissions.

C. Receipt of all addenda to this IFB must be acknowledged by returning a signed copy of each addendum with the submitted bid.

D. All submitted bid become the property of SPB after the IFB submittal deadline date. Bids submitted constitute an offer for a period of ninety (90) days or the respondent may agree to the extension of the offer until an award is made by SPB.

The following documenta�on must be submited with your bid:

1. Contractor's Bid Form (Attachment D)

2. Service Plan

3. Firm Experience, Minimum Qualifications, and References

4. HUB Subcontracting Plan (Attachment C)

5. Additional Respondent bid details, at the discretion of the Respondent mailto:SPB.Bids@tspb.texas.gov

Contractor's Bid Form

Can be found in Atachment D.

Service Plan:

Describe your procedure for delivery and pickup of uniforms and laundry services from the three different SPB loca�ons (Texas Capitol, Texas State History Museum, and Texas State Cemetery), inclusive of a descrip�on of your quality control program. Provide an ac�on plan for remedying delivery errors and making necessary uniform repairs and replacements. Provide details on all services included as part of the rental and cleaning services.

Firm Experience, Minimum Qualifica�ons, and References:

Describe your firm's experience and exper�se in the services required by this IFB. Where possible, focus on your firm's experience with service contracts of this scale. Note that the Contractor must have a minimum of 5 years' experience in servicing contracts of this size and scope and must provide a minimum of 3 references from similar projects.

Delivery of Proposals:

Proposals must be clearly marked RESPONSE TO IFB 809-24-0012 and delivered electronically to SPB.Bids@tspb.texas.gov or via Express or Overnight Delivery by the deadline to:

State Preserva�on Board

Atn: Purchasing Department 201 E. 14th St., Ste. 950 Aus�n, TX 78701

SPB Office Hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The Recep�on Desk is closed for lunch 12 p.m. to 1 p.m. The office is closed on state and na�onal holidays.

When emailing the proposal package, the email subject line must contain the IFB number and �tle as indicated in this IFB. It is recommended that Respondents begin the email process at least 24 hours in advance of the due date/�me since most large atachments are quaran�ned and delayed for security scanning. The State is not responsible for failure of electronic equipment or operator error. SPB takes no responsibility for electronic submitals that are captured, blocked, filtered, quaran�ned or otherwise prevented from reaching the proper des�na�on (email address) by the due date/�me by any SPB an�-virus or other security so�ware.

All proposals received via email will be acknowledged. If no confirma�on is received, contact the SPB Purchasing Department at 512-463-5495 to confirm receipt of proposal.

Ques�ons: All ques�ons must be submited in wri�ng by email to SPB.Bids@tspb.texas.gov by 2:00PM Central Time, on the date listed as the deadline for submission of ques�ons in the Schedule of Events.

Any clarifica�ons or interpreta�ons of this IFB that materially affect or change its requirements will be issued as an addendum and will be posted to the Electronic State Business Daily (ESBD), available at htp://www.txsmartbuy.com/sp.

It is the responsibility of interested par�es to periodically check the ESBD for updates to the procurement prior to submi�ng a response. The Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or addi�onal informa�on” resul�ng in addi�onal costs to meet the requirements of the IFB. All such addenda issued by SPB prior to the �me proposals are received shall be considered part of the IFB, and the respondent shall consider and acknowledge receipt of such in their response. Only those SPB replies to inquiries which are made by formal writen addenda shall be binding. Oral and other interpreta�ons or clarifica�ons shall be without legal effect.

Upon issuance of this IFB, besides writen inquiries as described above and administra�ve ques�ons related to HUB, the procurement process, and proposal submissions, employees and representa�ves of SPB will not answer ques�ons or otherwise discuss the contents of the IFB with any poten�al Respondent or their representa�ves. Failure to observe this restric�on may result in disqualifica�on of any subsequent response. This restric�on does not preclude discussions between affected par�es for the purpose of conduc�ng business unrelated to this IFB.

Schedule of Events:

The solicita�on process for this IFB will proceed according to the following schedule:

Event Date IFB Posted Friday, April 5, 2024 Deadline for Submission of Ques�ons 2:00pm CST, Friday, April 12, 2024 An�cipated Release of Writen Answers Monday, April 22, 2024 Deadline for Submission of Bids 2:00pm CST, Wednesday, May 1, 2024

Revisions to the Schedule: SPB reserves the right to change the dates in the Schedule of Events set forth above upon writen no�fica�on to prospec�ve Respondents through a pos�ng of an Addendum on the Electronic State Business Daily. It is the responsibility of interested par�es to periodically check the ESBD for updates to the procurement prior to submi�ng a response. The Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected Contractor from “addenda or addi�onal informa�on” resul�ng in addi�onal costs to meet the requirements of the IFB.

The link to the ESBD is htp://www.txsmartbuy.com/

Bid Award: The State Preserva�on Board (SPB) will award the project based on the lowest qualified bid.

SPB reserves the right, in its sole judgment and discre�on, to waive minor technicali�es and errors in the best interest of the State. The project will only be awarded to a vendor who has experience acceptable to the SPB with the with type of services specified, meets the minimum qualifica�ons listed in this document, and can submit references of previous similar work acceptable to the SPB. The SPB reserves the right to reject a bid if references or the ability to provide services cannot be verified or if a reference is unacceptable to the SPB.

In compliance with applicable provisions of Texas Government Code §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, a Respondent's past performance will also be reviewed on a pass/fail basis using the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System. Respondents may fail this selec�on criterion for any of the following condi�ons: a score of less than "C" in the Vendor Performance Tracking System; currently under a Correc�ve Ac�on Plan through CPA; having repeated nega�ve Vendor Performance Reports for the same reason; having purchase orders that have been cancelled in the previous 12 months for non-performance. Contractor performance informa�on is located on the CPA website at htps://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

SPB may conduct reference checks with other en��es regarding past performance, in addi�on to evalua�ng performance through the Vendor Performance Tracking System. SPB may examine other sources of vendor performance including, but not limited to, no�ces of termina�on, cure no�ces, assessments of liquated damages, li�ga�on, audit reports, and non-renewals of contracts. Any such inves�ga�ons shall be at the sole discre�on of SPB, and any nega�ve findings, as determined by SPB, may result in non-award to the Respondent.

Contract Dura�on and Funding:

This service shall be for a period beginning September 1, 2024 and shall expire August 31, 2026. The Contract may be renewed for two addi�onal 1 year periods upon mutual agreement. No pricing changes will be allowed during the first term of the Contract. Any price increases for any subsequent period must be submited to the SPB at least ninety (90) days prior to the end of the ini�al Contract term. Any Contract renewals shall be in wri�ng and at the same terms and condi�ons, plus any approved changes.

This contract is con�ngent upon the con�nued availability of funding. If funds become unavailable through lack of appropria�ons, legisla�ve budget cuts, amendment of the Appropria�ons Act, state agency consolida�ons, or any other disrup�on of current appropria�ons, provisions of the applicable termina�on ar�cles in the purchase order shall apply.

ATTACHMENTS

Atachment A: Scope of Work

Atachment B: Standard Purchase Order Terms and Condi�ons

Atachment C: HUB Subcontrac�ng Plan

Atachment D: Contractor's Bid Form

Atachment E: Logos for Shirt Patches https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/