Hotel and Lodging Supplies IFB Addendum 1.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000067 Solicitation Issued: November 5, 2021

Description: Hotel and Lodging Supplies

Department: Arkansas Department of Parks, Heritage and Tourism

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: December 6, 2021 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Heather Bailey Buyer’s Direct Phone Number: 501-324-9320

Email Address: Heather.V.Bailey@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Heather.V.Bailey@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Department of Parks, Heritage and Tourism (ADPHT) to obtain a catalog, category discounts, and a contract for Hotel and Lodging Supplies. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas Department of Parks, Heritage and Tourism.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/88434974155?pwd=Y0tENWV0VGpDbVBKcUU4bTFIT0d5dz09 Meeting ID: 884 3497 4155 Meeting Password: 910091 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before November 15, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on November 22, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “P-Card” means a purchase card, or State credit card, used to make purchases.

https://arkansas-gov.zoom.us/j/88434974155?pwd=Y0tENWV0VGpDbVBKcUU4bTFIT0d5dz09

D. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

E. “Requirement” means something required.

F. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

G. “Shall” and “Must” mean the imperative and are used to identify requirements.

H. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

I. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

J. “Working Day” means Monday through Friday between the hours of 8:00 a.m. and 4:30 p.m. of each week, exclusive of all official State holidays. A list of Arkansas State Holidays can be found here:

https://www.sos.arkansas.gov/calendar/.

1.5 BACKGROUND

A. The Arkansas Department of Parks, Heritage, and Tourism consists of fifty-two (52) State Parks, thirteen (13) Welcome Centers, and seventeen (17) Heritage locations throughout the state of Arkansas.

1. Lodging styles range between Plantation, Civilian Conservation Corps (CCC) cabins, Historical, and Contemporary/Modern.

B. The Department spent approximately 1.3 million on the previous seven (7) year contract on roughly

32,262 items. The breakdown by category is:

1. The Linen category spent $639,692.

2. The Small Wares and Food Equipment category spent $58,433.

3. The Janitorial Equipment category spent $53,635.

4. The Furniture, Fixtures, and Artwork category spent $90,760.

5. The Personal Amenities category spent $452,037.

1.6 ITEM SPECIFICATIONS

A. Categories

1. There are five (5) categories of items:

a. Linens

b. Small Wares and Food Equipment

c. Janitorial Equipment https://www.sos.arkansas.gov/calendar/

d. Furniture, Fixtures, and Artwork

e. Personal Amenities

2. Contractor shall provide in Table 1 of the Hotel and Lodging Supplies Item Descriptions spreadsheet attached separately to the bid solicitation in ARBuy, the following information:

a. In column F, the manufacturer / brand name of each item on the spreadsheet.

b. In column G, the manufacturer product item number, color, size, and any additional detail needed to accurately describe the item(s) listed in columns D and E.

c. In column H, provide the unit of measure, such as a case contains twenty-four (24) hangers or towels are purchased by each one (1) dozen.

d. In column I, provide the minimum order required by your company, if applicable.

e. All specifications must apply for each item.

3. If approved by the Arkansas Department of Parks, Heritage, and Tourism items that are considered approved equal will be accepted.

1.7 ITEMS / ITEM DESCRIPTIONS

A. A core list of items, along with the item description, is listed below for each category as a reference.

Linens Category

Item(s) Item Description Bath, Towel 27” W x 54” L, White, Luxury, 100% ring-spun cotton, 17 lbs., Dobby

Border or approved equal.

Bath, Hand Towel 16” W x 30” L, White, Luxury, 100% ring-spun cotton, 4.5 lbs., Dobby

Border or approved equal.

Bath, Wash Cloth 13” W x 13” L, White, Luxury, 100% ring-spun cotton, 1.5 lbs., Dobby Border or approved equal.

Bath, Mat 21” W x 32” L, White, Luxury, 100% ring-spun cotton, 9.5 lbs., Dobby Border or approved equal.

Sheet, Fitted Fresh White, 250 Thread Count, 60% Cotton / 40% Polyester; Extra Deep-Pocket, Crease-Resistant Finish, in sizes Twin, Full, Full XL, Queen, and King; WestPoint Hospitality Martex Millennium or approved equal.

Sheet, Flat Fresh White, 250 Thread Count, 60% Cotton / 40% Polyester; Crease- Resistant Finish, in sizes Twin, Full, Full XL, Queen, and King;

WestPoint Hospitality Martex Millennium or approved equal.

Pillowcase Fresh White, 250 Thread Count, 60% Cotton / 40% Polyester; Crease- Resistant Finish, in sizes Standard, Queen, and King; WestPoint Hospitality Martex Millennium or approved equal.

Pillow Protector White, Rustproof End-Zipper, Machine Washable, 180 Thread Count, Cotton / Polyester Blend, in sizes Standard, Queen, and King.

Mattress Pad Quilted, Fitted, Deluxe, Waterproof, Cotton / Polyester Blend, 4.5 oz.

of bonded polyester fill per yard, Machine Washable, in sizes, Twin, Full, Full XL, Queen, and King.

Pillows Luxury, Machine Washable, in sizes Standard, Queen, and King.

Blanket White and Ivory, Polar Fleece, Flame-Resistant, Machine Washable, 100% Polyester, in sizes Twin, Full, Queen, and King.

Sheet, Top White with wide satin stripe pattern, 100% JetSpun Polyester, Machine Washable, in sizes Queen and King. 1888 Mills Beyond Textures or approved equal.

Shower Curtain White, Hookless, Machine Washable, Cloth loops for shower rod, no grommets, various sizes.

Pool, Towel White with Blue Center Stripe, 24” W x 48” L, 100% ring-spun cotton or approved equal.

Kitchen, Towel 100% Cotton, 15” x 24” in colors of Hunter Green, Brick Red, Blue Mist, Checkered towel with white plus one of the colors listed, and Natural. John Ritzenthaler or approved equal.

Kitchen, Wash Cloth 100% Cotton, 12” x 12” in colors of Hunter Green, Brick Red, Blue Mist, Checkered cloth with white plus one of the colors listed, and Natural. John Ritzenthaler or approved equal.

Kitchen, Potholder 100% Cotton, 7” x 8” in colors of Hunter Green, Brick Red, Blue Mist, Checkered potholder with white plus one of the colors listed, and Natural. John Ritzenthaler or approved equal.

Kitchen, Oven Mitt 100% Cotton, in colors of Hunter Green, Brick Red, Blue Mist, Checkered oven mitt with white plus one of the colors listed, and Natural. John Ritzenthaler or approved equal.

Small Wares and Food Equipment Category

Coffee Maker Single Serve 1-cup Pod, Black/Stainless Coffee Maker 12-cup Coffee Maker, Black

Hair Dryer Hand-held, Retractable cord, white or black, compact, midsize, various wattages.

Hair Dryer Hand-held, Wall mounted, white or black, compact, midsize, various wattages.

Ice Bucket Various sizes, color, and types of materials.

Iron Steam, Full-size, Black, Retractable 8’ Cord, Auto Shutoff, Non-Stick Soleplate, Self-Cleaning, Spray Feature, Vertical and Variable Steam, Water Tank Cap, Anti-Drip Feature, 2-year warranty. Registry or approved equal.

Ironing Board Full-size, Deluxe, T-Leg, Charcoal/Black, 14” W x 54” L, adjustable height up to 35 inches, Black tubular steel legs, Non-marring fitted plastic friction feet, 6mm-thick polyester fiber pad, Scorch- and stain-resistant charcoal 100% cotton cover with drawcord closure. Registry or approved equal.

Coffee Tray Various sizes, colors, and types of materials.

Bathroom Tray Various sizes, colors, and types of materials.

Hangers Various styles, colors, and types of materials.

Janitorial Equipment Category

Item(s) Item Description

Bellman Cart Various sizes and styles.

Housekeeping Cart Various sizes and styles.

Utility Cart Various sizes and styles.

Laundry Cart Various sizes and styles.

Luggage Rack Various sizes, styles, and materials.

Soap Dish Various colors, sizes, styles, and materials.

Towel Shelving Various colors, sizes, styles, and materials.

Towel Bars Various colors, sizes, styles, and materials.

Trash Cans Various colors, sizes, styles, and materials.

Robe Hook Various colors, styles, and materials.

Laundry Bag With drawstring, various colors, sizes, styles, and materials.

Wire Shelving Various colors, sizes, styles, and materials.

Furniture, Fixtures, and Artwork Category

Floor Lamp Various colors, styles, and materials.

Nightstand Lamp Various colors, sizes, styles, and materials, with USB port, and without USB port.

Desk Lamp Various colors, sizes, styles, and materials, with USB port, and without USB port.

Room Mirror Various colors, sizes, styles, and materials.

Door Guard Shim Various colors, sizes, styles, and materials.

Corner Guards Various colors, sizes, styles, and materials.

Alarm Clock Radio Various colors, sizes, styles, and materials, with USB port, and without USB port.

Alarm Clock Various colors, sizes, styles, and materials, with USB port, and without USB port.

Personal Amenities Category

Shampoo Honey and Vanilla shampoo, natural, organic botanicals, 1 oz. tube.

ProTerra or approved equal.

Conditioner Honey and Vanilla conditioner, natural, organic botanicals, 1 oz. tube.

ProTerra or approved equal.

Body Lotion Honey and Vanilla body lotion, natural, organic botanicals, 1 oz. tube.

ProTerra or approved equal.

Face & Body Bar Soap Honey and Vanilla 1 oz. bar, individually wrapped. ProTerra or approved equal.

Bath Bar Honey and Vanilla 1.35 oz. bar, individually wrapped. ProTerra or approved equal.

Towelette Cleansing and Makeup Remover towelette with Vitamin E, 5” W x 6” L, Alcohol Free, Moisturizes, Conditions, individually wrapped.

Cloth, Shoeshine Cloth or wipe, 7” x 5.5”, individually wrapped.

Shower Cap Clear or White, individually wrapped.

Guest Laundry Bag Disposable, white, 18”L x 19”W x 4”H with draw tape, or approved equal.

Coffee Condiments Kit Individually packaged to include 2 sugars, 2 artificial sweeteners, 2 creamers, 1 stirrer, and 1 napkin or approved equal.

1.8 SPECIFIC REQUIREMENTS

A. Contractor shall have the capability of accepting purchase orders and purchase card (P-Card) orders from any of ADPHT’s State Parks, Welcome Centers or Heritage locations in the State.

1. Awarded Contractors shall have the capability of accepting the State’s authorized VISA Procurement Card (P-Card) as a method of payment.

2. Price changes or additional fee(s) may not be assessed when accepting the P-Card as a form of payment.

3. The awarded Contractor shall receive payment from the State by the P-Card in the same manner as other VISA purchases.

4. VISA acceptance is preferred but is not the exclusive method of payment.

B. Prior to award, Contractor shall provide a catalog, including published prices to ADPHT of products available for purchase under this contract.

C. With bid submission, Contractor shall provide an established discount percentage to ADPHT of products available for purchase under this contract.

D. The Department requests the ability to view products from the Contractor’s website.

1. All price percentage discounts must apply when viewing products from the Contractor’s website.

2. In the IFB Response Packet attached to the solicitation in ARBuy, the Contractor shall provide a website address.

E. For the Guest Laundry Bag listed in Personal Amenities Category, Contractor shall provide:

1. A disposable, white, 18”L x 19”W x 4”H bag, with draw tape or approved equal.

2. Be able to print the Arkansas State Park Logo on one side of each bag in green, black and yellow ink.

a. A copy of the artwork is provided for bidding purposes only. The official artwork will be provided to the awarded contractor. The official artwork shall not be used for any other purposes by the Contractor.

3. A proof to the Department of the artwork on the bag selected for use for final approval by the Department prior to production.

a. Contractor shall not print bags until final approval is received by the Department.

F. Prospective Contractor shall make available to the Department any new items or items not previously ordered, at the same percentage discount as stated in the contract.

1.9 RETURN REQUIREMENTS

A. The Arkansas Department of Parks, Heritage, and Tourism will coordinate returns with the Contractor.

B. The Department reserves the right to return products for defects in material and/or workmanship.

C. In the event of a product return, the Department reserves the right to accept either a full refund for the returned product or a replacement for the product.

1.10 DELIVERY: FOB DESTINATION

A. The Department requests delivery within fourteen (14) days after receipt of the purchase order or purchase card (p-card) order. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See IFB Response Packet attached to the Solicitation posting in ARBuy.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. Deliveries must be made to any of the fifty-two (52) State Parks, thirteen (13) Welcome Centers, and/or seventeen (17) Heritage locations within the State of Arkansas.

1. The delivery location will be specified on the purchase order or P-Card from the Department.

C. All deliveries must be made during normal Working Day hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

D. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

E. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

F. Invoices must be submitted to:

Arkansas Department of Parks, Heritage and Tourism Attn: Accounts Payable #1 Capitol Mall, Room 4A-900 Little Rock, AR 72201

1.11 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Solicitation Price Sheet attached to the solicitation posting. Pricing must be proposed in U.S. dollars and cents.

d. Exceptions Form.

e. Website Address Form

f. Alternate Delivery Schedule Form

g. Item Descriptions Table

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

https://arbuy.arkansas.gov/

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. Prospective Contractor shall include all pricing on the Official Solicitation Price attached to the solicitation posting. If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve a successful operation, the Contractor shall bear this additional cost.

B. Prospective Contractor shall provide a minimum discount percentage on the published price on the Official Solicitation Price attached to the solicitation posting.

1. A bid of zero percent (0%) for any category will not be considered and will be cause for a rejection of the bid.

2. All specifications must comply for each item in each category.

C. It is the Department’s intent to obtain the greatest discount off the most current published catalog price list.

1. Discounts must be made by product category.

2. All items listed in each category must be available for purchase through the Contractor’s catalog on their website.

D. Discounts

1. Contractor may offer larger discount percentages for items at any time during the contract.

2. Volume discounts and promotions above the bid discounts are acceptable and encouraged.

E. Pricing must be valid for ninety (90) days following the opening of the IFB.

F. Any cost not identified by the Contractor but subsequently incurred in order to achieve completion and delivery of items must be borne by the Contractor.

2.5 PRICE ESCALATION

A. All percentage discounts must remain firm for the first term of the contract. In the event of an industry wide price increase, the Contractor may request a percentage adjustment at the time of contract renewal, provided that the Contractor submits documentation from the manufacturer certifying / justifying the increased cost.

B. After receipt of required documentation and in the event a price change is authorized thereafter, the adjusted percentage must remain firm for the agreed upon renewal period.

C. In the event of a general price decrease, the State shall be guaranteed full benefit of the price reduction for all undelivered purchase orders or P-Card orders on the effective date of the decrease and thereafter.

2.6 SUBCONTRACTORS

A. Contractor shall not use subcontractors for this IFB.

2.7 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the

Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.8 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.8.A and 2.8.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/