ITB 24-014 Instructions to Proposers.pdf

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR QUOTE

ITB #24-014

MAINTENANCE UNIFORMS AND LAUNDRY SERVICES

Date Issued August 2, 2024

Questions Deadline: August 12, 2024 4:00 PM PDT

Response to Questions Deadline: August 15, 2024 4:00 PM PDT

Bid Closes & Responses Due:

Bid Opening Date and Time:

August 28, 2024 10:00 AM PDT

August 28, 2024 11:00 AM PDT

Procurement Contact: Charleen McCurdy, Procurement & Contracts Analyst

Email submission must be clearly marked as follows

“ITB 24-014 Maintenance Uniforms & Laundry Services”

Bids must be submitted electronically to procurement@cherriots.org mailto:procurement@cherriots.org

Salem Area Mass Transit District (SAMTD) ITB 24-014 Maintenance Uniforms and Laundry Services

Table of Contents

Part 1 – Introduction Part 2 – Scope of Work Part 3 – Submission Guidelines Part 4 – Bid Evaluation Part 5 – Special Terms and Conditions Part 6 – Confidentiality Part 7 – Bidder Checklist

Included as separate attachments Appendix A – Federal Terms and Conditions Appendix B – General Terms and Conditions Appendix C – Special Contract Terms and Conditions Appendix D – Sample Contract

Included as a single separate file Exhibit 1 – Bid Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE Determination of Good Faith Effort Exhibit 5 – Contractor’s Representations & Warranties Certification Exhibit 6 – Federal Debarment & Suspension Certificate Exhibit 7 – Certification Regarding Lobbying Exhibit 8 – Buy America Certification

Included as a separate Excel file Exhibit 9 – Bid Price Form

Part 1 – Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating buses over routes in metropolitan areas providing transit and paratransit service in the urban growth boundary of the Salem-Keizer area and Marion and Polk counties.

Other SAMTD services include Cherriots Shop and Ride, Cherriots Regional service, Cherriots LIFT paratransit service, travel training and rideshare (Cherriots Trip Choice) information including carpool and vanpool matching.

SAMTD operates 64 Cherriots local buses, 34 Cherriots LIFT (paratransit service), 15 Cherriots Regional buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride service).

In addition, Cherriots Regional Route 1X is a commuter service that connects Salem with Wilsonville to the North. SAMTD also manages ride share services called Cherriots Trip Choice. Currently, SAMTD services generally operate during the weekdays between the hours of 5:00 AM and 10:00 PM.

SAMTD Locations:

Administrative Offices General Manager, Community Relations, Finance, Transportation Development, Human Resource, and part of the Operations departments are located at:

555 Court St N.E., Suite 5230, Salem, OR.

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave, Salem, OR.

The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Bids in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and remove barriers to the participation in our contracts.

Background

SAMTD currently uses the services of a rental supply and cleaning company to regularly pick-up, clean and return uniforms, coveralls, mats, rags, towels.

End of Part 1 - Introduction http://www.cherriots.org/

Part 2 – Scope of Work

2. A General Program Information

Salem Area Mass Transit District (SAMTD) provides uniforms to Maintenance Employees.

Uniforms include work pants, shirts, and coveralls that are laundered weekly. SAMTD is requesting bids to provide maintenance uniforms, supplies, and laundry service.

2. B General Scope of Work

Contractor must provide garments, laundering, alteration and repair service, and inventory management service.

The Maintenance Department receives weekly service where soiled and damaged garments are removed, and laundered and repaired garments are returned.

Garments shall be billed on a weekly basis. Contractor shall provide Automated tracking through the use of machine-readable identification tags.

Bidder’s overall responsibilities shall include the following:

1. Supply approved uniforms and various shop items as needed to SAMTD locations in designated areas.

2. Immediately address tears and repairs to maintain SAMTD employees’ professional appearance.

3. Provide customer service that meet SAMTD’s expectations and collaborate effectively with designated SAMTD personnel.

4. Supply receipts/invoices to SAMTD designated personnel at time of delivery.

5. Supply SAMTD with a weekly statement stating how many items were picked up, delivered, repaired or ordered in that week.

6. Participate in quarterly reviews of contract with SAMTD.

7. Closely follow weekly schedule with on time delivers and full support on any emergency situations, after notification by SAMTD of such emergency.

8. Immediately address sensitive skin and sizing issues as they arise.

2. C. Uniform Requirements

The uniform structure shall be Coveralls, Pants, Shirts;

1. Eleven (11) uniforms per maintenance employee. The uniforms shall be supplied on a cycling system where there are always five (5) uniforms being cleaned, five (5) uniforms ready for wear, and one (1) uniform being worn.

2. Short sleeve and long sleeve coveralls and short sleeve and long sleeve shirt/pant combinations must be an option.

3. Allow for employees to change short/long sleeve combination twice per year.

4. Coveralls, pants and shirts must be available to fit varying body types.

5. All shirts, coveralls, and lapel counter coats must have a permanent Cherriots approved logo and employee first name on an embroidered tag bearing the employee’s name.

6. Uniforms must be new, not classed as “like new,” “as new,” or “usable,” etc. and shall be of serviceable condition at the beginning of the contract.

7. Serviceable quality is defined as garments without holes, tears, worn spots, visible patches, damaged zippers, missing buttons, excessive mending, etc.

8. Uniforms shall be provided in different sizes in order to properly fit each SAMTD personnel.

Contractor must be able to provide sizes appropriate to SAMTD’s personnel, some of which exceed the normal range of sizes, and which may include maternity garments.

9. Sizes will be determined by fitting each employee. Uniforms not sized the same will be returned to the Contractor and replaced by the contractor with the correct size within 24-hours, at no additional cost to SAMTD.

10. All new employees added to the contract shall be fitted and receive new uniforms (not classed as “like new,” “as new,” or “usable,” etc.). These employees will be provided with uniforms within fourteen (14) calendar days. When possible “loaner” coveralls will be made available.

2. C.1 Uniform Composition Maintenance Staff

1. All uniforms shall be comfortable, breathable, lightweight and flame resistant when possible. This would exclude fabrics such as 100% nylon and 100% polyester. Cotton is acceptable.

2. Coveralls should have at least two (2) front pockets with undergarment access, two (2) back pockets, and two (2) chest pockets.

3. Shirt and pants combination: Shirts should be button up with a collar. Pants shall have 2 front pockets and 2 back pockets. The front closure will be zipper.

4. All uniforms shall be ANSI 2 reflective or an approved substitute.

5. Colors for uniforms can be in the grey or blue color ranges.

2. C.2 Uniform Composition Facilities Staff

1. All uniforms shall be comfortable, breathable, lightweight and flame resistant when possible. This would exclude fabrics such as 100% nylon and 100% polyester. Cotton is acceptable.

2. Facilities Staff uniforms will consist of a cargo type pant and a dark color, preferably black. Shirts will be button front with options for long sleeve and short sleeve combinations.

3. No safety reflecting material is needed.

4. Cargo pants will be dark (black preferred) Shirts will be grey in color.

2. C.3 Uniform Repairs/Alterations and Replacements

1. The contractor will make all needed repairs (due to the result of normal wear and tear) to uniforms at no additional costs to SAMTD.

2. Contractor shall repair garments that have become damaged or worn through ordinary wear, and shall ensure that all garments delivered under the contract are in a state of good repair.

3. Good repair is defined as no visible patches, damaged zippers, missing buttons, or excessive mending as determined by SAMTD.

4. Damaged uniforms (tears, missing buttons, etc.), alterations and/or changes (size, style etc.) must be completed within one week after being reported and picked up by the contractor. Normal wear and tear repairs/alterations will be at no additional cost to SAMTD. Destroyed uniforms shall be those that are damaged beyond repair to include large unable to mend tears. In the event of a disagreement, the contractor and SAMTD will mutually come to an agreement in writing before any satisfaction is rendered.

5. When in the judgment of SAMTD’s Project Manager, a garment shall not be repaired to a state of good repair (garment has reached its useful life). Contractor shall replace and retag garment with a good-quality serviceable garment. SAMTD will not accept excessively worn replacement garments.

6. Repairs necessitated by damage due to other than normal wear and tear, while the garment is in SAMTD's possession, will be the responsibility of SAMTD. Garments lost or misplaced while in SAMTD's possession will be the responsibility of SAMTD. SAMTD requires contractor to document costs for which SAMTD assumes liability under this paragraph. New garments or linens must be pre-laundered PRIOR to being utilized for service.

7. SAMTD seeks a two-part tagging system to mark clothing that is in need of repairs, alterations, and/or changes. Each side of the tag has the same 'control number' stamped or printed on the form. The employee then attaches one part of the tag to the garment and turns in the other tag to SAMTD’s Project Manager or location designee. The tag includes a list of actions or repairs required and a "comment" area so the employee can note problems other than the options given on the tag. When the repairs, alterations and/or changes have been completed, the contractor will notify SAMTD’s Project Manager or designee in writing, who will then verify that the work was completed. SAMTD’s copy of the repair tag will be annotated as to the date of return and whether the work was satisfactory or had to be redone. SAMTD’s Project Manager or designee will retain the repair tag in a file for future reference. The Contractor will provide tags prior to contract start date and will maintain a sufficient stock at each service location. An inventory of tags will be delivered to each SAMTD location designee as soon as service begins. Tags will be provided by contractor. If Contractor has a more desirable way of tracking said events, Contractor shall make SAMTD aware of it and discuss said tracking procedure with SAMTD’s Project Manager upon award of contract.

2. C.4 Uniform & Inventory Tracking

1. On or before the 5th of each month, Contractor shall provide an electronic (and physical) report that tracks soiled garments and linens removed for laundering purposes; this includes laundered linens returned to SAMTD. This report shall disclose how the information is tracked (i.e., barcode, RFID, hand count, etc.), be in a comma delimited text file or Microsoft Excel 2007 or newer format (.xlsx), and contain the following:

• Last name of employee

• First name of employee

• Employee’s SAMTD Badge (identification) number

• Locker number

• Employee location (SAMTD garage/facility)

• Garment item tracking number (each individual garment/item has its own unique number)

• Description of garment (sorted by employee)

• Garment turned in quantity (sorted by employee)

• Garment inventory available (sorted by employee)

• Garment applicable changes (sorted by employee)

• Average weekly turn-in reports (sorted by employee, by facility and over-all total)

• Identify individuals who don’t turn in a minimum of 50% of their allotted garments

• Actual garment service start date (sorted by individual employee and individual garment)

2. Upon award of contract and before work can begin, Contractor shall furnish SAMTD a list which will include linen type (shop rags, towels, coveralls, lapel counter coats, etc.), quantities, and employee names. This list shall be updated by the Contractor and given to SAMTD’s Project Manager every quarter. SAMTD maintains the right to randomly audit soiled garments and linens being removed for laundering, as well as delivered linen to ensure accuracy. Deficiencies shall be corrected within 24 hours after notification.

Deficiencies include, but shall not be limited to, incorrect size, incorrect deliveries, incomplete returns, and unrepaired or soiled items.

2. C.5 Towels, and Other Supplies

1. Service shall be provided on a weekly basis. Supplies will be replaced as needed on the same day.

2. Towel service will include hand washing roll towels, red shop towels and while glass towels.

3. The contractor will provide the collection bins for the dirty rags and towels at each location.

Location of bins shall be determined by a SAMTD designee.

4. Any item returned to SAMTD unclean will be returned to the Contractor for re-cleaning at no additional cost to SAMTD. "Unclean" for the purpose of this contract will be determined by appearance and/or odor.

5. Inventory of shop rage and towels will be charged at actual cost and not estimated.

2. C.6 Mats

Quantities, sizes and locations of mats will be identified by the SAMTD point of contact at each location. All mats removed for cleaning will be replaced the same day with clean mats. All mats shall be replaced every other week, unless specified differently by SAMTD’s location designee. Contractor shall not provide mats without prior approval. Mats must be the nonslip type on bare floor or on carpet. Color should be charcoal/black and should contain a safety message where requested. Mats will also be required in administration offices.

2. C.7 One Way Disposal Bins

1. Contractor shall supply appropriate-sized garment/uniform laundry one way disposal bins in quantities appropriate for sorting and collecting of garments.

2. Contractor shall laundry one-way disposal bins at no cost to SAMTD. At the end of the contract period, and in the event that Contractor loses contract to another, the new contractor shall have the option to purchase one way disposal bins from existing Contractor at market value and in a time frame suitable to meet SAMTD’s service needs, but not to exceed fifteen (15) days.

2. C.8 Uniform Lockers

1. Contractor shall supply method for securing each individual uniform order upon delivery

2. Secured area shall be adequate for current staffing levels.

2. C.9 Pickup, Delivery, and Verification of Orders

1. Contractor shall pick up soiled linen from one way disposal bins and deliver clean linen to designated locations, on a weekly basis. All garments are to be labeled and individually identified and shall meet the following standards:

2. The contractor shall record the number of uniforms delivered on the delivery ticket and be verified by SAMTD’s designee.

3. The contractor shall replace any article missing from a delivery either in the next regularly scheduled delivery or the following day as determined by SAMTD’s designee, at no additional cost to SAMTD.

4. Contractor shall provide documentation indicating what items and quantities were not delivered on schedule. Any article that cannot be replaced by the contractor will be considered lost after ten (10) days. If replacement cannot be made within ten (10) days, the current cost of the article(s) will be deducted from the contract billing invoice.

5. The Contractor shall include a packing slip with each order that details: quantity ordered, quantity delivered, description, product classification code, contract price and contract number.

6. Each shipment may be verified by SAMTD’s location designee at time of delivery.

7. Discrepancies must be corrected within 24 hours.

8. Contractor may establish pick-up and delivery schedules to suit its own needs provided the following criteria are satisfied:

• The intervals between visits to a particular location/facility are constant and no longer than one (1) week between visits.

• Each visit occurs between the hours of 5 AM to 8:00 PM, Monday through Friday.

(Excluding Holidays)

2. C.10 Laundry Service

1. Contractor shall launder or otherwise clean garments using the best commercial method for garments worn in the automotive garage repair business.

2. The quality of laundry service will be consistent and accordance to the quality provided in customary commercial practices and this statement of work.

3. Any item returned to SAMTD deemed not clean, wet or not wearable will be returned to the contractor for re-cleaning at no additional cost to SAMTD. Unclean for the purpose of this contract will be determined by appearance and/or odor. Uniforms with ink/grease marks will not be accepted. Uniforms shall be replaced when they become worn or unsightly as determined by SAMTD. If SAMTD is liable to pay for the new garment than a new garment should be given (not used, like new, as new, usable). A used garment may be offered to SAMTD at a lessened cost. Uniforms replaced for fair-wear-and-tear will be at no additional cost or fee to SAMTD for either the uniform item or name tags.

4. Failure to maintain full rotation trade-out may result in contract cancellation and/or delayed/reduced payment. Reduced payments will be calculated by per item cost and hours lost by SAMTD personnel to either address the problem or work time lost because of the lack of uniforms. Hourly rate will be calculated at $58.00 per hour per individual.

Reduction based on failure to provide replacement uniforms as required will be determined by SAMTD Management team in collaboration with awarded contractor.

5. SAMTD has previously purchased medium duty shop coats from the current laundry vendor for maintenance personnel. These coats are industry standard for maintenance uniform laundry contracts. Vendor to launder coats on an as needed basis.

2. C.11 Sensitive Skin Issues

1. Should SAMTD encounter any sensitive skin issues such as skin irritants or unfavorable smells, SAMTD reserves the right to address soap options you have for sensitive skinned people.

2. SAMTD reserves the right to address SAMTD Employees to have the option of personally laundering uniforms due to personal preferences (allergies, etc.).

2. C.12 Rental, Setup Fees, and Maintenance Charges

1. Contractor shall provide a comprehensive list of all charges, including but not limited to rental fees, set up fees, repair fees (such as zippers, snaps, etc), and/or maintenance charges that WILL be and/or COULD be charged during the life of this contract on their Exhibit 9 Price Bid form.

2. List shall include: an explanation of each charge and how each charge is and/or will be applied and a sample invoice showing how each charge will appear on the invoice.

3. Failure by Contractor to disclose or list these charges during the initial Request for Quote process, will not be considered valid and will not be paid at any time during the contract period or consequent “option” year periods of the contract. This includes, but is not limited to any environmental, energy, fuel surcharges, and all other forms of “delivery” or “service” charges. Under no circumstance will SAMTD pay laundry and/or rental fees for linen/garments not laundered and/or rented.

2. C.13 Replacement Charges

1. Contractor shall provide a comprehensive list on Exhibit 9 Price Bid Form of all replacement charges for all items requested in this Request for Quote process, specifying unit cost and billing percentage of inventory, if applicable.

2. Upon award of contract, Contractor shall provide a new sample of each rental item listed.

These items will be held as samples for the duration of the contract.

3. Contractor shall provide an explanation of replacement, loss, and/or damage charges of each rental item listed. Failure by Contractor to disclose or list these charges on the Exhibit 9 Bid Form will not be considered valid charges, and will not be paid at any time during the contract period or consequent “option” year periods of the contract.

4. Upon award of contract, Contractor shall provide a sample of each rental item listed in damaged condition. (These items will be held as samples for the duration of the contract.)

Any item charged as damaged must be in worse condition than sample provided to be valid and paid. This will also apply to any possible exiting charges. If exiting charges exist, Contractor must disclose them on the Exhibit 9 Price Bid Form in order for those charges to be considered valid and paid upon exit. Failure to disclose any possible exiting charges on the Exhibit 9 Price Bid Form will be considered invalid and will not be paid.

5. If Contractor normally destroys biohazard materials during its laundering process (i.e., incineration), Contract shall provide a detail of items disposed of on a separate invoice for that location/facility. Invoice shall describe, at a minimum, the number and linen type destroyed, and the cost of replacement for the linen types destroyed at the specific location/facility.

2. C.14 Invoicing

The full description of each garment item code shall be written out on each invoice – no acronyms shall be used (example: COT BTN COV means “Cotton Buttoned Coverall,” and shall be written as so on the invoice). Original, separated, invoices for all locations shall be sent directly to SAMTD’s Project Manager for accounting and approval (duplicate copies of invoices for each location are not necessary).

Each invoice shall include:

• SAMTD contract number.

• Date of delivery/removal for that billing period.

• The full description of each garments’ item code (as per paragraph above).

• Full disclosure of all costs associated with laundry services for each location’s garments, and any additional charges (i.e. rental fees, environmental fees, container fees, etc.) for that billing period. If charges are not disclosed for the specific billing period, and on the invoice for the specific billing period’s location/facility, they will not be paid. Under no circumstance will SAMTD pay laundry fees for linen/garments not laundered.

2. C.15 Extra Work

SAMTD reserves the right to add work or delete tasks that could reasonably be considered within the general scope of the contract. Any additional work will be negotiated between SAMTD’s Project Manager (or his/her designee) and the Contractor.

2. D Contractor Performance Reviews

SAMTD may conduct a performance review of projects and the Contractor every twelve (12) months while the Contract is in effect1. The completed evaluation shall be shared with the Contractor and become a permanent part of the Contract administration file. The results of these evaluations shall be considered for price adjustments, and in the evaluation of any future applications to SAMTD solicitations for services.

Any evaluation reviews will use the following criteria

● Communication Communicates regularly and openly with staff. This can be done face to face, via phone conferences, one-to-one, or group meetings. Contractor and staff are visible and available when needed. Answers emails and phone calls in a timely manner. Provides timely follow through.

Verbal and written communication is concise and easy to understand.

● Adherence to Scope of Work Tasks are completed regularly and on time and follows the scope of work. Contractor staff rarely has to revisit a site to re-perform tasks.

● Interpersonal Skills with Staff Effectively coordinates and cooperates with staff directives.

Evaluations will be scored as follows:

0 = CONSISTENTLY BELOW EXPECTATIONS: Performance is at a level below established objectives with the result that the overall contribution is marginal and substandard. Performance requires a high degree of constant supervision and guidance.

1 = BELOW EXPECTATIONS: Meets some of the established objectives and expectations but definite areas exist where achievement is substandard. Performance requires somewhat more than a normal degree of direction and supervision.

2 = MEETS EXPECTATIONS: Meets established objectives in a satisfactory and adequate manner. Performance requires normal degree of supervision and guidance.

3 = EXCEEDS EXPECTATIONS: Accomplishments are above expected level of essential requirements. Performance requires minimal supervision and guidance to achieve goals.

4 = CONSISTENTLY EXCEEDS EXPECTATIONS: Performance easily exceeds job requirements, performance approaches best possible attainment. Minimal to no supervision is required. Needs little to no guidance outside of original task order to complete tasks.

End of Part 2 – Scope of Work

Part 3 – Submission Guidelines

3. A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only.

Estimated dates may change after Bid submission and not be part of any addenda.

Procurement Activity Date - 2024 Procurement Request Released August 2, 2024 Clarification Deadline August 12, no later than 4:00 PM PDT Submissions Due August 28, no later than 10:00 AM PDT Bid Opening August 28, at 11:00 AM PDT *Notice of Intent to Award September 6 *Estimated Award Date September 26 Contract Effective October 1

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not considered after the due date has passed. Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

Bids can be submitted to procurement@cherriots.org any time up to the public bid opening, but no later (see Part 4). Public bid opening will be held virtually via Google Meet one (1) hour after they are due. The delay in receiving and opening is to account for any potential technical issues that may occur.

Bids received will not be available for review by the public until after Notice of Intent to Award is issued.

3. A.1 Bid Opening

Bids will be publicly opened August 28 at 11:00 am PST via Google Meet one (1) hour after bids are due. Contractors who are submitting bids are encouraged to attend. Refer to ITB Part 4 for information on the evaluation of submitted bids and bidders.

To access via video:

https://meet.google.com/pcj-paye-tzs

To access via telephone:

+1 507-323-2606 PIN: 100 588 683#

3. B Bid Guidelines

Bidders should fully inform themselves of the conditions, requirements, and specifications before submitting a Bid. The submission of a Bid constitutes Bidders acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

The Bidder is responsible for all costs related to the preparation of the bid, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Invitation for Bids will be the responsibility of the Bidder and will be deemed included in the fees and charges outlined on Exhibit 9 – Bid Price.

https://meet.google.com/pcj-paye-tzs

SAMTD reserves the right to:

● Award to one or more Contractors at SAMTD’s sole option

● Accept or reject any or all Bids and their Bidders

● Reject this solicitation and issue a new one for any reason

● Waive non-material deviations from the requirements

● Waive any informality or minor irregularity in Bids received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Bid

A Bid may be rejected when:

● It is late

● The Bidder fails to meet the minimum qualifications listed in Part 3.C

● The Bidder is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed

● Contractor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Bid have been altered

● A Bidder fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the Bid as provided by law

● Bidder fails to acknowledge in writing an addenda

Bids may not be modified after opening unless requested by SAMTD. Prior to opening, Bids may be withdrawn at any time.

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Bid pricing shall be valid for a period of 120 days from Bid due date.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Bidder Qualifications

At the time of Bid, Bidder must meet the following minimum qualifications

● Regularly engaged in retail sales and service of Uniforms and Laundry Services last three (3) years.

● Have a State of Oregon and all required local government business license(s), registrations, and endorsements.

● Not be suspended or debarred with SAM.gov.

● Not be disqualified from bidding under ORS 279B.130

● Not be in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and 323; under ORS 320.005-320.150; under ORS 403.200-403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620

3. D Questions, Clarifications, Request for Deviation, Substitution or Approved Equals

Questions, clarifications, and alternates pertaining to the ITB must be submitted in writing to procurement@cherriots.org no later than the close of business on the date listed in the Procurement Schedule above. The request shall specify the provision of the ITB or Appendix in question, and, if a change is requested, contain an explanation for the requested change.

Where applicable, Bidders are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email to procurement@cherriots.org.

Any unapproved deviations, exceptions, substitutions, alternates, or conditions contained in a Bid may be cause for the Bid’s rejection as non-responsive.

Unauthorized contact regarding this ITB with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD. Bidders should rely only on written statements issued by Procurement.

Do not add any SAMTD email address to company marketing email lists.

SAMTD will only accept a substitution of alternate material or equipment when:

1. The Contractor submits documentation acceptable to SAMTD attesting that the material or equipment specified in this Contract is no longer available;

2. The alternate material or equipment will be supplied at no additional cost; and

3. The alternate material or equipment meets the requirements and specifications set forth in the Scope of Services/Specifications.

Documentation supporting the non-availability of material or equipment may include, but not be limited to, one of the following: certification from the manufacturer that the item has been discontinued or that there has been a substantial change in its specifications; the manufacturer has gone out of business; or new import restrictions have been imposed on the item.

Any Bidder(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternate must submit their request in writing to procurement@cherriots.org by the deadline provided in the Procurement Schedule. Requests submitted after this date, or as a Bid condition will not be reviewed or considered. SAMTD will not agree to terms or conditions to the Contract after Bid are submitted and conditioned Bids may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3. E Submission Packages

Bids will be in PDF format submitted to procurement@cherriots.org no later than the due date outlined in the Procurement Schedule. It is the Bidders responsibility to ensure the submission packet is received on time by SAMTD’s Procurement department.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Bids may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided exhibits will render the Bid non-responsive. Marking a Bid, or portions of the Bid, as “confidential” or “proprietary” does mailto:procurement@cherriots.org mailto:procurement@cherriots.org not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

Bidders will submit the prescribed Exhibits 1 - 9. Any additional information provided but not requested will not be reviewed. Bidders will not change any formatting or alter the Exhibits in any way.

Bids will be sent via email to procurement@cherriots.org to provide appropriate date and time receipting. SAMTD will not accept hard copies submitted via mail or hand delivered.

Bidders are directed to Part 7 for the list of Exhibits required to complete a bid and Appendices that will form the final Contract.

3. F Addenda

Modifications to this ITB shall be made only by addenda posted to the OregonBuys site. Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Bidders and included in their Bids. All addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Bidder on the Acknowledgement of Addenda form

3. G Protest Procedures

Protests shall only be accepted from participating Bidders and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement in writing at procurement@cherriots.org. Once a Bidder exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA’s Region 10 office within five (5) working days of SAMTD’s final decision of the protest.

However, Bidders are cautioned that FTA’s jurisdiction over protests are limited in scope.

3. H Conflict of Interest

SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Bidders. Any SAMTD officer, agent, employee, or Board member with a perceived or actual financial or other interest in the award of the proposed Contract will recuse himself/herself from any evaluation or decision on any Bid.

Bidders and their staff must declare any perceived or actual conflict of interest using the form/exhibit provided. For example, a conflict of interest would arise if a Bidder or staff did the following:

● Assists in the creation of the scope of work. This includes, but is not limited to, reviewing and commenting on the preliminary scope in whole or part, assisting staff in specification writing, or recommending the use of a particular brand or supplier/distributor in the specification or evaluation of Bids.

● Has access to nonpublic information during the performance of an earlier Contract or has been provided with information other Contractors have not during procurement.

● Assists in the creation of a project budget.

● Has a personal or professional relationship or affiliation (past or present) with a member of the evaluation committee or project team.

● Has a financial gain from the recommendation and/or purchase of a particular good or service relating to a Contract or potential Contract. (e.g. distributor/manufacturer relationship)

SAMTD will review all conflict of interest statements and notify the Bidder of its decision to allow or reject a Bid as it pertains to the conflict.

In the event that a conflict of interest is discovered post-award, this will be considered a breach of Contract and the Contract may be terminated under the terms and conditions provided. The Bidder must pay any additional costs incurred by SAMTD to engage another Contractor to finish the work.

3. I Disadvantaged Business Enterprise.

SAMTD has an overall agency goal of 2.43 percent (2.43%) for the utilization of DBEs using race neutral means. This contract will utilize Federal Funds and therefore is subject to the terms and conditions outlined in Appendix C “Federal Terms and Conditions”. SAMTD strongly encourages and expects Bidders to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Bidders are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of all anticipated SAMTD Federal contracts. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

End of Part 3 – Submission Guidelines http://www.cherriots.org/en/about-us/procurement

4. A Evaluation Procedures

Bids will be publicly opened one (1) hour after they are due. Staff will refer to the time stamp on the email which the bid was sent to determine if the bid was sent on time.

4. B Bid Award

SAMTD will award a contract to the responsive and responsible bidder providing the lowest price in the “Estimated 5-Year Contract Bid Total” field on Exhibit 9: Bid Price. Refer to Part 5.I for information about price adjustments during the Contract term.

Bid price will include all labor, equipment, insurance, fees, taxes, overhead, and profit to provide all services requested in the Scope of Work detailed in Part 2 above.

If any additional charges exist that are not calculated in the overall cost of the uniforms, Bidders will provide them at the bottom of Exhibit 9. Price should be entered as either a unit price per each, or as a percentage (%) of the contract cost (as is the case with the Commercial Activity Tax). Space has been provided for Bidders to provide additional detail if needed for each additional charge. For example, if the unit price is based on a minimum quantity, or if the % is tied to something other than the annual contract amount. Additional charges will not be included as part of the price evaluation.

Bidders may provide pricing from any current cooperative contract they may be party to.

However, SAMTD will not utilize the cooperative contract terms and conditions. The awarded Contractor will be required to enter into a direct contractual relationship with SAMTD based solely on this Invitation to Bid.

4. B.1 Identical Bid Totals

After opening Bids, if two (2) or more lowest responsive Bid totals are exactly equal, then the tie-breaker will be determined by drawing as described in this section. Two (2) or more slips of paper will be marked as follows: one (1) marked “Winner” and the other(s) marked “unsuccessful”. The slips will be folded to make the marking unseen. The slips will be placed inside a box. SAMTD Procurement, or designee, shall draw a slip from the box. The slips shall be unfolded and the firm with the slip marked “Winner” will be determined to be the successful Bidder and eligible for Award of the Contract. Only those Bidders who submitted a Bid total that is exactly equal to the lowest responsive Bid are eligible to draw.

4. B.2 Single or No Bidder

In the event that none or only one (1) Bid is received, SAMTD may request an extension of the offer period and/or conduct a cost analysis on the single received Bid. The Bidder shall promptly provide all cost or pricing data, documentation and explanation requested by SAMTD to assist in such analysis. By conducting such analysis, SAMTD shall not be obligated to accept the single Bid; SAMTD reserves the right to reject such Bid or any portion thereof.

4. C Responsibility Review

SAMTD will only award to Bidders who have the ability, willingness, and integrity to conform to all requirements of the Bid and subsequent Contract. SAMTD will independently verify responsibility.

● Demonstrate there are no outstanding and/or repetitive violations with State of Oregon agencies.

● Possess all permits, registrations, and licenses as required by city, state, and Federal ordinances, rules, laws, and regulations. When requested by SAMTD, Bidder shall provide documents confirming that he/she/it has obtained any local business registrations or permits that may be required.

● Is skilled and regularly engaged in the general class or type of work called for under the Contract.

● Has performed satisfactorily on other Contracts of like nature, magnitude and comparable difficulty, and at comparable rates of progress.

To establish Bidder’s responsibility, SAMTD will review all material submitted with a Bid.

SAMTD may also obtain additional information and conduct independent investigation, including, but not limited to, obtaining copies of business licenses and/or professional licenses and certificates, obtaining financial reports, verifying DBE/MWBE status, reviewing records with the Better Business Bureau, reviewing references, and checking debarment lists. SAMTD reserves the right to interview references, perform internet searches, review Dunn & Bradstreet reports, and use any other investigative means it chooses to establish past performance for evaluation purposes. A Bidder must timely provide all requested information.

4. D Notice of Intent to Award

Upon selection of the successful Bidder, SAMTD will provide a Notice of Intent to Award to all Bidders. The Notice of Intent to Award in no way constitutes a promise to award or an acceptance of the offer contained in the Bid; rather it is SAMTD’s first step in recommending a Contract to its Board of Directors. SAMTD may reconsider and withdraw, change or amend a Notice of Intent to Award at any time before the Board of Directors formally selects a Bid.

SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

In the event a Contract award is made that is within the General Manager’s signing authority, SAMTD may, at its option, waive Board approval.

Bidders are permitted to request a debriefing about its/his/her own Bid from Procurement after the Notice of Intent to Award is issued. Documents and information to the procurement may be requested by submitting a Public Records Request.

End of Part 4 – Bid Evaluation

Part 5 – Special Terms and Conditions

5. A Contract Term, Compensation, Invoice Payments

1. Contract Term: Unless terminated sooner under the provisions of this Contract, the term of this Contract shall be from August 1, 2024 through June 30, 2029 for a total contract term of five (5) years.

2. Compensation: SAMTD shall pay the Contractor, upon approval of invoices, the firm fixed unit prices stipulated in this Contact for goods accepted or services rendered and accepted, less any deductions provided in this Contract. Delivery costs will be based on FOB Destination to SAMTD at 3170 Del Webb Ave NE, Salem, OR 97301.

3. Invoices: Contractor will invoice SAMTD no later than the 15th of each month for services and goods supplied the previous month. SAMTD reserves the right to refuse payment on invoices for work that completed sixty (60) days prior to invoice receipt. Payment will be based on Net thirty (30) day terms. SAMTD is open to negotiating different payment terms (i.e. 3% Net 15, etc.).

If submitted via hard copy, invoices must be submitted to SAMTD’s Finance Department:

Salem Area Mass Transit District Attn: Accounts Payable 555 Court St NE, Suite 5230 Salem, OR 97301

All invoices shall be submitted electronically to SAMTD’s Finance Department and SAMTD’s Project Manager via email to

● accounts.payable@cherriots.org (Finance) and

● (Project Managers)

Invoices must contain the following information.

● The contract number;

● The date(s) goods were delivered or services were furnished;

● A detailed description of the goods or services furnished;

● Location of the goods or services furnished;

● A price breakdown showing contract prices and units;

● Identify SAMTD brand number for each cost generated;

● SAMTD brand number for each tire removed;

● Total invoiced amount.

Invoices will also include the following supporting documents

● A copy of the packing list signed by SAMTD employee receiving the delivery

● Copies of all warranties for delivered uniforms and services

SAMTD will not be responsible for late payments due to missing or incorrect documentation or incorrect invoice routing on the part of the Contractor.

5. B Warranty

Notwithstanding any express warranties provided elsewhere in this Contract, the implied warranties of merchantability and of fitness for a particular purpose shall not be deemed to be excluded or modified, and Contractor may not exclude or modify them. Contractor warrants that all goods provided under this Contract are new, of high quality, and free from defects in design and manufacture. Goods provided under this Contract shall be covered by any additional warranty customarily provided by Contractor or by the manufacturer of the goods. Contractor warrants that title to all goods delivered under this Contract is free from encumbrances of any type.

Contractor warrants that it will perform all services in a good and workmanlike manner and that all goods and services provided hereunder meet or exceed standards prevailing in the industry.

If SAMTD discovers a defect in the goods or services within one year of receipt of the final invoice under this Contract and provides prompt written notice to Contractor, then Contractor shall remedy the defect or begin to remedy the defect within a reasonable time after notice.

5. C Insurance

The awarded contractor and any subcontractors will not begin Work until proof of insurance has been received and approved by SAMTD staff. Insurance requirements will not limit the Contractor’s liability for damages resulting from performance.

Insurance requirements are outlined in Appendix A General Terms and Conditions which will be the agreement Contractor will be required to provide upon contract approval from SAMTD’s Board of Directors.

5. D Limitations of Liability

SAMTD reserves the right to challenge the enforceability of any limitation of liability provision in the event of a claim or issued judgment through the performance of a Contract. Liability limitations may be considered a gift of public funds and may therefore be prohibited by Oregon State Statute.

5. E Project Managers

The Contractor's designated Project Manager will be identified at the time of Contract and shall be the Contractor's representative for the administration of the contract documents and the supervision of the work. In all matters relating to the performance of the work and payment therefore, and in all situations involving actual, recommended or, proposed changes, SAMTD shall accept commitments and instructions of the Contractor only from the Project Manager or a duly authorized representative of the Project Manager so designated in writing. After initial approval by SAMTD, the Contractor shall not change the Project Manager without the prior written approval of SAMTD. SAMTD shall appoint its own Project Manager for the work required by this Contract.

5. F Notice to Proceed

The Contractor shall not proceed with any work required under this Contract without a written Notice to Proceed from SAMTD’S Procurement Department or the authorized SAMTD Project Manager. Any work performed or expenses incurred by the Contractor prior to the Contractor's receipt of Notice to Proceed shall be entirely at the Contractor's risk.

5. G Time of Essence

Time is of the essence in this Contract. Contractor's failure to deliver goods/services on time shall be a material breach of this Contract. If Contractor fails to deliver goods/services on time, SAMTD, at its discretion, may procure those goods/services from another source. If the price paid by SAMTD for goods/services procured from another source under this Paragraph is higher than the price under this Contract, Contractor shall pay SAMTD the difference between those prices.

SAMTD may deduct that difference from any amount SAMTD owes Contractor.

5. H Changes

A. SAMTD may at any time, by written order, make changes within the general scope of this Contract in any one or more of the following:

(1) Description or quantity of services to be performed.

(2) Time of performance (i.e., hours of the day, days of the week, etc.).

(3) Place of performance of the services.

(4) Modifications in special equipment requirements

B. If any such change causes an increase or decrease in the cost of, or the time required for, performance of any part of the work under this Contract, whether or not changed by order, SAMTD shall make an equitable adjustment in contract price, the delivery schedule or both, and shall modify the Contract.

C. The Contractor must assert its right to any adjustment under this clause within thirty

(30) days from the date of receipt of the written order. However, if SAMTD decides that the facts justify it, SAMTD may receive and act upon a Bid submitted before final payment of the Contract.

5. I Price Adjustments

No more than once (1) per year and with no less than ninety day (90)…