ITB Event 626 - Administrative Document (KC).docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Transportation Department

Invitation to Bid (ITB) Event 626

Laundry Services

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Joseph Nelson, Purchasing Officer joseph.nelson@adm.idaho.gov 208-332-1602

Submit electronically via IPRO:

Electronic Submission IPRO Powered by Luma

PURPOSE

The State Department of Transportation, through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of Laundry Services for District 3, 4, 5, 6, and 9 in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: IPRO Powered by Luma The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 2, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Joseph Nelson Phone: 208-332-1602 E-mail: joseph.nelson@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 2, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

The Idaho Transportation Department (ITD), through the Idaho Division of Purchasing (DOP), is requesting Bids from qualified Vendors to provide laundry services such as: launder; iron; and repair various items including but not limited to coveralls, door entry mats, towels, dust mop heads and aprons at multiple locations throughout the state of Idaho.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate. (See Attachment 1 – Specifications and Scope of Work)

Location ITD reserves the right to change items, quantities and locations at any time during the life of the contract upon written notification to the Contractor.

District 9 Headquarters Location

District 3 Main Office Caldwell Residency Location

District 4 Main Office SUPPLY/SHOP Office Twin Falls Residency Location Rupert Residency Location

District 5 Main Office Downey Residency Location Inkom POE I-15 Malad Residency Location Preston Residency Location American Falls Residency Location Soda Springs Residency Location Montpelier Residency Location Blackfoot Residency Location

District 6 Main Office and Shop Ashton Office Dubois Office Mud Lake Office Sage Junction Office Idaho Falls Office Sugar City Office

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 3).

BILLING PROCEDURE

The Contractor must submit its invoice to each ITD District within thirty (30) calendar days of acceptance to the billing contact identified on the Contract. The Contractor must invoice only for quantities of items actually laundered and provided.

Each location in each district must be invoiced separately.

Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

The following information must be included with each invoice:

· Contract Name and Number

· Invoice Number and Date

· Contractor Contact Information

· Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, extended price, and total invoice amount

Invoices and the above information are to be submitted to:

SUBMISSION REQUIREMENTS

9.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 3, Bid Schedule. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

List other required response items – Attachment 3 Bid Schedule State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

9.2 Bid Submission Methods

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

9.2.1 Electronic Submission via IPRO

When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 9.1) and enter your cost in IPRO for each line item as $0.01 so Luma will accept your bid. Attachment 3 will only be used to evaluate your bid submission.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

9.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

An award will be made by District, groups of Districts, or all Districts to one Bidder, whichever is in the best interests of the state of Idaho, to the lowest responsive, responsible Bidder(s) based on “Total Price,” as provided on Attachment 3 – Bid Schedule. Bidders do not have to bid on all Districts but must bid on all items within each District. Attachment 3 will only be used to evaluate cost.

transition period The Contractor will have a twenty-one (21) calendar day transition period to:

Make contact with each ITD Contact to obtain clothing sizes, names for the name tags, and material color information.

Stock up on all items identified in this Solicitation.

Deliver the initial quantities, identified in Attachment 3 – Bid Schedule, to each location

Transition contract end The Contractor will have a twenty-one (21) calendar day transition period after award to a different vendor or termination to:

0. Make contact with each ITD Contact to remove all Contractor owned inventory and;

Invoice ITD for missing or damaged Contractor owned inventory.

Contract Monitoring Contract Monitor contact information will be provided at the time of Contract award. The Contract Monitor is responsible for managing the performance of the Contract.

Contract Manager contact information will be provided at the time of Contract award. The Contract Manager is responsible for managing the Contract and remedial action.

Price Adjustment Clause A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ITD in writing at least sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. ITD will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify ITD immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

Insurance Requirements Attached in IPRO.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 1 – SPECIFICATIONS AND SCOPE OF WORK

EVENT 626 LAUNDRY SERVICES

1. Laundry Requirements The Contractor(s) must furnish, deliver, and maintain quantities of each item listed for each Location described in Attachment 3 – Bid Schedule. All items must be ‘new’ or ‘like new’ materials. The quantities and items listed must be maintained by keeping them clean, in good repair, or replacing damaged or unsightly items as necessary, or as requested by ITD for the life of the contract. All floor mats must be completely dry at time of delivery.

1.1. The Contractor must meet the following requirements:

1.1.1. Provide laundry services per the fabric manufacturer’s specifications at each service interval;

1.1.2. Visually inspect and repair each item with like materials and threads at each service interval identified in Attachment 3 – Bid Schedule;

1.1.3. Replace worn out items as needed. The Contractor will not be responsible for replacing items identified as ‘ITD owned’;

1.1.4. Provide a single point-of-contact for ITD in matters relating to items, quantities and services associated with the contract;

1.1.5. Provide receptacles to ITD to gather soiled laundry;

1.1.6. Provide and sew one (1) name tag for each shirt and every pair of uninsulated coveralls. Names for each tag will be provided by the ITD Contact upon award;

1.1.7. All garments must have a tag attached inside the garment that indicates size, inventory control number bar code and wearer of the garment;

1.1.8. Only service the items listed in Attachment 3 – Bid Schedule. If any items are found in the receptacles that are not listed in Attachment 3 – Bid Schedule, the Contractor must sort, bag, set aside, and notify the ITD Contact and;

1.1.9. Provide documentation that certifies that fire-resistant garments have been treated or retreated as necessary to meet industry standards (see Section 2.5).

2. ITEM SPECIFICATIONS

Below are the specifications for each item identified in the Attachment 3 – Bid Schedule. Indicated sizes may vary due to changes in industry standards. Submitting vendors must indicate the size offered if different then the size indicated on Attachment 3– Bid Schedule. Each item may vary depending on the location; reference Attachment 3 – Bid Schedule for location specific quantity, sizes, color, etc. ITD reserves the right to change items, quantities, and locations at any time during the life of the contract upon written notification to the Contractor. Any item that ITD identifies as not keeping with the minimum requirements must be replaced by the Contractor within forty-eight (48) hours of ITD notifying the Contractor and at no additional charge. All sizes and colors will be determined by the ITD Contact during the transition period.

2.1. Mats

2.1.1. Entrance Mat (Interior)

2.1.1.1. Entrance mats must be of polyester face yarn bonded to a gripper type vinyl back constructed with small grips that will reduce movement of the mat on tiled and carpeted surfaces;

2.1.1.2. Yarn facing must be bright, durable and colorfast; it must be continuous filament hot welded to a non-slip 1/8 inch vinyl back which will not buckle or curl up on the corners when laid on the floor after washing;

2.1.1.3. The depth of the pile and static electricity must hold dirt brushed off feet;

2.1.1.4. Solid colors available must be black, gold, blue, red or green;

2.1.1.5. Mixed color mats available must be black/white, black/gold, blue/green, brown/white, and red/black;

2.1.1.6. Mats must also be available in a cleated style;

2.1.1.7. Sizes must be available in the following:

2.1.1.7.1. Two (2) feet x three (3) feet;

2.1.1.7.2. Three (3) feet x four (4) feet;

2.1.1.7.3. Three (3) feet x four and one half (4.5) feet;

2.1.1.7.4. Three (3) feet x five (5) feet;

2.1.1.7.5. Three (3) feet x six (6) feet;

2.1.1.7.6. Three (3) feet x eight (8) feet;

2.1.1.7.7. Three (3) feet x ten (10) feet;

2.1.1.7.8. Three (3) feet x twelve (12) feet;

2.1.1.7.9. Four (4) feet x six (6) feet;

2.1.1.7.10. Four (4) feet x eight (8) feet;

2.1.1.7.11. Four (4) feet x ten (10) feet, and;

2.1.1.7.12. Four (4) feet x thirteen (13) feet, unless otherwise identified in Attachment 3 – Bid Schedule.

2.1.2. Entrance Mat (Exterior)

2.1.2.1. Exterior scraper mats must be ADA (Americans with Disability Act) https://www.ada.gov/ compliant;

2.1.2.2. Exterior entrance mats must be of 5/8 inch thick durable rubber compound that stands up to harsh weather conditions with beveled edges and black in color;

2.1.2.3. Mats must also be available in a cleated style;

2.1.2.4. Sizes must be available in the following:

2.1.2.4.1. Two (2) feet x three (3) feet;

2.1.2.4.2. Three (3) feet x four (4) feet;

2.1.2.4.3. Three (3) feet x four and one half (4.5) feet;

2.1.2.4.4. Three (3) feet x five (5) feet;

2.1.2.4.5. Three (3) feet x six (6) feet;

2.1.2.4.6. Three (3) feet x eight (8) feet;

2.1.2.4.7. Three (3) feet x ten (10) feet;

2.1.2.4.8. Three (3) feet x twelve (12) feet;

2.1.2.4.9. Four (4) feet x six (6) feet;

2.1.2.4.10. Four (4) feet x eight (8) feet;

2.1.2.4.11. Four (4) feet x ten (10) feet, and;

2.1.2.4.12. Four (4) feet x thirteen (13) feet, unless otherwise identified in Attachment 3 – Bid Schedule

2.1.3. Restroom Mat (Urinal)

Urinal restroom mats but be twenty (20) inches x thirty-eight (38) inches in length, seventeen (17) inches wide, and one eighth (1/8) inch thick. The mats may be scented or unscented.

2.2. Terry Towels

2.2.1. Terry Towels ("Towels, Printer Blue", "Towels, Terry”, “Blue or Purple", “Towels, Terry Hand” ‘Towels, Terry, Car Wash, White”, and "Towels, Terry; White") must be one hundred percent (100%) cotton and free of holes and;

2.2.2. Approximate size of twenty (20) inches x thirty-seven (37) inches and fourteen (14) inches x twenty-three (23) inches, sixteen (16) inches x twenty-seven (27) inches and fifteen (15) inches x twenty-five (25) inches, unless otherwise identified in Attachment 3 – Bid Schedule. ITD will not purchase any towels under the contract.

2.2.3. Must be folded

2.3. Bar Towels

2.3.1. Bar towels must be sixteen (16) inch x nine (9) inches;

2.3.2. One Hundred percent (100%) cotton and;

2.3.3. Narrow ribbed.

2.3.4. Must be folded

2.4. Non-Fire-resistant Coveralls

2.4.1. Non-fire-resistant coveralls must be of material, design, and quality that will withstand a shop environment and must retain a neat and orderly appearance after repeated laundering;

2.4.2. Material must be a sixty-five percent (65)% polyester – thirty-five percent (35)% cotton combination and;

2.4.3. Coveralls must be available in chest sizes thirty-six (36) inches – sixty (60) inches, in short, regular, tall

2.4.4. Must be blue in color.

2.5. Fire-Resistant Coveralls

2.5.1. Fire-resistant coveralls must be of material, design and quality that will withstand a shop environment and must retain their fire-resistant quality and a neat and orderly appearance after repeated laundering;

2.5.2. They must be one hundred percent (100%) cotton with flame resistant finish and must meet or surpass the National Fire Protection Association (NFPA) https://www.nfpa.org/.and;

2.5.3. Coveralls must be available in chest sizes thirty-six (36) inches – sixty (60) inches, in short, regular and tall.

2.6. Shirts and Pants

2.6.1. Shirts and pants must be of material, design, and quality that will withstand a shop environment and retain a neat and orderly appearance after repeated laundering;

2.6.2. Shirts must be available in sizes S-5XL;

2.6.3. Pants must be available in waist sizes thirty-six (36) inches – sixty (60) inches, in various lengths, and blue in color and;

2.6.4. All pants and shirts must be available in both male and female sizes and proportions to satisfy all staff requirement.

2.7. Insulated Bib Overalls

2.7.1. Insulated overalls must be bib type;

2.7.2. One hundred percent (100%) twelve (12) ounce (minimum) ring spun cotton with piled double yarn, lines with one hundred percent (100%) quilted nylon or polyester;

2.7.3. Equipped with over the shoulder straps and button or zipper front closure and;

2.7.4. Overalls must be available in sizes S-5XL.

2.8. Insulated Jacket - Hooded

2.8.1. Insulated jackets must be hooded type;

2.8.2. One hundred percent (100)% ring spun cotton with piled double yarn, lined with one hundred percent (100)% quilted nylon or polyester and;

2.8.3. Equipped with a zipper closure. Insulated jackets must be available in sizes S-5XL. Insulated jackets without a hood may be offered in lieu of jackets with a hood.

2.9. Lab Coats

2.9.1. Lab coats must be five (5) ounce. (minimum) performance blend poplin;

2.9.2. Eighty percent (80)% polyester twenty percent (20)% combed cotton mix and;

2.9.3. Five button closure or grippers, one piece, line notched lapel, left chest pocket, bar tacked pencil stall, and two lower exterior pockets.

2.10. Shop Coats

Shop coats must be one hundred percent (100)% polyester with two (2) upper pockets, two (2) lower pockets, hidden snap front closures and non-flame resistant.

2.11. Aprons

2.11.1. Aprons for a laboratory environment must be made up of a combination of fifty percent (50)% polyester and fifty percent (50)% cotton mix. Aprons must be available in a broad range of sizes and colors.

2.12. Treated Dust Mops

2.12.1. Dust mops must include the mop head, frame, and handle;

2.12.2. The mop head must be five (5) inch wide on the back canvas with four (4) inch strands, treated with a cold oil base bacteriostatic spray treatment, twenty five percent (25)% to thirty-five percent (35)% retention by weight, and colored vat-dyed blue with colorfast cotton yarn construction;

2.12.3. The mop frames must be quick change, one (1) -piece frame with rugged swivel clips and;

2.12.4. The mop handle must be hardwood with a touch thumb release.

2.13. Wet Mop

2.13.1. Wet mops must include the mop head, frame, and sixty (60) inch handle and;

2.13.2. The wet mops must be loop ended, cotton/rayon/synthetic blend, white in color, and twenty-two (22) ounces. to twenty-eight (28) ounces. dry weight.

2.14. Clothing Maintenance

2.14.1. The vendor shall maintain all garments in a new and first-class condition by cleaning, patching holes and making necessary alternations;

2.14.2. Any garment with holes larger than a dime, with three or more patches, with materials too thin due to wash or wear, not repaired properly or soiled beyond cleaning must be replaced with new garments at no cost to ITD;

2.14.3. Any garment believed to be intentionally damaged by an employee must be shown to the Contract Monitor at the time of pick up and noted on the weekly statement;

2.14.4. Damaged garments not noted on the statement and initialed by the Contract Monitor will not be paid for by the ITD and;

2.14.5. Garments and other Contractor owned property that are deemed damaged by ITD will be replaced at the cost indicated on Attachment 3 –Bid Schedule - Replacement Cost per Each.

3. Obligations of ITD

3.1.1. ITD agrees to give the Contractor access to the laundry storage areas and other ITD owned properties as required to perform the necessary services under the resulting Contract.

Attachment 2 – Bidders questions ITB Event 626 Laundry Services

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB Event 626 Laundry Services Page 11

ITB Event 626 Laundry Services

image1.png