ITB011107_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: PROFESSIONAL LAUNDRY RENTAL SERVICES FOR SOUTHWEST OHIO

DEVELOPMENTAL CENTER

CONTRACT No.: ITB011107

CONTRACT ID: 11107

EFFECTIVE DATES: 3/3/2023 to 2/28/2025

*RENEWAL THROUGH: 2/28/2027

SUPPLIER: CINTAS CORPORATION NO 2

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000007280. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 02/29/2028 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Southwest Ohio Developmental Center (SODC), 4399 East Bauman Lane, Batavia, OH 45103, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

*Denotes contract renewal through 2/282027, per amendment 2.

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE:

To provide complete laundry and linen rental services as defined by the specifications herein for the Southwest Ohio Developmental Center (SODC), 4399 East Bauman Lane, Batavia, OH 45103. These specifications are for the procurement of laundry rental services, including inventory procurement, pick-up of soiled laundry, cleaning, sanitizing, packaging/wrapping, and delivery/placement of clean laundry at Southwest Ohio Developmental Center (SODC).

1.2 CLASSIFICATION:

Laundry shall consist of: flat sheets, fitted sheets, pillow cases, blankets, wash cloths, bath towels, blankets, mattress pads, laundry bags, kitchen towels, mop heads and dust mop heads.

1.3 SPECIFICATIONS:

1.3.1 Soiled laundry is to be picked up two (2) days per week and clean laundry delivered two (2) days per week;

Tuesday and Friday between the hours of 10:00 am and 1:00 pm. Delivery and pickup of clean mops, bibs, and kitchen towels will occur once a week. If a holiday falls on a specified delivery day SODC will determine the substitute delivery date based on operational needs.

1.3.2 Contractor shall immediately notify the SODC’s Business Administrator of designee anytime that a linen delivery will deviate from the above determined timeframes.

1.3.3 The following holidays will be observed by the State of Ohio and the Southwest Ohio Developmental Center

(SODC).

All holidays that occur on Saturday will be observed by the State of Ohio on the preceding day (Friday).

All holidays that occur on Sunday will be observed by the State of Ohio the following day (Monday).

TABLE 1

1.3.4 The Contractor will return the same count of linen as was initially picked up for cleaning. A delivery ticket will accompany each shipment of clean linen that will state the quantity of each item being delivered on the laundry cart.

A copy shall be provided to the facility’s designee and returned laundry counted prior to contractor leaving the premises.

1.3.5 The Contractor will assist in storing linens in the linen closets. Contractor shall pick-up and deliver clean linen to designated linen storage areas in each of the seven (7) locations to replace soiled linen from the same in individual linen closets. Linen storage areas are found in cottages 100, 200, 300,400, 500, 600, and 700 which are all located in a circle at 4399 East Bauman Lane, Batavia, OH 45103.

1.3.6 The Contractor shall be responsible for the replacement of all worn out items listed, due to normal wear and tear;

however, SODC will be responsible for the replacement value of the items lost or damaged by the negligence of patients and/or SODC employees.

Holiday Observance Date New Year’s Day January 1 Martin Luther King Day Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

1.3.7 Contractor will provide laundry carts for transportation of linen. All carts will be cleaned and sanitized according to state, federal and local sanitation standards prior to reuse for clean linen. Each cart must be lined with a plastic liner before loading with clean laundry.

1.3.8 Contractor will follow Universal Precautions while handling and processing all linen.

1.3.9 An annual inventory will be conducted, in cooperation with SODC staff, to establish the current quality and quantity of linen.

1.3.10 All laundry is rental, with the exception of items owned by SODC as stated in TABLE 2. SODC owned items will be cleaned and returned in cottage laundry carts. Delivered laundry that is unacceptable (yellow or gray whites/dull colors) will be returned and re-processed at no extra cost. All linens delivered to the SODC shall be in good condition and be clean and stain free.

1.3.11 The Contractor is to be responsible for the replacement of all worn out items, due to normal wear and tear;

however, the SODC will be responsible for the replacement value of the items lost or damaged by the negligence of SODC staff. If it is found that the items are lost or damaged while in the Contractor’s possession, then the State will not be held responsible for the payment. The Contractor is to take inventory counts every three (3) months and provide results to SODC or his/her designee within one (1) week after completion. The Contractor shall be responsible for replacement (at new replacement cost) as referenced in the contracted Price List.

1.3.12 Contractor must have the capacity to sort-wrap and poly-wrap clean laundry at their facility for delivery to SODC.

1.3.13 Linen Items Specifications:

TABLE 2

ITEM DESCRIPTION

Fitted Sheets To fit standard size mattress 36” x 80” x 6 YI", 50% cotton percale, 50% polyester, T-180

Flat Sheets 66” to fit standard size mattress 36” x 80” x 6)12”, 50% cotton percale, 50% polyester, T-180

Pillow Cases To fit standard size pillow 18” x 25” x 6)12”, 50% cotton percale, 50% polyester, T-180

Bath Towels 25” x 50”, 100% cotton woven plain terry imported, minimum weight 10lb. per dozen

Wash Cloths 12” x 12”, 100% cotton woven plain terry, imported, minimum weight 1lb. per dozen

Mattress Pads 36” x 76”, 50% polyester, 50% cotton, minimum weight 13.3 oz. per sq. yd. whipped stitched edges, napped finish

Blankets 66” x 90” finished size, 50% polyester, 50% cotton, minimum weight 27/8 lb., hemmed ends

Laundry Bags 18” self-closing, BIOHAZARD soiled linen nylon

Kitchen Towels SODC owned

Mop Heads SODC owned

Dust Mop Heads SODC owned

1.3.14 Contractor shall maintain and deliver emergency stock at the levels below to assure that it is adequate to service the facility for a minimum of two (2) days in the event that a scheduled delivery cannot be made as a result of a weather emergency or other mitigating unforeseen circumstance.

Emergency Stock Levels are to be invoiced as a one-time rental fee. All other costs associated are “as laundered.”

https://procure.ohio.gov/pdf/universal-precautions-info.pdf

1.3.14.1 Minimum Stock Levels:

TABLE 3

1.3.15 Quality Assurance:

The Contractor will meet all quality standards as set by SODC

ITEM INITIAL STOCK LEVEL EMERGENCY STOCK LEVEL

Flat Sheets 600 400 Fitted Sheets 600 400 Pillow Cases 250 200 Blankets 285 200 Mattress Pads 325 200 Towels 1300 500 Wash Cloths 1400 500 Laundry Bags 28 100

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 10/15/22) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.4 - OPTIONAL SITE VISIT

Prior to submitting their solicitation response, the supplier should visit the locations in the solicitation in order to survey the facility(s) and to become familiar with the requirements of the solicitation.

An optional site visit will be held on 12/19/22 at Southwest Ohio Developmental Center (SODC), 4399 East Bauman Lane, Batavia, OH 45103. The site visit will commence promptly at 1:00 PM, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their failure to attend and/or arriving after the site visit has convened.

Please arrive 15 minutes early to complete registration and sign-in.

Please contact Lisa Wirick via email lisa.wirick@dodd.ohio.gov to register for the site visit. Note: This contact person is for registration only – ITB questions are not permitted. The following information is required for Pre-Registration for each individual person attending: Company Name; First and Last Name; E-mail address; and Phone Number.

Once a contract is awarded, failure of the supplier to have attended the optional site visit to become familiar with the facility and requirements of the solicitation will be insufficient reason to support any request to be released from the contract.

3.5 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective sixty (60) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_10_15_22.pdf mailto:lisa.wirick@dodd.ohio.gov

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will: multiply the estimated weekly usage of each item by its corresponding price per piece for a line-item total, then add all of the line item totals together for a lot total.

5.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

5.3 - BID SUBMITTAL AND REQUIREMENTS:

Required with bid submittal, the Contractor shall provide the following.

5.3.1 The Contractor shall meet all pertinent Federal, State, and Local regulations including the Healthcare Laundry Accreditation Council (HLAC), Medicaid ICR/MR and Joint Commission on Accreditation Healthcare Organizations (JCAHO) requirements. The successful Contractor will be required to forward to the Center a copy of the Contractor’s internal laundry procedures to ensure compliance with facility standards.

Failure to meet the minimum requirements and required submittals may deem your bid non-responsive and no further consideration for award will be given.

5.3.1.1 Bidder shall submit with the bid three (3) references of health care facilities (e.g., hospital, ICF/nursing home, or mental health facility) they have provided laundry services for in the past five (5) years. References shall include facility name, contact person and phone number. Failure to submit references with current phone numbers may deem your Bid non-responsive and no further consideration may be given. (Reference Attachment A)

5.3.1.2 Bidder shall submit with the bid a copy of their current company’s Operation & Procedure Manual and Quality Assurance Program (QAP) manual that is currently being used in a health care facility.

5.4 - PRODUCT SAMPLES

The bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not included as part of their bid response, the bidder will be required to provide the samples within seven (7) calendar days after notification. Failure to provide the samples within the stated time period will result in the bidder being deemed not responsive. After award of the contract, the samples will be used as a basis of comparison with actual product delivered under contract. Any variation between the samples and https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf product being delivered will be considered as an event of default. Any variations between the samples and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

6 - SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

1 07/24/24 This amendment is issued to correct the Participating Organizations in Ohio Buys, effective on all orders on or after 07/24/24.

2 03/1/2025

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twenty-four (24) months, effective 3/1/2025 through 2/28/2027. All other prices, terms and conditions remain unchanged.

CONTRACTOR INDEX

CONTRACTOR, TERMS: CONTRACT NO: ITB011107

PURCHASE ORDERS TO: TERMS: Net 30 Days 0000069737 Cintas Corporation No 2

PO BOX 630803

Cincinnati, OH 45263

CONTRACTOR’S CONTACT:

Aiman Barakat Direct: (708) 910 - 6357

Email: barakata@cintas.com mailto:barakata@cintas.com