ITB011501_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 SERVICES FOR NORTHWEST DEVELOPMENTAL

CENTER

CONTRACT No.: ITB011501

CONTRACT ID: 11501

EFFECTIVE DATES: 4/12/2023 to 3/31/2025

*RENEWAL THROUGH: 3/31/2027

SUPPLIER: MILLER’S TEXTILE SERVICES INC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000006442. 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 03/31/2028 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Northwest Developmental Center, 1101 South Detroit Ave, Toledo, OH 43614, 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 3/31/2027, per amendment 1.

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE:

Northwest Ohio Developmental Center is a Medicaid-certified Intermediate Care Facility for Individuals with Intellectual Disabilities (ICF/IID), operated by the Ohio Department of Developmental Disabilities (DODD), serving individuals with developmental and other disabilities. 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 Northwest Developmental Center (“The Center”).

1.2 CLASSIFICATION:

Laundry will consist of dinner napkins, pillowcases, quilted pillow covers, flat sheets, fitted sheets (contour), wash cloths, laundry bag barriers (anti-specimen), kitchen towels, thermal blankets, bed pads, bath towels, bib aprons, and examination gowns.

1.3 SPECIFICATIONS:

1.3.1 Contractor shall deliver clean laundry to the Center arriving by 10:00 a.m. and completing delivery by 2:00 p.m. on each delivery day (i.e., Monday, Wednesday, and Friday). Contractor shall immediately notify the Center’s Business Manager or designee anytime that a linen delivery will deviate from the aforementioned time frames.

1.3.2 Contractor shall have the capability to make emergency deliveries seven (7) days per week, as determined necessary by the Center. It is understood that the Contractor’s regular linen deliveries are expected to be at adequate and appropriate levels.

1.3.3 Contractor is responsible for providing the Center with experienced trained laundry delivery persons. All substitute laundry delivery personnel will be appropriately trained prior to making linen deliveries to the Center.

For each delivery, delivery persons are required to sign in and out of the Center and pick-up and return the Center’s keys at that time.

1.3.4 Contractor shall deposit clean linen in individual linen closets. Linen storage areas are found in each of the seven

(7) residential buildings, building 610 and building 614.

1.3.5 Contractor is responsible for delivering the amount of linen, to include examination gowns, as specified on the Center’s Daily Par Level Order Report. The Daily Par Level Order Report shall be submitted via an electronic ordering system application provided by either party or delivered through another mutually agreed upon method.

The Center reserves the right to periodically adjust par levels according to individual building’s needs.

1.3.6 Contractor shall appropriately stack clean linen storage areas according to the ICF/MR standards which include, but are not limited to, sanctuary storage (i.e., avoidance of high piling, floor storage, etc.)

1.3.7 Contractor shall routinely check and stock the emergency supply, a minimum of one (1) time per week to assure that it is adequate to service the Center for a minimum of three (3) days in the event that a scheduled delivery cannot be made as a result of a weather emergency or other mitigating unforeseen circumstance.

1.3.8 The Contractor is to be responsible for the replacement of all worn out items, due to normal wear and tear. The Contractor will charge a fixed-lump sum monthly fee to the Center that will cover the cost of items lost or damaged by the negligence of the Center’s staff. No additional charges for replacement items are to be charged.

1.3.9 Contractor shall process and launder contaminated linen in accordance with federal, state, and local standards and in compliance with Healthcare Laundry Accreditation Council Accredited (HLAC) and Textile Rental Services Association (TRSA). All linens delivered to the Center shall be in good condition (free of holes and excessive ware) and be clean and stain free.

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

1.3.11 Contractor shall provide carts for delivery and pick up of clean and dirty linen in quantities to meet the Center’s needs. Carts may be canvas or polyurethane and must comply with federal, state, and local sanitation regulations.

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

1.3.12 Contractor shall sort-wrap, fold, or tie laundry into manageable bundles, and place in designated areas. Bundle quantities shall be established and mutually agreed upon between the Center and the Contractor.

1.3.13 The Contractor’s Account Manager shall meet with the Center’s Business Manager or designee no less than six

(6) times per year to evaluate compliance with the contract and to address any other issues which may arise during the contract period.

1.3.14 The Center reserves the right to add, delete, or modify any of the linen service requirements and frequencies set forth herein as determined appropriate by the Center’s Business Manager or designee in response to changes in the programmatic, rehabilitative, and operational needs of the Center and its residents and staff. The Center shall notify Contractor of any modifications of linen service requirements and frequencies within fourteen (14) days of requested change. Mutually agreed upon changes shall be implemented within no more than fourteen (14) days of agreement.

1.3.15 The Contractor shall maintain accounting records of the operations under this contract for a period of not less than seven (7) years. Said records and procedures shall be in accordance with generally accepted accounting procedures and all statutory provisions as set forth by state and federal law.

1.3.16 Soiled laundry pick-up and clean laundry delivery shall occur on Monday, Wednesday, and Friday each week.

1.3.17 Invoicing shall occur after each delivery. Invoicing shall be for items “as delivered.”

1.3.18 All laundry is rental. 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 Center shall be in good condition and be clean and stain free.

1.3.19 The following holidays will be observed by the State of Ohio and the Northwest Ohio Developmental Center.

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).

Supplier will notify the Center of any change in delivery schedule based on holidays at least one (1) week prior to the change in delivery schedule.

TABLE 1

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

1.3.20 Linen Items Specifications:

TABLE 2

ITEM DESCRIPTION

Dinner Napkins 22” x 22”, Cotton/Polyester Blend

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

Flat Sheets 72” x 104” (To Fit Twin-XL Size Mattress), 36” x 80” x 6.5”, 50% cotton percale, 50% polyester, T-

Fitted Sheets To fit Twin-XL Size Mattress 36” x 80” x 6", 50% cotton percale, 50% polyester, T-180

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

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

Mattress Pads 36” x 76”, 50% polyester, 50% cotton, minimum weight 13.3 oz. per sq. yd. Whip-Stitched Edges, Napped Finish

Thermal Blankets 66” x 90” finished size, 50% polyester, 50% cotton, minimum weight 2 7/8 lb., Hemmed ends

Laundry Bag Barriers (Anti-Specimen)

30” X 40” Finished Size, Moisture Resistant, T-270, Impermeable, 50/50 Barrier Cloth, Envelope-style Construction with Hood. Anti-Specimen as it relates to tissue, blood, or urine, the laundry bags are to be impermeable barriers and moisture resistant to wet and contaminated laundry items.

Examination Gowns Sizes Large and Medium, 100% Cotton, Wide Tie, Overlap Closing

Kitchen Towels 15” X 27” White with Border or Center Stripe, 100% Cotton, Minimum Weight 4.28 oz. per Sq. Yd.

Bib Aprons 33” X 36” White, 50% Polyester, 50% Cotton, Plain Weave, Nylon Ties.

1.3.21 The Contractor is to furnish the initial and subsequent supply of assorted items and estimated levels according to the Daily Par Level Order Report. The Center’s weekly totals are estimates and are subject to change, as needed. If the changes require the Contractor to sustain extra expenses over the estimated quantities, the Contractor will document the expense(s) and submit to the Center for review.

TABLE 3

DESCRIPTION ESTIMATED ANNUAL

USAGE*

ESTIMATED WEEKLY

USAGE**

Dinner Napkins 206,420 3,960 per week

Pillowcases 59,480 1,140 per week

Quilted Pillow Covers 20,330 390 per week

Flat Sheets 54,800 1,050 per week

Fitted Sheets 51,056 978 per week

Wash Cloths 315,620 6,060 per week

Laundry Bag Barriers (Anti- Specimen) 46,276 888 per week

Kitchen Towels 51,780 990 per week

Thermal Blankets 39,100 750 per week

Bed Pads 46,860 900 per week

Bath Towels 245,420 4,710 per week

Bib Aprons 20,984 402 per week

Examination Gowns 650 50 per week

* Estimated Annual Usage is for evaluation purposes only

** Estimated Weekly Usage does not include Emergency Storage and Kitchen Storage amounts included on Daily Par Level Order Report

1.3.22 Contractor shall coordinate, with The Center, quarterly inventory cycle counts to insure adequate stock levels are being maintained at the site.

1.3.23 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 three (3) 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 with emergency stock are as utilized – “laundered and delivered.” There will be no additional charge for the emergency stock linens to be stored, due to inactivity, onsite at the Center.

1.3.23.1 Minimum Stock Levels:

TABLE 4

DESCRIPTION INITIAL STOCK

LEVEL

EMERGENCY STOCK

LEVEL

Dinner Napkins 875 750

Pillowcases 375 250

Quilted Pillow Covers 375 250

Flat Sheets 1,150 250

Fitted Sheets 500 250

Wash Cloths 1,275 600

Laundry Bag Barriers (Anti- Specimen) 300 175

Kitchen Towels 775 200

Thermal Blankets 375 250

Bed Pads 750 250

Bath Towels 750 600

Bib Aprons 150 100

Examination Gowns 50 25

1.3.24 Quality Assurance: The Contractor will meet all quality standards as set by Northwest Developmental Center.

1.3.25 Prices per item shall be all inclusive. No additional charges or fees to the Center will be accepted.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 10/18/22) 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 - 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.

3.3 - INVOICING

Invoicing shall be completed with each delivery to The Center, as set forth within the Contract. Invoicing shall be for items as delivered.

Invoices will not be accepted for “as laundered” items not delivered. Items shall only be invoiced after delivery to The Center.

3.4 - 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.

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.

https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_10_15_22.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - MANDATORY SITE VISIT

A mandatory site visit will be held on 02/09/23 at Northwest Developmental Center, 1101 South Detroit Ave, Toledo, OH 43614 to survey the facility. The site visit will commence promptly at 10:00 AM EST, 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 during the site visit due to their arriving after the site visit has convened. Suppliers who fail to attend the mandatory site visit will be deemed not responsive.

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

Please contact the facility by 02/08/23 at nodcbusinessoffice@dodd.ohio.gov by 4:00 PM (EST) during regular business hours to make arrangements for authorization to enter the facility.

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.

The State cannot ensure attendance at the site visit for Suppliers that fail to Pre-Register by the deadline.

5.2 - BID SUBMITTAL REQUIREMENTS

The Contractor shall meet all pertinent Federal, State, and Local regulations including the Healthcare Laundry Accreditation Council (HLAC), Textile Rental Services Association (TRSA), 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 shall deem your bid non-responsive and no further consideration for award will be given.

A. Bidder shall submit appropriate accreditation certificates, as listed above.

B. Bidder shall submit with the bid three (3) references of health care facilities with a minimum of 100-bed capacity (e.g., hospital, intermediate care facility (ICF)/nursing home or mental health facilities) they have provided laundry services for in the past five (5) years. References shall include facility name, contact person, and phone number.

C. Bidder is to 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

5.3 - 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 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.

5.4 - 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.

mailto:nodcbusinessoffice@dodd.ohio.gov

5.5 - 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.

CONTRACTOR INDEX

CONTRACTOR AND TERMS:

CONTRACTOR, TERMS, AND SHIPMENT: BID CONTRACT NO.: ITB011501

0000100673

Miller’s Textile Services, Inc. TERMS: Net 30 Days

P.O. Box 239

Wapakoneta, OH 45895 DELIVERY: As Specified

CONTRACTOR'S CONTACTS:

Mark Keller Telephone: (800) 826-3164 E-mail address: mkeller@Millerstextile.com

Robert Hager Telephone: (419) 738-3551 E-mail address: bhager@millerstextile.com

6-SUMMARY OF AMENDMENTS

Amendment

Number

Effective

Date Description

1 3/1/2025

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 24 months, effective 4/1/2025 through 3/31/2027. All other prices, terms and conditions remain unchanged.

mailto:mkeller@millerstextile.com mailto:bhager@millerstextile.com