ITB014563_Revised_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: UNIFORM GARMENTS AND FOOTWEAR FOR THE OHIO STATE HIGHWAY

PATROL

CONTRACT No.: ITB014563

CONTRACT ID: 14563-A1

EFFECTIVE DATES: 1/17/2024 to 6/30/2024

*Renewal through 6/30/2026

SUPPLIER: SUPERIOR UNIFORM SALES INC.

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

SRC0000011043. 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 twenty-four (24) months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to The OHIO DEPARTMENT OF PUBLIC SAFETY, OHIO STATE HIGHWAY PATROL, 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://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

*Denotes renewal effective 07/01/24, per Amendment 1.

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

1 - SPECIFICATIONS

1.1 SCOPE:

The specifications below state the detailed requirements for selected uniform components, including footwear for the uniformed staff of the Ohio Department of Public Safety (ODPS) / Ohio State Highway Patrol (OSHP) as well as ODPS/OSHP locations and ODPS/OSHP facilities.

1.2 GENERAL SPECIFICATIONS

1.2.1 Instructions for measurements and/or applicable sizing charts shall be provided to Ohio State Highway Patrol representatives upon request.

1.2.2 Bidders must state whether they are using standard or metric system measurements in their measurement and/or sizing charts.

1.2.3 Each item shall be packaged and marked for the individual or ordering agency location as specified.

1.2.4 Where applicable all garments shall be designed to withstand institutional laundering.

1.2.5 All items shall be stamped or labeled, including care instructions where applicable, indicating size, product origin and other information pertinent to labeling laws.

1.2.6 All items shall have loose threads removed and be pressed, shaped and finished properly in accordance with industry standards.

1.2.7 All materials shall be new, unused and without flaws or defects which adversely affect appearance, durability or function.

1.2.8 Any order received pursuant to this contract that does not conform with the specifications herein for the item ordered, although accepted through oversight or otherwise, may be rejected at any time. Any part of the order found not in accordance with specifications due to the fault of the Contractor (e.g., color, defective or improper sizing), shall be altered or replaced by the Contractor at his/her expense, including all transportation costs. Any rejected item that cannot be altered to meet all terms and conditions of the specifications shall not be offered for sale to anyone else or otherwise disposed of as a wearable garment by the manufacturer without approval of the Superintendent of the State Highway Patrol.

1.2.9 Where applicable, logo embroidery shall be provided at no charge. The logos presented in the Exhibits section of the contract represent a non-exhaustive list of embroidery options. Embroidery requirements will be provided by the agency at the time of purchase.

1.3 BID ITEM SPECIFICATIONS

Category H. Women’s Footwear

1.3.1 Bid Item 1_16 BRAND NAME or EQUAL to Thorogood Women's Classic Leather Oxford, Item #534-

1.3.1.1 High-Shine Leather

1.3.1.2 Removable Footbed

1.3.1.3 Rubber Midsole

1.3.1.4 Slip Resistant Outsole

1.3.1.5 Color(s): Black

1.3.1.6 Sizes: Widths: Medium, Wide

5-10, Including Half Sizes

Category I. Winter Touchscreen Gloves

1.3.2 Bid Item 1_17 BRAND NAME or EQUAL to HWI Winter Touchscreen Gloves, Item #WTS100/300.

1.3.2.1 Water Resistant Shell

1.3.2.2 Fleece Lined Interior

1.3.2.3 Touchscreen Capable

1.3.2.4 Ribbed Knit Cuff with Storage Loop and Pairing Clip

1.3.2.5 Size(s): XS-2XL

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 04/10/23) 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 BRAND NAME OR APPROVED EQUAL SPECIFICATIONS

Where specified, the products in this Invitation to Bid (ITB) are being bid as BRAND NAME OR APPROVED EQUAL. Bid is in accordance with the Ohio Administrative Code 123:5-1-10 (I). Brand names are included in this bid as a “brand name or approved equal specifications.”

3.3 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 thirty (30) 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 his 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 of the finished supplies, 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. If 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 https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_04-10-23.pdf 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 provisions of Article 6, “Contract Terms and Conditions”.

3.4 MINIMUM ORDER

The minimum dollar value of any order placed against a contract awarded pursuant to this bid for delivery F.O.B. destination, transportation charges prepaid at any one time to one destination, shall not be less than two hundred ($ 200.00) dollars.

Orders for less than the minimum order amount will be shipped F.O.B. destination, prepaid with actual freight charges added to the invoice. The Ohio Department of Public Safety may require an actual copy of the freight invoice to substantiate freight charged.

3.5 SPECIAL CHARGES

There shall be no assessments, up-charges, single item charges, surcharges, re-stocking fees, minimum order charges or any other charges which are not specifically authorized under any of the terms and conditions of this bid/contract or any ensuing contract awarded pursuant to this bid. The Contractor must provide merchandise/service in unit quantity(s) as indicated in this Bid and resulting Contract. State of Ohio government agencies using this contract are exempt from State of Ohio Sales Tax.

3.6 USAGE REPORTS

Annually, the awarded contractor shall submit a usage report (written or on disk or other electronic media or via Email in Excel format) summarizing sales generated by this contract for the period January 1st through December 31st. The report shall list usage by customer, by line item, showing the quantities/dollars generated by this contract. The report must be submitted annually no later than January 31st for the previous reporting period. The report shall be forwarded to the Office of Procurement Services at 4200 Surface Road, Columbus, OH 43228-1395, or via email to das.statepurchasing@das.ohio.gov Attn: ITB014563 Analyst.

3.7 SWEATSHOP FREE

Bidder certifies that all facilities used for the production of the supplies or performance of services offered in the bid are in compliance with applicable domestic labor, employment, health and safety, environmental and building laws. This certification applies to any and all suppliers and/or subcontractors used by the Bidder/Offeror in furnishing the supplies or services described in the bid and awarded to the Bidder/Offeror. If DAS receives a complaint alleging non-compliance with sweatshop free requirements, DAS may enlist the services of an independent monitor to investigate allegations of such non-compliance on the part of the Contractor, any sub-contractors or suppliers used by the Contractor in performance of the Contract. If allegations are proven to be accurate, the Contractor will be advised by DAS of the next course of action to resolve the complaint and the Contractor will be responsible for any costs associated with the investigation. Items that will be considered in an investigation include, but are not limited to standards for wages, occupational safety and work hours.

4 - INVITATION TO BID INSTRUCTIONS

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

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 DELIVERY

Supplies will be delivered to the participating agency within ninety (90) days after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency. Acceptance (transfer of title) will occur upon the inspection and written confirmation by the ordering agency that the supplies delivered conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.2 CONTRACT AWARD

A contract will be awarded to the lowest responsive and responsible bidder by category. Failure to bid all items within a category may result in the bidder being deemed not responsive and disqualified from consideration for award of that category.

5.3 EVALUATION

Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. There will be one (1) award per category. To determine the low lot total price of each category, the state will multiply the estimated annual usage of each item designated in the category by its corresponding unit bid price and then add these totals together for the category.

Although there may be separate category awards, bidders are eligible to receive awards of multiple categories providing the Bidder is the lowest responsive and responsible bidder meeting all bid specifications and requirements listed within a category. Bidders shall offer all sizes and colors where applicable. Failure to bid /offer all sizes and colors stated may deem your bid not responsive. Failure to bid all items within a category may result in the bidder being deemed not responsive for that category.

6 – EXHIBITS

6.1 Exhibit I – Statewide Terrorism Analysis & Crime Center (STACC)

6.2 Exhibit II – Ohio Narcotics Intelligence Center (ONIC)

6.3 Exhibit III – Ohio Homeland Security

6.4 Exhibit IV – Ohio Traffic Safety Office (OTSO)

6.5 Exhibit V – BMV Stacked

6.6 Exhibit VI – BMV Stacked, White

6.7 Exhibit VII – EMA

6.8 Exhibit VIII – eWarrants

6.9 Exhibit IX – Motorcycle Ohio

6.10 Exhibit X – Ohio Investigative Unit Agent

6.11 Exhibit XI – Ohio School Safety Center

6.12 Exhibit XII – Private Investigator

7 - AMENDMENTS

7.1 SUMMARY OF AMENDMENTS*

Amendment Number

Effective Date Description

1 07/01/24

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 07/01/24 through 06/30/26. This amendment is also issued to update the product catalog, effective with all orders issued on or after 07/01/24.

All other prices, terms and conditions remain unchanged.

*Denotes addition of Section 7 – Amendments.