ITB018841_Contract_V1_Twin_Valley.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: TWIN VALLEY BEHAVIORAL LAUNDRY SERVICES

CONTRACT No.: ITB18841

CONTRACT ID: 18841

EFFECTIVE DATES: 5/1/2024 to 3/31/2027

SUPPLIER: MORGAN SERVICES INC.

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

SRC0000015912. 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 3/31/2029 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to The Department of Mental Health, 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 https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1. SPECIFICATIONS AND REQUIREMENTS

1.1. SCOPE: This Invitation to Bid (ITB) is to provide laundry rental services to include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement, as outlined for Columbus Development Center.

1.1.1. The Contractor shall be able to immediately meet all pertinent Federal, State, and Local regulations including the Healthcare Laundry Accreditation Council (HLAC), Medicaid Intermediate Care Facilities for Individuals with Mental Retardation (ICR/MR) and Joint Commission on Accreditation Healthcare Organizations (JCAHO) requirements. The awarded Contractor is required, upon agency request, to forward to the agency a copy of the Contractor’s internal laundry procedures to ensure compliance with facility standards.

1.1.2. The Contractor shall furnish its own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of the work hereunder. The Contractor shall be responsible for and assume all office and business expenses that are incurred as a result of the performance of this contract unless stated otherwise. Any travel-related expenses incurred by the Contractor under this contract shall be at the Contractor’s expense.

1.1.3. Laundry rental items shall include but not limited to fitted sheets, flat sheets, pillowcases, blankets, bedspreads, washcloths, bath towels, laundry bags, and miscellaneous items (rags, if patient clothing is sent to the laundry erroneously). All linen will be provided by the Contractor.

1.1.4. The Contractor will not be responsible for premature wear or damage, as a result of industrial laundering, to personal items designed for home laundering methods that have been sent to the contractor for laundering.

1.1.5. Twin Valley Behavioral Center Linen storage areas as identified by facility contact within Kosar and Martiz Buildings

1.2. GENERAL REQUIREMENTS

1.2.1. The Contractor may be asked to submit for review a copy of their company's current Operation and Procedure Manual and Quality Assurance Program (QAP) manual which is currently being used in a health care facility. The Operation and Procedure Manual must include a written procedure policy regarding the replacement of lost articles.

1.2.2. Replenishment Cycle: Soiled laundry is to be picked up three (3) days per week, and clean laundry delivered three (3) days per week, Monday, Wednesday, and Friday between the hours of 7:00 A.M. and 1:00 P.M. Unless otherwise mutually agreed upon by the Agency and the Contractor.

1.2.3. The Contractor will return the same count of linen as was initially picked up for cleaning unless otherwise directed by the facility. A copy shall be provided to the facilities’ designee and returned laundry counted prior to the contractor leaving the premises. Each facility reserves the right to adjust linen quantities according to the facilities’ needs.

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

1.2.5. Laundry cost per piece and clean weight poundage, as designated, shall be the only cost billed to the State, and there will be no additional reimbursement for any other expenses. There will be no fee for par levels or inventory of linens.

1.2.6. State Observed Holidays (Table 1): 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).

1.2.7. In weeks during which a holiday falls, delivery days will need to be adjusted to facilitate three (3) deliveries during the holiday week. Adjustments will be established as mutually agreed upon by the Agencies and the Contractor. Deliveries preceding holidays shall encompass needed items for the holiday period.

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

1.2.8. The Contractor shall immediately notify the facilities’ Operations Director or designee anytime that a linen delivery will deviate from the aforementioned time frames.

1.2.9. Ongoing replacement of inventory shall be the responsibility of the Contractor, including cost.

The monthly Loss and Damage Fee is to cover the cost of items lost or damaged by the negligence of patients or agency personnel.

1.2.10. Clean linen will be delivered to designated linen storage areas within the facilities.

1.2.11. Personal clothing or miscellaneous items that may accidentally become mixed with linens shall be washed, tumbled dry and returned. The cost of laundered personal clothing or miscellaneous items will be determined by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

1.2.12. The Contractor shall process and launder contaminated linen in accordance with federal, state and local standards and compliance with Healthcare Laundry Accreditation Council Accredited (HLAC). All linens delivered to the facilities shall be in good condition (free of holes and excessive wear) and be clean and stain free.

1.2.13. Delivered laundry that is unacceptable (yellow or gray whites/dull colors) will be returned and re-processed at no extra cost.

1.2.14. The Contractor shall maintain an emergency supply at the facility, at no additional cost, to assure that it is adequate to service the facility for a minimum of two (2) days if a scheduled delivery cannot be made because of a weather emergency or other mitigating unforeseen circumstance.

1.2.15. The Contractor shall iron all bedspreads, sheets, and pillowcases before sort-wrapping, folding and/or tying laundry into manageable bundles, in accordance with acceptable standards of Medicare, Medicaid and Joint Commission.

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

Each cart shall have a specified number of linens equal to the amount picked up on the previous visit to meet the needs of each area. The cart shall be lined by the Contractor with a clean plastic liner and sealed on top with plastic when the cart order is completed.

1.3 CONTRACTOR RESPONSIBILTIES:

1.3.1 The Contractor is responsible for providing the facility with trained and experienced laundry delivery persons. All substitute laundry delivery personnel will be appropriately trained before making linen deliveries to the facility.

1.3.2 If for any reason the Contractor’s facility is inoperable, it will be the responsibility of the contractor to maintain normal service for the facilities.

1.3.3 If the agencies’ supply of linen stored with the Contractor is destroyed due to unforeseen events such as fire, tornado, etc., the Contractor will be responsible for all lost/damaged items.

1.3.4 The Contractor’s account manager shall meet with the Operations Director or designee of each facility at least once per quarter to evaluate compliance with the contract and to address any other issues which may arise during the contract period. In addition, the Contractor’s account manager shall conduct surprise inspections of the laundry service no less than three times per year as a quality control mechanism. The inspections report must track the cleaning process, truck cleaning, proper handling, and packaging of clean linens, cart cleaning, proper cart coverings for transportation; spot-checking linens to be sent or being stored for use on shelves as internal quality control measures. A report of those findings shall be submitted to the Operations Manager or designee within three working days of the inspection. Facility staff may perform the three unscheduled visits to monitor their processes in the laundry plant.

1.3.5 Upon request of the facility Director or designee, the Contractor shall furnish provide a monthly written summary of costs incurred per item.

1.3.6 The facility reserves the right to add, delete, or modify any of the linen service requirements and frequencies set forth herein as determined appropriate by the facilities’ Operations Director or designee in response to changes in the programmatic, rehabilitative, and operational needs of the facility and its residents and staff.

1.4 SPECIAL REQUIREMENTS:

1.4.1 Linen specifications: Color(s) to be standard white linen except for Bedspreads.

TABLE 2

Twin Valley Behavioral Center Linen specifications

Item Description Bath Towel 24" X 48" 100% Cotton Woven Plain Terry, 8.0#/Dozen Bed Pads 36" X 48", Unbleached 50% Cotton/50% Polyester Blend

1.96# Flat Sheet (Large) 66" X 115", 55% Cotton/45°/J Polyester Blend, T-130 Laundry Bags 30" X 37" X 18", Envelope Hood, Fluid Resistant, 100%

Polyester.

Pillow Case 42" X 34", 55% Cotton/45% Polyester Blend, T-1 30

Thermal Blanket 66" X 90" White Year Round, 100% Cotton, 2.5#

Wash Cloth 12" X 12" 100% Cotton Woven Plain Terry, 75#/Dozen

Bedspreads 76” X 110”, Assorted colors, fire retardant

Patient/Hospital Gown Standard Psychiatric Patient Gown, snap close, no strings

Fitted Sheet 38” X 84”, knit, 60/40 blend, weight 21 oz., white

2. STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 01/03/24) will apply to this Contract.

3. SPECIAL CONTRACT TERMS AND CONDITIONS:

3.1 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.

3.2 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.

3.3 DELIVERY

Supplies will be delivered to the participating agency within 5 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.

3.4 DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within two

(2) calendar days after request/notification by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the terms and conditions and specifications of the bid (e.g.

F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

3.5 SITE VISIT

A site visit will be held at 1:00pm on February 9th, 2024 at Twin Valley Behavioral Healthcare (2200 W. Broad St., Columbus, Ohio) - Kosar building to survey the facility. The site visit will commence promptly at 1:00pm, barring an unforeseen circumstance that result 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.

Bidders must pre-register with Ben Davis by email at Bennett.Davis@das.ohio.gov by 1:00pm (EST) on Thursday, February 8th, 2024. In your email include the word “DMH010-RSVP” in the subject line. In the body of the email, include your name, email address, name of the person attending, phone number, and company/offeror being represented. The contact person is for registration only – solicitation questions are not permitted.

https://procure.ohio.gov/static/TCond/Standard_T_C_1-3-24.pdf mailto:Bennett.Davis@das.ohio.gov

3.8 FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract price(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 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. 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 - BIDDER REFERENCES

Bidders shall submit with the bid at least three (3) references of health care facilities, (e.g., hospital or mental health facility) they have provided laundry services for in the past five (5) years, APPENDIX A. References shall include: facility name, contact person and phone number. Failure to submit current references with current phone numbers may result in disqualification of your bid.

5.2 – LICENSES AND CERTIFICATIONS

Bidders must submit with their bid their accreditation from the Healthcare Laundry Accreditation Council (HLAC).

5.3 – EVALUATION

Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the state will:

multiply the estimated weekly usage by the unit price resulting in the line item total for each. Lot total will be determined by adding together the line item totals. Failure to bid all items may result in the bidder being deemed not responsive.

5.4 – 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.

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