ITB019279_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: LAUNDRY SERVICE AT THE STATE OF OHIO STATE HIGHWAY

PATROL TRAINING ACADEMY

CONTRACT No.: CTR019297

CONTRACT ID: 19279

EFFECTIVE DATES: 6/1/2024 to 5/31/2027

SUPPLIER: MILLERS TEXTILE SERVICES INC

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

SRC0000017508. 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 5/31/2029 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Public Safety, Ohio State Highway Patrol Training Academy, 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

1.1.1 This Invitation to Bid (ITB) is to provide laundry rental and laundry cleaning services to include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement, as outlined in Section II, for the Ohio State Highway Patrol (OSHP) Training Academy. Laundry services will also be required for OSHP owned goods.

1.1.1.1 The pricing and required services must include all materials, chemicals, equipment, qualified labor, logistics, and personnel transportation, necessary for the successful completion of all the required products and services listed herein.

1.2 GENERAL REQUIREMENTS

1.2.1 Upon award, the Contractor will be required to supply the OSHP Training Academy with a copy of the Contractor’s internal laundry policies and procedures to include policy for replacement of lost articles.

1.2.2 The Contractor is responsible for providing the OSHP Training Academy with experienced, trained laundry delivery personnel. All substitute laundry delivery personnel will be appropriately trained prior to making laundry deliveries to the OSHP Training Academy. Post award and prior to start date the Contractor will be required to forward the OSHP Training Academy Commandant a copy of a staffing plan that outlines business goals and turnover ratios annually to be kept on file at OSHP. For each delivery, delivery personnel are required to sign in and out, with proper identification, at the front desk and pick-up and return facility keys at that time.

1.2.3 Laundry services to be provided are to meet all applicable rules and/or regulations as referenced in United States Department of Labor standard number 1910.264 Laundry Machinery and Operations.

1.2.4 Linens are to be washed with appropriate cleaners and water temperature for wash and rinse regulated according to fabric content and extent of soiling. Water temperature should be balanced to sanitize the material. Contractor is to provide covered carts for delivery and pick-up of clean and dirty linen in sufficient quantity to meet operational needs. The carts may be canvas or polyurethane and are to be in compliance with local sanitation standards in the Columbus City Health Code.

1.2.5 The Contractor is to note the inventory amounts as stated in Table 2 and assume that approximately one-third (1/3) in stock to be issued during the replenishment cycles.

1.2.6 Replenishment Cycle: The Contractor is to pick-up soiled laundry and deliver clean laundry at the west dorm entrance near the linen room every Tuesday & Friday between 7:00 a.m. and 11:00 a.m., excluding state, observed holidays. Pick-up and delivery days that fall on state observed holidays are to be picked up and delivered the next day. Notification of changes pick-up and delivery schedules shall be provided to the OSP Training Academy within five (5) working days.

1.2.7 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).

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 OSHP owned goods are to include but not limited to linens, towels, bed covers, and blankets. The cost of laundered OSHP owned goods will be determined by clean weight poundage. The clean weight poundage of OSHP owned goods will be determined by the contractor after laundering.

1.2.9 Estimated Inventory Levels and Usage: The Contractor is to furnish the following initial and subsequent supply of service linens at the estimated levels listed below:

TABLE 2

ITEMS INITIAL INVENTORY

ESTIMATED

WEEKLY QUANTITY

ESTIMATED

ANNUAL

QUANTITY

Pillowcases 350 Each 300 Each 6,000 Each

Flat Sheets 1,000 Each 300 Each 6,000 Each

Fitted Sheets 1,000 Each 300 Each 6,000 Each

Wash Cloths 800 Each 300 Each 15,600 Each

Premium Bath Towels 1,500 Each 650 Each 33,800 Each

Hand Towels 600 Each 275 Each 14,300 Each

OSHP Owned Goods N/A 325 Pounds 17,000 Pounds

1.2.9.1 The Contractor shall start with an initial order as referenced Table 2 at the OSHP Training Academy and will return with the same written accounting of linen as in Table 2.

1.2.9.2 Upon return of laundered items, a second written account of items picked up is to be provided to the OSHP Training Academy staff and returned laundry counted by OSHP Training Academy staff prior to Contractor leaving the premises.

1.2.9.3 The Contractor will assist in stocking linen in linen closets. Closets are located in the north and west dorm areas.

1.2.9.4 Contractor Supplied Linen Description:

TABLE 3

ITEMS

Pillowcases - white T180, size approximately 22"x 36"

Flat Sheets – white T180, size approximately 72” x 104”

Fitted Sheets – white T180, size approximately 36” x 80” x 9”

Wash Cloths - white, size approximately 13" x 13", 1.4 Lb./ Dz., 100% Cotton

Premium Bath Towels - white, size approximately 27" x 54". 15 Lb. / Dz., 100% Cotton

Hand Towels - white, size approximately 27” x 16”, 3lb./Dz., 100% Cotton

1.2.10 Cost Control: The Contractor is to maintain such accounting books and records in connection with the operation(s) under this contract, for a period of not less than two (2) years. Accounting books and procedures are to be in accordance with the generally accepted procedure as referenced in GAAP accounting-standards and be acceptable to the OSHP Training Academy.

1.2.11 Copies of all cost control records and reports are to be furnished to the OSHP Training Academy Commandant or his/her designee in compliance with reporting scheduled as mutually agreed upon.

Such reports are to include not less than monthly summaries of the facility and functional unit therein, with all per item fees specifically indicated.

1.3 SPECIAL REQUIREMENTS

1.3.1 Prior to the award of this contract to the lowest responsive and responsible Bidder, a member of the OSHP staff and a representative of the Office of Procurement Services may visit the facility to inspect where the Contractor will operate, and the vehicles used for pickup and delivery. Failure to have sufficient equipment, staff, an acceptable facility or a reliable vehicle in safe and secure operating condition may be a reason for refusal to award the contract. Contractor’s facility must be secure and locked to prevent the loss or theft of linens. Doors and windows must be secured, and all linens must be stored as not to be accessible to the public. The facility where cleaning of linens are performed, stored and transported shall be a non-smoking environment.

1.3.2 Background Checks: A complete and thorough background check, performed by Department of Public Safety (DPS), will be performed on all persons employed by the Contractor for this contract prior to the inception date of the contract. An extensive investigation will be conducted by the OSHP prior to assignment of Contractor staff to the contract location.

1.3.3 Criteria for personnel record checks: Background checks will be performed to determine if current or potential employees of the Contractor have any type of convictions in the following areas.

1.3.3.1 Any record of violence, domestic or otherwise

1.3.3.2 Drug-related convictions.

1.3.3.3 Theft

1.3.4 Contractor employees or potential Contractor employees with felony convictions or other criminal records, unless specifically approved by the ODPS, will not be permitted to be employed at the contract location.

1.3.5 Because of the constant fluctuation of the required services due to the OSHP Academy Training Calendar, the awarded contractor is to make arrangements with the designated authority of the OSHP Training Academy for the required inventory frequency.

1.3.6 The OSHP Training Academy reserves the right to reasonably increase, decrease, or modify any of the linen service quantities and frequencies. This will be determined by the OSHP Training Academy Commandant or his/her designee in response to any changes and operational needs of its residents and/or staff. Notification of changes of linen service quantities and frequencies shall be provided to the awarded contractor upon the decision of OSHP or within five (5) working days, whichever is sooner.

1.3.7 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 OSHP Training Academy shall be in good condition and be clean and stain free.

1.3.8 The Contractor is to be responsible for the replacement of all the worn-out items, due to normal wear and tear, however, the OSHP Training Academy will be responsible for the replacement value of the items lost or damaged by the negligence of Cadets and/or OSHP Training Academy 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. All damaged items must be documented and presented to the agency to determine fault. The Contractor is to take inventory counts every three (3) months and provide results to the Academy Commandant or his/her designee within one (1) week after completion.

1.3.9 Contractor must have the capacity to sort-wrap and poly-wrap clean laundry at their facility for delivery to the OSHP Training Academy in the following manner:

TABLE 4

ITEMS QUANTITY

Pillowcases Fold, Poly-wrap, 25 to bundle

Flat Sheets Fold, Poly-wrap, 10 to bundle

Fitted Sheets Fold, Poly-wrap, 10 to bundle

Wash Clothes Flat, Tied, 25 to bundle

Premium Bath Towels Fold, Tied, 20 to bundle

Hand Towels Flat, Tied, 25 to bundle

1.3.10 Compliance Meetings and Inspections: The OSHP Training Academy Commandant or his/her designee and the Contractor’s account manager shall schedule meetings with no less than six (6) times per year to evaluate compliance with the contract and to address any issues which may arise during the contract period. In addition, the account manager shall conduct unannounced inspections of the laundry services no less than six (6) times per year as a quality control mechanism. A report of the findings shall be submitted to the OSHP Training Academy Commandant or his/her designee within five (5) working days of the inspection.

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 ten (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 on March 29th, 2024 at 740 E 17th Ave, Columbus, OH 43211 to survey the facility and discuss the requirements of the bid. The site visit will commence promptly at 10 AM, 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 bidder 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.

3.6 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 https://procure.ohio.gov/static/TCond/Standard_T_C_1-3-24.pdf 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

The Contractor is to furnish with the bid a minimum of three (3) references of facilities of comparable size where they have provided laundry services within the last two (2) years. References shall include facility name, contact person and phone number. Failure to submit references as specified may deem your bid non-responsive and further consideration for award may not be given.

5.2 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.

5.3 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