ITB019410_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 APPAREL FOR THE OHIO DEPARTMENT OF

REHABILITATION AND CORRECTION

CONTRACT No.: ITB019410

CONTRACT ID: 19410

EFFECTIVE DATES: 6/14/2024 to 10/31/2025

SUPPLIER: Galls, LLC

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

SRC# 0000017887. 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 12 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to THE OHIO DEPARTMENT OF REHABILITATION AND CORRECTION 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%2fhomepa ge

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE

The purpose of this Invitation to Bid is to establish a contract providing additional uniform apparel for security staff of the Ohio Department of Rehabilitation and Correction (DRC). DRC plans to outfit all uniformed security staff with new apparel at the inception of this contract for nearly 7,000 members of its staff in varying roles. This bid includes shorts, pants, long and short-sleeved polos, and long and short-sleeved button-down shirts in both men’s and women’s sizes. The item grid contains estimated initial purchase quantities and estimated annual purchase quantities for each item.

1.2 REQUIREMENTS

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

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

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

1.2.4 Any items that do not conform to these bid specifications which are received through oversight or otherwise, may be rejected at any time. Any part of the order found not in compliance 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 their expense, including all transportation costs.

1.2.5 For all shirts included in this bid, patches shall be made by the contractor and affixed to garments as specified by the agency prior to delivery. Pricing offered in this bid shall include the pricing for the production and application of these patches in their overall cost per item. Patches are to be sewn on without the use of adhesives or glues. The logos presented in the Exhibits section of this bid represent a non-exhaustive list of patching options.

1.2.6 After award of contract, the awarded contractor shall meet with DRC to discuss exact placement of each of the patches listed in section 6, Exhibits, of this bid.

1.2.7 All pants included in this bid shall be hemmed prior to delivery to the agency unless specified otherwise.

1.2.8 The Made-to-Measure items listed in this bid will include sizes beyond those already listed in the Item Specifications section of this bid, including maternity sizes. DRC will provide measurements for any Made-to-Measure items to the contractor when placing their order.

1.2.9 DRC anticipates an initial order that is higher than the estimated annual usage. This initial order quantity is an estimated amount and is provided on the Item Grid as the Estimated Initial order Quantity. In accordance with Section 4, Instructions, Terms and Conditions for Bidding, I-20, the State makes no representation or guarantee as to the actual amount of item(s) to be purchased by the State.

1.3. BID ITEMS

1.3.1 Unisex 5.11 Tactical ABR Pro Short, Manufacturer Item #73349

1.3.2 Men’s 5.11 Stryke Pant, Manufacturer Item #74369

1.3.3 Women’s 5.11 Stryke Pant, Manufacturer Item# 64386

1.3.4 Men’s 5.11 Stryke Class A PDU Long Sleeve Button Down Shirt, Manufacturer Item #72546

1.3.5 Women’s 5.11 Stryke Class A PDU Long Sleeve Button Down Shirt, Manufacturer Item #62422

1.3.6 Men’s 5.11 Stryke Class A PDU Short Sleeve Button Down Shirt, Manufacturer Item #71405

1.3.7 Women’s 5.11 Stryke Class A PDU Short Sleeve Button Down Shirt, Manufacturer Item #61339

1.3.8 Men’s Flying Cross Long Sleeve Impact Polo, Manufacturer Item #F1 3220

1.3.9 Women’s Flying Cross Long Sleeve Impact Polo, Manufacturer Item #F1 3220W

1.3.10 Men’s Flying Cross Short Sleeve Polo, Manufacturer Item# F1 3200

1.3.11 Women’s Flying Cross Short Sleeve Polo, Manufacturer Item #F1 3200W

1.4 ITEM SPECIFICATIONS

1.4.1 Item 1.3.1: Unisex 5.11 Tactical ABR Pro Short

• Manufacturer item #73349

• Color: Black

• Sizes:

o 28” – 54” Waist o Made-to-Measure option based on non-standard fit sizes shall be made available

1.4.2 Items 1.3.2 and 1.3.3 – 5.11 Stryke Pant – Men’s and Women’s

• Manufacturer items #73469 (Men’s) and #64386 (Women’s)

• Color: Black

• Sizes:

o Men’s: 28” – 54” Waist, 30” – 36” Length o Women’s: Size 0 – 26 (Even Only), Regular and Long Lengths o Made-to-Measure option based on non-standard fit sizes shall be made available

1.4.3 Items 1.3.4 and 1.3.5 – 5.11 Stryke Class A PDU Long Sleeve Button Down

• Manufacturer items #72546 (Men’s) and #62422 (Women’s)

• 3 Patches to be affixed to the shirt:

o Exhibit I to be affixed to Right Shoulder of all Shirts in this category o Exhibit II to be Affixed to Left Shoulder of all Shirts in this category o Exhibit IV to be Affixed to Left Shoulder of all Shirts in this category

• Color: Uniform White

• Sizes:

o Men’s: Small – 6 XL, Available in Short, Regular and Tall Lengths o Women’s: XS – 4 XL, Available in Regular and Tall Lengths o Made-to-Measure option based on non-standard fit sizes shall be made available

1.4.4. Items 1.3.6 and 1.3.7 – 5.11 Stryke Class A PDU Short Sleeve Button Down

• Manufacturer items #71405 (Men’s) and #61339 (Women’s)

• 3 Patches to be affixed to the shirt:

o Exhibit I to be Affixed to Right Shoulder of all Shirts in this category o Exhibit II to be Affixed to Left Shoulder of all Shirts in this category o Exhibit IV to be Affixed to Left Shoulder of all Shirts in this category

• Color: Uniform White

• Sizes:

o Men’s: Small – 6XL, Available in Short, Regular, and Tall Lengths o Women’s: XS – 4 XL, Available in Regular and Tall Lengths o Made-to-Measure option based on non-standard fit sizes shall be made available

1.4.5 Items 1.3.8 – 1.3.11 – Flying Cross Impact Polos, Long and Short Sleeved

• Manufacturer items #F1 3220, #F1 3220W, #F1 3200, and #F1 3200W

• 4 Patches to be affixed to the shirt:

o Exhibit I to be affixed to Right Shoulder of all Shirts in this category o Exhibit II to be Affixed to Left Shoulder of all Shirts in this category o Exhibit III to be Affixed to Left Chest of all Shirts in this category o Exhibit IV to be Affixed to Left Shoulder of all Shirts in this category

• Color(s): Gray and White

• Sizes:

o Men’s: XS – 6XL o Women’s: XS – 4XL o Made-to-Measure option based on non-standard fit sizes shall be made available

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/01/24) 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 - BRAND SPECIFIC SPECIFICATIONS

The products in this solicitation are being bid as BRAND SPECIFIC, no alternates will be accepted.

This bid is in accordance with the Ohio Administrative Code Section 123:5-1-10 (D) (6).

3.4 - DELIVERY

Bidder must indicate on the Questionnaire the initial order delivery lead time, not to exceed six months. The initial orders must be delivered within six months after receipt of order (ARO). For subsequent orders, the Contractor shall maintain inventory of regularly stocked sizes to fulfill orders as quickly as possible. Regularly stocked items including those up to size 4 Extra Large (4XL) in shirts, waist sizes up to 46” for men’s pants or shorts, and sizes up to 22 in women’s pants, shall be delivered to the ordering agency location within 30 days ARO. Special cut items which are not stocked or may be out of stock consisting of sizes 4 Extra Large (4XL) and larger for all shirts, waist size 46” and up in men’s or unisex pants, sizes 22 and up in women’s pants, and items that are made-to-measure, including maternity sizes, may be delivered up to 180 days ARO due to required manufacturing lead times. If the Contractor is not able to perform within the above delivery parameters, they will notify the ordering location of such after order placement and work out a mutually agreed upon delivery lead time. The delivery location will be noted on the purchase order by the participating agency.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocure.ohio.gov%2Fstatic%2FTCond%2FStandard_T_C%25203-1-24.pdf&data=05%7C02%7CRebecca.Meinert%40das.ohio.gov%7Cff0f09d10a8c49785c4708dc3a0e53f9%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C638449080429158109%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=80lXsGGm4SS3qm1oG14RqBByxpMR%2Bcv2NAPHTzicL8k%3D&reserved=0

3.5 - 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 and allowed at any one time to one destination, shall not be less than $200.00. Orders for less than the minimum order amount will be shipped F.O.B. destination, prepaid with actual freight charges added to the invoice. DRC may require an actual copy of the freight invoice to substantiate freight charged.

3.6 - 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 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”.

3.7 - SPECIAL CHARGES

There shall be no assessments, upcharges, 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, or any ensuing Contract awarded pursuant to this bid.

3.8 - 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 all suppliers and subcontractors used by the Bidder in furnishing the supplies or services described in the bid and awarded to the bidder. 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 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the State will multiply the estimated usage for each line item by the prices submitted by each bidder to determine the estimated annual cost per line item for each bidder. The estimated annual cost for each line item will be totaled to determine the lowest responsive and responsible low lot bidder. Failure to bid all items may result in the bidder being deemed not responsive.

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 - 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 seven (7) calendar days after request/notification by the Office of Procurement Services to do so. 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.

5.4 - MANUFACTURER, MANUFACTURER’S REPRESENTATIVE, OR AUTHORIZED DISTRIBUTOR

Bidders responding to this Invitation to Bid must be an authorized dealer or manufacturer of the products they are bidding. Bidders should submit documentation with their bid response certifying that they are the manufacturer or an authorized dealer of the manufacturer of the products being bid. This certification must be from an authorized manufacturer‘s representative. If not provided as part of the bid response, the bidder must provide said statement within five (5) business days after request/notification by the Office of Procurement Services. Failure to submit the certification within the stated time period may result in the bid response being deemed as not responsive.

6 – EXHIBITS

6.1 Exhibit I – American Flag Patch – To be Affixed to Right Shoulder of items 1.3.4 – 1.3.11 of this bid.

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

6.2 Exhibit II – State of Ohio DRC Patch – To be Affixed to Left Shoulder of items 1.3.4 – 1.3.11 of this bid.

6.3 Exhibit III: Badge Patch – To be Affixed to Left Chest of items 1.3.8 – 1.3.11 of this bid.

• DRC will specify whether to use patch 6.3.1 or 6.3.2 on their purchase order.

6.3.1 Silver

6.3.2 Gold

6.4 Exhibit IV: Institution Acronym Rocker – To be Affixed above Exhibit II Patch on Left Shoulder of items

1.3.4 – 1.3.11 of this bid.

• The rocker patch below is one example of many Institution names that could be listed. The ordering agency will make clear what Institution to list on the patch when placing their order.