ITB020626_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 AT APPALACHIAN

BEHAVIORAL HEALTHCARE

CONTRACT No.: ITB020626

CONTRACT ID: 20626

EFFECTIVE DATES: 9/1/2024 to 8/31/2027

SUPPLIER: SNOW WHITE CLEANERS

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

SRC0000018333. 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 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Mental Health and Addiction Services 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. This Invitation to Bid (ITB) is to provide laundry cleaning services to include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement, as outlined for Appalachian Behavioral Healthcare (ABH), 100 Hospital Drive, Athens, Ohio 45701.

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

1.3. Laundry shall consist of ABH owned goods to include but not limited to fitted sheets, pillowcases, blankets, bedspreads, washcloths, bath towels, laundry bags, wet mops, dry dust mops, and miscellaneous items (rags, etc.). The cost of laundered goods will be determined by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

1.4. GENERAL REQUIREMENTS

1.4.1. 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.

1.4.2. Failure to meet the minimum requirements and required submittals may deem your bid non-responsive and no further consideration for an award may be given.

1.4.3. 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.

1.4.4. 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 ABH and the Contractor.

1.4.5. Soiled linen sent to the laundry on Monday will be returned to the hospital on Wednesday, soiled linen sent to laundry on Wednesday will be returned on Friday, and soiled linen sent to the laundry on Friday will be returned to the hospital on Monday.

1.4.6. In weeks including State Holidays (Table 1), 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 ABH and the Contractor. 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).

1.4.7. 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 19th 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

1.4.8. It will be the responsibility of ABH to provide adequate linens to the Contractor. Replacement of worn, "in-service damaged" and non-cleanable badly stained inventory shall be the responsibility of ABH, including all costs.

1.4.9. Clean linen will be delivered to the loading dock and stored in Room 1420B. Soiled linen will be picked up from the soiled linen rooms on "1 North", “2 North”, 1 South” and “2 South”.

1.4.10. Personal clothing that may accidentally become mixed with linens shall be washed, tumbled dry and returned.

1.4.11. Contaminated linen will be placed in specially marked bags and identified by the ABH Staff.

Contractors shall process contaminated linen in accordance with federal, state and local standards.

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

1.4.13. 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.

1.4.14. PREPARATION OF LINEN CARTS

1.5. The contractor shall provide a minimum of four (4) linen carts for delivery and pickup of clean and dirty linen in quantities to meet the ABH's needs. Carts should be canvas or polyurethane and shall comply with federal, state, and local sanitation regulations.

1.6. 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.

1.6.1. CONTRACTOR’S RESPONSIBILITIES

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

1.6.1.2. The contractor shall be responsible for the replacement, at new replacement cost, of inventory damaged due to processing.

1.6.1.3. The new replacement cost is equal to the cost of new items from the agency’s supplier(s).

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

1.6.3. If ABH’s 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.

1.6.4. The Contractor shall meet with the Operation’s Director or designee no less than three (3) times per year to evaluate compliance with the contract and to address any other issues which may arise during the contract period. Also, the Contractor shall conduct surprise inspections of the laundry service no less than three (3) times per year as a quality control mechanism. A report of those findings shall be submitted to the Operation’s Director or designee within three (3) working days of the inspection.

1.6.5. The Contractor shall furnish the Operation’s Director or designee with monthly written summaries of costs incurred per item.

1 - STANDARD TERMS AND CONDITIONS

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

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 - INVITATION TO BID INSTRUCTIONS

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

4 - SPECIAL INSTRUCTIONS TO BIDDERS

4.1. SITE VISIT

A site visit will be held on 06/04/2024 at 100 Hospital Dr, Athens, OH 45701 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 11:00 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 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.

Please contact Tom Nelson by 06/03/2024 at tom.nelson@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

4.2. 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 the disqualification of your bid.

4.3. EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will multiply 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.

4.4. 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.

4.5. FIXED-PRICE WITH COST ADJUSTMENT

During the life of the contract, there may be a new catalog published and/or price list thereto. In this event, it will be necessary for the Contractor to supply the Office of Procurement Services with one (1) copy of each as applicable. Pricing contained in the new catalog and/or price list will become effective thirty (30) days after receipt of notice by the Office of Procurement Services. Thereafter, state agencies may obtain the new catalog and/or price list from the Contractor.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf mailto:tom.nelson@das.ohio.gov