ITB021588_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 FOR LAKE HOPE STATE

PARK

CONTRACT No.: ITB021588

CONTRACT ID: CTR021588

EFFECTIVE DATES: 11/01/24 to 10/31/2027

SUPPLIER: IMPRESSED DRY CLEANING I LLC

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

SRC0000019476. 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 24 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Natural Resources, 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. SCOPE

1.1. This contract is for laundering services for items owned by the State. Services include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement, as outlined for Lake Hope, 29371 Wheelabout Rd., McArthur, OH 45651.

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 consists of State-owned items including but not limited to fitted sheets, pillowcases, blankets, bedspreads, washcloths, bath towels, laundry bags, wet mops, dry dust mops, and miscellaneous items (rags, etc.).

1.4. The cost of laundered goods will be determined by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

2. GENERAL REQUIREMENTS

2.1. The Contractor must be able to immediately meet all pertinent Federal, State, and Local regulations including 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 Operations.

2.2. Replenishment Cycle

2.2.1. Soiled laundry is to be picked up three days per week, and clean laundry delivered three 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.

2.2.2. Soiled linen sent to the laundry on Monday will be returned to the parks 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 parks on Monday.

2.2.3. In weeks during which a holiday falls, delivery days will need to be adjusted to facilitate three deliveries during the holiday week.

2.2.4. Adjustments will be made as mutually agreed upon by the Agency and the Contractor.

2.2.5. Deliveries preceding holidays (following) shall encompass needed items for the holiday period.

Holiday Observance Date New Year’s Day January 1st 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 4th 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

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

2.4. Clean linen will be delivered, in clean laundry carts to predetermined locations are each park.

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

2.6. The Contractor must iron all bedspreads, comforters, flat sheets, and pillowcases before sort-wrapping, folding and/or tying laundry into manageable bundles. Bed linens will be sorted and packaged by size.

2.7. The Contractor must take steps to insure the reduction of wrinkles on all items.

2.8. Preparation of Linen Carts

2.8.1. The Contractor must provide linen carts for delivery and pickup of clean and dirty linen in quantities to meet the DNR needs. Carts should be canvas or polyurethane and shall comply with federal, state, and local sanitation regulations. The Contractor must supply an adequate number of laundry carts to meet the Agency’s needs.

2.8.2. Each cart must have a packing list per cart equal to the amount picked up on the previous visit to meet the needs of each park. The cart must be lined by the Contractor with a clean plastic liner and sealed on top with plastic when the cart order is completed.

2.8.3. Each cart must include a weight slip denoting the total clean weight poundage of the items in the cart.

2.9. 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.

2.10. The Contractor is responsible for replacement, at new replacement cost, of inventory damaged due to processing. The new replacement cost is equal to the cost of new items from the agency’s supplier(s).

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

2.12. If the Agency’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.

2.13. The Contractor must meet with the Agency 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. The Contractor must 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 must be submitted to the Agency within three working days of the inspection.

2.14. The Contractor must furnish the Agency 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.

1.1 - 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.

2 - CONTRACT SPECIFIC TERMS AND CONDITIONS

2.1 - DESCRIPTIVE LITERATURE

Subsequent to award of the contract, the Contractor shall furnish any participating agency with the exact descriptive literature and, if applicable, to include price lists submitted as part of the bid response. Requested literature and price lists must be provided to the requesting agency within seven (7) calendar days of the request. Furthermore, if a price increase is requested by the Contractor and granted by DAS during the term of the contract, the Contractor must submit the new price list to any participating agency within seven (7) calendar days. Failure to provide the price list and/or descriptive literature to any participating agency as stipulated herein will be considered as an event of default.

2.2 - 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”.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

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 07/15/24 at the Zaleski ODNR Complex, Building E., 29371 Wheelabout Rd. McArthur, OH 45654 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 10:00 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 07/12/24 at tom.nelson@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

4.2 - EVALUATION

Bids will be evaluated in accordance with Article I-15 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

4.3 - 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.

4.4 - BIDDER REFERENCES

Bidders shall submit with the bid at least three (3) references (e.g., hotels, campgrounds, etc.) 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.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf mailto:tom.nelson@das.ohio.gov