ITB023924_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: DDD - PROFESSIONAL LAUNDRY SERVICES FOR MT VERNON

DEVELOPMENT CENTER

CONTRACT No.: ITB023924

CONTRACT ID: 23924

EFFECTIVE DATES: 07/01/25 to 06/30/27

SUPPLIER: DRUMMOND UNIFORM SERVICE

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

SRC0000023106. 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 48 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Department of Developmental Disabilities , 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 OF WORK: These specifications are for the procurement of laundry rental services, including inventory procurement, pick-up of soiled laundry, cleaning, sanitizing, packaging/wrapping, and delivery/placement of clean laundry, for the Mount Vernon Developmental Center (MVDC).

1.2. CLASSIFICATION: Laundry will consist of diapers, gowns, bed pads, under-pads, bath towels, wash cloths, fitted sheets (contour), flat sheets, pillowcases, laundry bags, and thermal blankets.

1.3. REQUIREMENTS

1.3.1. The Contractor shall be able to immediately meet all pertinent Federal, State, and Local regulations including the Healthcare Laundry Accreditation Council (HLAC) or the Independent Business Medical Laundering Standards (IBMLS), 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.

1.3.2. 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. If delivery falls on a legal holiday (ORC section 1.14), the delivery will be made on the day before the holiday, unless otherwise specified by the MVDC Business Manager. The specified holidays are summarized in Table 1. The preceding day’s deliveries shall include needed items for Saturday, Sunday, and the holiday period, as applicable.

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

1.3.3. The Contractor shall deliver clean laundry to the facility between the hours of 10:00 a.m. and 6:00 p.m. on each delivery day (i.e., Monday, Wednesday, and Friday). Contractor shall immediately notify the Center’s Operations Director or designee anytime that a linen delivery will deviate from the aforementioned time frames. The center reserves the right to request written documentation/plan of correction from the Contractor to address habitual or unmitigated non-compliance.

1.3.4. The Contractor shall have the capability to make emergency deliveries, if deemed necessary by the facility. It is understood that the Contractor’s regular linen deliveries are expected to be at adequate and appropriate levels.

1.3.5. The Contractor is responsible for providing the facility with experienced trained laundry delivery people. All substitute laundry delivery personnel will be appropriately trained prior to making linen deliveries to the facility. For each delivery, delivery persons are required to sign in and out at the center switchboard and pick-up and return center keys at that time.

1.3.6. Contractor shall deliver clean linen to designated linen storage areas in each of the (8) locations to replace soiled linen from the same in individual linen closets, Indep Square-Washington, Lincoln, Jefferson, DP&S (Willow Works), Emergency Linen (admin bldg.), Jones, Snyder and PH&E.. Soiled linen areas are found in 6 buildings, Soiled Linen Shed at Indep Square, DP&S (Willow Works), Jones, Snyder, PH&E Center, and Emergency Linen (Admin Bldg). PH&E and DP&S (Willow Works) will be upon notification that soiled linen needs picked up and/or clean linen needs to be delivered.

1.3.7. 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.

1.3.8. 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.

1.3.9. The Contractor shall process and launder contaminated linen in accordance with federal, state, and local standards. All linens delivered to the facility shall be in good condition and be clean and stain free. Unacceptable non-usable linen will be returned to Contractor for full credit.

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

1.3.11. The Contractor shall sort-wrap, fold, or tie laundry into manageable bundles, and place it in designated areas.

1.3.12. The cost to launder facility owned items, personal clothing, or miscellaneous items will be by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

1.3.13. If changes in the programmatic, rehabilitative, and operational needs of the facility and its residents and staff require additional items e.g., gowns, surgical towels, bedspreads, etc. to be supplied by the Agency. The Contractor will launder these items via add-on clean weight poundage.

1.3.14. The Contractor’s Account Manager shall meet with the Business Administrator and Program Administrator or designee monthly, to evaluate compliance with the contract and to address any other issues which may arise during the contract period.

1.3.15. The Agency reserves the right to add, delete, or modify any of the linen service requirements and frequencies set forth herein as determined appropriate by the Operations Director or designee in response to changes in the programmatic, habilitative, and operational needs of the center and its residents and staff. If the changes require the Contractor to sustain extra expenses, the Contractor will document the expenses for the facility. After documentation and facility review, the Contractor may request an increase to cover these additional expenses. The facility will not unreasonably deny these additional expenses.

1.3.16. The Contractor will provide annual linen education to the facility. The annual education should include but not be limited to the following: Linen Awareness Day; Linen Committees; In servicing; and Bench Marking.

1.3.17. If the current Contractor will discontinue providing services (e.g., contract expiration, new contractor), current Contractor will fully cooperate with the Agency to assure a smooth transition and no interruption in services for the Agency. Any such arrangements shall be reasonable.

1.3.18. The Contractor shall maintain accounting records of the operations under this contract for a period of not less than seven (7) years. Said records and procedures shall be in accordance with generally accepted accounting procedures and all statutory provisions as set forth by state and federal law.

1.3.19. The Contractor shall furnish the Business Administrator and Program Administrator or designee with monthly written summaries of costs incurred per item, per building and per activity level.

1.4. INVOICING:

1.4.1. 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.

1.4.2. The facility shall only be invoiced for soiled items that have been returned to the vendor for laundering or for items that have been lost or damaged. Charging for items in storage or in use at the facility will not be accepted.

1.4.3. The facility will be invoiced monthly unless mutually agreed upon otherwise.

1.5. LINEN ITEMS SPECIFICATIONS: Unless specified in Table 2, linens colors are at the discretion of the agency.

TABLE 2

ITEM DESCRIPTION

Bath Towel 25” X 50” 100% Cotton Woven Plain Terry, 8.0#/Dozen

Mattress Bed Pad

36” X 76”, Unbleached 50% Cotton/50% Polyester Blend 1.96#, Under-Pad 34” X 36”, Absorbent Pad

Baby Diaper 27” X 27”, 100% Cotton

String Gown 55” X 45” cotton/poly, 60” sweep, 46.5 center back length, sleeves are 5” and overlap is 15”

Flat Sheet 66” X 115”, 55% Cotton/45% Polyester Blend, T-130

Fitted Sheet, Type B

Knitted, 36” X 84” X 14”, Interlock, 22 oz., 55% Cotton/45% Polyester Blend, T-130, with visual identifier (e.g., blue stitching)

Laundry Bag 30” X 37” X 18”, Envelope Hood, Fluid Resistant, 100% Polyester.

Pillowcase 42” X 34”, 55% Cotton/45% Polyester Blend, T-130

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

Wash Cloth 12” X 12” 100% Cotton Woven Plain Terry, 0.936 to 10.6 lbs./Dozen, latex free

1.6. BIWEEKLY PAR LEVEL ORDER:

1.6.1. Orders are predicated on par and inventory levels before each delivery order date. The Contractor is responsible for delivering the amount of linen needed to meet the facility’s daily par level order report which defines each locations requirement. Seasonal changes and the number of residents may result in increasing/decreasing parts. The center reserves the right to periodically adjust par levels according to individual building’s needs.

1.6.2. The estimates listed in Table 3 are only estimates. Upon award the facility director or designee will determine actual quantities based upon current needs

1.6.3. Table 3 is a sample par level report, and the agency may adjust par levels as needed to meet their facilitative and programmatic changes.

TABLE 3

MT. VERNON DEVELOPMENTAL CENTER

Bldg.

Days Linen Count Pillow-cases Flat Sheets

Fitted Sheets

Wash Cloths

Thermal Blankets

Bath Towels Gowns Diapers

Laundry Bags

Under - Pads

Mattress Bed Pads

Lincoln Par 52 52 52 900 45 250 40 110 35 Washington Par 20 20 20 1400 10 250 35 100 25 Jefferson Par 15 10 10 400 5 150 20 20 15 0 DP&S Par 100** 100** 8* Jones Par 35 15 30 650 20 250 0 40 50 5 Snyder Par 50 75 85 1200 40 375 35 75 25 PH&E Center Par 100 100 10 Emergency Par 50 40 50 1000 40 200 45 25 50 40 Storage

**As needed basis DP&S (WW) and PH&E

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/31/25) 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 - CERTIFICATION

The Contractor must have and maintain either a Healthcare Laundry Accreditation Council (HLAC) accreditation or an Independent Business Medical Laundering Standards (IBMLS) certification to perform the work under this Contract. The Contractor must maintain this HLAC accreditation or IBMLS certification throughout the entire contract period including any renewals. Failure to maintain either the HLAC accreditation or IBMLS certification may result in the Contract being terminated for cause. The Contractor must submit a copy of their HLAC accreditation or IBMLS certification with their bid.

3.3 - DELIVERY

Supplies will be delivered to the participating agency according to the schedule in the scope of work. The delivery location will be noted on the purchase order issued by the participating agency.

3.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first six months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 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 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”.

4 - INVITATION TO BID INSTRUCTIONS

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

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - 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.

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.2 - 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 unit price submitted to arrive at estimated cost per line item, that state will then add the estimated cost per line item together to arrive at the estimated total cost.

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.

5.4 - SITE VISIT

A site visit will be held on (04/28/25) at 1250 Vernonview Drive Mount Vernon, OH 43050 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 Kirk Davis by (04/25/25) at Kirkland.Davis@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

5.5 - 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, Exhibit One Prior Project and Reference Form. 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.

mailto:Kirkland.Davis@das.ohio.gov