ITB023942_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: DVS - CLEANING AND HOUSEKEEPING CHEMICALS, DISPENSING

EQUIPMENT

CONTRACT No.: ITB023942

CONTRACT ID: 23942

EFFECTIVE DATES: 4/1/2025 to 2/29/2028

SUPPLIER: STATE INDUSTRIAL PRODUCTS CORPORATION

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

SRC0000023132. 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 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Department of Veterans 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. SCOPE:

1.1.1. The State of Ohio Department of Veterans Service (DVS) has requirements for various housekeeping and cleaning chemicals to include weekly service visits to stock products in all janitorial closets and kitchens and to check equipment for proper dilution of products. The Bid Price Schedule indicates the specifications and requirements of the supplies. Items will be the exact brand, model, and units of measure specified, unless specifically indicated otherwise. The Contractor shall provide at no additional cost to the State of Ohio, the installation, setup, and maintenance of dispensing equipment, as needed.

1.1.2. These materials, supplies, and equipment will be delivered to the DVS location listed below, according to the Purchase Order issued by DVS.

Sandusky Ohio Veterans Home 3416 Columbus Ave.

Sandusky, OH 44870

Georgetown Ohio Veterans Home 2003 Veterans Boulevard Georgetown, Ohio 45121

1.2. SPECIFICATIONS AND REQUIREMENTS:

1.2.1. Service Visits. Contractor shall provide the following periodic service visits, at no additional charge, to ensure products are distributed to all stocking locations and points of use.

1.2.1.1. Sandusky Ohio Veterans Home

1.2.1.1.1. Weekly: Contractor will move inventory from the warehouse to distribute throughout the facility’s 24 housekeeping closets, two kitchens, 12 shower rooms, two trash rooms and four separate chemical fill rooms. This is to ensure there is product ready for use at all locations, in sufficient quantities as to minimize the need for employees to move product from other locations. Contractor will provide maintenance to dispensing equipment to ensure proper operation, product dilution.

1.2.1.1.2. Monthly: At a minimum of once monthly, disinfectant and sanitizer levels will be checked for correct levels in all locations and refilled as needed.

1.2.1.2. Georgetown Ohio Veterans Home

1.2.1.2.1. Weekly: Contractor will move inventory from the warehouse to distribute throughout the facility’s seven housekeeping closets, one kitchen, four shower rooms, two trash rooms and four separate chemical fill rooms. This is to ensure there is product ready for use at all locations, in sufficient quantities as to minimize the need for employees to move product from other locations. Contractor will provide maintenance to dispensing equipment to ensure proper operation, product dilution.

1.2.1.2.2. Monthly: At a minimum of once monthly, disinfectant and sanitizer levels will be checked for correct levels in all locations and refilled as needed.

1.2.2. Products. Exhibit One – ITB023942 Product Specifications, indicates the specifications and requirements of the supplies by the exact brand-specific manufacturer, model, description, and unit of measure in each line item. The Estimated Annual Usage in this Invitation to Bid are for evaluation purposes only.

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 - DELIVERY

Supplies will be delivered to the participating agency within 15 days after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency.

3.3 - BRAND SPECIFIC

The items listed are being bid by specified manufacturer brand pursuant to Ohio Administrative Code 123:5-1- 10(D)(6). No other brands of products will be acceptable.

3.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first 12 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 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total by location. 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 an estimated total cost for all items for a location. Failure to bid all items for a location may result in the bidder being deemed not responsive.

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 estimated usage listed in the bid and then adding each of the totals together to arrive at an estimated total cost for all items for a location.

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

5.3 - SITE VISIT

A site visit will be held on 01/07/25 at 10:00 a.m. for Sandusky Ohio Veterans Home and on 01/10/25 at 10:00 a.m.

for Georgetown Ohio Veterans Home to survey the facility and discuss the requirements of the solicitation. The site visits will commence promptly at the times listed above, 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 Brian Browder by 01/03/25 at brian.browder@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

5.4 - PRODUCT SAMPLES

The bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not included as part of their bid response, the bidder will be required to provide the samples within seven (7) calendar days after notification.

Failure to provide the samples within the stated time period will result in the bidder being deemed not responsive.

After award of the contract, the samples will be used as a basis of comparison with actual product delivered under contract. Any variation between the samples and product being delivered will be considered as an event of default. Any variations between the samples and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

mailto:brian.browder@das.ohio.gov