ITB025831_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 RENTAL SERVICES FOR SUMMIT

BEHAVIORAL HEALTHCARE

CONTRACT No.:ITB025831

CONTRACT ID:25831

EFFECTIVE DATES: 5/1/2025 to4/30/2027

SUPPLIER: Reino Linen Services Inc.

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

ITB025831.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 The 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 SCOPE:

This Invitation to Bid (ITB) is to provide laundry rental services to include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement, as outlined for Summit Behavioral Healthcare.

1.2 CLASSIFICATION:

Laundry rental items provided by the Contractor shall include but not limited to: fitted sheets, flat sheets, pillowcases, blankets, bedspreads, washcloths, bath towels, laundry bags, bed pads, barber towels, thermal blankets, patient safety gowns, dust/wet mop heads, towels, and rags. Safety linen and weighted blankets will be provided by the facility.

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), Medicaid, Medicare, 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 The Contractor shall furnish its own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of the work.

1.3.3 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

1.3.4 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 the Agency and the Contractor.

1.3.5 Clean linen delivery: The Contractor will deliver clean linen carts to each designated area based upon established par values or inventory validation counts done by the facility. A copy of the receipt for each cart shall be provided to the facilities’ designee prior to the contractor leaving the premises. The facility reserves the right to adjust linen quantities according to the facilities’ needs.

1.3.6 The Contractor shall have the capability to make emergency deliveries seven (7) days per week, as determined necessary by the facility. It is understood that the Contractor’s regular linen deliveries are expected to be at adequate and appropriate levels.

1.3.7 In weeks during which a holiday falls (see 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 the Agencies and the Contractor. Deliveries preceding holidays shall encompass the items needed for the holiday period.

Table 1

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

1.3.8 The Contractor shall immediately notify the facilities’ Operations Director or designee anytime that a linen delivery will deviate from the previously mentioned time frame(s).

1.3.9 Ongoing replacement of inventory shall be the responsibility of the Contractor, including cost.

1.3.10 Clean linen will be delivered to designated linen storage areas within the facilities.

1.3.11 Personal clothing or miscellaneous items that may accidentally become mixed with linens shall be washed, tumbled dry and returned. The cost of laundered personal clothing, faculty owned items, or miscellaneous items will be determined by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

1.3.12 The Contractor shall process and launder all contaminated linen in accordance with federal, state and local standards and compliance with Healthcare Laundry Accreditation Council Accredited (HLAC). All linens delivered to the facilities shall be in good condition (free of holes and excessive wear) and be clean and free of stains.

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

1.3.14 The Contractor shall maintain an emergency supply to assure that it is adequate to service the facility for a minimum of two (2) days in the event that a scheduled delivery cannot be made as a result of a weather emergency or other mitigating unforeseen circumstance.

1.3.15 The Contractor shall iron all sheet, and pillowcases before sort-wrapping, folding and/or tying laundry into manageable bundles, in accordance with acceptable standards of Medicare, Medicaid and Joint Commission.

1.3.16 Contractor Linen Carts:

1.3.16.1 The Contractor shall provide carts for delivery and pick up of clean and dirty linen in quantities to meet the facilities’ needs. All soiled linen will be considered contaminated and will be handled as such. Carts must be polyurethane and must comply with federal, state, and local sanitation regulations.

1.3.16.2 Each cart shall have a specified amount of linens based upon established par values or inventory validation counts done by the facility 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 and shall include a cart cover when the cart order is completed.

1.4 CONTRACTOR RESPONSIBILITIES

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

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

1.4.3 If the agencies’ 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.

1.4.4 The Contractor’s account manager shall meet with the Operations Director or designee of each facility at least once per quarter to evaluate compliance with the contract and to address any other issues which may arise during the contract period. In addition, the Contractor’s account manager shall conduct surprise inspections of the laundry service no less than three times per year as a quality control mechanism. The inspections report must track the cleaning process, truck cleaning, proper handling, and packaging of clean linens, cart cleaning, proper cart coverings for transportation; spot-checking linens to be sent or being stored for use on shelves as internal quality control measures. A report of those findings shall be submitted to the Operations Manager or designee within three working days of the inspection. Facility staff may perform the three unscheduled visits to monitor their processes in the laundry plant.

1.4.5 Upon request of the facility’s Director or designee, the Contractor shall furnish provide a monthly written summary of costs incurred per item.

1.4.6 The facility reserves the right to add, delete, or modify any of the linen service requirements and frequencies set forth herein as determined appropriate by the facilities’ Operations Director or designee in response to changes in the programmatic, rehabilitative, and operational needs of the facility and its residents and staff.

1.5 SPECIFICATIONS

1.5.1 Summit Behavioral Healthcare

1.5.1.1 Linen storage areas as identified by facility contact. Areas include but may be subject to change: Pod A/B, Pod C/D. Pod E/F, Pod G/H, Pod I/J, Medical Clinic, Emergency Stock.

1.5.1.2 Linen Specifications: Color(s) to be standard white linen except for queen size sheets/blankets and Bedspreads.

1.6 INVOICING:

1.6.1 Laundry cost per piece, clean weight poundage and Loss and Damage Fee, as designated, shall be the only cost billed to the State, and there will be no additional reimbursement for any other expenses. There will be no fee for par levels or inventory of linens.

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

1.6.3 The monthly Loss and Damage Fee covers the cost of items lost or damaged by the negligence of patients or agency personnel

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

1.6.5 The Contractor shall be responsible for and assume all office and business expenses that are incurred as a result of the performance of this contract unless stated otherwise. Any travel-related expenses incurred by the Contractor under this contract shall be at the Contractor’s expense

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

TABLE 2

Summit Behavioral Healthcare Linen specifications

Item Description Bath Towel 24" X 48" 100% Cotton Woven Plain Terry, 8.0#/Dozen Wash Cloth 12" X 12" 100% Cotton Woven Plain Terry, 75#/Dozen Fitted Sheet 36” X 80”, Knit, 60/40 Blend, Weight 21 oz., White Flat Sheet 66" X 102", 55% Cotton/45°/J Polyester Blend, T-130 Pillowcase 26" X 20", 55% Cotton/45% Polyester Blend, T-1 30 Thermal Blanket 66" X 90" White Year-Round, 100% Cotton, 2.5#

Bed Pads 36" X 48", Unbleached 50% Cotton/50% Polyester Blend 1.96#

Patient/Hospital Gown Standard Psychiatric Patient Gown, No Strings

Laundry Bags 30" X 37" X 18", Envelope Hood, Fluid Resistant, 100% Polyester

Fitted Sheet (Queen) 60”x80”, Knit, 60/40 Blend, Weight 21oz.

Flat Sheet (Queen) 90”x102”, 55% Cotton/45%/J Polyester Blend, T-130

Thermal Blanket (Queen) 90”x90” Blue, Year-Round, 100% Cotton, 2.5#

Microfiber Dust mop pad 24”x5” and 48”x5” Green/Blue

String mop head 16oz. Loop, Clamp, Quick Change, orange

Commissary Towels 15”x25” Herringbone Towel

Barber Shop Towels 17”x20” Cotton Terry, White w/Color Stripe

Cleaning Cloth 12”x12” Cotton Terry, Ribbed, White

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/01/24) govern this Contract and are incorporated as if fully rewritten herein.

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 - 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 sixty (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 - MANDATORY SITE VISIT

A mandatory site visit will be held on (02/24/2025) at Summit Behavioral Healthcare, 1101 Summit Road, Cincinnati, Ohio 45237 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 10:00 AM EST, 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 arriving after the site visit has convened. Suppliers who fail to attend the mandatory site visit will be deemed not responsive.

Please contact Kirk Davis by (02/20/2025) at Kirkland.Davis@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

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:Kirkland.Davis@das.ohio.gov

5.2 - 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 disqualification of your bid.

5.3 - 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 listed in the bid 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

5.4 - 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.