ITB027607_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 NORTHWEST OHIO

BEHAVIORAL HEALTH

CONTRACT No.: ITB027607

CONTRACT ID: 27607

EFFECTIVE DATES: 7/1/2025 to 6/30/2027

SUPPLIER: MORGAN SERVICES, INC

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

SRC0000029007. 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 Mental Health & 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%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 REQUIREMENT

1.1. SCOPE:

Northwest Ohio Behavioral Health (NOBH) is a one-hundred and fourteen bed recovery-based hospital which provides inpatient services to adults with severe mental illness in partnership with their families and community providers. The specifications are to provide laundry services including inventory procurement, pick-up of soiled laundry, cleaning, sanitizing, packaging/wrapping and delivery/placement of clean laundry for Northwest Ohio Behavioral Health.

1.2. CLASSIFICATION:

Contractor supplied items will consist of flat sheets, pillow cases, blankets, wash cloths, bath towels, gowns, bed spreads, and laundry bags. The Contractor must also launder Agency owned items as needed. Such items may include weighted blankets, shower curtains, or other items erroneously included with soiled linen.

1.3. REQUIREMENTS:

1.3.1. The Contractor must meet all pertinent Federal, State, and Local regulations including the Healthcare Laundry Accreditation Council (HLAC) Medicaid/Immediate Care Facilities for Individuals with Mental Retardation (ICF/MR) and Joint Commission on Accreditation Healthcare Organizations (JCAHO) requirements. The Contractor must maintain accreditation with the Healthcare Laundry Accreditation Council (HLAC) throughout the term of the contract.

1.3.2. The Contractor must maintain an accreditation from the Healthcare Laundry Accreditation Council (HLAC) throughout the term of the contract.

1.3.3. The Contractor must return the same count of linen as was initially picked up for cleaning. A copy must be provided to the hospital’s designee and returned laundry counted prior to the Contractor leaving the premises.

1.3.4. The Contractor must assist in storing linens in the linen closets.

1.3.5. Ongoing replacement of inventory must 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.

1.3.6. The Contractor must treat all linen as contaminated per Universal Standards, in accordance with State, Federal or Local Sanitation Standards. Delivered laundry that is unacceptable (which includes, but not limited to spotting, fraying, yellow or gray whites/dull colors) must be returned and reprocessed at no extra cost. The Contractor must be responsible for replacement of linens damage due to processing.

1.3.7. The Contractor must furnish its own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of the work hereunder. The Contractor must 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.

1.3.8. Any travel-related expenses incurred by the Contractor under this contract must be at the Contractor’s expense.

1.3.9. The Contractor must shrink wrap linen in the following manner to avoid cross contamination.

1.3.9.1. Bath towels shrink wrap in bundles of ten

1.3.9.2. Wash clothes shrink wrap in bundles of fifty.

1.3.9.3. Flat sheets shrink wrap in bundles of ten.

1.3.9.4. Pillow cases shrink wrap in bundles of thirty.

1.3.9.5. Blankets shrink wrap in bundles of five.

1.3.9.6. Fitted Sheets wrap in bundles of ten.

1.3.10. 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 Environmental Services Director or designee in response to changes in the programmatic, habilitative, and operational needs of the center and its residents and staff.

1.3.11. 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.

1.3.12. 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.

1.3.13. Soiled laundry is to be picked up three days per week, and clean laundry delivered three days per week, (Monday, Wednesday & Friday) between the hours of 7:00 a.m. and 11:00 a.m. An alternate pick-up and delivery schedule may be negotiable in accordance with sufficient supply being available at all times.

1.3.14. The Contractor must supply an emergency linen inventory. The on-site emergency inventory stock must contain enough stock for NOBH to support itself for ninety-six hours to 1 week without assistance from the Community, per The Joint Commission Standard. The emergency inventory stock must be kept in a remote storage area at NOBH to ensure that it must not be mixed in with the linen for daily use. The delivery of the emergency linen inventory is to be invoiced as a one-time fee. Usage, laundering, and restocking of the emergency linen inventory must be invoiced as standard laundering.

1.3.15. In weeks that include a holiday (see table below), delivery days must need to be adjusted to sufficient supply during that time and must encompass needed items for the holiday period. All adjustments must be established as mutually agreed upon by NOBH and the Contractor. (see table below).

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

1.3.16. The Contractor must immediately notify the Center’s Environmental Services Director or designee anytime that a linen delivery must deviate from the aforementioned time frames.

1.3.17. The Contractor must iron all sheets and pillow cases before sort-wrapping, folding and/or tying laundry into manageable bundles, in accordance with acceptable standards of Medicare, Medicaid and The Joint Commission.

1.3.18. The Contractor’s account manager must meet with the Environmental Services Director or designee at least once per quarter to evaluate compliance with the contract and to address any other issues which may arise during the contact period. In addition, the Contractor’s account manager must 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 and linens on NOBH shelves as internal quality control measures. A report of those findings must be submitted to the Environmental Services Director or designee within three working days of the inspection. NOBH staff may perform the three unscheduled visits to monitor their processes in the laundry plant.

1.3.19. Prior to stocking the linen closet the Contractor must place the quantity and type of linens requested by the hospital in carts provided by the Contractor.

1.3.20. The Contractor must use dock doors 8 and 9 for linen pickup and drop-offs.

1.3.21. The Contractor must deliver clean linen to the third-floor linen room C3072 and pick up soiled linen on the back dock.

1.3.22. Invoicing:

1.3.22.1. The Agency must be invoiced monthly for services performed in the prior months.

Any changes to the invoicing schedule must be mutually agreed upon, in writing, by the Agency and the Contractor.

1.3.22.2. The Agency must only be invoiced for soiled items that have been returned to the vendor for laundering. The Agency must not be invoiced for items in storage or in use.

1.3.22.3. The Agency must only be invoiced for line items on the contract price list/catalog.

No other line items or feed are permitted unless incorporated by contract amendment.

1.3.23. The contractor must deliver an initial stock to the agency no later than the effective date of the contract. The initial stock amounts will be determined by the agency after the award of the contract.

1.5 SPECIFICATIONS: Linen specification are as follows:

Item Laundry Description Flat Sheets 38” x 84” knit, 60/40 blend, weight 21 oz. white Fitted Sheets Twin-XL Size Mattress 36” X 80” X 6.5”, 50% Polyester, 50% Cotton, T-

180, No Elastic Pillow Cases 42” x 36” approximately 180 thread count, white Wash Cloths 12” x 12”, 100% Cotton Woven plain terry, 1# per dozen, import Large Bath Towels 24x48 white, 100% cotton, ring spun with special Cam border Gowns Standard Psychiatric Patient Gown, blue, snap close, no strings Laundry Bags 30” x 37” x 18”, envelope hood, fluid resistant, 100% polyester, must have an elastic opening Large Blankets 108X74, 100% Cotton Heavy Weight, Double Needle Stitching

Weighted Blankets (State Owned)

6’ X 3’, weight 5 Lbs.

36” Dust Mop Heads 36” Industrial Closed-Loop Dust Mop Heads

24” Dust Mop Heads 24” Industrial Closed-Loop Dust Mop Heads

18” Dust Mop Heads 18” Industrial Closed-Loop Dust Mop Heads

24 oz. Wet Mop Heads 24 oz. Microfiber 2# Strip Mop Head Shower Curtains (State Owned) Cloth / Vinyl

1 - STANDARD TERMS AND CONDITIONS

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

2 - CONTRACT SPECIFIC TERMS AND CONDITIONS

2.1. 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.

2.2. 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”.

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 non-mandatory site visit will be held on 04/22/2025 at 930 South Detroit Avenue Toledo, Ohio 43614 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. Suppliers who attended a facility site visit for solicitation SRC0000019309 do not need to attend the site visit again.

Please contact Kirk Davis by 04/18/2025 at Kirkland.davis@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facilities. If no requests are made to enter the facilities, the applicable site visit will be cancelled.

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 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.

4.3. 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 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 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. LICENSES AND CERTIFICATIONS

Bidders must submit with their bid their accreditation from the Healthcare Laundry Accreditation Council (HLAC).

Failure to submit their accreditation may result in the bidder being deemed not responsive.

4.5. OPERATION & PROCEDURE MANUAL

The Contractor must submit with the bid a copy of their company’s Operation & Procedure Manual and Quality Assurance Program (QAP) manual that is currently being used in a health care facility. Failure to submit their procedure manual may result in the bidder being deemed not responsive.

4.6. BIDDER REFERENCES

Bidders must 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 must 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.