ITB031003_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 DRY CLEANING, LAUNDRY SERVICES, AND

REPAIR/ALTERATION OF OSHP UNIFORMS

CONTRACT No.: ITB031003

CONTRACT ID:31003

EFFECTIVE DATES: 2/1/2026 to12/31/2028

SUPPLIER: IMPRESSED DRY CLEANING I LLC

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

(SRC0000031996). 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 Department of Public Safety, 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:

The Ohio Department of Public Safety (DPS) is seeking a Contractor that will provide high quality laundry/dry cleaning services for the Ohio State Highway Patrol (OSHP). The Contractor will dry clean, press, launder, iron, repair, and finish official uniforms and business attire used by agency employees. The Contractor will pick up and deliver items at designated locations, during specified periods, to perform these services. Professionalism is a core value of the Ohio State Highway Patrol. The appearance of employees’ uniforms is important in maintaining this value. High quality uniforms and accessories are procured through State Contracts, and high-quality garment care services are required to maintain their optimal condition and appearance. The Professional Dry Cleaning, Laundry Services, and Repair/Alteration of OSHP Uniforms contract will support this effort.

1.2 DEFINITIONS:

1.2.1 Dry Cleaning – the cleansing of fabrics with substantially nonaqueous organic solvents.

1.2.2 Laundering – to wash (something, such as clothing) in water.

1.2.3 Military Crease - This refers to the creases on the uniform shirt. On the front creases starting at the shoulder and going down to the shirt tail at the pocket button. In the back there is a crease running from shoulder to shoulder and three creases equal distant apart going down the back of the shirt.

1.2.4 American National Standard Fair Claims Guide for Consumer Textile Products – is an adjusted formula for the settlement of damage claims for textile products.

1.3 REQUIREMENTS:

1.3.1 Provide the following services:

1.3.1.1 Delivery and pickup of items at each location shall be scheduled between 8:00 a.m. and 5:00 p.m., three (3) days per week, excluding Saturdays and Sundays. Delivery of items picked up and cleaned must be completed no later than seventy-two (72) hours, (three (3) business days), after pickup including weekends and holidays.

1.3.1.2 This paragraph only applies to The Ohio State Fair which utilizes the Ohio State Highway Patrol Academy location, 740 E. 17th Ave., Columbus, OH 43211 as the pickup and delivery location: Contractor shall provide one day service (24 hour turnaround) to the Ohio State Highway Patrol Academy location each year during the entire time of the Ohio State Fair. The State Fair is typically held from late July to early August and runs for approximately 12 days.

Delivery and pickup of items at this location, during the Ohio State Fair, shall be scheduled between 8:00 a.m. and 5:00 p.m., seven (7) days per week, including Saturdays and Sundays. Delivery of items picked up and cleaned must be completed no later than twenty-four (24) hours after pickup. First pickup will be on day one of the Fair and the final drop-off will be on the last day of the Fair. On the last day of the Fair, pickup would resume to the normal schedule, i.e., pickup would only be necessary if it was on the normal schedule (not the one-day service Fair schedule), and subsequent deliveries would also resume to the normal schedule. The patrol academy increases security personnel assigned to the State Fair, resulting in a substantial increase in the number of garments delivered for dry cleaning.

1.3.1.3 Contractor shall clean all garments in accordance with the garment’s care label, unless otherwise specified on the service ticket by the customer.

1.3.1.4 Dry cleaning services, including pressing/finishing, for items on the Price Schedule.

1.3.1.5 Laundering and ironing services, including pressing/finishing as applicable, for items on the Price Schedule.

1.3.1.6 Repairs and alteration services, for items on the Price Schedule.

1.3.1.7 The Contractor will supply blank service tickets to each facility. Facility personnel will fill in the service ticket with the name of the patrol person, quantity and description of items, special instructions, and repairs needed. The Contractor shall also furnish laundry bags in sufficient quantities to be used for packaging of the clothing items for pickup. Note: A minimum of two laundry bags per person and six spare laundry bags per location will be provided by the Contractor.

1.3.1.8 The Contractor shall provide triplicate copies of service tickets. The Contractor shall assure that the customer has a copy to keep until clothing is returned.

1.3.1.9 The Contractor shall provide all instructions, fixtures, bags, hangers, tags, pins, and any other materials necessary for the operation and performance of this contract.

1.3.1.10 Loss/Damage claim forms will be provided by the Contractor along with specific instructions on how they will be used and submitted. In the event of a claim for loss, the facility will be required to provide a legible copy of the service ticket.

1.3.1.11 The Contractor shall properly check and tag all articles of clothing. Contractor shall provide a method to positively identify each article of clothing and match with its owner.

1.3.1.12 The Contractor shall write the return date and tag number on the top left of each service ticket.

1.3.1.13 Items laundered shall be starched in proper amounts for item being processed to provide for good appearance, durability and workability. Individual preference(s) may be noted on the service ticket.

1.3.1.14 Items shall be laundered according to the manufacturer’s instructions.

1.3.1.15 All uniform shirts shall have clearly defined military crease(s) pressed into the shirt, to be complete. After contract award, and before the start of services, the Contractor’s Customer Service Representative (CSR) and the designated DPS contract representative shall work together to determine a standard for a proper military crease(s).

1.3.1.16 The repair of items shall be made and priced separately according to the list of items priced on the Price Schedule. Items billed at hourly rates shall be individually documented.

1.3.1.17 If buttons and zippers are damaged, lost, or missing, the Contractor shall replace them at no additional charge:

1.3.1.17.1 Regular buttons and zippers shall be supplied by the Contractor.

1.3.1.17.2 Insignia type buttons shall be supplied by the OSHP, because they are available only from the OSHP.

1.3.1.18 The Contractor shall, sort returned clothing by last name and place on the racks by the associated letter.

1.3.1.19 The Contractor shall use a sequential numbering system on all service tickets to assist in tracking items.

1.3.1.20 The Contractor shall indicate on the return service ticket any difficulties cleaning the article or future dry-cleaning instructions.

1.3.1.21 All items must be delivered on hangers in plastic bags.

1.3.1.22 After delivery, items found to be unclean or improperly pressed shall be redone at the Contractor's expense.

1.3.1.23 The Contractor shall accept full responsibility for items lost, stolen, destroyed, or damaged while in its possession. The Contractor shall reimburse the Owner of the item(s) (either the State of Ohio Department of Public Safely, Division of the Ohio State Highway Patrol, or its employee), the replacement cost for any items lost, stolen, destroyed, damaged, or missing.

The replacement cost will be the fair market value, as determined by the current American National Standard Fair Claims Guide for Consumer Textile Products price of the item(s) at the day of loss. Complaints regarding loss, damage, or unsatisfactory service will be responded to and resolved within ten (10) business days after receiving a written complaint from the Owner. Reimbursement of the replacement cost will be made to the Owner within five (5) business days after complaint has been resolved.

1.3.1.24 For any miscellaneous items picked-up, which are not listed in the Price Schedule, the fee will be the same as the closest item match listed on the Price Schedule, based on size, type of item, and service requested. Such miscellaneous items should be infrequent. The Contractor may determine the closest match, and the determination must be deemed reasonable by the customer.

1.3.1.25 The Contractor shall invoice the Department of Public Safety and Ohio State Highway Patrol as indicated, below.

1.3.1.25.1 Fully itemized proper invoices for each employee are to be presented to the officer in charge or designee at each of the locations listed in Attachment A.

1.3.1.25.2 The Contractor shall bill each of the locations, listed in Attachment A, for services provided on a monthly basis.

1.3.1.26 Due to the many detailed, logistical coordination requirements between the State and the Contractor, the State requires that the Contractor designate a highly capable employee to serve as a project manager and liaison between the parties to inquire, research and follow-up on any issues that require the Contractor’s attention. This Customer Service Representative (CSR) will regularly report (at least monthly) with the designated DPS contract representative to discuss open issues between the parties and coordinate the delivery of reports at the agreed upon time intervals.

1.3.1.27 The Contractor will be required to attend a kick-off meeting prior to the first day of service at a date and time to be determined. The kick-off meeting will be used to review the facilities’ detailed expectations of the Contractor. Such a meeting may be in-person or conduction via conference call or other virtual meeting resources.

1.3.1.28 As a minimum standard and in an effort to assure quality control, the Ohio State Highway Patrol may require monthly meetings with the Contractor’s CSR. The primary purpose of these meetings is to facilitate the evaluation of the standards of performance of the Contractor and to provide a forum for open discussion and the resolution of problems that may develop regarding the delivery of services under the contract.

1.3.1.29 After contract award, and before the start of services, the Contractor shall meet with the OSHP’s contact persons to develop written procedures for maintaining control and accountability of clothing and services under this Contract, and to discuss service tickets, procedures, and expectations. Such a meeting may be in-person or conducted via conference call or other virtual meeting resources. Military crease requirements will be discussed during this meeting.

1.3.1.30 Each individual employee will be responsible for filling out and completing their own service ticket which will indicate the quantity and specific items to be cleaned. The service ticket will also specify “special instructions” and/or previous damage to the garment (if applicable) before it is submitted to the Contractor. The individual employee or designee will ensure their items are dropped off and picked up at their appropriate locations. Such a meeting may be in-person or conduction via conference call or other virtual meeting resources.

1.3.2 Maintain the following conditions:

1.3.2.1 Contractor must maintain sufficient equipment, capacity, facilities, and reliable vehicles in safe and secure operating condition. Contractor’s facilities and vehicles must be secure and locked to prevent the loss or theft of OSHP uniforms. Doors and windows must be secured, and all uniforms must be stored as not to be accessible to the public. The facilities in which cleaning of clothing is performed, stored and transported shall be non-smoking environments.

1.3.2.2 Contractor shall have access to redundant facilities and systems, should its primary facilities or systems become unavailable. Contractor shall have an effective contingency plan in place to assure no interruption of services to the State of Ohio is experienced during such event.

The contingency plan may be discussed during the kick-off meeting.

1.3.2.3 Contractor shall operate a minimum of two delivery vehicles.

1.3.2.4 The Contractor shall not subcontract any of the services defined in this bid without the written consent of the agency. The Contractor must be capable of delivering all of the services defined in this bid.

1.3.2.5 The Contractor’s cleaning facilities shall be located within a fifty (50) mile radius of the intersection of Broad and High Streets, Columbus, Ohio.

1.3.2.6 The Contractor agrees to add any future OSHP or BMV locations within a fifty (50) mile radius of the intersection of Broad and high Streets, Columbus, Ohio, at current contract prices and terms, should OSHP or BMV expand its services or locations.

1.3.2.7 Any adjustments in scheduling or pickup points must be approved by each facility.

1.3.2.8 Contractor’s facility(ies) must comply and conform with all applicable laws, rules, regulations, including but not limited to those which fall under US Environmental Protection Agency, Ohio EPA, and Code of Federal Regulations Title 40. Contractor will also make every effort to conform to industry best practices.

1.3.2.9 The Contractor shall complete a DPS Facility Access Request form for all individuals who will be entering DPS facilities, prior to initial delivery or pick-up at the locations specified in Attachment A.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) 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.

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 shall submit descriptive literature of the supplies or services being offered as part of their bid submission. The literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. Failure of the bidder to furnish descriptive literature as part of their bid response will deem the bidder not responsive.

5.2 - BIDDER’S REFERENCES

Bidders shall submit with their bid at least three (3) references from public or private organizations that the bidder has performed similar projects within five (5) years, EXHIBIT ONE. References shall include: facility/organization name, contact person, phone number, email address, and details of the past project. Failure to submit current references with current phone numbers may result in disqualification of your bid.

5.3 - PROFESSIONAL DRY-CLEANING ORGANIZATION

The Bidder must submit with their bid documentation showing they hold an active membership in a professional dry-cleaning organization such as the Dry Cleaning and Laundry Institute International (DLI), National Cleaners Association, Textile Care Allied Trades Association, or any comparable professional organization. Failure of the bidder to submit with their bid the required documentation may result in bidder being deemed not responsive.

5.4 - MANDATORY SOLICIATION CONFERENCE

A mandatory solicitation conference will be held on 12/1/2025 via virtual meeting to discuss the requirements of the solicitation. The virtual meeting may be accessed via this LINK. The conference will commence promptly at 11:00 AM, barring an unforeseen circumstance that results in a delay of the conference. Attendance will be taken.

The state will not be responsible to a supplier for their failure to obtain information discussed during the solicitation conference due to their arriving after the conference has convened. Suppliers who fail to attend the mandatory solicitation conference will be deemed not responsive. Suppliers who attended the solicitation conference for Lot 1 Round 1 on 11/12/25 do not need to attend this solicitation conference.

Preregistration for the meeting is not required. However, if you would like an email copy of the meeting link, you may contact Kirk Davis, Kirkland.Davis@das.ohio.gov.

5.5 - 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 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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQ0NWJkMzgtYWNiNC00ODg1LWFkZTAtYzE3OTllN2I0NDk0%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%221c6530b3-c49d-4f34-a078-a75c86a7db61%22%7d 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”.

5.6 - 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 (EU) by the unit cost (UC), multiply the estimated one-day service (OD$) amount by the one-day service mark-up percentage (OD%), then add the unit cost subtotal to the one-day service subtotal which will result in the Lot Total. (EU * UC) + (OD$ * OD%) = Lot Total

5.7 - CONTRACT AWARD

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

ATTACHMENT A: FACILITY LOCATIONS FOR PICKUP, DELIVERY, AND INVOICING

FACILITY ADDRESS

STATEHOUSE SECURITY BROAD & HIGH STREET COLUMBUS, OH 43215

OHIO STATE HIGHWAY PATROL LEADS CONTROL 1970 W. BROAD STREET, COLUMBUS,

OH 43223

OHIO STATE HIGHWAY PATROL GENERAL

HEADQUARTERS

1970 W. BROAD ST. COLUMBUS, OH

43223

OHIO INVESTIGATIVE UNIT 1970 W. BROAD ST. COLUMBUS, OH

43223

OHIO STATE HIGHWAY PATROL FAIRGROUNDS

SECURITY

717 E. 17th AVE. COLUMBUS, OH 43211

OHIO STATE HIGHWAY PATROL ACADEMY 740 E. 17th AVE. COLUMBUS, OH 43211

OHIO STATE HIGHWAY PATROL AVIATION

SECTION

2829 W. DUBLIN-GRANVILLE RD.

COLUMBUS, OH 43235

OHIO STATE HIGHWAY PATROL DISTRICT SIX 2855 W. DUBLIN-GRANVILLE RD.

COLUMBUS, OH 43235

OHIO STATE HIGHWAY PATROL 1500 COLUMBUS PIKE DELAWARE, OH

43015

OHIO STATE HIGHWAY PATROL CENTRAL

INSTALLATION

1583 ALUM CREEK DRIVE COLUMBUS,

OH 43223

OHIO STATE HIGHWAY PATROL TAILOR SHOP 1583 ALUM CREEK DRIVE COLUMBUS,

OH 43209

OHIO STATE HIGHWAY PATROL POST 25 1583 ALUM CREEK DRIVE COLUMBUS,

OH 43223

OSHP CRIME LAB 1583 ALUM CREEK DRIVE COLUMBUS,

OHIO 43223

OSHP SRT 1583 ALUM CREEK DRIVE COLUMBUS,

OHIO 43223