ITB407 Patient Clothing for State Hospital South.doc

STATE OF IDAHO

DEPARTMENT OF HEALTH AND WELFARE

Invitation to Bid (ITB) 407 Patient Clothing for State Hospital South Date of Issuance: 9/3/2024

TABLE OF CONTENTS

1ITB Administrative Information

PURPOSE

GENERAL INFORMATION, solicitation instructions and standard terms and conditions

INQUIRIES

BACKGROUND

SPECIFICATIONS

COST

BILLING PROCEDURE

SUBMISSION REQUIREMENTS

AWARD

Acceptance

Delivery

Price Adjustment Clause

Insurance Requirements

Records Maintenance

Audit Rights

ADDITIONAL PRODUCT

6ATTACHMENT 1 - Specifications

8ATTACHMENT 2 - MODIFICATION AND EXCEPTION FORM

ITB Administrative Information

ITB Lead:

Steve Barclay

Senior Buyer

Steve.barclay@dhw.idaho.gov

1 PURPOSE

The purpose of this Invitation to Bid (ITB) is to establish a Contract Purchase Order (CPO) with a contractor to provide clothing for patients at State Hospital South (SHS) located in Blackfoot, Idaho.

2 GENERAL INFORMATION, solicitation instructions and standard terms and conditions The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB must be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB must not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not not allowed.

3 INQUIRIES

Questions must be submitted using the Q & A Board in IPRO on the left-hand side. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION section. Official answers to all questions will be posted on the Q & A Board on IPRO as an amendment to this ITB.

Any requests for modifications regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must be submitted in writing, using Attachment 2, Modification and Exception, and uploaded in IPRO on the Supplier Attachment page by the deadline identified in the ITB Administrative Information section. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

The State has sole discretion to determine if the modifications or exceptions submitted by a Bidder would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State; however, the State must have the right to reject any and all such modifications and or exceptions, and to instruct the Bidder to amend its Bid and remove the modifications and or exceptions. Failure to do so may result in the State finding the Bid non-responsive.

Except as otherwise provided in the solicitation document, including the State of Idaho Standard Contract Terms and Conditions (updated May 2021), the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Closing Date.

4 BACKGROUND

SHS provides psychiatric inpatient treatment and skilled nursing care for Idaho’s adult and adolescent citizens with the most serious and persistent mental illness. The hospital works in partnership with families and communities to enable patients to return to community living. In order to treat these patients, the hospital requires basic clothing.

5 SPECIFICATIONS

See SPECIFICATIONS (Attachment 1)

6 COST

Provide your fully burdened Total Cost on the Items page in IPRO.

7 BILLING PROCEDURE

The Contractor must provide a signed invoice. The invoice must be submitted no later thirty (30) calendar days after delivery. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

IPRO Contract number (and name of project/product, if appropriate) and Agency PO number

Identification of billing period

Total amount billed for the billing period

Detailed description of products provided and associated $ amounts, as appropriate

Name of authorized individual and contact information for Contractor

Invoices and reports are to be submitted to:

Agency Contact Person: Materials Management

Agency Name:

State Hospital South

Address:

PO Box 400, Blackfoot, ID 83221

Final invoices must be submitted to the Department no later than thirty (30) calendar days after the Contract expiration date. Invoices received without the required documentation will be returned to the Contractor for their resubmission.

8 SUBMISSION REQUIREMENTS

8.1 Bid Submission Method

Bids must be submitted electronically through IPRO. The Department will not accept hardcopy (manual) submissions. Supporting documents can be uploaded in IPRO on the Supplier Attachment page.

All Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Enter your Total Cost on the Items page in IPRO. It must be entered prior to the deadline established in the ITB ADMINISTRATIVE INFORMATION section above.

8.2 Signature Page

Bids must be accompanied by a signed State of Idaho Signature Page. This page is attached in the IPRO Questions page.

8.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy. Redacted file must be submitted in IPRO on the Supplier Attachment page.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

9 AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on the Bid Schedule.

Award will be “All or None” to the responsive, responsible bidder with the lowest cost meeting all of the requirements of the ITB. Bidders are required to bid on all items in the Bid Schedule (Attachment 3). Bidders that do not bid on all items will not be considered for award. Multiple or alternate bids will not be accepted. Bidders that include multiple or alternate bids may be found non-responsive.

10 Acceptance

The items will be inspected prior to acceptance. Excessive defects or damage may be grounds for rejection of the items. The determination of what is or is not acceptable will be solely at the discretion of the Department.

If an item is rejected due to a repairable condition the vendor may, at the option of the Department, have one (1) calendar week to correct the defect(s) (at the vendor’s expense) or, at the vendor’s option a replacement of the same class or equivalent, which meets all the minimum specifications and requirements of this quote may be substituted within a reasonable amount of time, not to exceed two (2) calendar weeks.

11 Delivery 11.1.

Items shall be delivered F.O.B. Destination, Freight Prepaid and Allowed within fifteen (15) days after receipt of order.

11.2.

Delivery:

Idaho Department of Health & Welfare

State Hospital South

700 E. Alice Drive

Blackfoot, ID 83221 12 Price Adjustment Clause Costs must remain firm throughout the first year of the Contract, unless otherwise agreed to by the Department and modifications will only be considered under extenuating circumstances.

13 Insurance Requirements For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance.

· Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

· Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

If any of the liability insurance required for this Contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this Contract for a duration of twenty-four (24) months thereafter. Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this contract, or twenty-four (24) months "prior acts" coverage is provided. Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.

Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or contracts of insurance issued by insurers approved by the Department. Should any of above-described policies be cancelled before the expiration date thereof, notice shall be delivered in accordance with the policy provision.

Send updated certificates to: DHWInsurance@dhw.idaho.gov 14 Records Maintenance

The Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

15 Audit Rights

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ADDITIONAL PRODUCT

The Department reserves the right to purchase additional products not specifically detailed in this ITB, but within the scope of the subsequent contract. This may include new items, locations, clothing requirements not yet contemplated, or related services that directly support the project. The prices will be negotiated between the Contractor and Department prior to purchase ITB407 Patient Clothing for State Hospital South ATTACHMENT 1 - Specifications TC "ATTACHMENT 1--specifications" \f C \l "1" 1.

GENERAL REQUIREMENTS

1.1.

The Idaho Department of Health & Welfare (Department) is requesting quotes for Hospital In-Patient Clothing for State Hospital South located in Blackfoot, Idaho.

1.2.

Items ordered by the Department must be shipped on-demand on an as needed basis.

1.3 Items must stand up to institutional use and laundering with minimal shade loss.

2.

PATIENT CLOTHING

2.1.

T-Shirts

2.1.1.

Unisex Cotton T-shirt, 99% Cotton, 1% Polyester. Assorted sizes MED-5XL and colors.

2.2 Sweatshirts

2.2.1.

Unisex Crewneck, poly blend, cover seamed and ribbed with elastic cuff and waistband Assorted sizes SM-5XL and colors.

2.3 Shower Sandals

2.3.1.

Sandals must be able to be worn with or without socks. Assorted sizes 5-13.

2.4 Security Athletic Shoes

2.4.1 Must have at a minimum two (2) Velcro straps with non-marking rubber soles.

2.4.2 Available colors must be grey, black and white.

2.4.3 Size marking on outsole for easy sorting.

2.4.4 Non-metal Velcro closures, double stitched for maximum strength.

2.4.5 Available in ½ sizes: Men’s sizes 3 -16. Women’s sizes 4.5 -17.5.

2.4.6 Material shall be leather or suede with mesh or breathable nylon uppers fully glued, reinforced insole with arch support.

2.5 Men’s Underwear

2.5.1 Men’s briefs, Cotton/poly blend, elastic waistband in assorted sizes SM-3XL and colors.

2.6 Women’s Underwear

2.6.1 Women’s briefs, 100% Cotton, white in color, assorted sizes SM-3XL.

2.7 Bras

2.7.1 Sports Bra. 95% cotton/5% Spandex, solid white, assorted sizes small to full figured up to 50G. Two-ply construction with no metal or plastic.

2.7.2 Traditional Nylon Bra. 100% Nylon, solid white, assorted sizes up to 50DD. No metal under wires.

2.8 Socks

2.8.1 Men’s ankle socks. White, Cotton Poly Blend.

2.8.2 Women’s ankle socks. White, Cotton Poly Blend.

2.9 Men’s Winter Coats

2.9.1 Durable heavyweight fabric, 65% poly/35% cotton outer shell. 100% polyester shrink resistant blanket inner lining. Button, or, zipper enclosure, minimum of two (2) outer pockets, maximum of four (4) with reinforced collar. No denim. Assorted sizes MED-3XL and colors.

2.10 Women’s Winter Coats

2.10.1 Durable heavyweight fabric, 65% poly/35% cotton outer shell. 100% polyester shrink resistant blanket inner lining. Button, or, zipper enclosure, minimum of two (2) outer pockets, maximum of four (4) with reinforced collar. No denim. Assorted sizes MED-3XL and colors.

2.11 Sweatpants

2.11.1 Cotton/Poly blend sweatpants for combination of fit, comfort and minimal shrinkage. Sweatpants must have elastic cuffs with no drawstring or pockets. Cuffs and waistband are cover seamed and ribbed with elastic cuff and waistband. Assorted sizes (SM-4XL) and colors.

3.

SAMPLES

3.1.

As part of your quote response, you may be required to provide a sample of the items specified within one (1) calendar week of the request. The Department may evaluate samples of the items offered for compliance to specifications and quality of workmanship.

3.2.

Sample items will be returned to the vendor upon request and at the vendor’s expense.

3.3.

It is at the Department’s sole discretion if an item or product meets the specifications of this ITB.

3.4.

At the sole discretion of the Department, if an item or product does not meet the requirements of the ITB the submitting vendor will not be considered for award.

ITB407 Patient Clothing for State Hospital South ATTACHMENT 2 - MODIFICATION AND EXCEPTION FORM TC "ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM" \f C \l "1" Instructions: Complete this form and include with your ITB submittal if you are proposing modifications or exceptions to any of the requirements, terms, or conditions included in the ITB, including any documents incorporated by reference (Standard Contract Terms and Conditions). See ITB Section 3 for a full explanation of the process surrounding Bidder-proposed modifications and exceptions.

Bidders must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Bidders must provide an explanation as to why the requirement, term, or condition should be considered non-material. Bidder must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in ITB Section 3.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State, and as otherwise provided in ITB Section 3.

ITB

Section ITB Requirement, Term, or Condition Reason Requirement, Term, or Condition Should be Considered Non-Material

or Exception