NJSTART Laundry RFP 00049 final.doc (8).docx

Bid Solicitation/Request for Proposal

17DPP00049

For: Laundry Rental Services –

NJDHS / DMAVA

Laun dry R

Vendor’s {Bidder’s} Electronic Question Due Date (Refer to Bid Solicitation (RFP) Section 1.3.1 for more information.)

Mandatory/Optional Pre-Quote {Proposal} Submission Conference

Mandatory/Optional Site Visit

N/A

N/A

Quote {Proposal} Submission Date (Refer to Bid Solicitation (RFP) Section 1.3.2 for more information.)

Dates are subject to change. All times contained in the Bid Solicitation {RFP} refer to Eastern Time. All changes will be reflected in Bid Amendments {Addenda} to the Bid Solicitation {RFP} posted on the Division of Purchase and Property website and on www.njstart.gov.

Small Business Set-Aside Status |X| Not Applicable

|_| Entire Blanket P.O. {Contract}

|_| Partial Blanket P.O. {Contract}

|_| Subcontracting Only Category

|_| I |_| IV

|_| II |_| V

|_| II |_| VI

Trenton, New Jersey 086250230

Date: October 12, 2016

Table of Contents

INFORMATION FOR VENDORS {BIDDERS}

NOTICE: This Bid Solicitation {RFP} is part of the NJSTART Procurement Program. The Vendor {Bidder} is advised to thoroughly read all sections, as many have been revised, and follow all instructions contained in this Bid Solicitation {RFP}, including the instructions on the Bid Solicitation’s {RFP’s} Offer and Acceptance Page {Signatory Page} and read through all Quick Reference Guides (QRGs) located on the NJSTART Vendor Support Page (http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml), in preparing and submitting its Quote {Proposal}.

Terminology is listed by new NJSTART term; {existing term} appears in braces.

PURPOSE AND INTENT

This Bid Solicitation {Request for Proposal (RFP)} is issued by the Procurement Bureau, Division of Purchase and Property (Division), Department of the Treasury on behalf of Department of Military and Veterans Affairs (DMAVA) and the Department of Human Services (DHS). The purpose of this Bid Solicitation {RFP} is to solicit Quotes {Proposals} from vendors of large scale commercial laundries, experienced in the health care laundry business; to provide an all-inclusive laundry and linen rental service.

The intent of this Bid Solicitation {RFP} is to award a three (3) year Master Blanket Purchase Order (“Blanket P.O”) {Contract} to that responsible Vendor {Bidder} whose Quote {Proposal}, conforming to this Bid Solicitation {RFP} is most advantageous to the State, price and other factors considered. The State may award any and all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Blanket P.O. {Contract} during the Blanket P.O. {Contract} term, when deemed by the Director of the Division of Purchase and Property (Director) to be in the State’s best interest.

This Quote {Proposal} will be evaluated based on a consumption model with one (1) award for all line items provided to the designated facilities listed below.

This Bid Solicitation {RFP} solicits proposals for apparel products, which defined in N.J.S.A. 34:6-158 et. seq., states purchases by the State are to be produced in production facilities within the United States and that such production facilities meet certain minimum requirements. Accordingly, proposals providing for apparel production within the United States should meet the requirements of N.J.S.A. 34:6-158 et. seq., in order to be responsive and eligible for contract award.

This Bid Solicitation {RFP} solicits pricing for the production of flat/rough (linen) both within the United States and outside the United States. A Blanket Purchase Order (“Blanket P.O.”) {Contract} for the production of flat/rough (linen) outside of the United States will only be awarded if there is either no responsive Quote {Proposal} received for the production of flat/rough (linen) within the United Sates or if responsive Quote {Proposal} is received for the production of flat/rough (linen) within the United States are deemed not to be in the interests of the State. A decision to award a Blanket Purchase Order (“Blanket P.O.”) {Contract} for the production of rough/flat (linen) outside the United States will be made in consultation with the Apparel Procurement Board.

The Blanket Purchase Order (“Blanket P.O.”) {Contract} resulting from this Bid Solicitation {RFP} shall service all facilities listed below, and shall require the laundry process service for personal items, and laundry rental/cleaning service for flat/rough items. Laundry processing of personal items is for those items belonging to the client (customer owned goods). The laundry rental service is for those items provided by the Contractor for use at each facility, which the Contractor also launders. Blanket Purchase Order (“Blanket P.O.”) {Contract} award shall be made to one vendor to service all facilities listed in this Bid Solicitation {RFP}.

The DHS facilities include the following:

· Greenbrook Regional Center

· New Lisbon Developmental Center

The DMAVA facilities include the following:

· New Jersey Veterans Memorial Home at Menlo Park

· New Jersey Veterans Memorial Home at Paramus

· New Jersey Veterans Memorial Home at Vineland

The State of NJ Standard Terms and Conditions (SSTC) accompanying this Bid Solicitation {RFP} will apply to all Blanket P.O.s {Contracts} made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in this Bid Solicitation {RFP} and should be read in conjunction with them unless the Bid Solicitation {RFP} specifically indicates otherwise.

BACKGROUND

This is a reprocurement of the services provided under Laundry Rental Services, NJDHS / DMAVA term Blanket P.O. {Contract}, which previously expired.

Key Events

ELECTRONIC QUESTION AND ANSWER PERIOD

The Division will electronically accept questions and inquiries from all potential Vendors {Bidders} via the “Q&A” Tab of the Bid Solicitation {RFP} in NJSTART.

1. Questions should be directly tied to the Bid Solicitation {RFP} and asked in consecutive order, from beginning to end, following the organization of the Bid Solicitation {RFP}; and

1. Each question should begin by referencing the Bid Solicitation {RFP} page number and section number to which it relates.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

A Vendor {Bidder} must not contact the Using Agency or the Procurement Specialist directly, in person, by telephone or by e-mail, concerning this Bid Solicitation {RFP}.

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation {RFP} is indicated on the Bid Solicitation {RFP} cover sheet and on the “Summary” page of the Bid Solicitation in NJSTART. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment {Addendum}. Any Bid Amendment {Addendum} to this Bid Solicitation {RFP} will become part of this Bid Solicitation {RFP} and part of any Blanket PO {Contract} awarded as a result of this Bid Solicitation {RFP}. Bid Amendments {Addenda} to this Bid Solicitation {RFP}, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date. (See Bid Solicitation {RFP} Section 1.4.1 for further information.)

1.3.1.1 EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

Questions regarding the SSTC and exceptions to mandatory requirements must be posed during this Electronic Question and Answer period and shall contain the Vendor’s {Bidder’s} suggested changes and the reason for the suggested changes.

SUBMISSION OF QUOTES {PROPOSALS}

In order to be considered for award, the Quote {Proposal} must be received by the Procurement Bureau of the Division at the appropriate location by the required time. Vendors {Bidders} shall submit a Quote {Proposal} either electronically through NJSTART or via hard copy.

Hard copy Quote {Proposal} must be submitted to the physical location noted below:

PROPOSAL RECEIVING ROOM – 9TH FLOOR

DIVISION OF PURCHASE AND PROPERTY

DEPARTMENT OF THE TREASURY

33 WEST STATE STREET, P.O. BOX 230

TRENTON, NJ 08625-0230

Directions to the Division are available on the web at http://www.state.nj.us/treasury/purchase/directions.shtml.

QUOTES {PROPOSALS} NOT RECEIVED PRIOR TO THE QUOTE {PROPOSAL} OPENING DEADLINE SHALL BE REJECTED. THE DATE AND TIME OF THE QUOTE {PROPOSAL} OPENING ARE INDICATED ON THE BID SOLICITATION {RFP} COVER SHEET AND IN THE “SUMMARY” PAGE OF THE BID SOLICITATION IN NJSTART.

Note: A Vendor {Bidder} using U.S. Postal Service regular or express mail services should allow additional time since the U.S. Postal Service does not deliver directly to the Procurement Bureau. A Vendor {Bidder} should make every effort to submit its Quote {Proposal} well ahead of the Quote {Proposal} submission deadline to mitigate unforeseen delays or issues. The Vendor {Bidder} is solely responsible for the timely submission of its Quote {Proposal} in response to this Bid Solicitation {RFP}.

Procedural inquiries concerning this Bid Solicitation {RFP} may be directed to RFP.procedures@treas.nj.gov.

The State will not respond to substantive questions related to the Bid Solicitation {RFP} or any other Blanket P.O. {Contract} via this e-mail address.

NJSTART

The Division is pleased to announce its new eProcurement solution “ .”

Vendor {Bidder} Support:

Vendors {Bidders} are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote {Proposal} using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote {Proposal} and attachments have been properly submitted.

ELECTRONIC SIGNATURES

Vendors {Bidders} submitting Quotes {Proposals} through NJSTART may sign the forms listed in Section 4.4.1 (Forms, Registrations and Certifications Required with Quote {Proposal}) and Section 4.4.2 (Forms, Registrations and Certifications Required Before Blanket P.O. {Contract} Award and That Should Be Submitted with the Quote {Proposal}) of this Bid Solicitation {RFP} electronically by typing the name of the authorized signatory in the “Signature” block as an alternative to downloading, physically signing the form, scanning the form, and uploading the form to NJSTART.

Vendors {Bidders} submitting Quotes {Proposals} in hard copy format, must provide forms with original, physical signatures, otherwise its Quote {Proposal} may be deemed non-responsive.

MANDATORY/OPTIONAL SITE VISIT

Not applicable to this Bid Solicitation {RFP}.

MANDATORY/OPTIONAL PRE-QUOTE {PROPOSAL} CONFERENCE

Not applicable to this Bid Solicitation {RFP}.

PRE-QUOTE {PROPOSAL} DOCUMENT REVIEW

The following are publicly available documents that a Vendor {Bidder} needs to review in order to prepare and submit accurate and comprehensive Quotes {Proposals}:

a. NJ Apparel Production policy - http://www.state.nj.us/treasury/pensions/pdf/laws/chapter253-2013.pdf

b. N.J.A.C. 8:39-21.1 Mandatory laundry policies and procedures http://www.nj.gov/ooie/pdf/NursingHomeRegs.pdf

ADDITIONAL Information

BID AMENDMENTS {ADDENDA}: Revisions to this BID SOLICITATION {RFP}

In the event that it becomes necessary to clarify or revise this Bid Solicitation {RFP}, such clarification or revision will be by bid amendment {addendum}. Any Bid Amendment {Addendum} to this Bid Solicitation {RFP} will become part of this Bid Solicitation {RFP} and part of any Blanket P.O. {Contract} awarded as a result of this Bid Solicitation {RFP}.

There are no designated dates for release of Bid Amendments {Addenda}. Those Vendors {Bidders} who are on the bid holder list either through commodity code registration in NJSTART or by acknowledging the bid in NJSTART should receive notification of any Bid Amendment(s) {Addenda}. If a Vendor {Bidder} is not on the bid holder list to receive notifications related to a Bid Solicitation {RFP}, Bid Amendments {Addenda} are still viewable on the “Summary” page of the Bid Solicitation in NJSTART.

BID AMENDMENTS {ADDENDA} WILL BE ISSUED AS FILE ATTACHMENTS, AND ARE VIEWABLE ON THE “SUMMARY” PAGE OF THE BID SOLICITATION IN NJSTART. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all Bid Amendments {addenda} related to this procurement. An interested Vendor {Bidder} should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

VENDOR {BIDDER} Responsibility

The Vendor {Bidder} assumes sole responsibility for the complete effort required in submitting a Quote {Proposal} in response to this Bid Solicitation {RFP}. No special consideration will be given after Quotes {Proposals} are opened because of a Vendor’s {Bidder’s} failure to be knowledgeable as to all of the requirements of this Bid Solicitation {RFP}.

COST Liability

The State assumes no responsibility and bears no liability for costs incurred by a Vendor {Bidder} in the preparation and submittal of a Quote {Proposal} in response to this Bid Solicitation {RFP}.

CONTENTS of QUOTE {Proposal}

Quotes {Proposals} can be released to the public pursuant to N.J.A.C. 17:12-1.2(b) and (c), or under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1 et seq., or the common law right to know.

After the opening of sealed Quotes {Proposals}, including Quotes {Proposals} submitted through the NJSTART electronic process, all information submitted by a Vendor {Bidder} in response to a Bid Solicitation {RFP} is considered public information notwithstanding any disclaimers to the contrary submitted by a Vendor {Bidder}. Proprietary and confidential information may be exempted from public disclosure by OPRA and/or the common law. When the Bid Solicitation {RFP} contains a negotiation component, the Quote {Proposal} will not be subject to public disclosure until an intent to award a Blanket P.O. {Contract} is announced.

As part of its Quote {Proposal}, a Vendor {Bidder} may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion. The location in the Quote {Proposal} of any such designation should be clearly stated in a cover letter. The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the Vendor {Bidder} accordingly. Any proprietary and/or confidential information in a Quote {Proposal} will be redacted by the State. The State will not honor any attempt by a Vendor {Bidder} to designate its entire Quote {Proposal} and/or prices as proprietary, confidential and/or to claim copyright protection for its entire Quote {Proposal}. Copyright law does not prohibit access to a record which is otherwise available under OPRA. In the event of any challenge to the Vendor’s {Bidder’s} assertion of confidentiality with which the State does not concur, the Vendor {Bidder} shall be solely responsible for defending its designation, but in doing so, all costs and expenses associated therewith shall be the responsibility of the Vendor {Bidder}. The State assumes no such responsibility or liability.

By signing the Bid Solicitation {RFP} Offer and Acceptance Page {Signatory Page}, the Vendor {Bidder} waives any claims of copyright protection set forth within the manufacturer's price list and/or catalogs. The price lists and/or catalogs must be accessible to State Using Agencies and Cooperative Purchasing Program participants and thus have to be made public to allow all eligible purchasing entities access to the pricing information.

ANNOUNCEMENT OF QUOTE {PROPOSAL} INFORMATION

On the date and time Quotes {Proposals} are due under the Bid Solicitation {RFP}, all information concerning the Quotes {Proposals} submitted may be publicly announced and shall be available for inspection and copying except as noted below:

a. Information appropriately designated as proprietary and/or confidential shall not be available for inspection and copying; and

b. Where negotiation is contemplated, only the names and addresses of the Vendors {Bidders} submitting Quotes {Proposals} will be announced, and the contents of the Quotes {Proposals} shall not be available for inspection and copying until the Notice of Intent to Award is issued by the Director.

PRICE Alteration In Hard copy QUOTES {Proposals}

Hard copy Quote {Proposal} prices must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure to initial price changes shall preclude a Blanket P.O. {Contract} award from being made to the Vendor {Bidder}.

QUOTE {Proposal} ERRORS

In accordance with N.J.A.C. 17:12-2.11, “Quote {Proposal} errors,” a Vendor {Bidder} may withdraw its Quote {Proposal} as described below.

QUOTE {PROPOSAL} WITHDRAWAL PRIOR TO QUOTE {PROPOSAL} OPENING

NJSTART: A Vendor {Bidder} may withdraw its Quote {Proposal} submission in NJSTART prior to the Quote {Proposal} opening; however, Vendors {Bidders} should note that while withdrawn NJSTART Quotes {Proposals} remain viewable by the Vendor {Bidder} on its Vendor Profile Homepage, they are removed from the Division’s view and cannot be considered for Blanket P.O. {Contract} award. The Vendor {Bidder} may submit a revised Quote {Proposal} as long as the Quote {Proposal} is received prior to the announced date and time for Quote {Proposal} submission. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

Hard Copy: A Vendor {Bidder} may request that its hard copy Quote {Proposal} be withdrawn prior to the Quote {Proposal} opening. Such request must be made, in writing, to the Supervisor of the Proposal Review Unit at the address provided in Section 1.4.7.2 below. The Vendor {Bidder} may submit a revised Quote {Proposal} as long as the Quote {Proposal} is received prior to the announced date and time for Quote {Proposal} submission and at the place specified.

QUOTE {PROPOSAL} WITHDRAWAL AFTER QUOTE {PROPOSAL} OPENING, BUT PRIOR TO BLANKET P.O. {CONTRACT} AWARD

NJSTART and Hard Copy: If, after the Quote {Proposal} opening, but before Blanket P.O. {Contract} award, a Vendor {Bidder} discovers an error in its Quote {Proposal}, the Vendor {Bidder} may make a written request to the Supervisor of the Proposal Review Unit to withdraw its Quote {Proposal} from consideration for award. If the Vendor’s {Bidder’s} request to withdraw is made in good faith, and the State will not be significantly prejudiced by granting the withdrawal of the Quote {Proposal} beyond the loss of the benefit of the bargain to the State of the withdrawing Vendor’s {Bidder’s} offer, the request shall be granted. Evidence of the Vendor’s {Bidder’s} good faith in making this request can be demonstrated by one or more of the following factors: A mistake is so significant that to enforce the Blanket P.O. {Contract} resulting from the Quote {Proposal} would be unconscionable; that the mistake relates to a material feature or term of the Blanket P.O. {Contract}; and that the mistake occurred notwithstanding the Vendor’s {Bidder’s} exercise of reasonable care. After Quote {Proposal} opening, while pursuant to the provisions of this section a Vendor {Bidder} may request to withdraw its Quote {Proposal} and the Director may in her discretion allow said Vendor {Bidder} to withdraw it, the Division also may take notice of repeated or unusual requests to withdraw by a Vendor {Bidder} and take those prior requests to withdraw into consideration when evaluating the Vendor’s {Bidder’s} future Quotes {Proposals}.

All Quote {Proposal} withdrawal requests must include the Bid Solicitation {RFP} identification number and the final Quote {Proposal} submission date and be sent to the following address:

Department of the Treasury Division of Purchase and Property PO Box 039 33 West State Street – 9th Floor Trenton, New Jersey 08625-0039 Attention: Supervisor, Proposal Review Unit

If during a Quote {Proposal} evaluation process, an obvious pricing error made by a potential Blanket P.O. {Contract} awardee is found, the Director or her designee shall issue written notice to the Vendor {Bidder}. The Vendor {Bidder} will have up to five (5) business days after receipt of the notice to confirm its pricing. If the Vendor {Bidder} fails to respond, its Quote {Proposal} shall be considered withdrawn, and no further consideration shall be given to it.

If it is discovered that there is an arithmetic disparity between the unit price and the total extended price, the unit price shall prevail. If there is any other ambiguity in the pricing, other than a disparity between the unit price and extended price and the Vendor’s {Bidder’s} intention is not readily discernible from other parts of the Quote {Proposal}, the Director may seek clarification from the Vendor {Bidder} to ascertain the true intent of the Quote {Proposal}. If the Vendor {Bidder} inadvertently completes the “Discount” field and the “Unit Cost” field, the Discounted Unit Cost will prevail.

JOINT Venture

If a joint venture is submitting a Quote {Proposal}, the agreement between the parties relating to such joint venture should be submitted with the joint venture’s Quote {Proposal}. Authorized signatories from each party comprising the joint venture must sign the Offer and Acceptance Page {Signatory Page}. Each party to the joint venture must individually comply with all the forms and certification requirements in Sections 4.4.1 and 4.4.2 of this Bid Solicitation {RFP}.

Reciprocity for Jurisdictional Vendor {Bidder} Preference

In accordance with N.J.S.A. 52:32-1.4 and N.J.A.C. 17:12-2.13, the State of New Jersey will invoke reciprocal action against an out-of-State Vendor {Bidder} whose state or locality maintains a preference practice for its Vendors {Bidders}. New Jersey will use the annual surveys compiled by the Council of State Governments, National Association of State Purchasing Officials, or the National Institute of Governmental Purchasing to identify States having preference laws, regulations, or practices and to invoke reciprocal actions. The State may obtain additional information as it deems appropriate to supplement the stated survey information.

A Vendor {Bidder} may submit information related to preference practices enacted for a State or Local entity outside the State of New Jersey. This information may be submitted in writing as part of the Quote {Proposal} response, including name of the locality having the preference practice, as well as identification of the county and state, and should include a copy of the appropriate documentation, i.e., resolution, regulation, law, notice to Vendor {Bidder}, etc. It is the responsibility of the Vendor {Bidder} to provide documentation with the Quote {Proposal} or submit it to the Director within five (5) business days after the deadline for Quote {Proposal} submission. Written evidence for a specific procurement that is not provided to the Director within five (5) business days of the public Quote {Proposal} submission date may not be considered in the evaluation of that procurement, but may be retained and considered in the evaluation of subsequent procurements.

QUOTE {PROPOSAL} ACCEPTANCES AND REJECTIONS

N.J.A.C. 17:12-2.7(d), the Director’s right to waive minor irregularities or omissions in a Quote {Proposal} and N.J.A.C. 17:12-2.2 which defines causes for Quote {Proposal} rejection, apply to all Quotes {Proposals}. In addition, pursuant to N.J.S.A. 52:34-12, the Director retains the right to reject all Quotes {Proposals} if it is in the public interest.

DEFINITIONS

CROSSWALK

General Definitions

The following definitions will be part of any Blanket P.O. {Contract} awarded or order placed as result of this Bid Solicitation {RFP}.

Definitions are listed by new NJSTART terminology; {existing terminology} appears in braces.

All-Inclusive Hourly Rate – An hourly rate comprised of all direct and indirect costs including, but not limited to: labor costs, overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food.

Best and Final Offer or BAFO – a pricing timely submitted by a Vendor {Bidder} upon invitation by the Division after Quote {Proposal} opening, with or without prior discussion or negotiation.

Bid or Bid Solicitation {RFP or Solicitation} – This series of documents, which establish the bidding and Blanket P.O. {Contract} requirements and solicits Quotes {Proposals} to meet the needs of the Using Agencies as identified herein, and includes the Request for Proposal, State of NJ Standard Terms and Conditions (SSTC), price schedule, attachments, and bid amendments {addenda}.

Bid Amendment {Addendum} – Written clarification or revision to this Bid Solicitation {RFP} issued by the Division of Purchase and Property. Bid Amendments {Addenda}, if any, will be issued prior to Quote {Proposal} opening.

Business Day - Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Change Order {Contract Amendment} – An alteration or modification of the terms of a Blanket P.O. {Contract} between the State and the Vendor(s) {Contractor(s)}. A Change Order {Contract Amendment} is not effective until it is signed and approved in writing by the Director or Deputy Director, Division of Purchase and Property.

Cooperative Purchasing Program – The Division’s intrastate program that provides procurement-related assistance to New Jersey local governmental entities and boards of education, State and county colleges and other public entities having statutory authority to utilize select State Blanket P.O.s {Contracts} issued by the Division, pursuant to the provisions of N.J.S.A. 52:25-16.1 et seq.

Days After Receipt of Order (ARO) - means the number of calendar days ‘After Receipt of Order’ in which the Using Agency will receive the ordered materials and/or services.

Director – Director, Division of Purchase and Property, Department of the Treasury, who by statutory authority is the Chief Contracting Officer for the State of New Jersey.

Discount - Means the standard discount applied by the Vendor {Bidder} to all items.

Discounted Unit Cost – Means “Unit Cost” field multiplied by (100 percent minus the “Discount” field percentage).

Division – The Division of Purchase and Property.

Evaluation Committee – A committee established or Division staff member assigned by the Director to review and evaluate Quotes {Proposals} submitted in response to this Bid Solicitation {RFP} and recommend a Blanket P.O. {Contract} award to the Director.

Firm Fixed Price – A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.

Freight - Means Freight on Board (FOB) Destination.

Joint Venture – A business undertaking by two or more entities to share risk and responsibility for a specific project.

Master Blanket Purchase Order (“Blanket P.O.”) {Contract} – The Blanket P.O. {Contract} consists of the State of NJ Standard Terms and Conditions (SSTC), the Bid Solicitation {RFP}, the responsive Quote {Proposal} submitted by a responsible Vendor {Bidder} as accepted by the State, the notice of award, any Best and Final Offer, any subsequent written document memorializing the agreement, any modifications to any of these documents approved by the State and any attachments, Bid Amendment {Addenda} or other supporting documents, or post-award documents including Change Orders {Contract Amendments} agreed to by the State and the Vendor {Contractor}, in writing.

May – Denotes that which is permissible or recommended, not mandatory.

No Bid – The Vendor {Bidder} is not submitting a price Quote {Proposal} for an item on a price line.

No Charge – The Vendor {Bidder} will supply an item on a price line free of charge.

Ownership Disclosure Form – refers to the Statement of Bidder/Vendor Ownership as utilized in NJSTART.

Primary Form – An electronic form contained within a Vendor’s {Bidder’s} NJSTART profile designated by the Vendor {Bidder} as the primary or principal version of the required form.

Procurement Bureau - The Division unit responsible for the preparation, advertisement, and issuance of Bid Solicitations {RFPs}, for the tabulation of Quotes {Proposals} and for recommending award(s) of Blanket P.O.(s) {Contract(s)} to the Director and the Deputy Director.

Project – The undertakings or services that are the subject of this Bid Solicitation {RFP}.

QRGs – Quick Reference Guides.

Quote {Proposal} – Vendor’s {Bidder’s} timely response to the Bid Solicitation {RFP} including, but not limited to, technical Quote {Proposal}, price Quote {Proposal}, and any licenses, forms, certifications, or other documentation required by the Bid Solicitation {RFP}.

Retainage - The amount withheld from the Vendor {Contractor} payment that is retained and subsequently released upon satisfactory completion of performance milestones by the Vendor {Contractor}.

Revision – A response to a BAFO request or a requested clarification of the Vendors {Bidders} Quote {Proposal}.

Shall or Must – Denotes that which is a mandatory requirement. Failure to meet a mandatory material requirement will result in the rejection of a Quote {Proposal} as non-responsive.

Should – Denotes that which is permissible or recommended, not mandatory.

Small Business – Pursuant to N.J.A.C. 17:13-1.2, “small business” means a business that meets the requirements and definitions of “small business” and has applied for and been approved by the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit as (i) independently owned and operated, (ii) incorporated or registered in and has its principal place of business in the State of New Jersey; (iii) has 100 or fewer full-time employees; and has gross revenues falling in one of the three following categories: For goods and services - (A) 0 to $500,000 (Category I); (B) $500,001 to $5,000,000 (Category II); and (C) $5,000,001 to $12,000,000, or the applicable federal revenue standards established at 13 CFR 121.201, whichever is higher (Category III); For construction services: (A) 0 to $3,000,000 (Category IV); (B) gross revenues that do not exceed 50 percent of the applicable annual revenue standards established at 13 CFR 121.201 (Category V); and (C) gross revenues that do not exceed the applicable annual revenue standards established at CFR 121.201, (Category VI).

State – State of New Jersey.

State Contract Manager or SCM – The individual, as set forth in Section 8.0, responsible for the approval of all deliverables, i.e., tasks, sub-tasks or other work elements in the Scope of Work. The SCM cannot direct or approve a Change Order {Contract Amendment}.

Subtasks – Detailed activities that comprise the actual performance of a task.

Subcontractor – An entity having an arrangement with a Vendor {Contractor}, whereby the Vendor {Contractor} uses the products and/or services of that entity to fulfill some of its obligations under its State Blanket P.O. {Contract}, while retaining full responsibility for the performance of all [the Vendor’s {Contractor's}] obligations under the Blanket P.O. {Contract}, including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Vendor {Contractor}.

Task – A discrete unit of work to be performed.

Unit Cost – All-inclusive, firm fixed price charged by the Vendor {Bidder} for a single unit identified on a price line.

Using Agency[ies] – A State department or agency, a quasi-State governmental entity, or a Cooperative Purchasing Program participant, authorized to purchase products and/or services under a Blanket P.O. {Contract}) procured by the Division. This Blanket P.O. {Contract} may be used by the Using Agencies or quasi-governmental agencies specifically identified in the Bid Solicitation {RFP}. In addition, with the approval of the Director of the Division of Purchase and Property and the agreement of the Vendor {Contractor}, the Blanket P.O. {Contract} may be used by any Using Agency or quasi-governmental agency.

Vendor {Bidder} – An entity offering a Quote {Proposal} in response to the Division’s Bid Solicitation {RFP}.

Vendor {Contractor} – The Vendor {Bidder} awarded a Blanket P.O. {Contract} resulting from this Bid Solicitation {RFP}.

BLANKET P.O. {contract}-specific definitions/ACRONYMS

Apparel – Is defined as any clothing, headwear, linens or fabric.

Apparel production – Shall include the cutting, manufacturing of apparel products performed by the vendor or by any sub-contractors, not including the production of supplies or sundries such as buttons, zippers, and thread.

CDC – Center for Disease Control, based in Atlanta, Georgia

Commercial Laundry – For the purposes of this RFP, any company that has the capacity to process six (6) million pounds of laundry per year and to operate 360 days of the year.

DMAVA – Department of Military and Veterans Affairs

DHS – Department of Human Services

Flats - Flats are laundry items such as sheets and pillow cases.

Laundry Processing Service -

a) Collection of soiled laundry items in bins at the facility as identified within this RFP (pick-up); and

b) Laundry cleaning and processing of such items includes occasional heavily soiled and contaminated materials requiring special separate handling; and

c) Daily delivery of freshly processed laundered items based upon a stated schedule.

Personals – The processing, cleaning, transport, pick-up and delivery of personal clothing worn by patients such as: shirts, pants, underwear, socks, pajamas, etc. and also patient owned comforters.

Roughs – Roughs are items such as towels, wash cloths and blankets owned and supplied by the contractor.

Sour – using a Ph solution of between 4.5 to 6.5 to remove any sour smell from laundry.

SCOPE OF WORK

The Contractor must comply with the New Jersey Department of Health, Division of Long Term Care Systems for Long Term Care Facilities and the published guidelines for the International Fabric Institute and the laundry standards set forth by the Center for Disease Control (CDC), Atlanta, Georgia. The laundry standards of the CDC available online at http://www.cdc.gov/od/ohs/biosfty/laundry.htm service and product

The Contractor shall provide an all-inclusive laundry and linen rental service operation in accordance with the following:

3.1.1 Collection of soiled laundry items in bins at the facility as identified within this Bid Solicitation {RFP} and referenced in Section 3.2 Pick-up and Delivery Schedules.

3.1.2 Laundry cleaning and processing of such items includes occasionally heavily soiled and contaminated materials which require special separate handling.

3.1.3 Daily delivery of freshly processed laundered items based upon a stated schedule. The State shall not be liable for any items lost, stolen and or damaged.

3.1.4 The Contractor shall provide carts, hampers, bags, clips, and any other related equipment where appropriate.

3.1.5 The Contractor shall set up a kick-off meeting to take place at each of the locations scheduled for delivery with the CEO or his delegate within five (5) business days after an award is issued to coordinate how service is to be accomplished at each location. There may be some overlap of service from the existing Contractor.

pick-up and delivery schedules

The Contractor shall make regular weekly scheduled laundry deliveries and pick-ups. The Contractor shall provide a double shipment of laundry/linens on Saturdays and on the day before a holiday that is observed by the State, with the exception of those holidays indicated below. The Contractor shall conduct pick-up and deliveries in strict accordance with the facilities schedule and requirements listed below:

deliveries

Deliveries of the specified quantities are to be considered due on the dates agreed upon by the Contractor and the using facilities. The Contractor will be considered to be in default if such schedules, quantities and quality are not met, unless permission is obtained from the Using Agency.

Listed below are the delivery schedules for each DHS facility:

Greenbrook Regional Center 275 Greenbrook Road. Greenbrook, NJ 08812 Deliver: 6:00 AM – 12 Noon Monday, Wednesday and Friday (Clothing) Deliver: 6:00 AM – 12 Noon, Tuesday, Thursday and Saturday (Linens) Phone: 732-968-5566

New Lisbon Developmental Center Route 72 East, Woodland, NJ 08064 Deliver: 6:00 AM – 11:00 AM Monday through Saturday Phone: 609-894-4022 Note: Exceptions to deliveries for the listed DHS facilities:

Thanksgiving Day Christmas Day New Year’s Day

Listed below are the facilities and schedules for DMAVA:

New Jersey Veterans’ Memorial Home at Menlo Park 132 Evergreen Road, P.O. Box 3013, Edison 08818-3013 Deliver: 7:00 AM – 11:00 AM Monday through Saturday 732-452-4100 (Main Number) 732-452-4272 (Social Services)

New Jersey Veterans’ Memorial Home at Paramus 1 Veterans Drive, Paramus 07652-0608 Deliver: 9:00 AM – 12:30 PM Monday through Saturday 201-634-8200 (Main Number) 201-634-8435 (Social Services) Location of Delivery Points:

Clean Delivery located behind Building (2) Two Soiled Pick-up located behind Building (1) One and Building (2) Two

New Jersey Veterans’ Memorial Home at Vineland 524 North West Boulevard, Vineland 08360-2895 Deliver: 6:30 AM – 8:00 AM Monday through Saturday 856-405-4200 (Main Number) 856-405-4217 (Social Services) Location of Delivery Points:

Loading Dock

Note: Exceptions to Delivery for Veterans’ Memorial Homes:

Note: The State reserves the right to change schedules for operational efficiency at no additional cost to the State.

All emergency deliveries which may be required due to the failure of the vendor to provide the specified quantities or service shall be provided at no additional cost to the Using Agency and shall be made on the same day as the call is received regardless of the time, such as after 5:00 PM up to 9:00 PM, all efforts shall be made to rectify the emergency.

Transportation of laundry

The Contractor shall be responsible for transporting all laundry (including infectious laundry/linen) in accordance with the standards set forth in the RFP and specifically the Association of Infection Control Practitioners.

The Contractor shall tie all laundry for all facilities listed in this RFP in bundles and process as follows:

delivery vehicles

The Contractor’s laundry delivery trucks which are used to deliver and pick-up linens, shall be of sufficient height to allow easy transfer of linen carts onto and from the facility loading dock, thereby minimizing the number of times the linen must be handled.

The cargo area of all laundry delivery trucks must be thoroughly cleaned and disinfected prior to loading clean laundry, in accordance with the standards stated in this RFP.

All vehicles shall have adequate space to pick-up all laundry; no soiled laundry shall be left at the facility for lack of availability of space on the vehicle.

laundry provisions

A minimum of a three (3) day inventory shall be maintained by the Contractor at each facility to adequately supply all needs between deliveries as specified by the supervisor at the using institution. All inventory supplied to the institution shall be replenished as often as necessary and maintained at all times. The following quantities are an estimate of daily usage only and the State does not guarantee these quantities. The listed quantities are to be used as a basic guideline.

LINEN item specificationS

1. PILLOW CASES

WEAVE: PLAIN

WEIGHT: MINIMUM OF 3.5 OZ. PER YARD

SHRINKAGE: MAXIMUM OF 2% IN EACH DIRECTION

2. FLAT SHEETS

WEAVE: PLAIN

SHRINKAGE: MAXIMUM OF 2% IN EACH DIRECTION

3. BATH TOWELS

SHRINKAGE: SHALL NOT EXCEED A MAXIMUM OF 7%

4. WASH CLOTHS

SHRINKAGE: SHALL NOT EXCEED 10% SHRINKAGE IN LENGTH AND NO MORE THAN 6% IN WIDTH DIRECTION

QUALITY: FABRIC SHALL BE FIRST QUALITY GOODS

5. BEDSPREADS

STYLE: THERMAL SPREAD

WEIGHT: MINIMUM WEIGHT PER SPREAD 3.50 LBS. (EACH)

6. BLANKETS

STYLE: THERMAL TYPE WITH ¾” HEM DOUBLE STITCH

WEAVE: OPEN WEAVE

WEIGHT: MINIMUM WEIGHT PER SPREAD 2.5 LB., (EACH)

7. FITTED/CONTOUR SHEETS

SHRINKAGE: MAXIMUM OF 2% IN EACH DIRECTION

8. PATIENT GOWNS

SIZE: LARGE RAGLAN WITH REINFORCED NECK

9. BATH BLANKETS

MINIMUM WEIGHT: 1.4 LBS. PER BLANKET

10. COMFORTERS/QUILTS (Patient owned)

MATERIAL: COTTON/VARIOUS

MINIMUM WEIGHT: AVERAGE 5 – 9 LBS.

Daily Standards/Usage for DHS

The following daily standard usages are estimated quantities only:

Greenbrook Regional Center:

New Lisbon Developmental Center:

3.3.4 DAILY STANDARDS/USAGE FOR DMAVA

The following daily standard usages are estimated quantities only:

New Jersey Veterans’ Memorial Home at Menlo Park:

New Jersey Veterans’ Memorial Home at Paramus:

New Jersey Veterans’ Memorial Home at Vineland:

3.3.5 The Contractor shall sort, wash, dry, iron, press, fold, and bundle all laundry rough/flats alike. The Contractor shall supply the facility with sufficient number of disinfected clean carts for clean linen delivery…