OT902921_DMH022_REV_Contract.pdf

Index No.: DMH022 Eff. Date: 02/01/24 Page No.: 1

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 NORTHCOAST BEHAVIORAL

HEALTHCARE

CONTRACT No.: OT902921 EFFECTIVE DATES: 02/01/21 to 1/31/24 Renewal through 1/31/26*

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. OT902921 that opened on 12/28/20. 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 AND ADDICTION SERVICES, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

http://ohio.gov/procure

Signed: __________________________________________________________ Kathleen C. Madden, Director Date https://procure.ohio.gov/pdf/Instructions_010118.pdf https://procure.ohio.gov/pdf/Standard_t_c_051520.pdf http://ohio.gov/procure

Index No.: DMH022 Eff. Date: 03/01/21

TABLE OF CONTENTS

CONTRACT ITEMS PAGE NO.

Special Contract Terms and Conditions 3 Specifications 4 Price Schedule 9 Contractor Index 10 *Summary of Amendments 11

*Add the Summary of Amendments to the Table of Contents, per Amendment 1.

Index No. DMH022 Eff. Date : 02/01/21

SPECIAL TERMS AND CONDITIONS

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

DELIVERY AND ACCEPTANCE: Supplies will be delivered to the participating agency within 5 days after receipt of order.

The delivery location will be noted on the purchase order issued by the participating agency. Acceptance (transfer of title) will occur upon the inspection and written confirmation by the ordering agency that the supplies delivered conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

DESCRIPTIVE LITERATURE: The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within two (2) calendar days after request/notification by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

BID CONFERENCE: A virtual bid conference will be held via Microsoft Teams on 12/14/20 to discuss the requirements of the bid. 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 bidder for their failure to obtain information discussed during the bid conference due to their failure to attend and/or arriving after the conference has convened. The virtual bid conference can be accessed through Microsoft Teams.

Please contact Tom Nelson by email, Tom.Nelson@das.ohio.gov, to register for the virtual bid conference, bidders may also join the call at +1 614-721-2972,,533048469## Phone conference ID: 533 048 469#, or by following this link Click here to join the meeting.

EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the state will:

multiply the estimated weekly usage by the unit price resulting in the line item total for each. Lot total will be determined by adding together the line item totals. Failure to bid all items may result in the bidder being deemed not responsive.

CONTRACT AWARD: The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The contract price(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective sixty (60) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from his 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 of the finished supplies, 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”.

mailto:Tom.Nelson@das.ohio.gov tel:+16147212972,,533048469#%20 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjM0ZDU4OWYtYmVjZC00YjQ4LWI0ZjQtYTMwYzM5MzhkN2M4%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%220cce0a1c-d289-469b-86df-235f36d4c257%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjM0ZDU4OWYtYmVjZC00YjQ4LWI0ZjQtYTMwYzM5MzhkN2M4%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%220cce0a1c-d289-469b-86df-235f36d4c257%22%7d

Index No: DMH022 Eff. Date: 02/01/24

SPECIAL TERMS AND CONDITIONS

SPECIAL BIDDER INSTRUCTIONS: Bidders shall submit with the bid at least three (3) references of health care facilities, (e.g., hospital or mental health facility) they have provided laundry services for in the past five (5) years, APPENDIX A.

References shall include: facility name, contact person and phone number. Failure to submit current references with current phone numbers may result in disqualification of your bid.

*PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES: No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

*Denotes updated language with Amendment 2.

SPECIFICATIONS AND REQUIREMENT

I. SCOPE AND CLASSIFICATION

This Invitation to Bid (ITB) is to provide laundry services to include pickup of soiled laundry, cleaning, sanitizing, packaging/wrapping, and delivery/placement as outlined for Northcoast Behavioral Healthcare, *Northfield Campus, 1756 Sagamore Road, Northfield, OH 44067.

The Contractor shall be able to immediately meet all pertinent Federal, State, and Local regulations including the Medicaid Intermediate Care Facilities for Individuals with Mental Retardation (ICR/MR) and Joint Commission on Accreditation Healthcare Organizations (JCAHO) requirements. The awarded Contractor is required, upon agency request, to forward to the agency a copy of the Contractor’s internal laundry procedures to ensure compliance with facility standards.

A. The Contractor shall furnish its own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of the work hereunder. The Contractor shall be responsible for and assume all office and business expenses that are incurred because of the performance of this contract unless stated otherwise. Any travel-related expenses incurred by the Contractor under this contract shall be at the Contractor’s expense

B. Items shall include but are not limited to: fitted sheets, flat sheets, pillowcases, blankets, bedspreads, washcloths, bath towels, laundry bags, and miscellaneous items: suicide blankets, suicide pillows, rags, agency owned items, or patient clothing sent to the laundry erroneously. All linen will be provided by the Contractor.

C. 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.

II. GENERAL REQUIREMENTS

A. The Contractor may be asked to submit for review a copy of their company's current Operation and Procedure and

Quality Assurance Program (QAP) manuals which are currently being used in a health care facility. The Operation and Procedure Manual must include a written procedure policy regarding the replacement of lost articles.

B. Replenishment Cycle: Soiled laundry is to be picked up three (3) days per week, and clean laundry delivered three

(3) days per week, Monday, Wednesday and Friday between the hours of 7:00 A.M. and 1:00 P.M. Unless otherwise mutually agreed upon by the Agency and the Contractor.

C. The contractor must be able to adjust the quantity of linens ordered for delivery up to twenty-four (24) hours in advance. The facility reserves the right to adjust linen quantities according to the facilities’ needs.

D. The contractor must provide an itemized list of items delivered to the facility manager or designee.

E. The contractor must have the capability of counting soiled items returned for laundering.

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

G. Invoicing:

1. Laundry cost per piece and clean weight poundage, as designated, shall be the only cost billed to the State, and there will be no additional reimbursement for any other expenses.

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

3. The estimates listed on the PRICE SCHEDULE are only estimates. Upon award the facility director or designee will determine actual quantities based upon current needs.

4. The facility will be invoiced on a monthly basis unless mutually agreed upon otherwise.

SPECIFICATIONS AND REQUIREMENT (CONT.)

H. In weeks during which a holiday falls, delivery days will need to be adjusted to facilitate three (3) deliveries during the holiday week. Adjustments will be established as mutually agreed upon by the Agencies and the Contractor.

Deliveries preceding holidays shall encompass needed items for the holiday period.

1. State Observed Holidays

All holidays that occur on Saturday will be observed by the State of Ohio on the preceding day (Friday). All holidays that occur on Sunday will be observed by the State of Ohio the following day (Monday).

TABLE 1

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 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

I. The Contractor shall immediately notify the facilities’ Operations Director or designee, anytime that a linen delivery will deviate from the established time frame.

J. The Contractor shall be responsible for replacing all worn-out items due to normal wear and tear; however, the facility will be responsible for the replacement value of items lost or damaged by the negligence of patients and/or facility employees. If it is found that the items were lost or damaged while in the Contractor's possession, then the state will not be held responsible for the payment.

K. Clean linen will be delivered, by the contractor, to designated linen storage areas within the facility and stored as directed by the facility manager or designee.

L. Laundering of facility owned goods, personal clothing, or miscellaneous items.

1. The cost to launder facility owned items, such as suicide blankets, suicide pillows, personal clothing, or miscellaneous items will be by clean weight poundage. The clean weight poundage will be determined by the contractor after laundering.

2. Suicide blanket and pillow laundering specifications:

a. Washing shall be done in a 130-pound conventional washer using detergent, peroxide, alkaline, sour, and softener. Wash action regular, 32-minute cycle time, temperature not to exceed 130F, and a 5-6-minute extraction time.

b. Drying shall be done in a moisture sensing commercial dryer with thermal recycle system. To include 4 stage drying cycles with 4% moisture sensing protection, 28-minute drying time at 135F but not to exceed 145F, then remove immediately, fluff, and fold.

Eff. Date : 03/01/21

c. Underload the machines by at least 15-20% of the machine rated capacity to avoid pressure creases, as well to improve soil removal. Use the “cool-down” feature at the end of the main wash stage to avoid thermal shock. Use a reduced time and pressure moister extraction cycle. Avoid preconditioning and over drying. If items cannot be dried immediately, cover with polyethene sheet or similar; to avoid local evaporation. Avoid allowing the items to sit for long periods before drying.

M. The Contractor shall process and launder contaminated linen in accordance with federal, state, and local standards.

All linens delivered to the facilities shall be in good condition, free of holes, excessive wear, clean, and stain free.

N. Delivered laundry that is unacceptable such as yellows, grays, or dull colors, will be returned and re-processed at no extra cost.

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

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

Q. Preparation of Linen Carts

1. The Contractor shall provide carts for the delivery and pick up of clean and dirty linen in quantities that meet the facilities’ needs. The laundry carts may be canvas or polyurethane and must comply with federal, state, and local sanitation regulations.

2. Each cart shall have a specified amount of linens equal to the amount picked up on the previous visit to meet the needs of each area. The cart shall be lined by the Contractor with a clean plastic liner and sealed on top with plastic when the cart order is completed.

R. Linen storage areas are found in each of the residential location in the building, which include AB1, AB2, CD1, *CD2, E2, and E3. Bed and bath linen color(s) to be standard white.

S. Linen Specifications:

TABLE 2

Northcoast Behavioral Healthcare Linen specifications Item Description Flat Sheet 72” x 104”, appx. 180 Thread Count Pillowcase 42” x 36”, appx. 180 Thread Count Wash Cloth 12” x 12”, 1 lb.

Bath Towel 24” x 48” 8 lb.

Thermal Blanket 74” x 100”, Year-Round, 100% Cotton, 2.5 lb., Fire Retardant Laundry Bag 25” x 35” Envelope Hood, Fluid Resistant, 100% Polyester, Elastic Opening

*Inclusion of CD2 to the list of linen storage areas, per Amendment 1.

II. CONTRACTOR’S RESPONSIBILITIES

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

B. The contractor must have the ability to count soiled linen that has been picked up from NBH and returned to the contractor for laundering.

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

D. If the agencies’ supply of linen stored with the Contractor is destroyed due to unforeseen events such as fire, tornado, etc., the Contractor will be responsible for all lost/damaged items.

E. The Contractor’s account manager shall meet with the Operations Director or designee of each facility at least once per quarter to evaluate compliance with the contract and to address any other issues which may arise during the contract period. In addition, the Contractor’s account manager shall conduct surprise inspections of the laundry service no less than three times per year as a quality control mechanism. The inspections report must track the cleaning process, truck cleaning, proper handling, and packaging of clean linens, cart cleaning, proper cart coverings for transportation; spot-checking linens to be sent or being stored for use on shelves as internal quality control measures. A report of those findings shall be submitted to the Operations or designee within three working days of the inspection. The facility’s staff may perform three (3) unscheduled visits to monitor the Contractor’s processes in the laundry plant.

F. Upon request of the facility director or designee, the Contractor shall provide a monthly written summary of costs incurred per item.

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

H. If changes in the programmatic, rehabilitative, and operational needs of the facility and its residents and staff requires additional items e.g., gowns, surgical towels, bedspreads, etc. to be supplied by the Agency. The Contractor agrees to launder these items via add-on clean weight poundage.

PRICE SCHEDULE

UNSPSC CATEGORY CODE: 91111500 (LAUNDERING SERVICES)

LAUNDRY SERVICES

LAUNDRY SERVICES

Item Unit of

Measurement Unit Price

Flat Sheet Each $0.53/Ea.

Pillowcase Each $0.20/Ea.

Wash Cloth Each $0.10/Ea.

Bath Towel Each $0.24/Ea.

Thermal Blanket Each $1.02/Ea.

Laundry Bag Each $0.10/Ea.

Miscellaneous/Agency Owned Items Clean Weight

Poundage

$1.25/Lb.

REPLACEMENT ITEMS

Item Unit of

Measurement Unit Price

Flat Sheet Each $13.10/Ea.

Pillowcase Each $4.15/Ea.

Wash Cloth Each $1.20/Ea.

Bath Towel Each $4.90/Ea.

Thermal Blanket Each $18.95/Ea.

Laundry Bag Each $10.50/Ea.

Eff. Date : 02/01/24

CONTRACTOR INDEX

CONTRACTOR CONTRACT NO, OT902921

0000252431 DELIVERY

Drummond Uniform Services LTD Three (3) days per week, Monday, 1718 6th Street SW Wednesday, and Friday between the Canton, Ohio 44706 hours of 7:00am and 1:00pm.

TERMS

Net 30 Days

CONTRACTOR’S CONTACT:

Telephone: 330-344-7722

*Alexa Neff Email: alexa@drummonduniform.com

PREFERRED METHOD OF RECEIVING PURCHASE ORDERS: alexa@drummonduniform.com

*Denotes updated contact information with Amendment 2.

Eff. Date : 02/01/24

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

02/01/24

This amendment is issued to include updated language regarding the Prohibition of the Expenditure of Public Funds for Offshore Services and to notify that as a result of mutual agreement between the State of Ohio and the Contractor this contract is renewed for an additional twenty-four (24) months, effective 02/01/24 through 01/31/26. Additionally, this amendment is issued to update the Contractor Index as indicated.

03/01/21

This amendment is issued to update the linen storage areas, add the Summary of Amendments page, and to update the Table of Contents effective on all orders on or after 03/01/21.