RFP26006581 Scope of Work.pdf

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 7 Revised 4/22/2024

RFP - AGENCY SOLICITATION SPECIFICATIONS

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TITLE: COMPLETE CHEMICAL CLEANING MANUFACTURING, PACKAGING,

SALES, DISTRIBUTION AND TRAINING

DESCRIPTION: COMPLETE CHEMICAL CLEANING MANUFACTURING,

PACKAGING, SALES, DISTRIBUTION AND TRAINING FOR THE STATE OF

RHODE ISLAND

SECTION A. BACKGROUND

The mission of the Rhode Island Department of Corrections (RIDOC) is to contribute to public safety by maintaining a balanced correctional system that provides a range of custodial options, supervision, and rehabilitative services designed to support successful offender reentry into the community upon release.

Rhode Island is one of only six states in the nation with a unified correctional system, combining jail and prison functions under one agency. This centralized system—serving both men and women—is located on the John O. Pastore Government Center Complex in Cranston, Rhode Island. Approximately 2,300 sentenced and pretrial individuals are housed within six facilities on a one-mile-square campus. These include the state's sole jail for pretrial detainees, four facilities for sentenced men, and one facility for incarcerated women.

RIDOC is committed to offering, to the greatest extent possible, a broad array of programs and services that help individuals improve their education, health, interpersonal and vocational skills, and overall accountability for past behavior. A key component of this effort is Correctional Industries.

Rhode Island Correctional Industries (RICI), established in 1934, is a rehabilitative program under RIDOC designed to provide meaningful vocational training and employment opportunities for incarcerated individuals. Currently, approximately 130 inmates are employed through RICI in industries such as furniture manufacturing and upholstery, commercial printing, license plate production, service crews, and cleaning product assembly.

RICI’s programs equip individuals with marketable job skills, foster strong work ethics, and promote responsibility and personal growth. By participating in RICI, offenders are better prepared to successfully reintegrate into society and lead productive lives upon release. In addition to its rehabilitative goals, RICI also contributes to the local economy by producing high-quality goods and services for state agencies and other public institutions.

The Department of Corrections will utilize trained inmates to support comprehensive cleaning and sanitation operations across all DOC facilities. This initiative will include the proper use and

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 2 of 7 Revised 4/22/2024 handling of approved, non-toxic, green cleaning products that contain no alcohol for a wide range of applications, including but not limited to housing units, administrative offices, medical areas, program spaces, common areas, and secure operational environments. Inmates will be responsible for maintaining cleanliness, hygiene, and sanitation standards in accordance with DOC policies and applicable health and safety regulations.

Participants will receive structured instruction on the safe use, storage, and dilution of eco-friendly, alcohol-free cleaning chemicals; operation of custodial equipment; infection control practices;

waste management; and compliance with safety data sheets (SDS) and institutional protocols.

Emphasis will be placed on maintaining secure environments while performing assigned duties in both public-facing and restricted areas within DOC facilities.

The program will function as a vocational training opportunity, providing inmates with hands-on experience in institutional and commercial cleaning practices using non-toxic, green cleaning products, skills that are directly transferable to employment in facilities maintenance, custodial services, healthcare sanitation, and commercial janitorial operations upon release.

In addition to technical training, the program will promote the development of essential workplace skills, including reliability, teamwork, communication, accountability, time management, and adherence to supervision and safety standards. These skills are critical for long-term employment success and responsible reintegration into the community.

The cleaning services performed by inmates will support the overall health, safety, and operational efficiency of DOC facilities, contributing to improved living and working conditions for staff and incarcerated individuals alike.

This initiative reflects the Department of Corrections’ continued commitment to meaningful rehabilitative programming that aligns institutional needs with workforce development. By combining practical job training with structured responsibility and the use of safe, green, alcohol-free cleaning products, the program supports successful reentry outcomes while maintaining high standards of cleanliness, safety, and institutional integrity across all DOC facilities.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The Rhode Island Department of Corrections (RIDOC) is issuing this Request for Proposal (RFP) to solicit proposals from vendors for the purchase, delivery, training, and ongoing support of institutional cleaning products that prioritize environmental sustainability, non-toxicity, and are alcohol-free for use across all RIDOC facilities. All products must be suitable for secure correctional environments and comply with applicable safety and health standards.

Vendors shall provide product specifications, safety data sheets, usage and dilution instructions, and pricing for all cleaning supplies and related equipment. Training and technical support must be included to ensure proper and safe use by staff and inmate workers.

Installation, Training, Certifications, Warranty, and Service Plan

The selected vendor shall provide all necessary resources and personnel required for the implementation and commissioning of its environmentally sustainable, non-toxic, and alcohol-free institutional cleaning products and any associated dispensing systems at the Rhode Island Department of Corrections (RIDOC). This includes delivery, setup, calibration of dispensing equipment (if applicable), and verification of proper operation in accordance with manufacturer specifications and RIDOC safety standards.

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In addition to implementation, the vendor shall provide comprehensive training to designated RIDOC Correctional Industries personnel, Correctional Officers, and the inmate population to ensure proper, safe, and effective use of all green, non-toxic, alcohol-free cleaning products.

Training must be supported by current documentation, including safety data sheets (SDS), product labels, dilution instructions, usage guidelines, and maintenance information for any related equipment. Training shall be conducted in a manner appropriate to the audience and consistent with institutional safety and security protocols.

Training Requirements

The training program must include, at a minimum:

• Proper use and application of all cleaning products environmentally sustainable, non-toxic, alcohol-free cleaning products

• Safe handling, storage, and dilution of cleaning chemicals

• Use and operation of dispensing systems and related equipment

• Basic troubleshooting and corrective actions

• Accessing vendor-provided technical support and service resources

• Preventive maintenance and routine inspection of equipment

Training shall be conducted on-site at RIDOC and designed to be hands-on and role-specific to support effective knowledge transfer. The vendor must also provide for:

• Initial training for all designated staff and inmate workers

• Ongoing and refresher training to accommodate staff changes and maintain continuity

Training will be considered complete when RIDOC determines that personnel have demonstrated the ability to safely and independently use vendor green, non-toxic, alcohol-free cleaning products and related equipment in accordance with established procedures and safety requirements.

Certifications

Given the unique operational environment, the vendor must acknowledge that inmate workers are part of the Correctional Industries workforce and will require ongoing, structured training.

This training must be appropriate for a correctional facility setting and delivered in a manner that supports consistent workforce development, safety, and compliance with applicable regulations.

Inmates will participate in a formal certification program, receiving documented certification upon successful completion of training, demonstrating their proficiency in the safe and effective use of all cleaning products, related equipment, and institutional sanitation protocols.

Warranty

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The vendor shall warrant that all products and equipment are free from defects in materials and workmanship and suitable for their intended use within a correctional facility environment. At a minimum, the warranty shall include:

• A minimum one (1) year warranty on dispensing systems and related equipment from the date of installation and RIDOC acceptance

• Repair or replacement of defective equipment at no cost to RIDOC, including parts and labor

• Replacement of defective or nonconforming cleaning products

• Calibration and adjustment of dispensing systems as needed to ensure proper operation

All applicable manufacturer warranties shall remain in effect.

Service Plan

The vendor shall provide ongoing service and support to ensure safe and continuous operation of cleaning systems. The service plan must include:

• Preventive maintenance of dispensing equipment

• Response within 24–48 hours for service issues

• Technical support during normal business hours

• Documentation of all maintenance and repair activities

The vendor shall maintain sufficient personnel and resources to ensure timely service and minimal disruption to RIDOC operations.

Security Requirements

Employees of vendor who must gain entrance into correctional facilities are subject to police record and Special Investigation Unit (SIU) checks; the RIDOC retains the right to refuse entrance to contractor employees with felony convictions. Access to correctional facilities also requires adherence to rigid security rules as far as property search, contact with inmates, dress code, etc. Additionally, employees of vendors entering RIDOC buildings that are equipped with badge scanning capabilities, must scan their RIDOC identification badge upon each entry and exit.

SECTION C: PROPOSAL

1. Technical Proposal Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements and is limited to six (6) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request):

A. Staff Qualifications – Provide staff resumes/CV and describe qualifications and experience of key staff who will be involved in this project, including their experience in the field of Correction and Sanitation on Janitorial Cleaning Chemical Manufacturing, packaging, sales, distribution and training.

B. Capability, Capacity, and Qualifications of the Vendor - Please provide a detailed description of the Vendor’s experience as a Janitorial Cleaning Chemical Manufacturing, packaging, sales, distribution and

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 5 of 7 Revised 4/22/2024 training. List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

C. Work Plan - Please describe in detail, the framework within which requested system that establishes a complete and profitable Janitorial Cleaning Chemical, manufacturing, packaging, sales, distribution, and training, business unit within RICI, using the Vendor's purchased chemical concentrates,1oaned equipment, and knowhow coupled with RICI's own buildings, inmate workforce, and staff supervision. The technical Proposal shall contain a comprehensive description of how the system will provide the following: services will be performed. The following elements should be included:

• Technical Standards, Specs, Requirements and Services:

• Correctional Accreditation Standards;

• Environmentally Friendly Sustainable Standards

• Product Function Specifications

• Product/Material Requirements

• Equipment Requirements; and

• Training Services.

• Implementation Plan:

• Technical advice of layout of equipment

• Installation of equipment

• Product/equipment knowledge, manufacturing and product packaging process

D. Approach/Methodology – Define the methodology to be used for a Janitorial Cleaning Chemical Manufacturing, packaging, sales, distribution and training

2. Cost Proposal

Detailed Budget and Budget Narrative:

Provide a cost proposal for the required services which includes the following information:

The Vendor shall describe and attach any and all pricing terms and conditions that may affect the Contract. Cost proposals shall be RICI capsulated to include no cost recovery for product samples, the installation/maintenance and repair of equipment and associated training services to the RICI to minimize any and all incurred expenses associated with a Contract for Janitorial Chemical Cleaning Products and Training Services. Information to include but not limited to:

• Product type and size/unit of measure/concentrate

• Quantity produced per unit of measure/concentrate

• Product accessory type and size

• Graphical layout label design

• Packaging of each product type and size; and

• Product registration.

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Equipment Cost Proposal:

Equipment:

• Layout design and installation

• On-site maintenance and repair of equipment

Product Sample Cost Proposal and Training Services Cost Proposal

• Product knowledge and concentrate usage dilution, compatibility and safety procedures and PPE protocols

• ACA and sustainability standards and compliance

• Procedural standardization

• Product inventory and storage management

• Equipment usage and safety protocols

• Production and manufacturing process training

• MSDS compliance and management

• Product registration, packaging, labeling, packing, shipment and transportation requirements

• Direct marketing and sales support; and

• Customer usage facility programming

3. Supplemental Bidder Attestation Form

See Appendix A on the “Overview” tab in Ocean State Procures™ for information. Vendors are required to complete, sign and submit this form with their overall proposal.

4. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 55 (78.5%) out of a maximum of 70 points to advance to the cost evaluation phase. Technical proposals scoring less than 55 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 55 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 30 points bringing the total potential evaluation score to 100 points. As total possible evaluation points are determined, vendor ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

Proposals shall be reviewed and scored based upon the following criteria:

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Criteria

Possible Points

Staff Qualifications 10 Points

Capability, Capacity, and Qualifications of the Vendor

10 Points

Work Plan 30 Points

Approach/Methodology 20 Points

Total Possible Technical Points

70 Points

Cost proposal

30 Points

Total Possible Evaluation Points 100 Points ISBE Participation 6 Bonus

Points

Total Possible Points

106 Points

Additional evaluation criteria can be found at:

• For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

• For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

https://ridop.ri.gov/vendors/bidding-opportunities

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC