RFQ419 Shampoo and Conditioner.docx

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ419

Individually Sized Shampoo and Conditioner for State Hospital South

Purpose The Idaho Department of Health and Welfare (Department), State Hospital South (SHS) is requesting quotes for individually sized Shampoo and Conditioner, as detailed below.

Background SHS seeks quality, individually sized Shampoo and Conditioner to ensure proper hygiene for residents at a fair price with reliable availability.

Timelines and Submittal Quotes will be accepted through IPRO only. Submit your quote using the IPRO Items and Questions pages no later than 4:59 p.m. Mountain Time on December 19th, 2025.

All correspondence regarding this RFQ must be done through the Q & A Board in IPRO.

Billing Procedure:

Invoices will not be processed or paid until delivery is confirmed and accepted by the Department. Payment terms must be Net 30 days upon receipt of a fully completed invoice submitted by the Vendor.

Invoices must be submitted via email to:

{Information will be provided in the resulting Contract.}

The products must be delivered twenty-one (21) business days ARO unless another delivery time is mutually agreed upon in writing.

Specifications See Exhibit B

FOB Destination: The Contractor assumes all costs and risks associated with delivery until the Department receives and accepts the goods.

The Department contact for delivery is:

{Information will be provided in the resulting Contract.}

Warranty Products must be replaced within one (1) year if they exhibit spoilage, including but not limited to rancid scent, discoloration, inconsistent texture (too thick or too thin), mold, or other contaminants.

Award Basis and Term Validity of Quote: Your quote must be firm and binding for a minimum of sixty (60) calendar days, or such alternate time as designated in the solicitation document.

Alternate Quotes: Multiple or alternate quotes will not be accepted unless expressly allowed in the solicitation documents.

AWARD: Award will be ALL OR NONE to the Responsive Responsible Bidder meeting all RFQ requirements, providing the lowest total cost, and demonstrating the ability to fulfill the contract terms in IPRO.

The initial Contract term is anticipated to be one (1) year. Upon mutual agreement, the Contract may be amended or extended for up to four (4) additional years. The total Contract term, including all extensions, is not anticipated to exceed five (5) years. The Department may cancel the Contract at any time, without cause, upon thirty (30) calendar days written notice to the Contractor specifying the date of termination. The Contractor may not terminate for convenience without prior approval from the Department

Services and requirements will include the following:

· Exhibit A – Riders

· Exhibit B -- Specifications

· Exhibit C – State Signature Page

The attached documents will become part of the Contract resulting from this RFQ. If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, profit, supplies, travel and quality improvement, into the Items page in IPRO. Any alterations to the IPRO Items page may result in your quote being considered not acceptable. Also, bidders must answer the questions in the IPRO Questions page.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/ ; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov. Failure by any submitting vendor to obtain a copy of these documents must in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

Acceptance The Department will inspect the items upon delivery and has forty-eight (48) business hours, excluding weekends and state holidays, to accept or reject them. 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. The Department is allowed forty-eight (48) hours from delivery to accept the products, Monday through Friday, State holidays excepted (https://www.idaho.gov/government/state-holidays/).

The Department reserves the right to require either a refund for the entire case or replacement with equivalent items at the Contractor’s expense if damage is found.

If an item is rejected due to shipping damage or does not comply with the agreed upon specifications a replacement must meet all specifications and be delivered within two (2) weeks at the Contractor’s expense.

As part of your quote response, you will be required to provide a sample of the items and the Safety Data Sheets to SHS for the products specified within one (1) calendar week of the request. SHS Department heads and members of the nursing staff may evaluate samples of the items offered for compliance to specifications and quality of workmanship.

Samples and Safety Data Sheets must be delivered to:

Sample items will be returned to the vendor upon request and at the vendor’s expense. Any samples not picked up within sixty (60) calendar days will be discarded by the Department.

It is at the Department’s sole discretion whether your response meets the requirements of this RFQ. At the sole discretion of the Department, if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award.

Additional Product The Department reserves the right to purchase additional products of a similar nature not specifically detailed in this RFQ, but within the scope of the subsequent Contract. This may include new products not yet contemplated that will help attain the Department’s project goals.

Response Enter your Total Cost on the Items page in IPRO, so that it is received at the Department prior to the deadline established above.

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

The Contract resulting from this RFQ will be a Fixed Unit Cost, Indefinite Quantity Contract. The Department will pay up to the total amount quoted for products successfully delivered in compliance with the terms of the resulting Contract. The pricing must include all associated costs, including shipping, packaging, and labeling.

The Department may consider rate changes upon renewal. The Contractor must request potential rate changes at least sixty (60) calendar days prior to the Contract renewal date and provide written justification for the request for a rate change.

The Estimated Number of Units" shown on the IPRO Items page is the Department's best estimate of units that may be experienced during the 1st year of the Contract. Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for quoting purposes.

The Department reserves the right to reject incomplete or non-compliant quotes without further discussion.

Exhibit A - Riders Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor must 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 and two million dollars ($2,000,000) in general aggregate. Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

· Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Such insurance must cover liability arising out of any auto incident (including owned, hired, and non-owned autos). Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured. (Required when product is delivered using owned, leased, hired, non-owned and employee-owned vehicles. Not required when shipped via FedEx/UPS vs using their own vehicle for delivery.)

· Workers Compensation Insurance and Employer's Liability. The Contractor must maintain Workers Compensation and Employer's Liability. The Employer's Liability must have limits not less than one million dollars ($1,000,000) each accident for bodily insurance by accident, one million dollars ($1,000,000) disease policy limit, and one million dollars ($1,000,000) disease, each employee.

The 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.

State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under this Contract.

The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

Contractor shall request that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

If coverage is not available on an occurrence basis, coverage must be provided on a claims-made basis. For claims made policies the retroactive date must be shown and must be before the date of the Contract or the beginning of Contract work; insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Contract of work; if coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the Contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Contract work.

Prior to performing any services, the Contractor must 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 must 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 must be delivered in accordance with the policy provision.

Email updated certificates to: DHWInsurance@dhw.idaho.gov

Additional Insured name and address:

State of Idaho, Department of Health and Welfare Contracting & Procurement Services Unit -- 9th Floor 450 West State Street Boise, ID 83702

Exhibit B

RFQ419

Specifications for Individually Sized Shampoo and Conditioner for State Hospital South

1. Shampoo Easy-lathering general purpose Shampoo formulated for all types of hair, to wash hair and scalp.

· The product must be safe for daily use and must not contain harsh chemicals or strong medicinal scents.

· Combination products (2-in-1) will be considered, but there has to be a conditioner of the same scent available also.

· Product must have a natural scent, non-chemical nor medicinal.

· Scent must be the same as the Conditioner.

· Product must be packed in a zero-point seventy-five (0.75) ounce up to one (1) ounce airtight shatterproof container.

· Product must be packed in a sealed, shatterproof, tamper-proof container between zero-point seventy-five (0.75) ounce and one (1) ounce with a screw-on or flip-top lid.

· Lid or cap must be tamper-proof, watertight and screw on or flip top.

· Container and lid must have no sharp edges when opened or emptied.

· Product labeling on the container must be waterproof, smudge proof and legible.

· Container labeling must include product name, manufacturer name and address, country of origin, list of ingredients, volume, and batch number.

2. Conditioner Must be formulated to improve the feel, appearance, and manageability of all types of hair.

· The product must be safe under normal conditions of use.

Product must have a natural scent, non-chemical nor medicinal.

· Scent must be the same as the Shampoo.

· Product must be packed in a sealed, shatterproof, tamper-proof container between zero-point seventy-five (0.75) ounce and one (1) ounce with a screw-on or flip-top lid.

· Lid or cap must be tamper-proof, watertight and screw on or flip top.

· Container and lid must have no sharp edges when opened or emptied.

· Product labeling on the container must be waterproof, smudge proof and legible.

· Container labeling must be clear and durable with the product name, manufacturer name and address, country of origin, list of ingredients, volume, and batch number.

3. Ordering

· The Contractor must register as a vendor with the State of Idaho and be able to receive purchase orders via email.

· The Department will place orders for Shampoo and Conditioner as needed throughout the year.

· The Contractor must be available to receive orders Monday-Friday 8 am - 5 pm MT. Department holidays excepted (https://www.idaho.gov/government/state-holidays/ ).

· Partial orders will not be accepted unless specifically authorized by Department personnel prior to shipment.

3. Shipping & Delivery

· Contractor must use cost-effective shipping while ensuring timely, damage-free delivery to SHS.

· Shipping must be F.O.B. Destination, Prepaid & Allowed and added to the invoice.

· Products must be packed in a cardboard box, size adjusted to contain tightly packed units with paper sheets between layers. Flaps closed with tape or glue; boxes will be numbered one (1) of (total number of boxes).

· The Contractor must ship on full pallets unless other arrangements have been made with the Department.

· Cartons must be packed evenly and tightly on a #2 – four (4) way pallet in good condition with no broken boards or stringers, shrink-wrapped in plastic film.

· Safety Data Sheet documentation must be included with each shipment.

· Partial orders (when approved) must be shipped and delivered via FedEx or UPS when available.

· SHS will be requiring an estimated three thousand six hundred (3,600) units of Shampoo and two thousand eight hundred eighty (2,880) units of conditioner at a minimum of every six (6) months.

· Orders must be delivered to:

State Hospital South Attn: Hailey Frederick 720 E. Alice Street Blackfoot, ID 83221 208-785-8472 hailey.frederick@dhw.idaho.gov

· The products must be delivered twenty-one (21) business days ARO unless another delivery time is mutually agreed upon in writing.

State Hospital Joint Commission Requirement

The Contractor must comply with all applicable rules, regulations and policies as outlined by the Department of Health and Welfare (Department), the State of Idaho, and local, state, and national standards, including The Joint Commission, relating to patient care and hospital operations.