RSI026281_Revised_Contract.pdf

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: RENTAL GARMENTS AND FACILITIES SUPPLIES

CONTRACT No.: RSI026281

CONTRACT ID: 26281-A1

EFFECTIVE DATES: 8/1/2025 to 7/31/2030

SUPPLIER: Cintas Corporation No 2

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC#0000027284. 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 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to all State Agencies, State institutes of higher education, and properly registered members of the Cooperative Purchasing Program of the Department of Administrative 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 OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

For CINTAS CORPORATION NO 2:

Signed: ____________________________________________________________________

Amanda Rowe, National Account Manager Date

For the OHIO DEPARTMENT OF ADMINISTRATIVE SERVICES:

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE:

The State of Ohio is seeking a contract to procure rental garments and facilities supplies for State of Ohio

Agencies, state institutions of higher education, and properly registered members of the Department of

Administrative Services’ (DAS) cooperative purchasing program. The Contractor is responsible for supplying and laundering employee uniforms, flame resistant garments, floor mats, shop towels, and other supplies detailed in this invitation to bid (ITB).

1.2 REQUIREMENTS:

1.2.1 Item quality: The Contractor must provide first quality, unused garments and facilities supplies for each location utilizing the contract. All supplies must arrive on time at the ordering location freshly laundered, dried, pressed, and without defect. All garments must be delivered on hangers. Any items that are delivered improperly pressed or that are still wet will be refused by the using location and payment withheld. All items delivered must conform to the requirements and detailed specifications listed within this ITB.

1.2.2 Contract start up: Within 30 calendar days of notification of award, the Contractor must contact the agency locations listed in Appendix I of this ITB to arrange meetings to discuss each agency’s needs for the use of this Contract. If contacted by an authorized user of this Contract not listed in

Appendix I of this ITB, the Contractor has seven calendar days to meet with the user. All using locations must be located within the State of Ohio. After meeting with the using location to determine their needs, the Contractor will have 30 days to begin making deliveries to the using location. Each location utilizing this Contract must designate an individual to act as the using location designated authority. This individual will be the main point of contact for the using location and will perform any functions required of the Contract users including refusal of any items delivered that do not conform to the requirements of this Contract.

1.2.3 Measurements: Bidders must provide instructions for measuring or applicable size charts in the questionnaire as a part of its bid. The Contractor must provide measuring and fitting services at no additional cost if the using location requests it. These measurements and fittings must be done within seven calendar days of the Contractor’s initial meeting with the location. The Contractor will deliver all required garments within 30 calendar days after meeting with the using location.

1.2.4 Control Documents: The Contractor must furnish control documents showing the number of garments or other items delivered and picked up for each employee and using location with each delivery. The control documents will be used to track delivery quantities and to determine if the agency or contractor is at fault if an item is lost. The using location designated authority must review, approve and sign each control document prior to any items leaving the agency location and prior to payment for any services provided by the Contractor. A copy of the control document is to be retained by the using location designated authority. All items are to be checked in and out and count is to be verified in writing by the using location designated authority for each delivery. Any shortage, overage, damage, loss, need for replacement or repair must be noted on the control document. Invoices without a using agency designated authority signature will not be paid and the using agency will not be responsible for charges for shortage, loss, damage, replacement or other issues not covered by this Contract and not noted and approved on control documents. The using agency will not be responsible for the cost of replacement items without a control document recording delivery of the garment or item in question.

1.2.5 Minimum rental service commitment: With the exception of circumstances covered by the Contract

Standard Terms and Conditions, Section VI. I., each using agency location which commences service under this contract must participate in the Contract for a minimum term of no less than 24 months for items listed in categories A. (Men’s and Women’s Garments) and C. (Floor mats, towels, and other facilities supplies) and 36 months for items in category B. (Flame Resistant garments).

1.2.6 Contractor visits: The Contractor may assign representatives to visit each using location purchasing the services provided by this Contract at least once every 180-day period. The Contractor may use these visits to resolve any issues with the using location, check quantities on hand, and to check the condition of the garments and facilities supplies being utilized at that location.

1.2.7 Garments for new employees: Contractor will provide garments for new employees when notified by the using location designated authority. Measurements for the new employee and delivery of their new garments must be accomplished within 30 days of notification by the using location.

1.2.8 Repair policy: Each Bidder must submit with its bid a letter outlining their procedures for repair and upkeep of the garments and facilities supplies it is offering. If not submitted with the bid, repair and upkeep procedures must be provided within seven calendar days of request by DAS. Failure to submit this documentation may result in the Bidder being deemed not responsive.

1.2.9 Repairs and Replacements: Garments and facilities supplies are to be repaired or replaced when, in the opinion of the using locations designated authority, the garment or item is no longer acceptable for its intended use. Items designated for return or repair are to be returned and repaired on the next regular delivery. Acceptance of repaired items by the using location must be approved by the using location designated authority.

1.2.10 Responsibility for repairs and replacements: There will be no charge to the State for repair of items or garments. The State will not be responsible for replacement of items or garments damaged or lost by the Contractor. The State will be responsible for garments lost or damaged beyond repair due to the actions of the State or State employee. Replacement cost charges are detailed in the

DEPRECIATION SCHEDULES section of this Contract. The using agency designated authority must approve all charges for garment or item replacement. Bidders must include the cost of replacement for lost or damaged items in the item grid as a part of its bid submission.

1.2.11 Repair tags: The Contractor is responsible for supplying repair tags for the using locations to utilize when items need repaired. For garments, it is the responsibility of the individual wearing the rental garment to report any damage or repair needed to the using location designated authority. The using location designated authority is then responsible for providing the completed repair tags for the Contractor to perform the repair.

1.2.12 Emergency service: The Contractor must have the ability to furnish 24-hour emergency garment delivery when requested for an additional cost to the using location requiring the emergency service.

1.2.13 Cessation of service: If an item or service provided by the Contractor is no longer needed by the ordering location due to participant retirement, quit, transfer, or other similar circumstance, the service or item may be terminated upon 30 day written notice to the Contractor by the using location designated authority. The using location will cease payment 30 days after written notification of cessation of these items or services.

1.2.14 Employee time off work: Contractor must not charge rental service or laundry charges for garments for periods of sick leave, vacation, military leave, short or long-term disability or similar circumstances exceeding two successive weeks of employee absence. It is the responsibility of the using location designated authority to notify the Contractor in writing a minimum of seven days in advance of employees who will be away from the job under the above circumstances. If not notified as specified above, rental charges will cease the second week after written notification of absence by the using location designated authority and will resume upon notification from the using location designated authority that the employee has returned to work.

1.2.15 Required sizes: Unless otherwise provided herein, Bidders must offer garments in the following sizes:

1.2.15.1 Shirts and Jackets: Extra Small – 5XL Regular, Medium – 3XL Tall

1.2.15.2 Long-sleeved shirts: Men’s neck sizes 14 ½” – 22”, sleeve lengths 32” – 36”

1.2.15.3 Men’s trousers: Waist sizes 28” – 50”, inseam lengths 28” – 36”

1.2.15.4 Women’s trousers: Women’s sizes 4 – 22

1.2.16 Required Colors: The Contractor must provide all colors offered in the Contractor’s standard catalog. Bidders are required to submit the colors they can offer for each garment and facilities supplies item on the item grid that they submit with their bid.

1.2.17 Garment Customizations: Bidders are required to provide a cost for the addition of direct embroidery, emblems, and name patches to rental garments on the item grid as a part of their bid response. This cost will be a one-time application fee charged to the using agency at the start of their rental agreement with the Contractor. This cost is not to be charged again during the rental agreement term unless modifications to the direct embroidery are requested by the using location, or new garments are required by the using location.

1.2.18 Long/short sleeved shirts and shorts/trousers: The Contractor must switch out long sleeved shirts and trousers for short sleeved shirts and shorts as required by the using location. The using location designated authority must provide the Contractor 30 calendar days written notice in advance of this switch being made to allow the Contractor time for proper garment changeover.

1.2.19 Lockers and return bins: If requested by the using locations designated authority, the Contractor must furnish “Steiner” or “O-Day” type hanger lockers for each employee at no cost to the State.

The lockers provided by the Contractor must meet or exceed the specifications of the “Steiner” or

“O’Day” hanger lockers and be large enough to fit the garments included in this contract when hung on hangers. The Contractor must also provide a minimum of one repair bin per location and garment return bags or bins for soiled garments.

1.2.20 Floor mats and shop towels: All floor mats must be delivered clean and dry and be placed by the

Contractor at the location designated by the using agency designated authority. All shop towels delivered must be laundered, clean and free of all foreign materials, including metal shavings, glass, wood chips or shavings or other debris. In all instances of unsuitable delivery of mats or shop towels, the using location must reject the substandard delivery and refuse payment for the delivery.

1.2.21 Stipulated weights and blends: Where a weight is referenced in the specifications, the units are per square yard. Any weight listed in the specifications will be considered the minimum acceptable weight. Where blends of material are referenced, such as “50/50 Polyester/Cotton” or “88/12

Nylon/Lycra” such blend shall be a reference point. A minor variation within 15% of the stated blend will be accepted.

1.2.22 Depreciation of items: Items provided in this Contract begin to depreciate upon the initial delivery of the garments or items to their using location. In the event that an employee is terminated, a garment has elapsed its usable life expectancy, or cessation of service, any garments containing permanently fixed embroidery, emblems, or patches will be bought back by the using location at their depreciated value. Sections 6.1 through 6.3 of this Contract outline the depreciation timeframes for each category of items, including the methods for calculating and paying for the depreciated items.

1.3 CLASSIFICATION OF ITEMS:

1.3.1 Category A: Men’s and Women’s garments

1.3.2 Category B: Flame Resistant garments

1.3.3 Category C: Floor mats, towels, and other facilities supplies

1.4 DETAILED SPECIFICATIONS:

1.4.1 Category A: Men’s and Women’s garments

All garments provided under this Contract must be from reputable, high-quality manufacturers such as Red Kap, Edwards, Workman, Dickies, Wrangler, Hartwell, Carhartt, Universal or other manufacturer who meets or exceeds the specifications for the items listed below. The using location must specify the following garment information for each individual on their purchase order documents: gender, short/long sleeves, size, and color. All items offered must meet or exceed the following specifications. The bid unit of measure for items in Category A is Price per Change.

1.4.1.1 Unisex solid color work shirt: Solid color work shirts must be a 4.0 oz. polyester/cotton blend broadcloth or poplin weave fabric with durable press and soil release finish. Shirts must have two chest pockets and a collar with stays. Additional features include six buttons, gripper at the neck, pencil slot in the chest pocket, and stitched-down front facing. Contractor must be able to supply short and long-sleeved options. Long-sleeved work shirts must have fully lined cuffs.

1.4.1.2 Unisex striped work shirt: Striped work shirts must be a 4.25 oz polyester/cotton blend poplin or broadcloth weave fabric with durable press and soil release finish. Shirts must have two chest pockets, fully lined cuffs and a collar with stays. Additional features include six buttons, gripper at the neck, pencil slot in the chest pocket and stitched-down front facing. Contractor must be able to provide long and short-sleeved options.

1.4.1.3 Unisex polo shirt: Polo shirts must be a polyester or polyester/cotton blend, pique or jersey knit with a knit collar, color coordinated two or three-button clean finished placket with reinforced box, and an extended tail with side vents. Contractor must be able to provide short sleeved shirts with a pocket or no pocket option.

1.4.1.4 Men’s executive button-down shirt: Men’s executive button-down shirts must be a 65/35 or 60/40 cotton/polyester blend. They must be yarn dyed long sleeved oxford style shirts with a lined top-stitched button-down collar, lined cuffs and topstitched with two pleats.

Additional required features include a tailored sleeve placket, box pleated back, left chest pocket, seven buttons, and a center pleat placket front.

1.4.1.5 Men’s safety shirt: Safety shirts must be 100% cotton material and be available in short and long-sleeved options as required.

1.4.1.6 Men’s and women’s work trousers: Work trousers must be a polyester/cotton blend of

5.5 - 7.5 oz. twill with a crease-resistant or durable press finish and front darts. Pants must have a brass zipper, button or hook and eye closure, two slack fronts and two set-in hip pockets. Waistbands must be constructed using a Rocap band or other technique to completely cover seams or be a side elastic waist.

1.4.1.7 Men’s and women’s cargo work trousers: Cargo work trousers must be a polyester/cotton blend of 5.5 – 7.5 oz twill. Cargo work trousers must have a brass zipper, button or hook and eye closure, two slack front pockets, a cargo pocket on each leg, and two back hip pockets.

1.4.1.8 Unisex safety trousers: Safety trousers must be 100% cotton twill weighing 7.0 – 9.0 oz.

with two slack front pockets and two back hip pockets. Trousers must have a brass zipper and a button or hook and eye closure.

1.4.1.9 Men’s pleated twill trousers: Pleated twill trousers must be a polyester/cotton blend brushed twill with a double pleated front, hook and eye closure, two front hip pockets and two back hip pockets.

1.4.1.10 Men’s prewashed jeans: Pre-washed jeans must be 11 – 14 oz. 100% cotton denim, prewashed. Jeans must be a regular fit style blue jean with five pockets.

1.4.1.11 Men’s shorts: Shorts must be a 65/35 polyester/cotton twill fabric with a hook and eye closure. Shorts must have two slack style front hip pockets, two back hip pockets, and a 6” inseam.

1.4.1.12 Unisex coveralls: Unisex coveralls must be a polyester/cotton blend twill weighing 4.0 –

7.0 oz. with durable press finish and a topstitched collar. Coveralls must have a two-way brass zipper, hemmed sleeves, side vent openings, action back, and a gripper at the top of the zipper and at the neck. Coveralls must have two front hip pockets, two back patch hip pockets, two chest pockets, and a tool pocket.

1.4.1.13 Cotton coveralls: Cotton coveralls must be 100% cotton material with a button or snap closure, button or snap cuffs, and side ventilation. There must be two patch hip pockets, two chest pockets, two side slash pockets, and a tool pocket on the coveralls. The sizes required for the cotton coveralls are 38 – 56 in regular length and 42 – 48 in long length.

1.4.1.14 Women’s fitted smock: Smocks must be a polyester/cotton blend poplin fabric with durable press and soil release finish. There must be five front buttons, two lower patch pockets, sleeves that are adjustable with a button and princess seams sewn on the back belt.

1.4.1.15 Men’s and women’s full length lab coat: Full length lab coats must be a polyester/cotton blend stain resistant material, full length, three patch pockets, two front pockets, a chest pocket, side vents and a notched lapel. Lab coats must have cuffed sleeves and a five button or snap closure up to the neck.

1.4.1.16 Men’s and women’s short lab coat: Short lab coats must be a polyester/cotton blend stain resistant material, be long-sleeved, and have two lower pockets, a left chest pocket with a pencil stall, a lined collar, and cuffed sleeves. Women’s short lab coats must have three or four buttons or snaps and be a blazer style cut. Men’s short lab coats must have three buttons or snaps and a plain back. Button or snap closures on lab coats must go up to the neck of the garment.

1.4.1.17 Unisex lab coat: Unisex lab coats must be a polyester/cotton blend stain resistant material with durable press finish. Unisex lab coats must have two front hip pockets, one chest pocket, a button or snap front, and the lab coat must be knee length. Unisex lab coats must have cuffed sleeves and button or snap up to the neck of the garment.

1.4.1.18 Shop coat: Shop coats must be a polyester/cotton blend fabric that is stain resistant and has a durable press with soil release finish. Shop coats must be full length with two lower hip pockets, two chest pockets with a pencil stall on the left one, and five concealed grippers. Coats must have a two-piece collar, side and back vent openings, and be 44” in length.

1.4.1.19 Denim carpenter jeans: Denim carpenter jeans must be 100% prewashed cotton denim weighing 11.75 oz. There must be two front and two rear pockets as well as multiple tool pockets. Leg openings must be 19” to accommodate work boots. Required waist sizes are 29” – 50” in various hemmed lengths.

1.4.1.20 T-Shirt: T-shirts must be a polyester/cotton blend or 100% polyester material that is shrink and wrinkle resistant. They must be short sleeved with a pocket on the left chest.

1.4.1.21 Unisex solid colored scrub top: Scrub tops must be a cotton/polyester blend fabric or

100% polyester with a V-neck, chest pocket, and cap sleeves.

1.4.1.22 Unisex solid colored scrub pant: Scrub pants must be a cotton/polyester blend fabric or

100% polyester, have a drawstring waistband, and be reversible.

1.4.1.23 Unisex knit cuff butcher’s coat: Butcher coats must be 100% polyester, be full length, have five or six stainless steel buttons for closure, and an inside chest pocket.

1.4.1.24 Slash pocket jacket: Slash pocket jackets must be a polyester/cotton blend twill fabric with a durable press and soil release finish and be waist length. There must be two inset slash pockets and a patch pocket on the left sleeve. Slash pocket jackets must have a brass zipper closure, collars lined with stays, adjustable two button cuffs, adjustable waist band tabs, and be permanently lined.

1.4.1.25 Eisenhower style jacket: Eisenhower style jackets must be a polyester/cotton blend material with a durable press and soil release finish. Jackets must have either a permanent liner or a zip in/zip out lining. There must be two pockets on the front. The jacket must have a brass zipper, lined collar, adjustable cuffs, and be waist length.

1.4.1.26 Warm-up jacket: Warm-up jackets must be a stain resistant polyester/cotton blend or nylon fabric and be mid-thigh length. The jackets must have raglan sleeves, two lined lower pockets, and a gripper closure.

1.4.1.27 Name patch: One time charge for the addition of name patches to garments.

1.4.1.28 Emblem: One time charge for the addition of emblems to garments.

1.4.1.29 Direct Embroidery: One time charge for the addition of direct embroidery to garments.

1.4.1.30 Emergency Service fee: Charge for 24-hour emergency garment delivery requests

1.4.2 Category B: Flame resistant garments

Flame resistant garments offered must meet the performance requirements of NFPA 70E and

ASTM 1506, as well as arc ratings for each garment as detailed below. The bid unit of measure for items in Category B is Price Per Change.

1.4.2.1 Men’s long sleeve shirt: Flame resistant shirts must be an 88/12 cotton/nylon blend of

6.5 oz. woven twill. Fabric construction must be equal to Indura Ultra Soft flame-resistant fabric by Westex, Inc. Shirts must have a seven-button front, adjustable button cuffs, and a collar spread with sewn-in stays or which buttons down. There must be two chest pockets with flaps and a button or hook & loop fasteners. Shirts must have a minimum arc rating of ATPV 8.7 CAT 2. They must be available in sizes small through 5XL.

1.4.2.2 Men’s trousers: Flame resistant trousers must be an 88/12 cotton/nylon blend of 9.0 oz.

woven twill. Fabric construction must be equal to Indura Ultra Soft flame-resistant fabric by Westex, Inc. Trousers must have a brass zipper, button closure, two front and two rear pockets. Trousers must have a minimum arc rating of ATPV 12.0 CAT 2. Required sizes include waist sizes 28” – 54”, and inseam lengths 28” – 36”.

1.4.2.3 Men’s denim jeans: Flame resistant jeans must be 100% cotton, have a brass zipper, button closure, two front and two rear pockets. Jeans must have a minimum arc rating of ATPV 12.4 CAT 2. Jeans must be available in waist Sizes 28” – 50” and inseam lengths 28” – 36”.

1.4.2.4 Men’s carpenter jeans: Flame resistant carpenter jeans must be 100% cotton or cotton denim twill, have a brass zipper closure, two front and two rear pockets as well as a tool pocket. Carpenter jeans must have a minimum arc rating of ATPV 12.4 CAT 2. Jeans must be available in waist sizes 28” – 50” and inseam lengths 28” – 36”.

1.4.2.5 Men’s jacket: Flame resistant jackets must be composed of 100% Nomex IIIA or equivalent material for the jacket and lining. There must be a brass zipper and snap closure, two pockets with flaps and snap closure. Jackets must be waist length, have an elasticized waist, and a fitted cuff sleeve or snap closure on the sleeves. Jackets must have a minimum arc rating of ATPV 14.9, CAT 2. Flame resistant jackets must be available in sizes small – 3XL.

1.4.2.6 Coverall: Flame resistant coveralls must be composed of an 88/12 cotton/nylon blend

7.0 - 9.5 oz. woven twill. Fabric construction must be equal to Indura Ultra Soft, flame-resistant fabric by Westex, Inc. Coveralls must have a minimum arc rating of ATPV 8.6, CAT 2. Coveralls must be available in sizes small – 6XL.

1.4.3 Category C: Floor mats, towels, and other facilities supplies

The bid unit of measure for items in Category C is Price Per Change.

1.4.3.1 Dust mop in frame: Bidder must specify the width offered for each of the following size ranges. Dust mops are to be delivered complete, on their frames, and ready for attachment to their corresponding handle:

1.4.3.1.1 22” – 24” wide

1.4.3.1.2 30” – 36” wide

1.4.3.1.3 38” – 42” wide

1.4.3.1.4 44” – 48” wide

1.4.3.2 Dust mop handle: Must be at least 60” in length.

1.4.3.3 Floor mat: Floor mats must be non-slip and anti-trip. Floor mats must be of adequate weight and thickness to avoid curling of the edges or cracking. Bidder must offer all catalog colors for the following sizes of mats:

1.4.3.3.1 3’ x 10’

1.4.3.3.2 3’ x 4’ or 3’ x 5’

1.4.3.3.3 4’ x 6’

1.4.3.4 Logo floor mat: Bidder must offer all catalog colors for the following sizes of mats:

1.4.3.4.1 3’ x 10’

1.4.3.4.2 3’ x 4’ or 3’ x 5’

1.4.3.4.3 4’ x 6’

1.4.3.5 Safety mat: Bidder must offer all catalog colors for 3’ x 4’ or 3’ x 5’ safety mats.

1.4.3.6 Greeting mat: Bidder must offer all catalog colors 3’ x 4’ or 3’ x 5’ greeting mats.

1.4.3.7 Scraper/Active scraper mat: Bidder must offer all catalog colors for the following sizes of mats:

1.4.3.7.1 3’ x 4’ or 3’ x 5’

1.4.3.7.2 4’ x 6’

1.4.3.8 Anti-fatigue/Spring step mat: Bidder must offer all catalog colors for 3’ x 4’ or 3’ x 5’ mats.

1.4.3.9 Air flex mat: Bidder must offer all catalog colors for 3’ x 4’ or 3’ x 5’ mats.

1.4.3.10 Bath towel: 22” x 44”, Color: white

1.4.3.11 Kitchen towel: 15” x 28”, Color: white

1.4.3.12 Shop towel: 18” x 18” towels in bundles of 50, 100, and 200 towels. Shop towels must be debris-free and available in a red color.

1.4.3.13 Air freshener canisters: Bidders must offer all scents available in their catalog.

1.4.3.14 Air freshener dispenser with timing intervals for scent release.

1.4.3.15 Batteries for air freshener dispenser if not included in air freshener dispenser cost.

1.4.3.16 Gel air freshener: Gel freshener must release continuous smell as opposed to being on timed intervals. Bidders must offer all scents available in their catalog.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated as if fully rewritten herein.

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract

Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - AMENDMENT 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.

3.3 - DELIVERY

Services will be performed as set forth in the Contract. The location of service will be noted on the purchase order issued by the participating agency. All items listed in this Bid must be delivered on the schedule and at intervals required by each location using the services provided under this contract. Some contract users do not require mat or dust control services during some months of the year. These locations must notify the contractor in writing of the months such services are and are not required. There will be no charge to the using location during periods of non-use.

3.4 - SPECIAL CHARGES

There will be no assessment, surcharge, small order charge, minimum order charge, single item charge, make up charge, minimum delivery or re-delivery charge or any other unspecified additional charge that is not specifically authorized by this Contract.

3.5 - SPECIFICATION VARIATION

Bidders may present minor deviations to the bid specifications. Any deviations presented must be explicitly detailed in the Bidder’s response and uploaded to the appropriate location in the questionnaire. It is the intention of the State to fully evaluate all acceptable alternate equal bid responses that meet the overall requirements of the bid. The State will evaluate deviations to determine whether variances are material enough to represent a violation of the intent of the bid specifications or would give the Bidder an unfair advantage. Deviations related to the terms and conditions of this bid, or any stated level of performance, reliability, or timeliness will deem the bid not responsive.

3.6 - SWEATSHOP FREE

Bidder certifies that all facilities used for the production of the supplies or performance of services offered in the bid are in compliance with applicable domestic labor, employment, health and safety, environmental and building laws. This certification applies to any and all suppliers and/or subcontractors used by the Bidder in furnishing the supplies or services described in the bid and awarded to the Bidder. If DAS receives a complaint alleging non-compliance with sweatshop free requirements, DAS may enlist the services of an independent monitor to investigate allegations of such non-compliance on the part of the Contractor, any sub-contractors or suppliers used by the Contractor in performance of the Contract. If allegations are proven to be accurate, the Contractor will be advised by DAS of the next course of action to resolve the complaint and the Contractor will be responsible for any costs associated with the investigation. Items that will be considered in an investigation include, but are not limited to standards for wages, occupational safety and work hours.

3.7 - SUBSTITUTION OF ITEMS

During the term of the Contract, the Contractor may have a need to substitute alternate manufacturer brand/style/items other than those agreed to under the Contract. Prior to the provision of any alternate however, the Contractor must notify DAS in writing and obtain written permission from the DAS Office of Procurement

Services for use of any alternate item(s). DAS may require samples prior to the approval of any alternate item(s).

Failure to comply with this clause shall be considered a material default.

3.8 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract price(s) will remain firm for the first 12 months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 30 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 its 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, 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”.

3.9 - COOPERATIVE PURCHASING CONTRACT

This Contract may be utilized by Cooperative Purchasing Members. “Cooperative Purchasing Members” or “Co-op Members” are entities that qualify for participation in the State’s cooperative purchasing program under

Section 125.04 of the Ohio Revised Code (“ORC”) and that have completed the steps necessary to participate in that program. They may include Ohio political subdivisions, such as counties, townships, municipal corporations, school districts, conservancy districts, township park districts, park districts created under Chapter

1545 of the ORC, regional transit authorities, regional airport authorities, regional water and sewer districts, and port authorities. They also may include any Ohio county board of elections, state institutions of higher education, private fire companies, private, nonprofit emergency medical service organizations, and chartered nonpublic schools.

If a purchase is made from this Contract by an entity that is not properly registered with the State’s Cooperative

Purchasing Program, it may be a violation of law, may be contrary to the entity’s competitive bidding requirements, and will be a breach of this Contract by the Contractor. If a Cooperative Purchasing Member relies upon this Contract to issue a purchase order or other ordering document, the Cooperative Purchasing Member

“steps into the shoes” of the State under this Contract. The Cooperative Purchasing Member’s order and this

Contract are between the Contractor and the Cooperative Purchasing Member. The Contractor must look solely to the Cooperative Purchasing Member for performance, including payment. The Contractor agrees to hold the state of Ohio harmless with regard to Cooperative Purchasing Member’s orders and Cooperative Purchasing

Member’s performance. DAS may cancel this Contract and may seek remedies if the Contractor fails to honor its obligations under an order from a Cooperative Purchasing Member.

3.10 - CONTRACTOR REVENUE SHARE

The Contractor must pay to the State a share of the sales transacted under this Contract as a fee (“Revenue

Share”) to the State to cover the estimated costs the State will incur in administering this Contract and the

Services offered under it.

The Contractor must remit the Revenue Share in U.S. dollars within 30 days after the end of the quarterly reporting period. The Revenue Share that the Contractor must pay under this Contract equals 3/4 of 1% of the total quarterly sales. The Revenue Share must be included in the prices reflected in any order and reflected in the total amount charged to the State, and the Contractor may not add a surcharge to orders under this Contract to cover the cost of the Revenue Share.

The Contractor must remit any amount due at the time the quarterly sales or closeout report is submitted to the

Department of Administrative Services. To ensure the payment is credited properly, the Contractor must identify the payment as a “State of Ohio Revenue Share” and include this Contract number, total amount, and reporting period covered.

The Contractor will pay the Revenue Share by check remittance, both normal and overnight, credit card payment via the State’s epayment portal, or ACH payment, if approved by the State, using the instructions below.

Contractor will pay the Revenue Share by check remittance, both normal and overnight, credit card payment via the State’s epayment portal, or ACH payment, if approved by the State, using the instructions below.

Check remittance:

Follow the remittance instructions on the required Quarterly Sales Report and Revenue Share Remittance Form at the following link, https://das.ohio.gov/about/about-us/office-of-finance/revenue-share-form.

Credit Card Payments:

To pay by credit card, use the following link, https://epay.das.ohio.gov/Payment, select “Revenue Share” as the payment type and follow the on-screen prompts.

ACH Payments:

If this payment method is approved by the State, the State will provide payment instructions to Contractor.

If the full amount of the Revenue Share is not paid within 30 days after the end of the applicable reporting period, the non-payment will constitute a contract debt to the State. The State may offset any unpaid Revenue Share from any amount owed to the Contractor under this Contract and employ all other remedies available to it under

Ohio law for the non-payment of the Revenue Share. Additionally, if the Contractor fails to pay the Revenue

Share in a timely manner, the failure will be a breach of this Contract, and the State may terminate this Contract for cause as set forth herein and seek damages for the breach.

3.11 - CONTRACTOR QUARTERLY SALES REPORT

The Contractor must report the quarterly dollar value (in U.S. dollars and rounded to the nearest whole dollar) of the sales to Cooperative Purchasing Members under this Contract each calendar quarter (i.e., January-March, April-June, July-September, and October-December). The dollar value of the sales reported must equal the price paid by all Cooperative Purchasing Members for purchases under this Contract during the reporting period. The sales to State agencies under this Contract are automatically reported in OhioBuys.

The Contractor must submit the quarterly sales reports to the State via OhioBuys. If no sales occur, the

Contractor must still submit the quarterly sales report and show zero sales for the quarter on the report. The reports must be submitted no later than 30 days after the completion of the reporting period.

The Contractor must also submit a closeout report within 120 days after the expiration of this Contract. For purposes of this provision, the Contract expires on the physical completion of the last outstanding task or order of the Contract. The close-out report must cover all sales not shown in the final quarterly report and reconcile all errors and credits. If the Contractor reported all Contract sales and reconciled all errors and credits on the final quarterly sales report, then the closeout report should show zero sales.

If the Contractor fails to submit any sales report in a timely manner or falsifies any sales report, the State may terminate this Contract for cause.

3.12 - SUBMISSION OF INVOICES

In addition to the Invoice Requirements in the Standard Terms and Conditions, the Contractor must submit a proper invoice to the ordering agency indicated on the purchase order unless otherwise requested by the ordering agency. If the using location requires consolidated invoices for multiple agency locations or extended date periods, the Contractor must provide them as required.

Bidders must provide an exact sample invoice and consolidated invoice including garments, mats, and other facilities supplies which may be serviced upon award of the Contract. If a sample invoice is not submitted with their bid submission, Bidders will have seven calendar days after request from DAS to provide a sample invoice.

Failure to supply a sample invoice meeting the requirements within the stated time period may result in the Bidder being deemed not responsive. Invoice examples which DAS determines to not meet the requirements of a proper invoice may deem the bid not responsive.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

https://https/das.ohio.gov/about/about-us/office-of-finance/revenue-share-form https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fepay.das.ohio.gov%2FPayment&data=04%7C01%7CKyle.Bailey%40das.ohio.gov%7C02d1b0edb8364f8786b608d9c932880d%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C637762041128928674%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=Ww93pltT3l9Shi5%2F0auHZEtV94vVqkCpVW4rja0KPoU%3D&reserved=0 https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the State will multiply the number of estimated weekly changes for items by the prices submitted by each Bidder to obtain a total weekly cost for all items. DAS will then multiply the total weekly cost for each item by 52 weeks to obtain the annual estimated rental cost for all items. DAS will then multiply the annual estimated loss for each item by the replacement cost per item for an estimated annual replacement cost and then add the total estimated annual replacement cost to the annual estimated rental cost for all items to obtain an estimated total annual cost for each Bidder. Failure to bid all items in this solicitation may result in a Bidder being deemed not responsive.

5.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible Bidder by low lot total. Failure to bid all items may result in the Bidder being deemed not responsive.

5.3 - REFERENCES TO ADDITIONAL TERMS

Any terms or conditions included in any Contractor-supplied documents including, but not limited to, rental agreements, price lists, or descriptive literature are not enforceable.

5.4 - 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 seven calendar days after request/notification by the Office of Procurement Services to do so. 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.

5.5 - BIDDER QUALIFICATIONS

Bidders must have been in the garment, laundering, and facility supplies rental industry for a minimum of five years. Bidders must be able to provide service to the whole state. Bidders will be prompted to submit supporting documentation that meets this requirement in the questionnaire portion of their bid response. If not included with their bid response, Bidders will have seven calendar days after request by DAS to provide their documentation.

Failure to provide this required documentation may result in the Bidder being deemed not responsive.

5.6 - PRODUCT SAMPLES

The Bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in the evaluation process to determine the lowest responsive and responsible Bidder. If not included as part of their bid response, the Bidder will be required to provide the samples within seven calendar days after notification.

Failure to provide the samples within the stated time period will result in the Bidder being deemed not responsive.

After award of the contract, the samples will be used as a basis of comparison with actual product delivered under contract. Any variation between the samples and product being delivered will be considered as an event of default. Any variations between the samples and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

6 - DEPRECIATION SCHEDULES

6.1 - CATEGORY A: MEN’S AND WOMEN’S GARMENTS

Garments in category A which are lost or damaged beyond repair due to actions of the using agency will be paid for by the using agency based upon a 36-month depreciation schedule.

The replacement cost of the garment will be divided by 36 and the result multiplied by the number of months the garment has been in service. This result will be deducted from the garment’s replacement cost and invoiced to the using location for the depreciated price. After 36 months, the replacement price will be $0. Garments which are deemed suitable for use by the using agency designated authority may remain in service longer than 36 months.

Below is an example of a garment with an original replacement cost of $ 36.00 used for 12 months then lost by the using agency.

Depreciation per month of use $ 36.00 / 36 = $ 1.00 per month

Total depreciation: $ 1.00 x 12 months = $ 12.00

Depreciated price due to the Contractor: $36.00 – $ 12.00 = $ 24.00 due to the Contractor

6.2 - CATEGORY B: FLAME RESISTANT GARMENTS

Garments in category B which are lost or damaged beyond repair due to actions by members of the using agency will be paid for by the using agency based upon a 48-month depreciation schedule.

The replacement cost of the garment will be divided by 48 and the result multiplied by the number of months the garment has been in service. This result will be deducted from the garment’s replacement cost and invoiced to the using location for the depreciated price. After 48 months, the replacement price will be $0. Garments which are deemed suitable for use by the using agency designated authority may remain in service longer than 48 months.

Below is an example of a garment with an original replacement cost of $ 48.00 which was used for 18 months then lost by the using agency.

Depreciation per month of use: $ 48.00/48 = $ 1.00 per month

Total depreciation: $ 1.00 x 18 months = $ 18.00

Depreciated price due to the Contractor: $ 48.00 – $ 18.00 = $ 30.00 due to the Contractor.

6.3 - CATEGORY C: FLOOR MATS, TOWELS, AND OTHER FACILITIES SUPPLIES

Items in category C which are lost or damaged beyond repair due to actions by members of the using agency will be paid for by said using agency based upon a 48-month depreciation schedule.

The replacement cost of the item will be divided by 48 and the result multiplied by the number of months the item has been in service. This result will be deducted from the items replacement cost and invoiced to the using location for the depreciated price. After 48 months, the replacement price will be $0.

Below is an example of an item with an original replacement cost of $ 96.00 which was used for 25 months then lost by the using agency.

Depreciation per month of use $ 96.00/48 = $ 2.00 per month

Total Depreciation: $ 2.00 x 25 months = $ 50.00

Depreciated price due to the Contractor: $96.00 – $ 50.00 = $ 46.00 due to the Contractor

7 – APPENDICES

7.1 - APPENDIX I: KNOWN LOCATIONS TO BE SERVICED

A list of the current known agency locations that need work performed under the Contract is listed below. The

Contractor is responsible for reaching out to each of the locations listed in this appendix within 30 days after notification of award to discuss the using locations needs and set up service. DAS will provide the Contractor a copy of Appendix I with contact information listed for each using location once the Contract has been awarded.

Appendix A to DAS Office of Procurement Services Bid RSI026281, Index GDC020

State

Agency

Location Name (county name for ODOT locations) Address

Zip

Code

ODOT

District

ODOT Defiance 2340 Baltimore Road, Defiance, OH 43512 43512 1

ODOT Hancock 1645 Lima Ave, Findlay, OH 45840 45840 1

ODOT District 1 HQ 1885 N. McCullough St, Lima, OH 45801-0040 45801 1

ODOT Allen 123 E. Chapman Road, Lima, OH 45801 45801 1

ODOT Paulding 833 W Wayne St., Paulding, OH 45879 45879 1

ODOT Putnam 617 11th Street, Ottawa, OH 45875 45875 1

ODOT Van Wert 10238 Van Wert-Decatur Road, Van Wert, OH 45891 45891 1

ODOT Hardin 13052 US 68, Kenton, OH 43326…