RSI031667_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: On-Premise Laundry Equipment

CONTRACT No.: RSI031667

CONTRACT ID: 31667

EFFECTIVE DATES: 10/1/2025 to 9/30/2029

SUPPLIER: H-M COMPANY

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

SRC0000032043. 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 all State agencies, State institutions 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

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

This Contract is for the goods and services required to fulfill the needs for on-premise laundry equipment and related services throughout the State of Ohio.

1.1.1 - RENTAL AND PURCHASE

Equipment procured under the Contract includes both rentals and purchases. Rentals must include maintenance in the cost of the rental while purchases do not include maintenance. Ordering Entities may enter into a Maintenance Agreement for purchased equipment with the Contractor as an additional purchase.

1.1.2 - REGIONS WITHIN THE STATE

There are four regions identified within the State for the Contract. The map of bid regions can be found in section 6 - EXHIBITS.

1.1.3 - DEFINITIONS

1.1.3.1 - ON-PREMISE LAUNDRY EQUIPMENT

On-premise laundry equipment may be referred to as “industrial” or “commercial grade” laundry equipment; washers/extractors and dryers. For the purpose of the Contract, the desired on-premise equipment has been identified and categorized by type and capacity.

1.1.3.2 - ORDERING ENTITY

Ordering Entity is used throughout the Contract to refer to those organizations permitted to acquire goods and services under the Contract: State agencies, State institutions of higher education, and properly registered members of the Cooperative Purchasing Program of the Department of Administrative Services.

1.1.3.3 - CERTIFIED FACTORY-TRAINED TECHNICIAN

A Certified Factory-trained Technician (Technician) is defined as an individual who has been trained to service and repair manufacturer specific equipment and has satisfied the manufacturer’s requirements deeming them “certified.” The Technician’s primary responsibilities include installing equipment and responding to service requests from Ordering Entities. Contractors and their Technicians shall have access to the equipment manufacturer’s technical resources to aid in servicing equipment. Any reference to a Technician throughout the Contract must satisfy this definition.

1.1.3.4 - RENTAL AND MAINTENANCE AGREEMENTS

• RENTAL AGREEMENT

Rental Agreements are required to establish the details of each rental between the Contractor and the Ordering Entity. Examples of the details include rental term, location, equipment identification, maintenance request procedures, and site-specific requirements.

• MAINTENANCE AGREEMENT

Maintenance Agreements are required to establish the details of each agreement between the Contractor and the Ordering Entity. Maintenance Agreements are not required with equipment purchased with the Contract but may be added if desired by the Ordering Entity. Examples of the details include agreement term, location, equipment identification, maintenance request procedures, and site-specific requirements.

1.2 - SPECIFICATIONS

The following establishes minimum specifications for all goods and services procured under the Contract.

1.2.1 - EQUIPMENT

The desired equipment has been identified as either a washer or a dryer with a specified minimum size/laundry capacity and recommended motor horsepower rating. Bidders must provide the capacity and horsepower of each item for which a price is submitted along with other identifying information.

1.2.1.1 - All equipment furnished must be new and in current production. Remanufactured or refurbished equipment is not permitted.

1.2.1.2 - The base units as identified must be fully functional devices capable of satisfying the minimum requirements for the category without additional accessories or options.

1.2.1.3 - Options or accessories may be included as optional items.

• Electronic production monitoring systems.

• Gas or steam heating for dryers.

• Reversing cylinders for dryers.

• Expedited drying modifications for dryers.

No options or accessories are included in the Contract.

1.2.2 - DELIVERY AND INSTALLATION

The Contractor is responsible for the delivery, installation, and operational testing for all equipment in accordance with the Contract and these costs must be included in the contract prices. Prior to delivery and installation, the Contractor shall advise the Ordering Entity of any specialized installation and site requirements, this may require the Contractor to visit the designated installation location for evaluation prior to delivery.

1.2.2.1 - All deliveries must be made during normal business hours, which may vary for each location by Ordering Entity. It is the Contractor’s responsibility to coordinate delivery dates and times accordingly. The Ordering Entity is not responsible for any additional cost should the Contractor fail to observe specific delivery dates and receiving hours.

1.2.2.2 - The Contractor must provide and pay for all material, labor, tools, transportation, and handling necessary for the furnishing, delivery, assembly, and installation including any inspection before, during, and after installation of all items specified herein.

1.2.2.3 - The Contractor must keep the premises where work is being performed tidy, keeping all tools, installation equipment, machinery, and other materials in an orderly fashion. The Contractor shall not allow waste or packing materials to accumulate. The Contractor is responsible for removing all crates, wrappings, flammable waste material, and trash resulting from the work completed under this contract. The premises shall be left in good repair and in an orderly, neat, clean, and unobstructed condition.

1.2.2.4 - The Contractor is responsible for any damage to the premises of any site that is the result of the installation and shall repair and restore the damaged area to the original condition within the time frame designated by Ordering Entity.

1.2.2.5 - All equipment shall be functionally tested after installation to ensure that all cycles/modes/functions are operating as designed.

1.2.2.6 - If the Ordering Entity owns existing equipment to be replaced by new equipment under this contract, the Contractor may be required to disconnect and remove the existing equipment per the direction of the entity.

1.2.3 - TRAINING

After successful installation, the Contractor must provide training for personnel identified by the Ordering Entity. This training shall include operation and routine care of the equipment as well as the procedure for requesting maintenance. Additionally, the Contractor shall provide product literature, user-manuals, and, if available, access to on-line resources at no charge to the entity.

1.2.4 - TITLE

The transfer of title varies for rentals and purchases as follows.

1.2.4.1 - RENTAL

The Ordering Entity will not hold title to the equipment under the rental portion of the Contract. The Contractor is responsible for all taxes.

• TERM

The maximum term of any Rental Agreement established pursuant to the Contract shall not exceed five years with all installations on their own term up to five years (non-coterminous).

• EXPIRATION

At the end of the Rental Agreement term, the Contractor and the Ordering Entity shall coordinate in writing regarding the agreement’s expiration date and schedule the retrieval of the associated equipment. The Contractor must collect the equipment as scheduled.

o The Ordering Entity is not liable for any usage of a device after its specified pick-up date.

o The Contractor must submit a confirmation to the Ordering Entity’s purchasing department within one week after the device was collected. Failure to submit the confirmation of pick-up may delay the final payment.

o If the Contractor does not pick up the equipment on the specified pick-up date, the

Ordering Entity may assess the Contractor a $25.00 per day/per device storage fee.

Such expense shall be deducted from the Contractor’s final payment.

• LOSS OR DAMAGE

Although the equipment and accessories will be installed on the Ordering Entity’s premises, the Ordering Entity is relieved from risk of loss or damage during the period of transportation, installation, and during the entire time the equipment is in the possession of the Ordering Entity, except when the loss or damage is due to negligence or willful act by the Ordering Entity. If damage or loss occurs to the installed equipment caused by negligence or willful act by the Ordering Entity, reimbursement will be made as follows:

o The Contractor shall submit an invoice and a written damage or loss evaluation/claim to the Ordering Entity’s purchasing department.

o If the damaged equipment can be repaired, the Contractor will invoice the Ordering

Entity at the Contractor's lowest current price rates for parts and labor.

o If a machine needs to be replaced, the Ordering Entity’s purchasing department will negotiate with the Contractor to arrive at the depreciated value of the damaged unit.

1.2.4.2 - PURCHASE

The title passes to the Ordering Entity upon successful delivery, installation, and acceptance by the entity. Although the units and accessories will be installed on the Ordering Entity’s premises, the entity is relieved from risk of loss or damage during the period of transportation and installation.

1.2.5 - MAINTENANCE

Maintenance requirements vary between rentals and purchases. All maintenance shall be performed by Certified Factory-trained Technicians. Maintenance shall include repairs, labor, parts, travel time, mileage, supplies, and any other expense required to maintain the equipment in proper working condition. The Contractor must provide consistent quality and a continuing supply of the equipment, accessories, repair parts, and services offered herein.

1.2.5.1 - RENTAL

All Rental Agreements require maintenance of the equipment by the Contractor in accordance with the original equipment manufacturer’s recommendations and requirements to maintain any warranty.

The cost of equipment maintenance shall be included in the cost of the rental, this is not an additional cost.

1.2.5.2 - PURCHASE

The Ordering Entity will have the option of including a Maintenance Agreement for any purchased equipment. Maintenance of equipment, when this option is exercised, shall be in accordance with the original equipment manufacturer’s recommendations and requirements to maintain any warranty.

Payments for this maintenance service will be made on a quarterly basis. Maintenance Agreements can be purchased at any time throughout the term of the Contract. The Ordering Entity is not required to purchase the Maintenance Agreement at the time of the equipment purchase.

1.3 - REQUIREMENTS

The following shall establish minimum requirements for both Contractors and Ordering Entities when acquiring goods and services under the Contract.

1.3.1 - CONTRACTOR REQUIREMENTS

1.3.1.1 - MAINTENANCE

The Contractor is responsible for maintaining the equipment for all Rental Agreements established under the Contract as well as for those Maintenance Agreements established for related equipment purchases. Contractors must have an adequate network of sales/service facilities and Technicians to adequately respond to the contract requirements in all awarded bid regions.

Reliable equipment is paramount to the successful execution of the Contract. Reducing downtime is key. Contractors must provide daily communication to the Ordering Entity regarding inoperable equipment, including updates regarding resolution timeframe, and any parts, accessories, or devices on back-order.

• If a machine under a Rental Agreement remains inoperable for more than three days, the Ordering Entity may require credit for each day the machine is inoperable. The daily credit is equal to 1/30th of the monthly rental rate.

• If a purchased machine is covered by a Maintenance Agreement and it remains inoperable for more than three days, the Ordering Entity may require a credit of $75.00 for each day the machine is inoperable.

1.3.1.2 - CONDUCT

During the execution of this contract, Contractor personnel will be required to enter the Ordering Entity’s facility. It is the Contractor’s responsibility to ensure that their personnel conduct themselves in a manner consistent with the purposes and functions of the facility and avoid detrimentally affecting the order of the facility and operations. Each Ordering Entity’s facility will have established standards of conduct required for anyone on the premises. Be advised, these standards of conduct may include strict privacy, confidentiality, or HIPAA requirements. The Ohio Department of Rehabilitation and Correction (ODRC) has special requirements for Contractors while on its premises. Contractors must follow the ODRC Standards of Conduct.

1.3.1.3 - INVOICING

Invoices must be submitted as directed by the Ordering Entity’s purchase order. Rental invoices must be submitted monthly. Maintenance Agreement invoices must be submitted quarterly.

https://dam.assets.ohio.gov/image/upload/drc.ohio.gov/Forms/Work_Amended%20DRC4376%20-%20Blank.pdf

1.3.2 - ORDERING ENTITY REQUIREMENTS

1.3.2.1 - SITE PREPARATIONS

The Ordering Entity is responsible for furnishing and installing any special electrical, plumbing, or exhaust equipment that may be required for the successful installation of new equipment.

1.3.2.2 - CONDUCT

During the execution of this contract, Contractor personnel will be required to enter the Ordering Entity’s facility. It is the Ordering Entity’s responsibility to ensure that the Contractor’s personnel are made aware of the location’s established standards of conduct.

1.3.3 - RENTAL AGREEMENT TERM

1.3.3.1 - The maximum total rental term, including all extensions, shall be five years for any equipment.

Rental Agreements established for less than five years may be extended by mutual agreement between the Ordering Entity and the Contractor for up to five years. The total rental term, including all extensions, shall be at the rental rates in effect at the time of the original agreement.

In the event of unforeseen circumstances, as defined by the Ordering Entity, a maximum of 90 days may be added to the end of any rental term to allow the Ordering Entity additional time to address their equipment needs. The Ordering Entity shall notify the Contractor of their intentions before the current term ends and the Contractor shall act in good faith to accommodate the Ordering Entity’s request.

1.3.3.2 - If the Ordering Entity eliminates or closes an installation location, dissolves, or ceases to exist, the Rental Agreement will be terminated when the entity’s operations cease, and the equipment will be taken back by the Contractor free of charge.

1.3.3.3 - Upon the expiration of the rental term or termination of the rental term the Contractor, at their sole expense, shall remove the equipment.

1.3.4 - MAINTENANCE AGREEMENT TERMS

These terms apply to both the maintenance included in Rental Agreements as well as the Maintenance Agreements established for purchased equipment.

1.3.4.1 - The Contractor is responsible for maintaining the equipment and recording said maintenance with service logs.

1.3.4.2 - Contractors shall supply a list of their sales/service facilities and/or technician locations.

The list of sales/service facilities and/or technicians must indicate the bid region(s) each is responsible to service. The Contractor must have Technicians on staff that are fully qualified to service all of the installed machines with genuine OEM parts.

1.3.4.3 - Contractors must respond to the Ordering Entity’s request as soon as possible but no later than eight business hours (hours between 8am and 5pm) from the time of the request and at that time be prepared to schedule the on-site service appointment within three days. Contractors shall supply both primary and secondary contacts for service requests.

1.3.5 - WARRANTY

The warranty period shall begin upon acceptance of the products.

1.3.5.1 - The equipment must come with the standard features published in the manufacturer’s literature and will not deviate from the specifications.

1.3.5.2 - Equipment replaced under warranty must be like-for-like and at no additional cost.

1.3.5.3 - Repair of equipment and replacement of defective parts under warranty shall be at no additional cost.

1.3.5.4 - Upon significant equipment failure, the warranty period shall commence again for 90 days.

Instances of significant failure shall be determined by the Ordering Entity.

1.3.5.5 - The Contractor’s warranty obligations shall not apply if:

• The equipment is installed, wired, modified, altered, or serviced by anyone other than Contractor;

• If the Ordering Entity employs an unauthorized accessory, supply, software, or part; or

• The equipment is relocated to any region for which the Contractor was not awarded.

1.3.5.6 - Lemon Clause: This clause applies to all equipment procured under the Contract.

• This clause shall not apply if supplies are used in the equipment that were not intended for laundry equipment.

• The applicable period is 36 months from the date of acceptance.

• This clause shall take precedence over any other warranty or services clauses associated with this contract.

Any equipment that fails (except due to Ordering Entity error or negligence) to function in accordance with the manufacturer’s published performance specifications, four times in any four-week period or is subject to recurring related problems, shall be replaced with new equipment that meets or exceeds the requirements of the original equipment at no additional cost.

1.4 - PRICES

1.4.1 - RENTAL

The rental prices must include all costs related to the rental of the equipment as listed herein. Rental prices shall be based upon an annual rental term or a three-to-five-year rental term as indicated in the Item Grid. The rental prices are the only allowable charge for rentals. No additional fees or charges will be allowed.

1.4.2 - PURCHASE

The purchase prices must include all costs related to the purchase of the equipment as listed herein. The purchase prices are the only allowable charge for purchases. No additional fees or charges will be allowed.

1.4.3 - OPTIONS AND ACCESSORIES

Options or accessories must be priced to coincide with either the rental or purchase prices. The installation of any option or accessory must be factored into the cost of the option or accessory. No additional fee or charge will be allowed for installation of options or accessories. If an option or accessory requires a different base unit, the price of that option or accessory must be the difference between the base unit and the unit that includes the option or accessory.

No options or accessories are included in the Contract.

1.4.4 - MAINTENANCE AGREEMENT

The maintenance prices must include all costs related to the maintenance of the equipment as listed herein. The maintenance prices are the only allowable charge. No additional fees or charges will be allowed.

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 - 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.

3.2 - 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.

3.3 - SITE VISIT

Contractors must be prepared and equipped to survey the Ordering Entity’s facilities. Site visits will be coordinated between the Contractor and the Ordering Entity. Site visits may be necessary throughout the State of Ohio. Any costs associated with the site visits shall be the responsibility of the Contractor and these costs are neither an additional billable cost to the entity nor a reimbursable expense.

3.4 - DELIVERY

Supplies will be delivered to the Ordering Entity within 30 days after receipt of order. The delivery location will be noted on the purchase order issued by the Ordering Entity.

3.5 - REFERENCES TO ADDITIONAL TERMS, CONDITIONS, OR COSTS

Any terms, conditions, or costs included in any Contractor-supplied documents are of no effect and are not enforceable. Examples of Contractor-supplier documents include, but not limited to, Rental or Maintenance Agreements, descriptive literature, invoices, or price lists. The only valid prices are those approved by the Contracting Agency, the Department of Administrative Services.

3.6 - 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.

3.7 - 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 closeout 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.

3.8 - 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 ¾ 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.

3.9 - 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.

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

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”.

4 - INVITATION TO BID INSTRUCTIONS

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

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - DESCRIPTIVE LITERATURE

The Bidder shall submit descriptive literature of the supplies or services being offered as part of their bid submission. The literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. Failure of the bidder to furnish descriptive literature as part of their bid response may deem the bidder not responsive.

5.2 - MANUFACTURER OR AUTHORIZED DISTRIBUTOR

Bidders responding to this Invitation to Bid must be an authorized distributor or manufacturer of the items they are bidding. Bidders may be required to submit documentation with their bid response certifying that they are the manufacturer or an authorized distributor of the manufacturer of the items being bid via the Questionnaire.

If requested, Bidders shall submit certification attesting that they are the manufacturer, or an authorized distributor of the items being bid. This certification must be on the manufacturer’s letterhead, signed by a duly authorized employee of the manufacturer. If not provided as part of the bid response, the Bidder must provide said statement within three business days after request/notification by the Office of Procurement Services.

Failure to submit the certification within the stated time period may result in the bid response being deemed as not responsive.

5.3 - OPTIONS/ACCESSORIES

Options or accessories may be bid as optional items. These items will not be evaluated as part of the bid calculations. Options or accessories may not be included in an awarded contract at the sole discretion of the State. Options or accessories must be priced to coincide with either the rental or purchase prices. If an option or accessory requires a different base unit, the price bid must be the difference between the base unit and the unit that includes the option or accessory. If an electronic production monitoring system or other is submitted as an option, additional details and documentation will be required for evaluation.

5.4 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the State will multiply the bid price of the required items by the item estimated annual usage. The resulting products will be added together to calculate a lot total per bid region. Bidders are not required to submit bid prices for all regions. Bidders that fail to submit bid prices for all evaluated items in any chosen bid region may be deemed not responsive for that region.

Optional items on the bid Item Grid, options and accessories, will not be included in the bid evaluation.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.5 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by bid region. Bidders may be awarded more than one region. Failure to bid all items in any chosen region may result in the bidder being deemed not responsive for that region.

6 - SUBCONTRACTORS

6.1 - K & L Repair, LLC

6.2 - TAC Laundry Equipment Service and Installation, LLC

7 - EXHIBITS

EXHIBIT ONE

STATE OF OHIO COUNTY REGIONAL MAP

REGION KEY

Northwestern – Orange Northeastern – Red Southwestern – Dark Blue Southeastern – Light Blue