S000000148 ADC IFB Uniform Service - Benton Amended.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000148 Solicitation Issued: July 1, 2022

Description: Inmate Uniform Service

Department: Arkansas Department of Corrections - Benton

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: July 22, 2022 Bid Opening Time: 1:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Davis Pankey Buyer’s Direct Phone Number: 501-686-6636

Email Address: davis.pankey@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Department of Corrections (ADC) to obtain pricing and a contract for Work Release Inmate Uniform Service. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the ADC.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

https://arkansas-gov.zoom.us/j/88673181474?pwd=zx4VO-_XZEOy4xNxvTDO4gMOfFfGXS.1 Meeting ID: 886 7318 1474 Meeting Password: 701667 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before July 18, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on July 20, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

https://arkansas-gov.zoom.us/j/88673181474?pwd=zx4VO-_XZEOy4xNxvTDO4gMOfFfGXS.1

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. “Work Release” means offenders who are approved for temporary release due to being assigned to a work release program.

J. “Free World Clothing” means clothing worn by individuals who are not incarcerated.

1.5 PROSPECTIVE CONTRCTOR REFERENCES

A. Prospective Contractor should provide at least three (3) reference accounts with their bid submission, where similar services have been provided in the last five (5) years.

1. One (1) of the provided references must, be located in Central Arkansas.

2. References should include contact person name, telephone number, and email address.

1.6 CONTRACTOR REQUIREMENTS

A. Contractor shall provide ADC Work Release Inmates with “free world” clothing to be worn in their workplace of assignment on a seven (7) day weekly basis.

B. Contractor shall deliver and collect uniforms from ADC/Benton Work Release Center.

1. Contractor shall not deliver uniforms in plastic wrap or on wire hangers, both are prohibited at the unit.

C. At contract award, the Contractor shall provide fifteen (15) sets of uniform shirts and pants, and two

(2) jackets for approximately 205 inmates.

1. Total Shirt and Pant Uniform Sets: Approximately 3,075

2. Total Uniform Jackets: Approximately 410

D. After initial set-up Contractor shall deliver five (5) clean and collect five (5) soiled sets of uniforms on a weekly rotational basis.

E. Contractor shall provide uniforms with the following specifications:

a. Uniform items must be 100% Cotton

b. Uniforms must be wrinkle free

c. Uniform Shirt Color must be Medium Gray

d. Uniform Pant Color must be Charcoal Gray

e. Uniform Jacket Color must be Charcoal Gray

F. Contractor shall measure each Work Release Inmate to ensure appropriate uniform and jacket size.

1. Once measurements are obtained, the initial service should begin within two (2) weeks.

G. Contractor shall make minor repairs or alterations, which may include repairing and/or replacing damaged clothing.

1. If contract clothing is unavailable Contractor shall provide approved spare clothing on an individual basis until the contract clothing can be provided.

2. Contractor shall provide 1-1/2" W x 3-1/2"L emblems on an individual basis.

a. Any additional cost for emblems must apply to that individual inmate’s service only.

H. Contractor shall have capability to store jackets during the “off season”.

1. Jackets must be delivered to the ADC/Benton unit within one (1) week of receiving notice from the agency.

2. Contractor shall provide laundry collection lockers for soiled uniforms.

3. All lockers must have a key lock with key access provided to designated ADC staff and the

Contractor.

4. Contractor shall provide an appropriate number of locker bins (laundry lock-up) to handle the size of service at the location.

5. Contractor shall ensure that each Work Release Inmate has at least one (1) spare uniform set at all times.

6. Contractor shall provide a detailed process advising how they will keep orders separate and uniforms wrinkle free in the Bid Response Packet.

I. Contractor shall launder uniforms in hypoallergenic environmentally friendly detergent.

1. Prospective Contractor should identify the type of detergent used when requested by ADC.

J. Contractor shall return uniforms and jackets to the Work Release Inmates soil free, spot free, and wrinkle free.

K. Contractor shall ensure that inmates are not, at any time, without required clean uniforms for their specific job assignments.

1.7 PAYMENT AND INVOICE

A. Contractor must provide an itemized weekly invoice addressed to ADC including but not limited to the following:

a. Each Work Release Inmate's name

b. The agency contract number

c. Quantity

d. Description

e. Unit Price

B. Contractor must provide a sample invoice and monthly statement, to ADC, within forty-eight (48) hours of request.

C. ADC shall be responsible for collecting monies from the inmates and will remit payment to Contractor monthly based on a monthly statement.

D. In the event that a uniform is not delivered, or services are not completed, the inmate will not be charged and payment to the Contractor will not be submitted.

1.8 PROSPECTIVE CONTRACTOR CUSTOMER SERVICE AND EMPLOYEES

A. Prospective Contractor must provide a current point of contact for customer service.

a. All customer service issues must be resolved to agency satisfaction within one (1) business day.

b. Missing orders or clothing items due to Prospective Contractor error shall be resolved to agency satisfaction within one (1) business day.

B. Employees of Prospective Contractor who have direct contact with inmates must be cleared by ADC agency personnel before entering the premises.

C. Employees of Prospective Contractor shall be subject to background checks performed by ADC personnel and shall adhere to unit policies and procedures regarding contact with inmates.

D. ADC will not be responsible for lost/damaged clothing.

1.9 DELIVERY: FOB DESTINATION

ADC/Benton Work Release Center 6701 Hwy 67 Benton AR 72015-8488

A. The Department requests delivery within fourteen (14) calendar days. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the commodity in the ordering Department’s designated location. (See Questions section of the Solicitation posting in ARBuy.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Department’s purchase order.

E. The agency will not be responsible for any lost or damaged uniform items by Work Release Inmates.

1.10 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an ALL OR NONE, basis, based on the Grand Total on the Official Bid Price Sheet.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Bid Price Sheet attached to solicitation posting on the

ARBuy solicitation page. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/