STATE 0000000582SL Industrial Laundry Equipment QVL.docx

STATE 0000000582SL Page 2

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide Industrial Laundry Equipment and Repair Qualified Vendor List (QVL)

PROPOSAL DUE NO LATER THAN: OCTOBER 15, 2026 AT 2:00 PM CENTRAL TIME

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Ann Perkins

PHONE NO.: (573) 522-1308

EMAIL: Ann.Perkins@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Various State Agencies Located throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Sections:

RFP Vendor Response Exhibits (Return these exhibits with the proposal):

BUSINESS COMPLIANCE EXHIBITS

Attachments (Separate Documents) (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the development of a Qualified Vendor List (QVL) for acquiring industrial laundry equipment and repair services as set forth herein for the various state agencies through the State of Missouri (hereinafter referred to as “state agency”).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The purpose of this document is to establish a QVL for industrial laundry equipment and repair services to enable a more seamless procurement process, foster competition, and to promote a consistent high-quality delivery of industrial laundry equipment and repair services regardless of market volatility.

The State of Missouri intends to establish contracts with multiple vendors for use on an as needed, if needed basis in accordance with the usage and quoting requirements specified herein. Contract awards will be made based upon the vendor’s compliance with the requirements specified herein. The awarded contracts shall not be viewed as exclusive contracts. The State of Missouri reserves the right to issue subsequent solicitations for the same or similar supplies.

The following amounts are approximate amounts encumbered by various state agencies utilizing contracts CC2400773001 and CC240773002 for the fiscal years listed below:

Current Contract Information:

Current contract(s) exist(s)for the products and/or services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number(s) RFPC30034902400773 or the contract number(s) CC240773001 and CC240773002 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links:

https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Quote Request Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the quote request. The pricing pages must be completed and submitted by the vendor with the quote request prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide industrial laundry equipment and/or repair services for various state agencies located throughout the State of Missouri in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

Preferred Use Contract: The contractor shall provide the product and/or services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. The contractor shall understand and agree that the contract shall be construed as a preferred use contract but shall not be construed as an exclusive arrangement. Preferred use means that any state agency needing the services should use the established contract unless it is determined to be in the best interest of the State of Missouri for a state agency, at its own discretion, to obtain alternate services elsewhere.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to provide the products/perform the services required herein.

Qualified Vendor List Utilization and Requirements:

The state shall establish a Qualified Vendor List for each of the product and or service stated herein. Once established, the list will identify the contractors that may participate in responding to the quoting process stated herein. Quotes shall be developed by the state agency to secure industrial laundry equipment and repair. See section 2.3 for information describing the quoting process.

The state agency requesting quotes for a particular product and/or service types shall notify ALL of the QVL contractors for the particular product and/or service types and request submittal of a competitive quote response in accordance with the provisions herein. All terms and conditions of the contract shall apply to all quote requests. Determination of quote specifications for each quote request shall be made by the ordering state agency.

Because the State of Missouri needs multiple contractors throughout the state to effectively meet the state agencies’ demand for industrial laundry equipment and repairs the Division of Purchasing reserves the right to add more contractors subsequent to the initial award of contract(s) by conducting a separate procurement process(es) to supplement the list of qualified vendors. Qualifying vendors may be added as additional contractors subject to the same considerations identified herein regarding award of a contract.

Quote Request Requirements:

In order to fulfill the State of Missouri’s procurement obligation to make awards to the lowest and best contractor, the state agency will request written quotes from all awarded contractors for the specific product and or service types needed by the state agency.

In requesting quotes from QVL contractors, the state agency will identify the following when requesting price quotes from the contractors:

Requesting state agency name/address;

Product(s)/Service(s) needed;

Quantities needed;

Specific delivery requirements/location where services needed;

Delivery timeframe/timeframe for services;

Quote request issue date;

Quote request due date; and Contact name and email address or fax number for quote submission.

Requesting state agencies may, but are not required to, use the sample Price Quote Request included herein as Attachment 2, when requesting quotations from contractors.

Quote requests may be changed via an amendment to the quote request by the requesting state agency before the request due date. The requesting state agency will be required to notify all of the QVL contractors in writing from which they requested quotes of the change(s).

Quote Response Requirements:

The QVL contractor shall understand and agree that all terms and conditions of the contract shall apply to all quotes for industrial laundry equipment and repair. The QVL contractor must only quote and provide the specifically awarded products/services that have been approved by the Division of Purchasing’s Notice of Award.

All quote responses must (1) be submitted by a duly authorized representative of the contractor’s organization, (2) contain all information required by the quote request, and (3) be priced as required.

By submitting a quote response, the contractor agrees to furnish the equipment, supplies and/or services specified in the quote request, at the prices quoted, pursuant to all requirements and specifications contained therein.

Quote response, including all pricing therein, shall remain valid for 90 calendar days from the quote request due date unless otherwise indicated in the quote request. If the quote request response is accepted and awarded, the entire awarded quote request response shall be firm for the specified timeframe identified in the quote request.

If a contractor is unavailable to provide the quote-requested products/services in the specified timeframe/delivery needed, the contractor should identify the timeframes/delivery in which they could provide the services.

Pricing: In the quote response, the QVL contractor shall price the specified product(s)/service(s) identified in the quote request based upon the quantity, unit of measure, and the mandatory specifications stated by the state agency at the time of the quote request. The state shall not pay nor be liable for any other additional costs including but not limited to taxes, shipping charges, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc. All pricing shall include all shipping, and freight charges FOB Destination, Freight Prepaid and Allowed. The State of Missouri shall not make additional payments or pay add-on charges for freight or shipping.

Domestic Product Procurement Act (Buy American) Preference: In accordance with the Buy American Act, the contractor must provide proof of compliance with section 34.353, RSMo. Therefore, the state agency will request the contractor to complete and return Exhibit C, Domestic Product Procurement Act (Buy American) Preference, certifying proof of compliance. Such document must be thoroughly completed by the contactor for each price quote request.

· QVL contractors who can certify that goods or commodities to be provided in accordance with the contract are manufactured or produced in the United States or imported in accordance with a qualifying treaty, law, agreement, or regulation shall be entitled to a ten percent (10%) preference over contractors whose products do not qualify.

· The requirements of the Buy American Act shall not apply if other exceptions to the Buy American mandate in section 34.353, RSMo, are met.

· If the QVL contractor claims there is only one line of the good manufactured or produced in the United States, subsection 2 of section 34.353, RSMo, or that one of the exceptions of subsection 3 of 34.353, RSMo, applies, the Executive Head of the Agency bears the burden of certification as required prior to the award of a contract.

· If the lowest priced QVL contractor qualifies as American-made or in the event all of the QVL contractors or none of the QVL contractors qualify for the Buy American preference, no further calculation is necessary. In the event the lowest priced QVL contractor does not qualify for the Buy American Preference but other QVL contractors do qualify, then the low QVL contractor’s price(s) is increased by 10% for those items not eligible for the Buy American Preference.

The QVL contractor shall understand that each quote response submitted shall be considered an open record unless otherwise exempt pursuant to the provisions of the State of Missouri Revised Statutes, specifically section 610.021-022, RSMo, and other provisions as may be applied. The QVL contractor should NOT include confidential material with their quote response.

The QVL contractor must respond to the state agency quote requests in writing by the timeframe indicated by the state agency. If quotes are not submitted within the timeframe requested, the state agency may consider the QVL contractor’s absence of a response as a “no bid”.

Missouri Statewide Contract Quarterly Administrative Fee Payment: The QVL contractor’s pricing quote at the time of the quote response shall include all applicable cost associated with the provisions of the products/services specified herein, including but not limited to payment of the required administrative fee specified in section 2.6 of the RFP.

Quote Evaluation and Award Requirements:

For each quote response, the requesting state agency shall confirm the quote response meets the minimum requirements as stated in the quote request. For those responses which meet the requesting state agency’s minimum requirements, the state agency shall consider (1) price and (2) any preference considerations identified in the contract award for the individual QVL contractors by the Division of Purchasing in determining the “lowest and best” quote received.

More specifically, for those responses which meet the requesting state agency’s minimum requirements, the evaluation shall be based upon (1) price including the evaluation of the Domestic Procurement Act and (2) any bonus points from the original RFP evaluation for Organizations for the Blind and Sheltered Workshop Participation, Missouri Service-Disabled Veteran Business Enterprise Participation, and Honorably Discharged Veteran Enterprises (HDVEs) Preference. The contractor with the lowest cost that meets the requesting state agency’s needs shall be considered the “lowest and best” quote response and awarded the specific project, unless a contractor has qualified for SDVE, HDVE, or Organization for the Blind/Sheltered Workshop bonus points in which case, cost and bonus points will determine the “lowest and best” quote response. The requesting state agency shall have the right to reject all responses and not make an award.

Upon determination of each contractor’s total cost for product/service in the quotes response, cost points shall be computed from the results of the calculation stated below using a scale of 200 possible points and the following formula:

Lowest Responsive Contractor’s Price Compared Contractor’s Price

For those contractors awarded bonus preference points during the evaluation of STATE 0000000582SL, such bonus preference points shall be added to the contractor’s cost evaluation points. The contractor that meets the state agency’s minimum with the most points after totaling the cost evaluation points with the bonus preference points will be considered the lowest and best contractor, including consideration of preferences.

The requesting state agency will document their determination of the “lowest and best” quote at the time the quote is awarded.

The requesting state agency will be instructed to inform all responding contractors of the outcome of the award. Acceptance of the quote, unless otherwise specified, is not authorization to proceed with delivery of products/services. The requesting state agency must provide authorization to proceed through issuance of a purchase order or specific written authorization to proceed.

d. In the event all quote responses fail to meet the requesting state agency’s needs, the requesting state agency may reject all responses and cancel the quote request.

Implementation/Execution of Quote Request: After receipt of the state agency’s written acceptance of the quote request and authorization to proceed (in the form of a purchase order or other written document authorizing the contractor to proceed with services that is in addition to the quote acceptance), the contractor shall deliver the products/perform the services required in accordance with the quote request accepted by the state agency. Unless otherwise specified in the quote request, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services.

Modifications to Quote Request: After award of a quote request, if the state agency determines that minor modifications within the intent of the quote request are necessary or desired, the state agency will document the requested changes to the contractor. Based on the written instructions provided by the state agency, the contractor must revise the quote request according to the requirements for the quote request submission specified herein, including any resulting changes in the timeline, amount to be paid to the contractor, etc.

Any requested changes must still be within the intent and scope of the original quote request and the contract.

The contractor shall not proceed with implementation of services related to the revised quote request until final written approval and authorization to proceed is obtained from the state agency.

Termination of Quote Request: The state agency shall have the right to terminate any quote request at any time at the sole discretion of the state agency, without penalty or recourse, by giving written notice to the contractor at least ten (10) business days prior to the effective date of such termination. In the event of termination of the quote request, all documents, data, reports, and accomplishments prepared, furnished, or completed by the contractor pursuant to the terms of the contract shall, at the option of the State of Missouri, become the property of the State of Missouri. The contractor shall be entitled to receive just and equitable compensation for deliverables completed and accepted in accordance with the quote request prior to the effective date of the termination.

Team/Personnel Qualifications:

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Contact Person: The contractor shall designate a contact person who shall serve as the contractor’s contact and shall be the liaison between the contractor and the state agency by no later than five (5) business days after authorization to proceed.

Product/Performance Requirements:

1.1.1 Product Requirements:

Description of Products: At the time the state agency seeks pricing for industrial laundry equipment, the contractor should present a detailed description of all equipment proposed to be provided. It is the contractor’s responsibility to make sure all products proposed are adequately described in order to conduct an evaluation of the proposal to ensure compliance with mandatory technical specifications. It should not be assumed that the evaluator has specific knowledge of the equipment proposed; however, the evaluator does have sufficient technical background to conduct an evaluation when presented complete information.

Product Specification Sheets: The QVL contractors should include a copy of the product specification sheets for the specific products being offered when responding to a price quote form request. If the specification sheets are not furnished with the quote response, then the specification sheets must be provided upon request. If requested, the specification sheets must be furnished within the timeframe stated by the state agency. A contractor failing to provide the specification sheets within the required timeframe may result in the QVL contractor’s price quote response being removed from consideration.

1) The required specifications for each piece of equipment will be provided to all qualified contractors who can provide the equipment type required by the state agency at the time of need. The state agency reserves the right to reject any pricing submitted by a qualified contractor that deviates from the required specifications.

Packaging and Markings:

A packing label must be on each packaging box/container. Relevant information must be on the label. For example, the following items should be identified and preferably visible on the outside of the packaging box:

· Contract User (e.g., state agency or co-op entity) name

· Street Address

· Department and Floor (if provided)

· Contact Name (provided by agency)

· Telephone Number (provided by agency)

A packing slip must be included with each shipment, which must minimally include the following information in no particular order:

· Contract Line Item Description, as applicable

· Quantity Ordered

· Quantity Included in the Specific Shipment

· Any Back-Order Items

· Number of Delivery Packages/Parcels

· Purchase Order Number, as applicable

· State Agency Name (Department, Program, etc.)

· F.O.B. (Destination)

Estimated Quantities: The quantities indicated in this Request for Proposal are estimates that pertain to the total aggregate quantities that may be ordered throughout the stated contract period. The estimates do not indicate single order amounts unless otherwise stated. The State of Missouri makes no guarantees about single order quantities or total aggregate order quantities.

All equipment offered shall be new equipment.

Substitutions: The contractor shall not substitute any item(s) that has been awarded to the contractor without the prior written approval of the Division of Purchasing.

In the event an item becomes unavailable, the contractor shall provide a suitable substitute item. The contractor’s failure to provide an acceptable substitute may result in cancellation or termination of the contract.

Any item substitution must be a replacement of the contracted item with a product of equal or better capabilities and quality, and with equal or lower pricing. The contractor shall understand that the state reserves the right to allow the substitution of any new or different product/system offered by the contractor. The Division of Purchasing shall be the final authority as to acceptability of any proposed substitution.

Any item substitution shall require a formal contract amendment authorized by the Division of Purchasing prior to the state acquiring the substitute item under the contract.

The state may choose not to compel an item substitution in the event requiring a substitution would be deemed unreasonable in the sole opinion of the State of Missouri. The contractor shall not be relieved of substituting a product in the event of manufacturer discontinuation or other reason simply for reasons of unprofitability to the contractor.

Technical Performance Requirements:

Service/Operation Documentation: Five (5) days after receipt of award notification from the state agency, the contractor must provide documentation regarding the required utilities for the equipment to ensure proper site preparation.

The contractor must supply the manufacturer’s instruction manual and parts manual for correct operation of the equipment at no additional cost to the state agency.

Service Request Response Requirements: In the event that the state agency requests on-site maintenance and/or repair service due to problems with a unit of laundry equipment, the contractor shall respond to service requests for maintenance and/or repair in the following manner:

1) Service Request: If the failure or problem with a unit inconveniences the normal operation of state business, the state agency will issue a Service Request.

· In the event a Service Request was issued prior to 5:00 p.m., the contractor shall arrive at the location within four (4) hours of receiving the request. If the Service Request was issued after 5:00 p.m., the contractor shall arrive at the location by 8:00 a.m. of the next business day.

2) Immediate Service Request: If the failure or problem with a covered unit debilitates the normal operation of state business, the state agency will issue an Immediate Service Request.

· In the event an Immediate Service Request was issued prior to 5:00 p.m. the contractor shall arrive at the covered unit within two (2) hours of receiving the request. If the Service Request was issued after 5:00 p.m., the contractor shall arrive at the covered unit by 8:00 a.m. the next business day.

3) The contractor shall agree that service requests made verbally shall be confirmed in writing via email by the state agency.

4) The contractor shall make every reasonable effort to restore the unit of laundry equipment to normal operation during the response to a Service Request.

Repair Requirement: As a result of normal wear and tear and due to the life cycle expectancy of laundry equipment, repair services may be required.

a. The contractor shall only provide repair services at the request of and with the prior written approval of the state agency.

b. In the event the state agency requests the contractor to provide a repair service, the contractor shall provide the state agency with a guaranteed not-to-exceed total price or a recommendation for replacement of the unit in its entirety, and a definite timeline for completing the repair or replacement.

c. The contractor shall provide a detailed materials list and adequately describe all materials and services required to complete the repair service in order for the state agency to properly evaluate the suggested repair service and ensure compliance with the mandatory technical specifications of the covered unit.

d. The contractor shall unconditionally guarantee all services, materials, parts, labor, etc. to be free from defects for a period of one (1) year from date of installation or performance of the service.

e. If the guaranteed not-to-exceed price is approved by the state agency, and if the state agency provides a Notice to Proceed for the contractor to perform the repair service, the contractor shall proceed with the approved repair service. The contractor shall not substitute any item(s) that has been awarded to the contractor without the prior written approval of the Division of Purchasing.

Replacement of Damaged Product: The contractor shall repair or replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

Delivery Requirements: The contractor and/or the contractor's subcontractor(s) shall deliver products and/or services in accordance with the delivery times specified in the quote request or within a desired delivery of thirty to forty-five (30-45) calendar days to the state agency upon receipt of an authorized purchase order or P-card transaction notice. Delivery shall include unloading shipments at the state agency's dock or other designated unloading site as requested by the state agency. All orders must be shipped FOB Destination, Freight Prepaid and Allowed. All orders received on the last day of the contract, must be shipped at the contract price. All deliveries must be coordinated with the state agency and be stated in calendar days.

The state agency reserves the right to inspect the ordered equipment upon delivery arrival and accept or reject the shipment based on whether or not the equipment meets the specifications and requirements specified in the bid request.

The contractor shall remove all debris associated with the delivery of the equipment.

Missouri Statewide Contract Quarterly Administrative Fee:

The contractor shall pay a one percent (1%) administrative fee to the State of Missouri which shall apply to all payments received by the contractor for all products and services provided under the contract. Payment of the one percent administrative fee shall be non-negotiable.

The contractor shall pay the administrative fee at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31). The total administrative fee for a given quarter must equal one percent (1%) of the total payments (minus returns and credits) received by the contractor during the calendar quarter as reported on the contractor’s Missouri Statewide Contract Quarterly Administrative Fee Report specified below. The administrative fee must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month immediately following the end of the calendar quarter, unless the 15th is not a business day in which case the next business day thereafter shall be considered the administrative fee deadline.

Payments shall be made using one of the following acceptable payment methods:

Check: Personal check, company check, cashier’s check, or money order made payable to the “Missouri Revolving Information Technology Trust Fund” and sent to the following mailing address: Division of Purchasing, P.O. Box 809, Jefferson City, MO 65102 – 0809 OR Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517. The contractor’s payment by check shall authorize the State of Missouri to process the check electronically. The contractor understands and agrees that any returned check from the contractor may be presented again electronically and may be subject to additional actions and/or handling fees.

Electronic Payment: Instructions on how to submit payments electronically by automated clearing house (ACH) will be provided upon request by contacting the Division of Purchasing at (573) 751-2387.

All payments of the administrative fee shall include the contract number on any check or transmittal document. However, only one contract number must be entered on a check or transmittal document. If submitting an administrative fee payment for more than one contract, then a separate check or electronic payment and associated transmittal document must be submitted by the contractor for each contract.

Missouri Statewide Contract Quarterly Administrative Fee Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Administrative Fee Report to the Division of Purchasing which shall identify the total payments (minus returns and credits) received by the contractor from state agencies, political subdivisions, universities, and governmental entities in other states that were made pursuant to the contract.

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Administrative Fee Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for total payments (minus returns and credits) received by the contractor during the calendar quarter. The Missouri Statewide Contract Quarterly Administrative Fee Report must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month following the reporting quarter entered on the report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no payments were received by marking the appropriate box on the report form.

The Missouri Statewide Contract Quarterly Administrative Fee Report form may be downloaded from the following Purchasing website: http://oa.mo.gov/purchasing/vendor-information. The Missouri Statewide Contract Quarterly Administrative Fee Report is also included herein as Attachment 3. The Missouri Statewide Contract Quarterly Administrative Fee Report must be submitted using one of the following methods:

Mail: Division of Purchasing, P.O. Box 809, Jefferson City MO 65102-0809

OR

Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517 Fax: (573) 526-9815 Email: ereports@oa.mo.gov

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Administrative Fee Report by providing thirty (30) calendar days written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days notice to the contractor to change the method of payment of the administrative fee, the timing for submission of the Missouri Statewide Contract Quarterly Administrative Fee Report, and/or timing for payment of the administrative fee. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Other Requirements

Missouri Statewide Contract Quarterly Usage Report: The contractor shall submit a Missouri Statewide Contract Quarterly Usage Report to the Division of Purchasing that provides the Data Element information listed below:

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Usage Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for the purchases made under the contract during the calendar quarter. The Missouri Statewide Contract Quarterly Usage Report must be received by the Division of Purchasing no later than the 15th calendar day of the month following the reporting quarter entered on the Missouri Statewide Contract Quarterly Usage Report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no purchases were made.

The contractor must submit a Missouri Statewide Contract Quarterly Usage Report electronically either utilizing the “Missouri Statewide Contract Quarterly Usage Report” worksheet included herein in Attachment 4 which is downloadable from https://purch.oa.mo.gov/vendor-information or utilizing another format which is Excel-exportable. The contractor must submit the Missouri Statewide Contract Quarterly Usage Report to the following email address: ereports@oa.mo.gov.

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Usage Report by providing thirty (30) calendar days’ written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days’ notice to the contractor to change the timing for submission of the Missouri Statewide Contract Quarterly Usage Report. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Purchasing Report: Upon request of the state agency, at no cost to the state, the contractor shall prepare and submit a written report indicating purchases made by the state agency off the contract. This report must, at minimum, show items by contract item number, respective volumes purchased for each item, respective contract price and extended contract price; a total by item and for all purchases must be shown. This report must be submitted to the Division of Purchasing at P.O. Box 809, Jefferson City, Missouri, 65102, and directed to the Buyer’s attention.

Preliminary Outline: By no later than thirty (30) calendar days after receipt of the state agency’s authorization to proceed with the contract, the contractor shall provide the state agency with a preliminary outline of the organizational structure of the final report for the state agency’s review and approval.

The preliminary outline shall delineate the main topics and subtopics which will later be described in detail in the final report.

Beneath each topic and subtopic, the contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic.

The state agency shall have the right to edit, modify, and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to ensure the inclusion of all work required by the contract.

Financial Records and Document Retention:

The contractor must maintain financial and…