Uniform rental DOT 2013.rtf
RTF text file 116 KB Posted
- Attached to
- BRIDGE CREW CLOTHING RENTAL
- Solicitation number
- RFQ - 17A - 13121000000000000410
- Issued by
- Maine
About this file
This uniform rental specifications document outlines a statewide bridge maintenance clothing rental contract for the State of Maine Department of Transportation. The contract covers the rental of coveralls for approximately 98 full-time employees and 8 part-time employees across five regional maintenance facilities engaged in the removal of silica and lead-based paint on bridges. The commodity includes four types of coveralls with specific material compositions and color options: 100% cotton anti-static coveralls, 65/35 blended coveralls, speedsuites in 65/36 poly/cotton blend, and 6-ounce aramid fiber coveralls with static-dissipative properties. The contract period runs immediately through September 30, 2014, with the potential for three one-year renewal extensions at the discretion of the Department and Division of Purchases based on contractor performance. Bidding is based on an 11-set cycle with weekly delivery to each facility, and vendors must provide complete sizing and fitting services on-site, initial new clothing assignments for all employees, weekly delivery on hangers grouped by employee, and specialized cleaning capable of handling lead paint dust.
Pricing shall be quoted per employee per set per week, with all transportation and delivery charges fully prepaid by the contractor on an F.O.B. Destination basis, and prices must remain firm throughout the contract period. The State reserves the right to award to the lowest price bidder meeting specifications and offering best value, and accepts the State of Maine Procurement Card as a required payment method with no surcharges permitted. Vendors must submit a completed bid spreadsheet and Code of Conduct form by the bid opening date and are required to pay a quarterly anti-sweatshop fee of 1% of total quarterly purchases to the State of Maine Treasurer within 30 days of each calendar quarter end, accompanied by a detailed report breaking down purchases by department. In the event of lost or destroyed rental garments, the contractor will be compensated based on a depreciation formula reducing the replacement cost equally through the lesser of 18 months or the garment's lifespan. All questions regarding the bid must be submitted in writing through the Vendor Self Service (VSS) system at least 48 hours prior to the deadline, with Kathy Paquette, Procurement Manager, serving as the sole contact for the bid.
Text of this file
UNIFORM RENTAL SPECIFICATIONS - 2013
BRIDGE MAINTENANCE STATEWIDE
Contract will be based on 11 sets cycle – coveralls
Bridge Maintenance Employees Statewide Approx. 98 Full Time Employees Statewide Approx. 8 Part Time Employees Stateside
COMMODITY ITEM: Rental of Coveralls, needed for the removal of Silica & Lead based paint on Bridges Statewide.
CONTRACT PERIOD: Immediately Thru September 30, 2014 with possible (3) one year extensions.
BID PRICES: Prices including transportation and delivery charges fully prepaid by the contractor F.O.B. Destination. Prices will remain firm for the duration of the contract period.
AWARD: Award will be made to the lowest price bidder whose bid fully meets the specifications contained herein and offers the best value to the State. The State of Maine reserves the right to accept or reject any or all bids.
It is understood that all specifications are minimums. Approved equals may be considered. The State of Maine reserves the right to accept or reject any and all bids that do not meet specifications and award however is in the States best interest. The State also reserves the right to consider alternates and determine equivalency.
QUANTITIES: Quantities shown in the proposal schedule are estimates based on current staff. It is understood and agreed that the Contract shall cover the actual quantities ordered by the State for delivery during the term of the Contract.
DELIVERY: The Contract will be responsible for the delivery of material in first class condition at the point of delivery, and in accordance with good commercial practice.
ORDERING PROCEDURE: Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5,000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5,000 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the .pdf order to the Vendor.
NOTE: State of Maine Procurement Card WILL NOT automatically be charged. Department will review invoices, verify correct pricing, and make payment accordingly.
PROCUREMENT CARD: State policy requires vendors to accept the State of Maine Procurement Card as a form of payment, with very rare exceptions. Your company will be required to accept these cards. The pricing offered to the State of Maine shall be the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed. The State of Maine reserves the right to reject your bid if you are unwilling to accept this condition.
EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor extend the Contract period beyond the indicated expiration date.
CANCELLATION OF CONTRACT: The Division of Purchases reserves the right to cancel a contract with a thirty day written notice OR cancel immediately if the contractor does not conform to terms and conditions and specifications of contract.
QUARTERLY REPORT: It will be the responsibility of the vendor to produce a quarterly report. The Division of Purchases requires a quarterly report, please see Code of Conduct Anti Sweatshop fee clause.
CODE OF CONDUCT ANTI-SWEATSHOP FEE: Within 30 days of the end of each calendar quarter, you are required to pay a fee in the amount of 1% of the total dollar value of goods purchased through this contract during that quarter. Your payment must be accompanied by a report showing the dollar value of goods purchased, broken down by Department, the total dollar value of purchases by all Departments, and the calculation of 1% of the total dollar value as the fee for the quarter. Checks must be made payable to the Treasurer, State of Maine and must be delivered, along with the quarterly report, to:
Division of Purchases Attn: Vendor Fee Burton M. Cross Building, 4th Floor 9 State House Station 111 Sewall St.
Augusta, ME 04333-0009 Failure to pay the 1% fee may result in: (1) Loss of future contracts or purchase orders with the State of Maine and/or (2) Immediate termination of the existing contract, within 30 days of written notification.
QUESTIONS/ANSWERS: Vendors will be required to post questions on VSS.
All substantive questions received 48 hours before the deadline will be answered and communicated to all on VSS. Questions asked in other than written form thru VSS will not be answered. The State reserves the right, at its sole discretion, to answer or not answer any question.
SOLE CONTACT: Sole contact for this bid is Kathy Paquette, Procurement Manager. No other person is empowered to make binding statements regarding this bid.
Bid must be entered in VSS
MUST FILL OUT ATTACHED SPREAD SHEET AND RE-ATTACH TO VSS (VENDOR SELF SERVICE) BID.
CODE OF CONDUCT MUST BE FILLED OUT AND FAX TO #207-287-6578 ATTN: Kathy Paquette NO LATER THAN BID OPENING DATE & TIME.
RENTAL BID OPTIONS:
| All employees to be sized and fitted on site. |
| Alteration as needed, etc. length of pant leg. |
| All employees to have new clothes assigned initially. |
Weekly delivery to be made to a site at each facility to be determined by the facility administrator.
| Cleaning facility must have the ability to handle lead paint dust on all clothing. |
| Clean clothes should be delivered on hangers grouped by employees. |
All clothing to be identified by employee code or number and name.
Dirty clothes bin to be provided by vendor.
Colors to be determined before contract startup.
Vendor to attach (upload) your garment replacement policy to your bid response on VSS or fax 207-287-6578 attn: Kathy Paquette no later than bid opening date & time.
Samples may be required prior to award.
| All rental agreements will be for one year, with a renewal option for three (3) more years at the Dept. and the Division of Purchases’ discretion based on performance. |
| Price to be bid per employee per set/per week. |
| In the event rental garments are lost or destroyed while stored in the facility or are lost or destroyed by an employee, facility will pay the contractor for the articles that have been lost or destroyed. The actual amount to be paid to the Contractor for such loss or destruction will be determined as follows: The Contractor will list the replacement cost for each garment on bid form and shall not exceed Contractor’s actual cost for the item. The cost will then be reduced in equal increments through the lesser of 18 months or the lifespan of the garment. EXAMPLE: Item cost $20, 6 months service, 18 month service life, becomes $20/18 months* 12 months life remaining = $13 paid to contractor Any proposed variations from this formula must be identified in the bid submission and may result in the rejection of the bid. |
| When an employee is moved to a different location/building the Contractor is to make sure that the re-tagging of the employees clothing co-insides with the employee’s original date of issuance. |
CLOTHING REQUIREMENTS: BRIDGE MAINTENANCE STATEWIDE
Coveralls 100% Cotton, Anti-Static colors: (no white) Navy, Green, Lt. Blue
Unifirst #3001.
Coveralls 65/35 Blended, colors: White, Navy, Green, Lt. Blue
Unifirst #3002.
Coveralls, Speedsuites, 65/36 Poly/cot
Unifirst #4023 Coveralls, 6 oz. 98/2 Aramid/Static dissipative fibers, colors: Khaki, Navy, Royal
Unifirst #30NX.
ADDRESSES, TELEPHONE NUMBERS, & MANAGERS, BRIDGE MAINTENANCE
REGION 1
York – 810 US Rte 1, York, ME 03909 Contact: Del Boston, Phone #207-215-3731 0 Full Time Employees
Topsham – 31 Maintenance Way, Topsham, ME 04086 Contact: Scott Holland, Phone # 207-592-3249 3 Full Time Employees
Naples – 260 Casco Rd., Naples, ME 04055 Contact: Steve Willette, Phone # 207-592-2862 4 Full Time Employees
Yarmouth – 478 Portland Rd., Yarmouth, ME 04096 Contact: Jim 0 Full Time Employees
Dunstan – 576 US Rte 1, Scarborough, ME 04074 Contact: Frank Hallczuk, Phone # 207-592-2734 3 Full Time Employees
Total Full Time Employees 10 Total Full Part-Time Employees 0
REGION 2
Fairfield – 10 Mountain Ave., Fairfield, ME Contact: Roland Clements, Phone # 207-215-4546 7 Full Time Employees
Richmond – 31 Lancaster Rd. Richmond, ME Contact: Randy Prince, Phone # 207-557-0077 7 Full Time Employees
Washington – 386 Rockland Rd., Washington, ME Contact: Luke Gould, Phone # 207-215-0362 7 Full Time Employees
Total Full Time Employees 21
REGION 3
Farmington – 647 Fairbanks Rd., Farmington, ME Contact: Mike Oliver, Phone # 207-778-4055 or Cell # 207-592-1624 5 Full Time Employees
Dixfield – 547 Main St., Dixfield, ME Contact: Dennis Oliver, Phone #207-562-7623 or Cell # 207-592-2328 5 Full Time Employees
Jay – 1230 Main St., Jay, ME Contact: Wesley Forbes, Phone # 207-645-2510 or Cell # 207-592-6925 5 Full Time Employees
Skowhegan – 666 Waterville Road, Skowhegan, Me.
Contact: Dave Ferland, Phone # 207-474-6324 or Cell #207-592-2245 5 Full Time Employees
Total Full Time Employees 20
REGION 4
Pembroke – 58 Old County Rd., Pembroke, ME Contact: Mark Theriault, Phone # 207-592-0608 Contact: Pierre Riquier, Bridge TCL Phone # 207-557-1698 5 Full Time Employees
Lagrange – 219 Howland Rd., Lagrange, ME Contact: Dennis Amero, Phone # 207-592-2137 Contact: Dave Stone, Bridge TCL Phone # 207-592-4863 6 Full Time Employees
Hancock – 327 Thorsen Rd., Hancock, ME Contact: Keven Prout, Phone # 207-485-6573 Contact: Jai Ashmore, Bridge TCL Phone # 207-592-5204 5 Full Time Employees
Carmel – 991 Fuller Rd., Carmel, ME 04419 Contact: Mike Thompson, Phone # 207-592-3647 Contact: Jeremy Schobel, Bridge TCL Phone # 207-441-4197 6 Full Time Employees
Guilford – 295 Water St., Guilford, ME Contact: Bob Davis, Phone # 207-592-2813 Contact: Brian Hills, Bridge TCL Phone # 207-215-6504 6 Full Time Employees
Plymouth – 2510 Moosehead Trail, Plymouth, ME Contact: John VanAlstyne, Phone # 207-441-9347 Contact: Eric Valcourt, Bridge TCL Phone # 207-592-3719 6 Full Time Employees
Orland – 161 Gilpin Rd., Orland, ME Contact: Chris Woodward, Phone # 207-207-592-1275 Contact: Jimi Differ, Bridge TCL Phone # 207-592-1958 4 Full Time Employees
Total Full Time Employees 38
REGION 5
Houlton – 159 Bangor St., Houlton, ME 04769 Contact: Joel Rideout, TCS, Phone # 207-592-3306 Contact: Marty Wheeler, Bridge TCL, Phone # 207-441-7150 Contact: Steve Nason, Maint. TCL, Phone # 207-446-1853 4 Full Time Employees 4 Part Time Employees
Presque Isle – 33 Spruce St., Presque Isle, ME 04769 Contact: Billy Ouellette, TCS, Phone # 207-441-6894 Contact: Larry Pulcifur, Bridge TCL, Phone # 207-592-3444 Contact: Larry Good, Maint. TCL, Phone # 207-592-9154 5 Full Time Employees 4 Part Time Employees
Total Full Time Employees 9 Total Full Part-Time Employees 8
Other files
| File | Type | Posted |
|---|---|---|
| Code_of_Conduct_Affidavit_Revised_070108.rtf | RTF text file | |
| Uniform rental DOT 2013 spreadsheet.xls | XLS spreadsheet | |
| Conditions and Instructions to Bidders.doc | DOC document |
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