UNIFORM_RENTAL_DOT_Bridge_SPECS_Bid_2012.rtf
RTF text file 75 KB Posted
- Attached to
- BRIDGE CREW CLOTHING RENTAL
- Solicitation number
- RFQ - 17A - 12040900000000000895
- Issued by
- Maine
About this file
This is a uniform rental specifications document for the State of Maine's Bridge Maintenance Division, detailing requirements for a statewide clothing rental contract. The contract covers rental of coveralls and insulated bib overalls for approximately 116 full-time employees and 13 part-time employees across five regions engaged in removal of silica and lead-based paint on bridges. Four types of garments are specified: 100% cotton anti-static coveralls, 65/35 blended coveralls, aramid/static dissipative coveralls, and deluxe insulated bib overalls in colors including navy, green, light blue, khaki, black duck, and brown duck. The contract period runs immediately through March 31, 2013, with possible extensions for two additional one-year periods at the department's discretion based on performance. Bidders must submit samples to the Division of Purchases no later than the bid opening date and submit required documentation including garment replacement policies, performance guarantees, and statistics-tracking methodology via fax prior to the award date. Facilities are located across five regions throughout Maine with identified facility managers and contact personnel at each location.
Pricing must be quoted per employee per set per week on an 11-set cycle, with all prices including transportation and delivery charges prepaid by the contractor on an F.O.B. destination basis, with prices remaining firm throughout the contract period. Vendors must accept the State of Maine Procurement Card as payment with no surcharges allowed. A quarterly fee of 1% of total quarterly purchases must be paid to the State Treasurer within 30 days of each quarter's end, accompanied by a detailed report breaking down purchases by department. Vendors are responsible for on-site employee sizing and fitting, weekly delivery on hangers grouped by employee with identification by employee code or name, and providing cleaning facilities capable of handling lead paint dust. Loss or destruction of rental garments while in facility storage or by employees requires facility payment to the contractor for replacement, calculated on a depreciation schedule over the lesser of 18 months or the garment's lifespan. The award will be made to the lowest price bidder meeting specifications and offering best value to the State, with the State reserving the right to reject any or all bids and consider approved equals.
Text of this file
UNIFORM RENTAL SPECIFICATIONS - 2012
BRIDGE MAINTENANCE STATEWIDE
Contract will be based on 11 sets cycle – coveralls and Insulated Bib Overalls.
Bridge Maintenance Employees Statewide Approx. 116 Full Time Employees Statewide Approx. 13 Part Time Employees Stateside
COMMODITY ITEM: Rental of Coveralls and Insulated Bib Overalls, needed for the removal of Silica & Lead based paint on Bridges Statewide.
CONTRACT PERIOD: Immediately Thru March 31, 2013 with possible (2) 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 $2500.00 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.
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 Sue Garcia/Buyer II. 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: SUE GARCIA NO LATER THAN BID OPENING DATE & TIME.
RENTAL BID OPTIONS:
All employees to be sized and fitted on site.
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 startup.
Vendor to show manner that statistics are kept so that facilities can properly assess by individual the cleaning service utilization rate. (must be faxed before bid awarding date) Vendor to include garment replacement policy with bid (must be faxed before bid awarding date) Vendor to provide a performance guarantee with bid (must be faxed before bid awarding date).
Samples of all bid items to be at Division of Purchases no later than bid opening date.
All rental agreements will be for one year, with a renewal option for two (2) 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. | |
| 15a | 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
1. Coveralls 100% Cotton, Anti-Static colors: (no white) Navy, Green, Lt. Blue Unifirst # 3001.
2. Coveralls 65/35 Blended, colors: White, Navy, Green, Lt. Blue) Unifirst #3002.
3...Coveralls, 6 oz. 98/2 Aramid/Static dissipative fibers, colors: Khaki, Navy, Royal Unifirst # 30NX.
4. Bib Overalls, Deluxe Insulated, 10 oz. cotton duck with medium wt polyfill insulation quilted. Colors: Black Duck, Brown Duck.
Unifirst # 3528
ADDRESSES, TELEPHONE NUMBERS, & MANAGERS, BRIDGE MAINTENANCE
REGION 1
York – 810 US Rte 1, York, ME 03909 Contact: Elaine Cota, Phone #207-592-1080 3 Full Time Employees
Topsham – 31 Maintenance Way, Topsham, ME 04086 Contact: Scott Holland, Phone # 207-592-3249 3 Full Time Employees 1 Part Time Employee
Naples – 260 Casco Rd., Naples, ME 04055 Contact: Steve Willette, Phone # 207-592-2862 5 Full Time Employees
Yarmouth – 478 Portland Rd., Yarmouth, ME 04096 Contact: Jim 3 Full Time Employees
Dunstan – 576 US Rte 1, Scarborough, ME 04074 Contact: Frank Hallczuk, Phone # 207-592-2734 1 Full Time Employee
REGION 2
Fairfield – 10 Mountain Ave., Fairfield, ME Contact: Luke Hopkins, Phone # 207-215-0362 9 Full Time Employees REGION 2 – Continued
Richmond – 31 Lancaster Rd. Richmond, ME Contact: Randy Prince, Phone # 207-557-0077 7 Full Time Employees
Washington – 386 Rockland Rd., Washington, ME Contact: Tom Roberts, Phone # 207-592-2470 5 Full Time Employees
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
Fairfield – 10 Mountain Ave., Fairfield, ME Contact: Dave Ferland, Phone # 207-453-9688 or Cell #207-592-2245 5 Full Time Employees
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 7 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 8 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 9 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 7 Full Time Employees REGION 4 Continued
Plymouth – 2510 Moosehead Trail, Plymouth, ME Contact: John VanAlstyne, Phone # 207-441-9347 Contact: Eric Valcourt, Bridge TCL Phone # 207-592-3719 8 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 6 Full Time Employees
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: Kevin Delong, TCS, Phone # 207-462-0133 Contact: Larry Pulcifur, Bridge TCL, Phone # 207-592-3444 Contact: Billy Ouellette, Maint. TCL, Phone # 207-441-6894 5 Full Time Employees 4 Part Time Employees
Other files
| File | Type | Posted |
|---|---|---|
| DOT_BrMaint_UniformRental09-2012bid.xls | XLS spreadsheet | |
| Code_of_Conduct_Affidavit_Revised_070108.rtf | RTF text file | |
| Conditions and Instructions to Bidders rev 1-25-12.doc | DOC document |
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