Warewashing+and+Laundry+RFP.docx

STATE OF NORTH DAKOTA

Office of Management and Budget State Procurement Office 600 East Boulevard Avenue 4th Floor Capitol Tower, Dept 012 Bismarck, ND 58505-0310

REQUEST FOR PROPOSAL (RFP)

RFP Title: Warewashing and Laundry Products & Services RFP Number: 110.7-25-076 Issued: August 11, 2025

TABLE OF CONTENTS

ATTACHMENTS

Attachment 1 – Technical Proposal Evaluation Worksheet

Attachment 2 – Warewashing Cost Proposal

Attachment 3 – Laundry Cost Proposal

Attachment 4 - Participating Addendum

Attachment 5 - Contract

SECTION ONE – INSTRUCTIONS

1.1 PURPOSE OF RFP

The State of North Dakota, acting through its Office of Management and Budget, State Procurement Office (the STATE) is soliciting proposals for qualified contractors to provide full-service and purchase of warewashing and laundry chemical products at various correctional locations, on an as-needed basis.

1.2 PROCUREMENT OFFICER CONTACT INFORMATION

The Procurement Officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the Procurement Officer. Do not add the Procurement Officer to any marketing distribution lists.

PROCUREMENT OFFICER: Seth Westby EMAIL: swestby@nd.gov

PHONE: 701-328-1953

TTY Users call: 7-1-1

A person or firm interested in submitting a proposal should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C. § 54-44.4-01.1).

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. (N.D.A.C. § 4-12-05-04(7))

1.3 DEFINITIONS

For the purposes of this RFP, the acronyms and defined terms are as follows:

1.4 RFP SCHEDULE

1.5 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

Contact the Procurement Officer, as soon as possible, if an individual with a disability needs assistance with the RFP, including any events in the RFP schedule, so reasonable accommodations can be made.

1.6 SECRETARY OF STATE REGISTRATION REQUIREMENTS

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1)

· See the OMB Guidelines to Contractor Registry for more information.

Visit the Secretary of State's Contractor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Contractors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

1.7 BIDDERS LIST REGISTRATION

Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify contractors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a contractor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 485-11,38,84,90, 486-11,38,84,90, 165-14,76,29, 190-36, 505-30,33,35,57,70, 934-42, 180, 500-63, 510-88, 954-05, 958-64, 983-45 commodity codes.

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.8 STATE PROCUREMENT WEBSITE (SPO ONLINE)

This RFP and any related amendments and notices will be posted on the North Dakota OMB website using SPO Online. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: https://apps.nd.gov/csd/spo/services/bidder/main.htm Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential Offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

1.9 AMENDMENTS TO THE RFP

If an amendment to this RFP is issued, it will be provided to all Offerors on the Bidders List for the solicitation and to those prospective Offerors who have contacted the Procurement Officer to receive notices related to the RFP. An Offeror shall include in their proposal any required acknowledgements of amendments to the RFP.

1.10 DEADLINE FOR QUESTIONS AND OBJECTIONS

Offerors should carefully review the RFP including all Attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP Schedule. If no deadline is specified, questions or objections must be received at least seven days prior to the Solicitation Closing deadline. The Procurement Officer may elect to respond to questions received after the deadline.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number and title cited in the email subject line.

Responses to questions will be distributed as a solicitation amendment unless the question can be answered by referring the Offeror to a specific section of the RFP.

1.11 SITE INSPECTION

The STATE will hold a site inspection for the RFP. Participation is mandatory and only those Offerors in attendance are eligible to submit proposals, and proposals from Offerors not in attendance will be rejected. Questions and answers will be disseminated as a solicitation amendment to only those Offerors in attendance.

Contractors must complete a mandatory site evaluation at the DOCR (NDSP) central laundry and kitchen facilities prior to proposal submission. These visits will allow contractors to inspect equipment, take a water sample, and review the layout to ensure proper chemical selection and dispensing calibration.

The site inspection will be held:

· Date: September 3, 2025

· Time: 10:00 AM C.T.

· Contact Person: Lucas Held

· Location: Main Entrance DOCR Building 3300 Railroad Ave Bismarck, ND 58501

1.12 OFFER HELD FIRM

Offerors must hold proposals firm for at least 180 days from the deadline for receipt of proposals (Solicitation Closing). The STATE may send a written request to all Offerors to hold their offer firm for a longer period of time.

1.13 OFFEROR RESPONSIBLE FOR COSTS

Offeror is responsible for all costs associated with the preparation, submittal, and evaluation of any proposal including any travel and per diem associated with demonstrations and presentations.

1.14 TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon request by the purchasing agency. The contractor must provide a valid Contractor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are Form 1099 reportable. The purchasing agency may require the contractor to submit an IRS Form W-9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit their website at https://www.nd.gov/tax/tax-resources/ for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees’ compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit their website for more information.

1.15 F.O.B. POINT AND FREIGHT

All commodities purchased through this contract will be Free on Board (“F.O.B.”) final destination, freight prepaid. Unless specifically stated otherwise, all prices offered must include the delivery cost.

1.16 PROPOSAL RECEIPT DEADLINE – LATE PROPOSALS REJECTED

An Offeror is solely responsible for ensuring their proposal is received by the STATE prior to the Solicitation Closing deadline identified in the RFP schedule regardless of the method of submission. A solicitation amendment will be issued if this deadline is changed. An Offeror may contact the Procurement Officer to inquire whether their proposal has been received. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.17 PROPOSAL OPENING

A public opening will not be held.

This is a formal sealed Request for Proposal (RFP) process. Proposals will be secured and held unopened until the Solicitation Closing deadline. Per N.D.A.C § 4-12-08-04, the openings may be made public at the discretion of the purchasing agency. If a public opening is held, only the names of Offerors that submitted proposals can be revealed at the opening, and each proposal will be opened in a manner to avoid disclosure of the contents to the competing Offerors.

1.18 AMENDMENT AND WITHDRAWAL OF PROPOSALS

Offeror may amend, supplement, or withdraw proposal prior to the Solicitation closing deadline. No changes will be accepted after the Solicitation closing deadline. After the Solicitation closing deadline, Offeror may make a written request to withdraw their proposal and shall provide evidence that a substantial mistake has been made, at which point the STATE may permit withdrawal.

1.19 NEWS RELEASES

Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

1.20 CONFLICT OF INTEREST

Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or official knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04. (N.D.C.C. § 12.1-13-03)

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

1.21 ATTEMPT TO INFLUENCE PROHIBITED

Offerors must not give or offer to give anything to a state employee or official that might influence or appear to influence procurement decisions. Suspected attempts to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.22 COLLUSION PROHIBITED

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.23 PROTEST AND APPEAL

An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the Procurement Officer before the specified deadline. If no deadline for questions is specified, protests based upon defects in the solicitation must be made at least seven calendar days before the deadline for receipt of proposals.

An Offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the Procurement Officer to the Director of OMB or designee in writing within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-03.

1.24 SPECIFICATIONS PREPARED BY NON-STATE PERSONNEL

When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the STATE, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

1.25 SUPPLIER REGISTRATION (PAYEE)

The successful Offeror will be required to complete Supplier Registration, if not already registered as a Supplier. Any individual or business who will be receiving payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information. Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements. The State and North Dakota University System (NDUS) have separate financial systems and contractor registration processes.

SECTION TWO – BACKGROUND

2.1 BACKGROUND INFORMATION

The State of North Dakota has a need for Contractors for chemical cleaning products and services to support laundry and warewashing operations across various state agencies and facilities. These services are critical for maintaining hygiene, sanitation, and operational standards in environments such as correctional facilities, healthcare institutions, and other state-operated facilities with onsite laundry and kitchen operations. The State intends to award separate contracts for laundry and warewashing services, and contractors may submit one proposal for one or both categories.

SECTION THREE – SCOPE OF WORK

3.1 SCOPE OF WORK and speCIFICATIONS

The STATE is looking to establish a contract to cover the requirements of warewashing (mechanical and manual), and laundry chemical compounds at various state agencies on an as-needed basis. Also covered under this solicitation is the furnishing, installation and maintenance of dispensing equipment.

3.2 REQUIREMENTS

A. DELIVERABLES

The contractor shall provide all labor, materials, equipment, supplies, and services necessary to support warewashing and laundry operations at multiple North Dakota Department of Corrections and Rehabilitation (DOCR) facilities. The following deliverables are required to meet the objectives of this contract:

Warewashing:

1. Material Specifications. Warewashing chemicals shall meet or exceed the following specifications contained within this solicitation, inclusive of the Attachment 2 – Warewashing Cost Proposal.

1. Specifications furnished with this solicitation are intended to establish a desired quality or performance level, or other minimum dimensions and capacities, which will provide the best product available at the lowest possible price.

1. MSDS Sheets, Shipping and Updates. Whenever a hazardous chemical or infectious agent is obtained, regardless of dollar amount or procurement method, the contractor is required to submit copies of the appropriate Material Safety Data Sheets (MSDS) with the initial shipment and with the first shipment after a Material Safety Data Sheet is updated. The contractor must send the initial or updated Material Safety Data Sheet with a complete container, partial container or single product. The contractor, distributor or manufacturer may make access to Material Safety Data Sheets available online via their website, however, Material Safety Data Sheets must be provided as stated herein, regardless of online availability, to meet state and OSHA requirements.

1. All products furnished throughout this contract shall be in compliance with any and all requirements established or as set forth by any regulatory agencies that legally or otherwise have authority to establish requirements for such products. Example: OSHA regulations.

1. Offeror must be a manufacturer, an authorized manufacturer’s distributor or dealer of any products quoted on this RFP.

1. Offeror must honor, at a minimum, the manufacturer’s standard warranty on all items purchased under this contract.

1. Offeror must have a website or catalog or hard copy list of products, with pricing, available for all contract end-users upon request.

1. Offeror must have been in the business, supplying similar type product, for at least two years prior to the submittal of this RFP.

1. All products sold on this contract must be manufacturer's current production items.

1. All chemicals delivered on this contract must have a minimum of 12 months remaining before date of expiration.

1. Defective Product Returns. Any product delivered under this contract that does not conform to the requirements of this solicitation, in the opinion of the State, is considered defective. Upon notice of defective product by the Purchasing Agency or SPO Contract Administrator, the return of defective product and all related expenses will be the complete responsibility of the Contractor. Full refund to the Purchasing Agency account must be completed within one billing cycle of the return request. The Purchasing Agency may purchase this product from an alternate source without obligation. The State requires complete refund to the Purchasing Agency’s account as resolution for defective product returns. In no case will returned defective product be allowed to remain with the Purchasing Agency for more than 10 days after notice of defective product was sent to the Contractor. Product remaining at the Purchasing Agency 10 days after notice of defective product will become the property of the State. The Contractor retains responsibility for disposal cost for defective product.

1. Defective Product Replacement. Contractor shall replace, free of any charges, within 10 days of notice, any product supplied within this contract, that does not meet product performance requirements, not limited to:

· Product that is wet and lumpy

· Product that is unfit to pass through dispensing equipment

· Product that is passed use by date

· Product that is damaged in shipment

· Product that does not meet specifications for use

· Product that is not sealed

· Product that does not have a current MSDS sheet prior to or upon receipt

1. Dispensing Equipment. Upon request by the ILO, the contractor shall furnish, install and maintain an acceptable electronic type warewashing dispenser, ‘pot and pan’ washing detergent dispensers and related equipment of standard manufacture, at no additional cost to the State with the following specifications:

1. Contractor shall provide new dispensers and new dispensing systems for installation. Used or reconditioned dispensing units may only be installed with written approval from end-user.

1. Equipment Specifications, with schematics, if applicable, will be sent to the ILO prior to any installation of dispensing or related equipment for review prior to installation.

1. Contractor must provide PH test strips and chlorine test strips for warewashing dispensing systems at no charge to end-user. Contractor must also provide training as to proper use of test strips for product.

1. Dispenser warewashing compound reservoir shall be constructed of hard, durable plastic and or stainless steel.

1. Dispenser must fit into existing cage, or the contractor will be responsible for supplying and replacing existing cages that will accommodate the awarded equipment.

1. Upon contract period termination, the contractor will credit fully any unopened products, purchased by the Purchasing Agency within this contract within 30 days.

1. Dispenser shall be designed to automatically control the desired concentration of the warewashing detergent solution to the commercial warewashing machines by feeding the warewashing solution only when necessary.

1. Dispenser shall incorporate an “anticipated circuit” which affords the greatest economy and accurate control of the desired concentration to the detergent wash solution. The control will prevent ‘overshooting of the amount’ of the warewashing chemical into the detergent wash solution.

1. Dispenser shall utilize a detergent dispensing unit that dissolves the warewashing detergent by water fed into the dispensing unit, as controlled by a solenoid valve.

1. Dispenser shall have the ability to sense concentrations to allow for optional dispensing of warewashing compounds over a range between 0 (zero) and 0.5% concentrations.

1. Dispenser shall have a visible warning device to signal the need for replenishment of the warewashing detergent.

1. HMIS Rating: any product with a HMIS Hazard Rating of “2” or greater, upon normal dilution to a usable solution shall have a dispensing hose protected and equipped with a stainless steel braided hose, and all connections to appliances must be rated as NPT, NO SLIP ON CONNECTIONS. The contractor will periodically inspect such connections for wear and replace as needed.

1. Installation and Removal of Dispenser and Related Equipment.

Contractor will provide installation and all parts necessary to complete the installation of dispensing equipment. The State will provide suitable water and electrical connections on or adjacent to the warewashing machines.

1. Contractor must have installation, service and repair capabilities for the chemical dispensers and dispensing systems of products submitted on this RFP.

1. Skilled workmanship required: Contractor will perform work and connections to connect warewashing dispensers and related equipment to potable water sources as provide by the State, at all locations.

1. Installation and removal of installed dispensers or related equipment shall be designed for removal upon termination of the contract period without interruption of service or additional costs to the State for parts or labor.

1. Upon completion of installation of dispensing and related equipment, the contractor shall submit a written report of date of installation, location, and serial number of each piece of equipment, as applicable. This report will be reviewed and signed by the contractor and presented to the ILO or state representative. Additional equipment installed will be added to this report and submitted to the ILO. It is critical that all installed equipment be included on this report.

1. Rinse injectors: shall be installed on warewashing machines as needed.

1. Removal of Installed Dispensers and related equipment: Contractor will be responsible for removing the existing dispensers and will make every effort not to incur damage any piece of the removed equipment. The removed dispensers and related equipment will be returned to the previous contractor by the State. New installations will occur when the current stock is anticipated to be consumed. It is possible that not all installations will be carried out on the same date. The dispenser removal and installation process will be coordinated by the ILO or the staff at the Purchasing Agency.

1. Water Connections: No installation shall create a cross connection or back siphonage in the potable water supply.

1. Spray Bottles. Contractor must provide trigger spray bottled and manufacturer product labels for spray bottle use, for all chemicals they supply to end-users upon request. These labels will be adhesive-backed and must adhere to plastic spray bottles. Content on labels will include, at a minimum, the following information:

1. Name of Product

1. Product Description

1. Application /Use

1. Warning or Cautions or Hazards

1. Safety Instructions

1. First Aid of Emergency Medical Treatment

4. Service. Contractor shall be required to provide on-site service calls at all Purchasing Agencies:

Service representative shall have minimum of one year of experience installing, servicing and repairing all dispensers or dispensing systems bid.

A. Service calls will be performed by technically trained personnel.

B. A minimum of one service call per four (4) week period.

C. Emergency services call on site within twenty-four (24) hours after notification of immediate attention.

D. Contractor shall give notice of a service call no later than forty-eight (48) hours prior to the intended on-site arrival. If the service call is agreed to be scheduled at the same time every four week period, no prior notice is required. The Purchasing Agency will provide a facility staff member (ILO) to accompany the contractor during the on-site service call.

E. Contractor personnel will inspect and properly maintain all dispensing equipment, as supplied, and those dispensing warewashing chemicals within this contract.

F. Inspect all warewashing machines, cleaning, adjusting and calibrating of dispensing equipment or mechanical parts. Inspections will include, but are not limited to:

a. Gauges

b. Valves

c. Wash arms

d. Rinse nozzles

e. Interior of all machines

f. De-liming when necessary, using de-liming chemicals supplied by Purchasing Agency

g. Training of facility personnel on de-liming

h. Instruct facility personnel on optimal operation of equipment performance

i. Calibrate dispensing equipment for optimal operation, using concentrations of warewashing chemicals

j. Other customer service issues, as it relates to this contract

k. Reporting of each service call will include, but it not limited to these details:

1) Date, in and out time of service call

2) Contract service personnel and manager

3) Name of institution

4) Manufacture & model of warewashing machine serviced

5) On-site location of machine

6) Type and model of dispenser

7) Product dispensed

8) Percentage of concentration, state change

9) Procedures to dispense

10) Condition of machine

11) Wash water temperature

12) Rinse water temperature

13) Condition of processed material (warewashed)

14) Sanitizer and disinfectant, as applicable

15) Water hardness

16) General condition of machine, including a list of checks for each Machine, as applicable for Arms Arm End Caps Bypass Conveyor Curtains Door Drain Heaters Jets Nozzles Overflow Pump Scrap Tray Switch Tanks Temperature Gauge Thermostat Timer Vacuum Breaker Water Pressure Final Rinse PS Final Rinse Temperature Wash Temperature Detergent Titration- Drops Rinse Additive Sanitizer-ppm Pot and Pan Sanitizer-ppm Water Level

17) On hand inventory

18) If repairs or adjustments are needed, state specific machine, reasons, and recommendations

19) Copy of service call will be provided to the on-site location and available in an electronic downloadable format

5. Service Representatives, Secure Facility. Awarded offeror shall furnish an accurate list of names of and detailed information for service personnel assigned to perform on site service for each Purchasing Agency, ten (10) days prior to access to the secure facility or institution.

A. This list shall not include jobbers, unless they are used on a routine basis and are qualified to render on-site service as required.

B. Offerors, upon award or seeking access to a secure facility, shall provide that individual’s:

Residential address Personal telephone number Social Security Number Residential address Telephone number C. These listed service personnel will have background checks performed by the State.

No individual meeting the following conditions may enter any institutional property without the prior written authorization of the Director of the NDDOCR Prisons Division or by the Superintendent of the NDYCC:

a. Felony within the last five (5) years

b. Class A misdemeanor involving violence, weapons, or controlled substance Release from the North Dakota State Penitentiary or its affiliate facilities within the previous five (5) years

6. Security - See definitions for North Dakota Secure Institutions.

The CONTRACTOR shall comply with all applicable DOCR rules, regulations, and policies, including rules and regulations relating to safety, security, and confidentiality. DOCR reserves the right to deny admission in DOCR facilities to the Contractor for violation of any applicable DOCR rule, regulation, or policy. A staff member of DOCR shall review any violations with the Contractor prior to making a determination of denying the admission of the Contractor’s personnel or terminating the contract.

DOCR may require and complete a criminal history background check, including fingerprints for all Contractors’ personnel. The Contractor shall submit the names of personnel who will be on the premises not less than ten (10) workdays prior to the personnel coming on premises. No person convicted of a Class A misdemeanor involving violence, weapons, or controlled substances, or anyone convicted of a Felony may enter any DOCR facility property without prior written authorization of the Facility Administrator or Designee. The Contractor’s personnel shall attend required security related training before being allowed to enter the facilities without an escort.

The Contractor shall be aware that DOCR facilities are secure environments. When Contractor personnel arrive at a DOCR facility, they will be subject to search at any time, they must sign in and out as applicable, and they are responsible for ensuring that all tools and test equipment that are allowed in the facility are accounted for at all times. The Contractor shall report to the DOCR area supervisor immediately if any tools are lost, misplaced, or stolen.

Tobacco products will be allowed only in the Contractor’s vehicles, or vehicles belong to Contractor’s personnel, unless the vehicles will be coming into secured areas, at which point all tobacco products must be turned over to the gate security officer. Cell phones, cameras and other wireless electronic devices are not allowed in DOCR facilities without prior written approval from the Facility Administrator or Designee. No alcohol or products containing alcohol are allowed on DOCR property. If the Contractor requires items that contain alcohol or alcohol related products for performance under the contract, the items must be checked in and out through the facility’s area supervisor. The Contractor shall provide copies of Material Safety Data Sheet (MSDS) of chemical(s) or product(s) used or brought into the DOCR facilities. Possession, distribution or delivery of alcohol, tobacco, a controlled substance, firearm, or a dangerous weapon is a criminal offense, and will be prosecuted accordingly.

7. Quality Assurance. Contractor will be responsible for the performance of all inspection and test requirements necessary to insure compliance with provisions of this contract. This action does not preclude subsequent inspection or testing by the State to determine conformance with specifications or quality standards of workmanship, material, and construction techniques. The State reserves the right to make quality determinations.

8. Dispensers per location:

A. 4-ND State Penitentiary, Bismarck B. 1-Missouri River Correctional Center, Bismarck C. 1-ND Youth Correctional Center, Mandan D. 1-ND School for the Deaf, Devils Lake The State reserves the right to add or delete locations.

9. Product Testing. The State may and reserves the right to periodically test products, to verify compliance with specifications. If the product fails, the contractor will be notified, and additional testing may be required at an approved laboratory to verify product performance at no cost to the State for such testing. The State reserves the right to determine if a product meets acceptable standards for the intended use. If the product does not meet acceptable standards; the contractor may provide an acceptable alternate product and the State may approve the substitution through amendment to the contract. The State may choose to purchase a replacement product from another source, with no obligation to the contractor, or terminate the contract for all products.

10. Training. Upon request from the State, the contractor will provide on-site training for the use of product within this contract at no expense to the State. Contractor must provide, upon end-user request, on-site training to teach authorized end- users the most effective, efficient and safe methods and techniques for the proper use of all products and dispensing equipment that contractor supplies on contract.

A. Contractor must provide, upon end-user request, written instructions for the training requirements.

B. Contractor is encouraged to provide advice to end-users about efficient and economical solutions to cleaning problems.

11. Contract Spend Summary Report. The awarded contractor must maintain records of spend for this contract and furnish the detailed information in a spreadsheet breakout, due in 10 days following the end of the preceding quarter, to the SPO Contract Administrator. This report will contain product quantities and dollar volume of spend (purchases) by each institution and political subdivision under this contract. Initiation and submission of the Contract Sales Summaries are to be the responsibility of the Contractor without prompting or notification by the SPO Contract Administrator. The Contractor will submit the completed Contract Spend Summary report by email. The report format will be agreed upon between the SPO Contract Administrator and the Contractor. The awardee must present a sample report, before contract execution that includes these details to be considered responsive to the bid specifications:

· State Contract number and Contractor firm name

· Reporting date intervals, by month

· Contract item number

· Brief contract item description

· Ability to detail all participating Purchasing Agencies or Governmental Entities

· Case Quantities sold by customer and date

· Extended Price, using Case quantity sold to create totals for each contract item

· Ability to document credits and return product dates (if occurred)

· Total dollar spend for each reporting period

· Off Contract product sold by Contractor under this contract shall be reported

12. Contract Service Representatives. Contractor must provide a competent service representative for contract and user support. The required Contract Service Representative may be combined in one individual who will fill both Contract Service and Customer Service Representative Positions.

A. This contractor representative must be present to take calls and answer questions during normal business hours of 8:00 CT to 4:30 CT. Contract user inquiries by telephone or email, must be returned promptly. Customer service is not required during North Dakota State approved holidays only.

B. The Contractor must notify the State SPO Contract Administrator promptly, in the event that the service representative changes during the contract period. Offerors must provide the name and contact information for the service representative within the Bid Response Form.

C. Customer service performance issues may be cause for termination of the contract.

Laundry:

The State requires these laundry products will be provided as required, for use in the following types of commercial laundry equipment on-site at any state agencies or cooperative government entities that may join the contract. The offeror shall furnish, install and maintain on a loan basis at no cost to the State of North Dakota high quality laundry product dispensing equipment, as needed for the Commercial Laundry Products utilized in Commercial Laundry Equipment or Commercial Residential Laundry Equipment.

1. Commercial Laundry Products.

1. Commercial laundry equipment utilizes liquid concentrates that will be metered through a contractor installed dispenser system.

1. Commercial residential laundry equipment utilizes a solid capsule product metered through a contractor installed dispenser system.

1. Additional Laundry Products: The State uses a wide range of types of laundry products in residential non-commercial laundry equipment, including liquid and solid detergents, and various laundry products that may be purchased through this contract, but do not require installation of a dispenser. These additional laundry products may be dispensed by facility staff and residents. State requires a discount percentage off for additional laundry related products that may be purchased from a laundry manufacturer catalog offering or product price list in conjunction with this term contract. This discounted product offering may include environmentally preferred products with details of environmental certifications, labels and attributes.

1. Environmentally Preferred Products: The State has environmental and product safety concerns that include using products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. Such products may include, but are not limited to, those which contain recycled content, minimize waste, conserve energy or water, and reduce the amount of toxics disposed or consumed. Offeror must provide, upon request, the environmental attributes with related eco-labeling to State. State may, in its sole judgment, reject or accept the product as an environmentally preferred product.

1. Scope of Current Laundry Equipment. The following table under subsection 15 – DOCR Secure Facilities, details an estimate of current laundry equipment requiring product dispensers that may be installed and serviced at each participating state agency. A state agency or cooperative governmental entity may execute a participating addendum to join this contract. Contract participation by state agencies or cooperative governmental entities is not guaranteed.

1. Laundry Products Quality: Product must be high quality and effective for the clean standard at the recommended dilution rate as regulated by the contractor installed dispenser. Laundry products shall be separate categories of use, i.e., no builder/detergent combinations, no softener/sour combinations, etc. The only exception to the no combination product specifications is for fabric softener product which specifies fabric softener with antibacterial static agent additive.

1. Dispensed Laundry Product Use Rates: State reserves the sole right to determine if a dispensered laundry product use rate increase is warranted during the contract to meet the light soil clean standard. Adjustments to dispensed laundry product use rate of more than 20% to meet the clean standard may be considered a contractor performance failure.

1. Additional Laundry Products. Use of additional laundry products by a participating agency or entity may require a specific recommendation for a variety of laundry products to meet clean standards. Technical advice, training and support for optimal laundry applications may be requested. Additional laundry products may be utilized in the laundry equipment located within various living units within participating agencies or participating entities. The additional laundry products do not require an installed dispenser.

1. Laundry Product Dispensing Equipment. Contractor shall furnish, install, calibrate, test for proper operation and provide regular maintenance of acceptable product dispensers, as requested by participating agency or entity, at no additional cost. Additional participating agency or entity may require similar installation and service. Contractor shall provide assistance in the establishing of:

1. Washing formulas;

1. Recommended water temperatures and water levels;

1. Automatic formula charts, as needed;

1. Programming of dispenser related micro- processors;

1. Other physical and mechanical assistance as required and necessary to ensure proper and most economical operation of laundry equipment related to product and dispensers.

1. On-Site Training. Contractor will provide on-site training at no expense, upon request, to the participating state or cooperative governmental entity locations by a trained technician. This list of on-site training locations may not be inclusive of participating entity sites. This training shall include, but not be limited to:

1. Instructions to designated staff at each user location on dispenser operations of equipment and minor dispenser adjustments, and efficient use of laundry product dispenser equipment;

1. Provide preventive maintenance points of reference in the dispensing equipment user’s manual;

1. Include any specific product information related to the product and dispensing equipment provided by contractor;

1. Provide user informational poster or signage at point of use, upon request.

1. Installation of Laundry Dispenser Equipment.

1. The awarded contractor shall deliver the installed dispensers to the designated state facility personnel and execute the participating addendum listing the description and location for each dispenser. Contractors retain ownership of the dispensing equipment they have installed. The awarded contractor shall be responsible for the dispensers from the time they are removed from the laundry equipment until state facility personnel receive them. The removal of dispensers shall be a coordinated effort between the state plant staff management and the awarded and previous contractor. The state facility personnel shall be responsible for the safekeeping of the removed dispensers until picked up by the previous contractor within 90 days of removal from the laundry equipment. State will not ship the dispensers back to the contractor; it is required that they be picked up at an agreed upon site. Dispensers remaining past 90 days after removal will become equipment of the State.

1. The system shall be a closed system that shall automatically dispense products from respective laundry product containers into the commercial laundry equipment.

1. All dispensers furnished by the contractor shall be high quality models. Installation shall be made in accordance with acceptable engineering practices.

1. Servicing of Laundry Dispenser Equipment. Contractor is solely responsible to provide approximate semi-annual on-site service calls. Contractor shall give at least a two business day notice to each state facility liaison when semi-annual service calls are planned at a secure facility by technically trained service personnel with practical experience…