SWC427 Institutional Apparel & Hygiene Supplies

The State of Tennessee, through its Central Procurement Office, is seeking bids for Statewide Contract (SWC) 427 to procure Institutional Apparel & Hygiene Supplies for state agencies, local government entities, higher education institutions, and qualified nonprofit organizations. The procurement covers comprehensive categories including footwear, clothing, accessories, scrub pants, and hygiene kits specifically designed for use in correctional facilities, juvenile detention centers, mental health hospitals, schools, and group homes. Vendors must bid on all core line items within each category and provide detailed catalogs with manufacturer information, part numbers, and pricing. The contract requires suppliers to maintain a 98% order fill rate, deliver items within 15 business days, and participate in the TN SmartShop e-marketplace if they have an online presence. Evaluation criteria will focus on vendors' ability to perform, conformity to detailed product specifications, and compliance with bid factors. Key dates include a pre-response conference on February 25, 2025, via Microsoft Teams, with written questions due by March 4, 2025, and final bid responses due on April 1, 2025, at 1:00 PM CT. Sample submissions are mandatory for Category One (footwear items).

The contract allows for up to two separate contract awards per category to the lowest responsive and responsible bidders, with a total estimated contract value of $5 million over a 36-month term, potentially extending to 60 months with two optional one-year renewals. Respondents must demonstrate diversity business participation efforts and be registered with the Department of Revenue for sales and use tax. The procurement encourages participation from diverse businesses and requires vendors to submit documentation of their diversity inclusion strategies. A 1% administrative fee will be rebated to the State quarterly based on contract usage by all authorized users. Minimum order values are set at $75, and pricing must remain firm for 90 days, with provisions for potential price adjustments based on documented cost changes. The contract includes specific restrictions on purchasable items, prohibiting categories such as paper products, medications, furniture, and certain other supplies. Vendors must accept the State's Purchasing Card (P-Card) as a payment method and comply with strict SmartShop provisions, with potential account removal for repeated violations.