Invitation for Bid

IFB Name: PENNDOT Greene County Uniform and shop towel rental and laundering service

STATEMENT OF WORK

I. GOVERNING SPECIFICATIONS

A. Purpose of this IFB: To procure a Contractor to Uniform Rental and Laundering Services for the Pennsylvania Department of Transportation (PennDOT) Engineering District-12-2 Greene County.

B. Concurrent contracts: PennDOT reserves the right to solicit IFB’s and award work for additional contracts or Contractors, to run concurrently with this contract, under different payment type structure such as lump sum and or different units of measures.

C. Contractor qualification: The Contractor must have an Established (longer than 1 year) Uniform Rental and Laundering company.

D. Pre-Quote Meeting: There will be no pre-quote meeting for this IFB.

E. Contract Term: The initial term of the resulting PO shall be 1 year from the start date of the fully executed purchase order. The term may be extended for an additional 2 (TWO) 2-year terms at the department’s discretion upon written notification to the awarded vendor. The department reserves the right to extend any single term, upon written notification to the vendor, of the resulting PO up to 90 days.

F. Escalation: In the event the department chooses to exercise the renewal term, the awarded vendor shall receive a 4% escalation over their bid price from the initial term.

G. Project Management:

1. The PennDOT Project Manager for this contract will be the County Equipment Manager or their Designee. The District or County management may change the PennDOT Project Manager as they deem necessary.

2. Within 24 hours after receiving notification of award the awarded Contractor must submit, the name of a contractor representative, and the Contractor Representative’s 24 hour-a day cell phone number and email address to tolesko@pa.gov. The Contractor representative serves as the Contractor’s project manager.

3. Contractor Communications: Contractor will ensure a cell phone is always available at the job site, as a means of communicating with the PennDOT Project Manager or designee.

4. Notification of Work and Project Mobilization:

a. The PennDOT Project Manager or designee will give notice of work to the Contract Representative via email, fax, phone, or in person. Upon submission of the notice of work, the Contractor will have 30 calendar days to deliver all requested uniforms unless otherwise approved by the PennDOT Project Manager or designee. Should the Contractor fail to mobilize and begin work within the prescribed time, the Contractor may be declared in “Default” and their contract may be subject to cancellation as prescribed in the Terms and Condition for this IFB.

5. Project Kick-off Meeting: The Project Kick-off Meeting will be scheduled by the PennDOT Project Manager or Designee and will occur within 5 Business days after the Fully Executed Purchase Order is delivered to the awarded Contractor. The Contractor’s Representative and Contractor’s Project Manager and Foreperson must be present. The meeting will be held at a location of the PENNDOT Greene County Equipment Managers choosing. Topics to be discussed include delivery, ordering procedures, Employee sizing (vendor must bring sample Garments). The awarded vendor will be responsible for sizing each employee and ordering appropriate garments at this time.

6. Work Schedule:

a. Work associated with this project may be performed Monday through Friday. The PennDOT Project Manager or designee may authorize work on Saturday and Sunday, as necessary. No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by the PennDOT Project Manager or designee:

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Day after Thanksgiving Day

11. Christmas Day

The following Monday will be recognized as the day when no work is to be scheduled for all holidays occurring on a Sunday, and the Friday before will be recognized as the day when no work is to be scheduled for all holidays occurring on a Saturday.

H. General Requirements:

1. Contractor shall furnish the personnel, garments and equipment of the type, condition, and quantity necessary for the proper and productive execution of the contracted work.

2. Contractor shall maintain all equipment in good condition, subject to acceptance by PennDOT, prior to and during use in connection with this contract.

I. Service Details:

1. Service overview:

a. Greene County PENNDOT is in the process of bidding our Rental Uniforms, Jackets and shop towels for our Mechanics and Supervisors. Our Mechanics and Supervisors work in our fleet Maintenance Garage located at 141 Jefferson Road Waynesburg PA 15370. Garments will be subject to heavy soiling, oils greases and Lubricants on a daily basis. The Specifications for this service are listed below. All IFB Submissions must Electronically via the Portal. Please email bsirianni@pa.gov with any questions pertaining to this IFB.

2. Initial issue:

a. Mechanics Uniforms:

i. During the initial issue, the awarded vendor must provide to our employee’s brand new Un-worn garments. The department will not accept used Garment’s. The only exception would be that the Department will accept Garments that have already been issued and worn by our employee from a previous contract.

ii. Mechanic Shirts:

1. The awarded Vendor shall issue to our Mechanics 11 Uniform Shirts. Employee can initially choose their size and between long sleeve and short sleeve shirt or a mixture of both. Shirts must be 100% Cotton, wrinkle resistant, Button or Snap. The shirt must have a Greene 12-2 Logo/Patch and the Employee’s first Name. The Location of the Logo shall be on left front, employees name must be on right.

2. Colors: Light Blue. There will be no more than 10 Employee’s receiving sets of uniforms.

iii. Mechanic Pants:

1. Pants- The awarded Vendor shall issue to our Mechanics 11 Uniform Pants. Employees are to initially choose their size. Pants must be Blue-Jean material, with reflective taping(stripes) on the bottom of legs. The pants must have four pockets.

2. Color: Dark Blue. There will be no more than 10 Employee’s receiving sets of uniforms.

b. Mechanics/Supervisors Jackets:

i. The awarded Vendor shall issue to our Mechanics and Supervisors 2 Jackets each, dark blue in color with safety reflective striping on sleeves. The Mechanics & Supervisor can initially choose their size, Jackets must be winter rated and have a zippered front. The Jackets must have a Greene 12-2 Logo/Patch and the Employee’s first Name. The Location of the Logo shall be on left front, employees name must be on right. There will be no more than 12 Employee’s receiving Jackets.

c. Supervisors Shirts

i. The awarded Vendor shall issue to our Mechanic Supervisors 11 Uniform Shirts. The Supervisor can initially choose their size and between long sleeve and short sleeve shirt or a mixture of both. Shirts must be 100% cotton or a cotton poly blend, wrinkle resistant, Button or Snap. The shirt must have a Greene 12-2 Logo/Patch and the Employee’s first Name. The Location of the Logo shall be on left front, employees name must be on right.

ii. Colors: White. There will be no more than 1 Supervisors receiving these Shirts.

d. Red Shop Towels

i. The awarded vendor shall provide at all times 500 18” x 18” red shop towels. The awarded vendor shall provide receptacles for clean and dirty towels. The awarded vendor shall pick up dirty towels and replace with laundered towels weekly. The department will not be held financially responsible for damaged towels.

3. Laundering Services:

a. Pick Up’s and Drop Offs

i. The awarded Vendor shall choose the day of the week M-F (7am-3pm) to Deliver Laundered Garments and pick up Garments that need to be Laundered. Vendor must arrive on that same day per week every week of the initial First year term of the contract, and every term thereafter. Vendor must bring back cleanly laundered garments in like new condition within 1 calendar week from the day the garments were picked up. Vendor must choose alternate days of service when a PENNDOT observed holiday falls on the service day, no less than 1 week in Advance.

4. Garment Tracking

a. The Awarded vendor must uniquely Identify Each Garment by RFID chip, Barcode label or serial number plus the employee’s full name. Garment needs to be identified as (# of 11) by wearer. A detailed report of Garments the driver picked up and Delivered that day must be provided at the time of service, along with a completed confirmation of service for identifying the number of weekly rentals broken down by Garment Type.

5. Damage Repair

a. The awarded Vendor must keep Garments in like new condition, Laundered Garments must arrive in like new condition. Vendors may charge the department for any damage caused by the wearer. Damages are defined as rips, tears, holes, missing buttons or missing patches. The vendor may charge the department at 1 each for the amount they bid for damage repair. In the event a garment is damaged beyond repair, and the damage is clearly the result of the wearer the awarded vendor shall show the damaged Garment to PennDOT’s Storeroom Clerk, RPC or Equipment manager. If the PennDOT employee approves the awarded vendor may charge the department for the replacement cost of the garment. Garments that show signs of heavy wear, or severe aging must be replaced by the awarded vendor at no-cost to the department.

6. Size Alteration

a. The awarded Vendor may charge a re-sizing fee to the department in the event an employee needs a larger or smaller size garment during the course of the contract. The vendor may not charge a sizing fee for the initial issue of uniforms. Any sizing change must be approved by the County Equipment Manager prior to being made.

7. Material Contingency

a. The department shall add an additional dollar amount of $1000.00 to each rolling calendar year on the awarded PO. This is to be used for any unforeseeable issue that may arise during the course of the contract. Prior to billing to this line, a vendor must seek written permission from the County equipment Manager to do so.

J. Estimated Quantities:

All quantities are estimated and may not reflect actual quantities. The estimated quantities are indicated on the IFB. PennDOT reserves the right to award any or all of the Pay Items listed on the Cost Sheet.

K. Equipment

8. The awarded vendor shall provide all equipment necessary to transport, Launder, repair or alter any uniforms being provided to the department. The vendor shall incorporate all aspects of service and delivery into the weekly rental price of the Garments.

9. The initial issue of any Garment is subject to inspection. Any costs associated with Garments that need re-sized during the initial issue will be covered by the awarded vendor, the department shall not be billed for these changes.

L. Garment changes: No changes to garments may be made after the award, without the written permission of the PennDOT Project Manager or designee.

M. License and Certification Requirements:

The awarded vendor shall be responsible for any costs and obtaining any licenses or certifications needed to rent, transport and laundered garments they are providing to the Department.

N. Property Damage: The Contractor shall repair or replace any of PennDOT’s property, real or physical, or private property damaged during the performance of their duties at no additional cost to PennDOT.

O. Reporting:

1. Confirmation of Services Reporting

a. A completed Confirmation of Service Form (Form OS-501) shall be submitted by the Contractor to the PennDOT Project Manager or designee, for review and verification, on a weekly basis. 

b. The PennDOT Project Manager or designee will notify the Contractor if corrections are needed.

 

c. Each Form OS-501 shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order. 

2. Reporting Forms Modifications:

PennDOT reserves the right, throughout the life of the contract, to make changes to Form OS-501, including instructions, content, and all other requirements.

P. Billing and Payments:

1. Invoices shall be submitted by the Contractor on a weekly Basis for further instructions regarding invoicing, see the contract Terms and Conditions.

2. Untimely or incomplete submissions of Form OS501 and any required supporting documentation may delay processing of a “proper invoice” as required by the IFB’s Terms & Conditions.

II. PAY ITEMS

Note: The Unit of Measure for Pay Items are identified at the bottom of each Pay Item and on the Cost Sheet. The Unit of Measurement reflected on the Purchase Order will reflect “each”.

Pay Item 1: Mechanic Shirts

As specified in section G-2-A-ii. Each Mechanic up to 10 mechanics shall have 11 total shirts issued to them. Vendor shall bill per shirt per week. Vendors bid to include laundering 1 time per week as defined in section G-3 and include the cost of Garment Tracking defined in section G-4.

Unit of Measure = Each, vendor cost per garment per week

Pay Item 2: Mechanic Pants

As specified in section G-2-A-iii. Each Mechanic up to 10 mechanics shall have 11 total pants issued to them. Vendor shall bill per pair of pants, per week. Vendors bid to include laundering 1 time per week as defined in section G-3 and include the cost of Garment Tracking defined in section G-4.

Unit of Measure = Each, vendor cost per garment per week

Pay Item 3: Mechanics/Supervisors Jackets

As specified in section G-2-B. Each Mechanic and or Supervisor, up to 12 mechanics and or supervisors shall have 2 Jackets issued to them. Vendors bid to include laundering 1 time per week as defined in section G-3 and include the cost of Garment Tracking defined in section G-4.

Unit of Measure = Each, vendor cost per garment per week

Pay Item 4: Supervisor Shirts

As specified in section G-2-C. Each Supervisor, up to 1 supervisor shall have 11 Supervisor shirts issued to them. Vendor shall bill per shirt per week. Vendors bid to include laundering 1 time per week as defined in section G-3 and include the cost of Garment Tracking defined in section G-4.

Unit of Measure = Each, vendor cost per garment per week

Pay Item 5: Red Shop Towels

As specified in section G-2-D. The awarded vendor shall maintain a pool of 500 towels in our garage at all times. Soiled towels are to be laundered weekly.

Unit of Measure = Each (1 towel), vendors cost for 1 of the 500 Red towel rental and laundering service I.E the vendor must bid their cost for 1 towel per week. If a vendor bids $.01 per towel they are able to bill as (500 towels at $.01 each per week). If awarded, the vendor would be paid $5.00 per week.

Pay Item 6: Damage Repair

As specified in section G-5. This will be the vendors flat rate for “Repairing” any Garments damaged by the department. Garments that show signs of heavy wear, or severe aging must be replaced by the awarded vendor at no-cost to the department.

Unit of Measure = Each vendors cost to repair the one garment

Pay Item 7: Size Alteration

As specified in section G-6. This will be the vendors flat rate for changing garment sizes for an individual during the contract period. Vendor is not permitted charge for size alterations during the initial issue period before the wearer give final approval for fitment.

Unit of Measure = Each vendors cost to alter the size of any one garment

Pay Item 8: Material Contingency

As specified in section G-7. Prior to billing to this line, a vendor must seek written permission from the County equipment Manager to do so. The price of this line is set and cannot be bid upon.

Unit of Measure = Each, 1 Each=$1