STATE OF IDAHO
THE DEPARTMENT OF HEALTH AND WELFARE
STATE HOSPITAL NORTH
INVITATION TO BID (ITB)
IPRO.Sicomm.net ITB03926
LAUNDRY & LINEN SERVICES
Issue Date 12-19-2012
1. PURPOSE
1.1 The Idaho Department of Health and Welfare, State Hospital North, 300 Hospital Drive, Orofino, ID 83544 is seeking bids for Laundry and Linen services for one (1) year with the option to renew for two (2) additional one (1) year periods.
2. SCHEDULE OF EVENTS
Closing Date and Time: / 01/07/2013 5:00 pm MTNOpening Date and Time / The following business day at 10:30 a.m. MTN
2.1 The above dates are tentative dates and subject to amendment.
3. ISSUING OFFICE
3.1 This solicitation is issued by the Department of Health & Welfare via the State of Idaho’s procurement website called IPRO, via sicomm.net (http://ipro.sicomm.net/IPRO). The Department of Health & Welfare Purchasing Unit is the only contact for this solicitation. All correspondence shall be in writing. It is the responsibility of the bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid.
Mike Gwinn,
Purchasing Agent
Idaho Department of Health & Welfare
450 W. State Street, 9th Floor
Boise, ID 83720-0036
208-334-5734
E-mail:
4. BID SPECIFICATIONS
4.1 The Department is requesting bids for the services listed in Bid Specifications (Attachment 1).
5. BID SUBMISSION REQUIREMENTS
5.1 The Proposal must include a cover letter on official letterhead of the proposer; with the proposer’s name, mailing address, telephone number, facsimile number, e-mail address, and name of proposer’s authorized signer. The cover letter must identify the ITB Title and number, and must be signed, in ink, by an individual authorized to commit the offeror to the work proposed. In addition, the cover letter must include:
5.1.1 Identification of the proposer corporate or other legal entity status. Offerors must include their tax identification number. The proposer must be a legal entity with the legal right to contract.
5.1.2 A statement indicating the proposer’s acceptance of and willingness to comply with the requirements of the ITB and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions (http://adm.idaho.gov/purchasing/purchasingrules.html) and any Special Terms and Conditions.
5.1.3. A statement of the proposer’s compliance with affirmative action and equal employment regulations.
5.1.4 A statement that proposer is not currently suspended, debarred or otherwise excluded from federal or state procurement and nonprocurement programs. Vendor information is available on the Internet at: (https://www.sam.gov/portal/public/SAM/)
5.2 Bids must be submitted through either the state’s eProcurement system, IPRO (http://ipro.sicomm.net/IPRO) or manually. Manual bids must be received at the office of the Department of Health & Welfare Purchasing Unit and time stamped using the Division’s time stamp, no later than the date and time set forth in the Schedule of Events, Section 2 above. Do not fax or e-mail your response. Bids submitted via fax or email will not be accepted.
5.2.1 When submitting a bid via IPRO, the Bidding Sheet (Attachment 3) must be saved in Excel xls format. Excel xlsx format is not compatible in Sicomm.
5.3 Due to reduction in mail delivery services to the Department of Health & Welfare per day please do not submit bids via USPS. Submit manual bids via Fed Ex, UPS or hand deliver.
5.4 Manual bids must be sealed. Submit one (1) original and two (2) copies of the bid, marked “ITB03926, Laundry & Linen Services – Original (or copy)” along with one (1) electronic copy (on CD or USB).
5.5 Manually submitted bids must include a completed State of Idaho Signature Page (Attachment 4), with an original handwritten signature, as well as all other requested documents/information. Failure to include a signed, complete original State of Idaho Signature Page will result in a finding that the bid is non-responsive, and no further consideration will be given to the bid.
6. GENERAL INFORMATION
6.1 BY SUBMITTING A BID, BIDDER REPRESENTS AND WARRANTS THAT:
6.1.1 It has not conditioned its bid based upon the State accepting terms and conditions contrary to the Special Terms and Conditions and State of Idaho Standard Terms and Conditions of this solicitation, as posted or as amended to this solicitation;
6.1.1.1 NOTE: BIDS RECEIVED CONDITIONING THE OFFER BASED UPON THE STATE ACCEPTING VENDOR TERMS SHALL BE FOUND NON-RESPONSIVE.
6.1.2 It has read the State’s Solicitation Instructions to Vendors and is in full compliance with the instructions;
6.1.3 It did not participate in the solicitation development process, had no knowledge of the specific contents of the solicitation prior to its issuance, and that no employee of the State participated directly or indirectly in the bidder’s bid preparation;
6.1.4 Has reviewed Executive Order 2009-10 and is in full compliance and agrees to remain in compliance;
6.1.5 Has read the Administrative Fee Clause Section 13 of this Invitation to Bid;
6.1.6 It has reviewed and is fully aware of the specifications of this solicitation and all amendments;
6.1.7 It has accurately described the services and deliverables to be provided and the bidder has taken said information into account in its bid, and in determining the offered pricing.
7. CONTRACT DESCRIPTION
7.1 Firm Fixed Fee/Indefinite Quantity contract to provide Laundry and Linen services for State Hospital North.
7.1.1 Any price reduction at the commercial level must be passed onto the Department.
8. LENGTH OF CONTRACT
8.1 The initial term of the contract shall be for one (1) year from the date of award with the option to renew for two (2) one (1) year periods at the same price, terms and conditions as the initial contract.
9. VENDOR NOTIFICATIONS
9.1 Prior to the closing and opening of the solicitation, any vendor notifications will be released on IPRO as amendments.
10. VALIDITY OF BIDS
10.1 Bids shall remain valid for ninety (90) calendar days after the scheduled closing date. Bids submitted with a less than ninety (90) day validity will be found non-responsive and will not be considered.
11. BIDDING SHEET
11.1 Proposers shall use the Bidding Sheet (Attachment 3) for submitting their costs. The completed form must be attached to their bid response. Bids received that do not provide a completed Bidding Sheet (Attachment 3) or alter the item descriptions, units or estimates will be found non responsive and will not be considered for award.
11.2 The contract resulting from this ITB will be a Firm Fixed Fee/Indefinite Quantity contract to provide laundry and linen services to State Hospital North and the services listed in Bid Specifications (Attachment 1).
11.3 Multiply the Estimated Number of Units x the Cost Per Unit and enter the amount in the Subtotal column. Add all of the columns down and enter a total amount x 52 (weeks) and x 12 (Months) as directed for the annual total.
11.4 The estimated units and quantities are the Department’s best estimates of the expected number required for the initial term of year one and are for evaluation purposes only. These are not guaranteed quantities. Actual quantities ordered during the term of the contract may be more or less than what is shown in the bidding sheet.
12. BID REVIEW, EVALUATION AND AWARD PROCESS
12.1 Award will be made to the responsive responsible proposer with the lowest cost and meeting all of the specifications of this solicitation.
12.2 The objective of the Department in soliciting and evaluating bids is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended within the requested time frame.
12.3 The criteria described below shall be used to evaluate and score the bids for the purpose of determining how fully each bid meets the requirements of this bid specification.
12.4 Bids will first be evaluated on a pass/fail basis to determine if they are responsive. In order to be considered a responsive bid the proposer must meet the following requirements:
12.4.1 Manual bids must submit the signed State Signature Page (Attachment 4) with an original handwritten signature. Failure to include the State Signature Page will render the proposer’s bid non-responsive and no further evaluation will occur.
12.4.2 Manual bids must be received prior to the bid closing date and time specified in Section 2 at the place specified in Section 3 above.
12.4.3 If you are submitting your bid via IPRO, it must be received prior to the bid closing date and time specified in Section 2 above. Proposers shall enter their total annual price and upload the Bidding Sheet (Attachment 3).
12.4.4 Include a completed Bidding Sheet (Attachment 3).
12.4.5 As part of the award process the responsive responsible proposer with the lowest cost meeting all of the specifications of this solicitation may be contacted and requested to meet with the Department and provide additional information sufficient to determine their responsibility.
13. ADMINISTRATIVE FEE
13.1 Application of Administrative Fee:
13.1.1 All Purchase Orders (PO) and Contract Purchase Orders (CPO) issued through the Idaho eProcurement System (IPRO) shall be subject to an Administrative Fee of one point two five percent (1.25%) of the value of the Agreement, unless the PO or CPO is exempted. The Administrative Fee will apply to all PO and CPO Awards issued through IPRO, regardless of Contractor’s mode of response submission to the solicitation (i.e. manual or electronic).
13.1.2. Subsequent renewals, amendments, or change orders to the initial PO or CPO, which result in an increased Agreement value, will constitute an incremental or additional award for which an additional Administrative Fee will apply; however, the additional Administrative Fee will be a Flat Fee, applied as follows:
Original value + all amendments Flat Fee
$50,000 - $1 Million $ 500
$1 Million - $8 Million $ 1000
$8 Million + $ 2000
13.1.3 Regardless of the number of renewals, amendments, and/or change orders, the total aggregate Administrative Fee assessed per PO or CPO will not exceed one hundred thousand dollars ($100,000).
13.1.4 A Contractor’s failure to consider the Administrative Fee when preparing its solicitation response shall not constitute or be deemed a waiver by the State of any Administrative Fees owed by Contractor as a result of a PO or CPO Award issued through IPRO.
14. ATTACHMENTS
14.1 ATTACHMENT 1- BID SPECIFICATIONS
14.2 ATTACHMENT 2- LAUNDRY & LINEN INVENTORY
14.3 ATTACHMENT 3- BIDDING SHEET
14.4 ATTACHMENT 4- STATE SIGNATURE PAGE
14.5 ATTACHMENT 5- SPECIAL TERMS & CONDITIONS
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