Laundry Services for Fayetteville Veterans Home
| Agency: | State Government of Arkansas |
|---|---|
| State: | Arkansas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD10010706733219575 |
| Posted Date: | Mar 26, 2024 |
| Due Date: | Apr 4, 2024 |
| Solicitation No: | ADVA-24-00703/26/2024 CDT |
| Source: | Members Only |
| description | agency | opening date/time | bid number | buyer |
| Laundry Services for Fayetteville Veterans Home | Department of Veterans Affairs | 04/04/2024 10:00 AM CDT |
ADVA-24-007
03/26/2024 CDT |
|
Attachment Preview
STATE OF ARKANSAS
Arkansas Department of Veterans Affairs
501 Woodlane Drive, Suite 401N
Little Rock, AR 72201
INVITATION FOR BID
SOLICITATION DOCUMENT
Solicitation Number:
Description:
Division/Agency:
SOLICITATION INFORMATION
ADVA-24-007
Solicitation
Issued:
Laundry Services for Fayetteville Veterans Home
Arkansas Department of Veterans Affairs
March 21, 2024
SUBMISSION DEADLINE
Bid Opening Date: April 4, 2024
Bid Opening Time: 10:00AM., Central Time
Bid responses for this Invitation for Bid must be delivered to the Arkansas Department of Veterans Affairs on
or before the submission deadline. Bids received after the submission deadline may be rejected as untimely.
Bids may be email to John Gearhart, Buyer john.gearhart@arkansas.gov.
Delivery Address and
IFB Opening Location
DELIVERY OF RESPONSE DOCUMENTS
Arkansas Department of Veterans Affairs
Procurement Section
501 Woodlane Drive, Suite 401N
Little Rock, AR 72201
Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street
address on a schedule determined by each individual provider. These providers will
deliver based solely on the street address. Prospective Contractors assume all
risk for timely, properly submitted deliveries.
Buyer:
Email Address:
DEPARTMENT NAME CONTACT INFORMATION
John Gearhart
Buyer’s Direct Phone
Number:
John.gearhart@arkansas.gov Department’s Main Number:
501-683-0954
501-324-9316
Page 1 of 9
Rev 10/2023
SECTION 1 – INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Invitation for Bid (IFB) is issued by the Arkansas Department of Veterans Affairs for to obtain pricing
and a contract for daily laundry services for the Arkansas Veteran Home located in Fayetteville, AR.
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.
1.2 OBJECTIVE AND GOALS
The Department seeks to acquire laundry services for the daily operation of the Fayetteville nursing
home. The awarded Prospective Contractor will provide specific weekly, monthly, and semi-annual
laundry services as well.
1.3 TYPE OF CONTRACT
A. As a result of this IFB, the Department intends to award a single Contractor.
B. The anticipated starting date for any resulting contract is July 1, 2024, except that the actual contract
start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting
a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will
honor its bid as being held open as irrevocable for this period.
C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the
Contractor and Department, the contract may be renewed by the State for up to six (6) additional
one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7)
consecutive years.
1.4 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.
C. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.
F. “Specification” means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. “Specification” may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
G. “State” means the State of Arkansas. When the term “State” is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.5 CONTRACTOR SELECTION
A. Award is expected to be made to the responsive and responsible Prospective Contractor determined
to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based
on the Total Annual Cost/Estimated Total Cost, etc. of the Official Bid Price Sheet submitted by the
Prospective Contractor.
B. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
Page 2 of 9
C. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
D. Once the anticipated awardee has been determined, the anticipated award will be posted to the
Solicitation posting, generally for a period of fourteen (14) days prior to the issuance of a contract.
The postings are anticipated awards only, subject to protest.
E. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.6 CLARIFICATION OF SOLICITATION
A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by
midnight, Central Time on or before March 27,2024.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers, as applicable.
2. Prospective Contractors’ written questions will be consolidated and answered by the State as
deemed appropriate. The State’s consolidated written response is anticipated to be posted to the
Solicitation posting by the close of business on March 28, 2024. If Prospective Contractor
questions are unclear or non-substantive in nature, the State may request clarification of a
question(s) or decline to answer.
B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it
is the responsibility of the Prospective Contractor to seek resolution of all such issues, including
those relating to the terms and conditions of the contract, prior to the submission of a bid.
C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the bid opening.
D. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
1.7 RESPONSE DOCUMENTS
A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)
of the IFB.
B. Bid Response Packet
1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to
submit their bids.
2. The following are bid submission Requirements and must be submitted as part of a Prospective
Contractor’s bid.
a. Signed Bid Signature Page; signature may be ink or digital.
b. Completed Bid Response Packet, which must be in English.
c. Completed Official Bid Price Sheet attached to Solicitation posting.
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor
must bid unit price on the estimated quantity and unit of measure specified.
Page 3 of 9
• The State may order more or less than the estimated quantity on term contracts, and
the Contractor shall sell to the Department quantities ordered at no more than the
bid price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should
notify the Buyer at least seventy-two (72) hours before the bid opening time.
iv. Prices must be firm offers and adjustments may be negotiated at the time of contract
renewal/annually/quarterly or shall not be subject to escalation.
• Include this bullet if price increase is an option: A request for a price increase
must include supporting documentation demonstrating that the increase in contract
price is based on an increased cost to the Contractor and that the proposed pricing is
still competitive in the marketplace. The State has the right to approve or deny any
request for a price adjustment.
v. Discount from list bids pricing is not acceptable unless requested elsewhere in the
Solicitation.
vi. State and local sales taxes should not be included in the bid price. Trade discounts
should be deducted from the unit price and the net price should be shown in the bid.
d. Copy of Prospective Contractor’s Equal Opportunity Policy
i. Pursuant to Arkansas Code Annotated § 19-11-104, OSP requires a Prospective
Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s
Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an
EO Policy must submit a written statement to that effect.
3. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor’s bid response:
a. EO 98-04 Contract & Grant Disclosure Form
b. Certificate of Liability Insurance with ADVA as the certificate holder.
4. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional marketing information.
C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid
Price Sheet provided by the State.
D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s
bid response.
F. Prospective Contractors may submit multiple bids.
Page 4 of 9
SECTION 2 – SPECIFICATIONS AND REQUIREMENTS
2.1 SPECIFICATIONS
A. Prospective Contractor shall furnish laundry supplies needed (detergent, softener) to ensure
satisfactory performance of the contract.
B. Prospective Contractor shall have daily duties consisting of:
1. Prospective Contractor shall pickup soiled personal laundry from each resident’s room and the
soiled linen rooms. Pickup requirements may be adjusted with the approval of ASVH-F
administration.
2. Prospective Contractor shall deliver cleaned personal laundry to each resident’s room. Delivery
requirements may be adjusted with the approval of ASVH-F administration.
3. Prospective Contractor shall comply with Arkansas Health Department regulations, Joint
Commission on Accreditation of Healthcare Organizations (JCAHO), Occupational Safety and
Health Administration (OSHA) requirements, Arkansas Office of Long-Term Care (OLTC)
regulations, and any/all universal infection control standards that are applicable to long-term
care service.
4. Prospective Contractor shall ensure adherence to proper safety regulations, standards, and job
requirements.
5. Unless otherwise noted, the processing of soiled clothing in the wash and drying process must
have water temperature and dryer temperatures maintained according to Arkansas Office of
Long-Term Care (OLTC) regulations.
6. Prospective Contractor shall notify the ASVH-F administration immediately if unable to perform
outlined duties for any reason (i.e. malfunctioning equipment, staffing issues, etc.).
7. ADVA is responsible for providing laundry equipment (washers, dryers, carts, etc.) However, the
Prospective Contractor shall monitor the equipment from proper functioning and report to
ASVH-F administration immediately if equipment is unusable and requires repairs/replacement.
8. Prospective Contractor shall maintain laundry equipment (washers, dryers) per manufacturer’s
directions (removing lint, keeping clean, etc.).
9. ADVA staff shall initially label residents’ clothing with their names. However, the Prospective
Contractor shall re-label when the initial label before becoming unreadable.
10. Prospective Contract shall allow routine inspections of work areas by ASVH-F staff, Arkansas
OLTC, and any other regulatory agency as indicated/requested.
11. Prospective Contract shall maintain cleanliness of laundry rooms/areas/workstations (keeping
free of noticeable dirt, debris, dust and grime).
C. Prospective Contractor shall provide a monthly inspection, Monday through Friday, between the
hours of 8:00 a.m. to 4:30 p.m. with inspection to be conducted by Prospective Contractor’s
Supervisor and Home Administrator.
D. Prospective Contractor shall be responsible for receiving, handling, storage, and delivery of
materials and equipment needed to perform duties.
E. Prospective Contractor shall store cleaning supplies and materials at the facility in a safe,
sanitary, and orderly manner.
F. Prospective Contractor shall report to Home Administrator any unusual circumstances of needed
repair of the facility, unusual soiling of an area that might affect the performance of the work,
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