District 3 Uniform Shop Towel Rental

Invitation for Bid
IFB Name: PENNDOT Snyder, Union, Northumberland County Uniform
and Shop Towel Rental and Laundering Service
STATEMENT OF WORK
I. GOVERNING SPECIFICATIONS
A. Purpose of this RFQ: To procure a Contractor to Uniform Rental and
Laundering Services for the Pennsylvania Department of Transportation
(PennDOT) Engineering District-3-5 Snyder County, Engineering District 3-8
Union County & Engineering District 3-4 Northumberland 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
validity start date of the fully executed purchase order. The term may be
extended for an additional 4-year term based upon the Renewal by Mutual
Consent by both the vendor and department. Department discretion will be
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 of up to 90 days.
F. Escalation: In the event the department chooses to exercise the renewal
term, the awarded vendor shall receive a 3% 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 Mechanic Supervisor. The District or County
management may change the PennDOT Project Manager as they deem
necessary.
2. Within 48 hours after receiving notification of award, the awarded
Contractor must submit, the name of a Contractor representative, and the
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Contractor Representative's cell phone number and email address to
shilandis@pa.gov for Snyder & Union County and nikheck@pa.gov for
Northumberland County. The Contractor representative serves as the
Contractor's project manager.
3. 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.
4. Uniform Sizing: The sizing will take place at 45 Industrial Park Road,
Selinsgrove, PA 17870 for Engineering District 3-5 Snyder County, 612
Fairground Road, Lewisburg, PA 17837 for Engineering District 3-8 Union
County and 355 Dewart Street, Sunbury PA 17801 for Engineering District
3-4 Northumberland County. The awarded vendor will be responsible for
sizing each employee and ordering appropriate garments at this time.
5. 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. Juneteenth Day
6. Independence Day
7. Labor Day
8. Columbus Day
9. Veteran's Day
10. Thanksgiving Day
11. Day after Thanksgiving Day
12. 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
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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 of the type, condition,
and quantity necessary for the proper and productive execution of the
contracted work.
2. Contractor shall maintain all garments 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. Snyder, Union and Northumberland County PENNDOT are in the
process of bidding our Rental Uniforms and Shop Towels for our
Mechanics and Mechanic Supervisors. Our Mechanics and
Supervisors work in our fleet Maintenance Garage located at
Snyder County 45 Industrial Park Road, Selinsgrove, PA 17870,
Union County 612 Fairground Road, Lewisburg, PA 17837 and
Northumberland County 355 Dewart Street, Sunbury, PA 17801.
Garments will be subject to heavy soiling, oils, greases and
lubricants on a daily basis. The Specifications for this service are
listed below. All RFQ Submissions must be electronic via the Portal.
Please email shilandis@pa.gov for Snyder & Union County and
nikheck@pa.gov for Northumberland County with any questions
pertaining to this IFB.
2. Initial issue:
a. Mechanic Uniforms:
i. During the initial issue, the awarded vendor must
provide our employees with brand new un-worn
garments. The department will not accept used
garments. The only exception would be that the
Department will accept garments that have already
been issued and worn by our employees from a
previous contract.
ii. Mechanic Shirts:
1. The awarded Vendor shall issue to our Mechanics 22
Uniform Shirts weekly, 11 long sleeve and 11 short
sleeve shirts. Employees will initially choose their size.
Shirts must be 65% Cotton/35% Polyester blend
material, wrinkle resistant, button or snap, except for
the welder in Northumberland County. The welder
would need 100% Cotton shirts. The shirt must have a
PENNDOT Logo and the Employee's first Name. The
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Location of the Logo shall be on left front; employees
name must be on right.
2. Colors: Light Blue.
iii. Mechanic Pants:
1. Pants- The awarded Vendor shall issue to our
Mechanics 11 Uniform Pants weekly. Employees are to
initially choose their size. Pants must be 65%
Cotton/35% Polyester blend material, except for the
welder in Northumberland County. The welder would
need 100% Cotton pants.
2. Color: Dark Blue.
b. Supervisors Shirts
i. The awarded Vendor shall issue to our Mechanic Supervisors
22 Uniform Shirts weekly, 11 long sleeve and 11 short sleeve
shirts. The Supervisor can initially choose their size. Shirts
must be 65% Cotton/35% Polyester material, wrinkle
resistant, button or snap. The shirt must have a PENNDOT
Logo and the Employee's first Name. The Location of the
Logo shall be on left front; employees name must be on
right.
ii. Colors: Light blue.
c. Red Shop Towels
i. The awarded vendor shall always provide 90 12" x 12" red
shop towels weekly. The awarded vendor shall provide
receptacles for clean and dirty towels. The awarded vendor
shall pick up dirty towels and replace them 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 1-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 short sleeve shirts, # of
11 long sleeve shirts and # of 11 pants) by wearer. A detailed
report of garments the driver picked up and delivered that day
must be provided at the time of service, identifying the number of
weekly rentals broken down by Garment Type.
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5. Damage Repair
a. The awarded Vendor must keep garments in like new conditions.
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/snaps
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 Equipment manager or Mechanic
Supervisor. If the PennDOT employee approves of the damage, 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 or Mechanic
Supervisor prior to being made.
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. Garment changes: No changes to garments may be made after the award,
without the written permission of the PennDOT Project Manager or designee.
L. License and Certification Requirements:
The awarded vendor shall be responsible for any costs and obtain any
licenses or certifications needed to rent, transport and launder garments they
are providing to the Department.
M. 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.
N. 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.
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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 1-6: Mechanic/Mechanic Supervisor Shirts
As specified in section I-2, each Mechanic shall have 22 total shirts (11 short sleeve
and 11 long sleeve) issued to them. Vendor shall bill per shirt per week. Vendors
bid to include laundering 1 time per week as defined in section I-3 and include the
cost of Garment Tracking defined in section I-4.
Unit of Measure = Each, vendor cost per garment per week
Pay Item 7-9: Mechanic/Mechanic Supervisor Pants
As specified in section I-2, each Mechanic 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 I-3 and include the cost of Garment Tracking
defined in section I-4.
Unit of Measure = Each, vendor cost per garment per week
Pay Item 10-11: Welder Shirts
As specified in section I-2-a-ii, Welder shall have 22 total shirts (100% Cotton
shirts) issued to them. Vendor shall bill per shirt per week. Vendors bid to include
laundering 1 time per week as defined in section I-3 and include the cost of
Garment Tracking defined in section I-4.
Unit of Measure = Each, vendor cost per garment per week
Pay Item 12: Welder Pants
As specified in section I-2-a-ii, Welder shall have 11 total pants (100% Cotton
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 I-3 and include the cost of
Garment Tracking defined in section I-4.
Unit of Measure = Each, vendor cost per garment per week
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Pay Item 13-14: Red Shop Towels
As specified in section I-2-C, the awarded vendor shall always maintain a pool of 90
12"x12" towels weekly in our garage. Soiled towels are to be laundered weekly.
Unit of Measure = Each (1 towel), vendors cost for 1 of the 90 Red towel
rental and laundering service. The vendor must bid their cost for 90 towels
per week. If a vendor bids $.01 per towel, they can bill as (90 towels at
$.01 each per week). If awarded, the vendor would be paid $.90 per week.
Pay Item 15-26: Damage Repair
As specified in section I-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 27-29: Size Alteration
As specified in section I-6, this will be the vendor's flat rate for changing garment
sizes for an individual during the contract period. Vendor is not permitted to charge
for size alterations during the initial issue period before the wearer gives final
approval for fitment.
Unit of Measure = Each vendors cost to alter the size of any one garment
*Please note: First time new employees should not incur any special
charges or sizing fees
Bids will be publicly opened and read virtually via Microsoft Teams on
09/03/2026 at 1:00PM Eastern Standard Time. Please contact Nikolas
Heck (nikheck@pa.gov) to request a meeting invitation.
Question and Answer Period: All questions pertaining to solicitation
#6100066544 must be made prior to Thursday, August 27, 2026, at
12:00PM EST.
Executive Order 2021-06, Worker Protection and Investment Pursuant to
Executive Order 2021-06, Worker Protection and Investment (October 21,
2021), the Commonwealth is responsible for ensuring that every
Pennsylvania worker has a safe and healthy work environment and the
protections afforded them through labor laws. To that end, contractors and
grantees of the Commonwealth must certify that they are in compliance
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with all applicable Pennsylvania state labor and workforce safety laws.
Such certification shall be made through the Worker Protection and
Investment Certification Form (BOP-2201) and submitted with the bid,
proposal or quote
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