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 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 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 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.

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.

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

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

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 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