STATE OF OHIO
DEPARTMENT OF ADMINISTRATIVE SERVICES
GENERAL SERVICES DIVISION
OFFICE OF PROCUREMENT SERVICES
4200 SURFACE ROAD, COLUMBUS, OH 43228-1395
MANDATORY USE CONTRACT FOR: PROFESSIONAL DRY CLEANING, LAUNDRY SERVICES, AND
REPAIR/ALTERATION OF OSHP UNIFORMS
CONTRACT No.: ITB031003
CONTRACT ID:31003
*EFFECTIVE DATES:UNDEFINED to12/31/2028
SUPPLIER:UNDEFINED
The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.
(SRC0000031996). The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have
been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the
items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and
Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any
attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.
This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the
expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and
Conditions.
CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the
discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement
between the Contractor and the Contracting Agency for any number of times and for any period of time. The
cumulative time of all mutual renewals may not exceed 24 months unless the Contracting Agency determines that
additional renewal is necessary.
This Requirements Contract is available to Department of Public Safety, as applicable.
Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as
determined by the agency. The State makes no representation or guarantee that agencies will purchase the
volume of supplies and/or services as advertised in the Invitation to Bid.
This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the
following address:
https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa
ge
Signed: _____________________________________________________________________
Kathleen C. Madden, Director
Date
*Denotes change to effective date.
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1 - SPECIFICATIONS AND REQUIREMENTS
1.1 SCOPE:
The Ohio Department of Public Safety (DPS) is seeking a Contractor that will provide high quality laundry/dry
cleaning services for the Ohio State Highway Patrol (OSHP). The Contractor will dry clean, press, launder, iron,
repair, and finish official uniforms and business attire used by agency employees. The Contractor will pick up and
deliver items at designated locations, during specified periods, to perform these services. Professionalism is a core
value of the Ohio State Highway Patrol. The appearance of employees’ uniforms is important in maintaining this
value. High quality uniforms and accessories are procured through State Contracts, and high-quality garment care
services are required to maintain their optimal condition and appearance. The Professional Dry Cleaning, Laundry
Services, and Repair/Alteration of OSHP Uniforms contract will support this effort.
1.2 DEFINITIONS:
1.2.1 Dry Cleaning – the cleansing of fabrics with substantially nonaqueous organic solvents.
1.2.2 Laundering – to wash (something, such as clothing) in water.
1.2.3
Military Crease - This refers to the creases on the uniform shirt. On the front creases starting at the
shoulder and going down to the shirt tail at the pocket button. In the back there is a crease running
from shoulder to shoulder and three creases equal distant apart going down the back of the shirt.
1.2.4 American National Standard Fair Claims Guide for Consumer Textile Products – is an adjusted formula
for the settlement of damage claims for textile products.
1.3 REQUIREMENTS:
1.3.1 Provide the following services:
1.3.1.1
Delivery and pickup of items at each location shall be scheduled between 8:00 a.m. and 5:00
p.m., three (3) days per week, excluding Saturdays and Sundays. Delivery of items picked
up and cleaned must be completed no later than seventy-two (72) hours, (three (3) business
days), after pickup including weekends and holidays.
1.3.1.2
This paragraph only applies to The Ohio State Fair which utilizes the Ohio State Highway
Patrol Academy location, 740 E. 17th Ave., Columbus, OH 43211 as the pickup and delivery
location: Contractor shall provide one day service (24 hour turnaround) to the Ohio State
Highway Patrol Academy location each year during the entire time of the Ohio State Fair. The
State Fair is typically held from late July to early August and runs for approximately 12 days.
Delivery and pickup of items at this location, during the Ohio State Fair, shall be scheduled
between 8:00 a.m. and 5:00 p.m., seven (7) days per week, including Saturdays and
Sundays. Delivery of items picked up and cleaned must be completed no later than twenty-
four (24) hours after pickup. First pickup will be on day one of the Fair and the final drop-off
will be on the last day of the Fair. On the last day of the Fair, pickup would resume to the
normal schedule, i.e., pickup would only be necessary if it was on the normal schedule (not
the one-day service Fair schedule), and subsequent deliveries would also resume to the
normal schedule. The patrol academy increases security personnel assigned to the State
Fair, resulting in a substantial increase in the number of garments delivered for dry cleaning.
1.3.1.3 Contractor shall clean all garments in accordance with the garment’s care label, unless
otherwise specified on the service ticket by the customer.
1.3.1.4 Dry cleaning services, including pressing/finishing, for items on the Price Schedule.
1.3.1.5 Laundering and ironing services, including pressing/finishing as applicable, for items on the
Price Schedule.
1.3.1.6 Repairs and alteration services, for items on the Price Schedule.
1.3.1.7 The Contractor will supply blank service tickets to each facility. Facility personnel will fill in
the service ticket with the name of the patrol person, quantity and description of items, special
instructions, and repairs needed. The Contractor shall also furnish laundry bags in sufficient
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quantities to be used for packaging of the clothing items for pickup. Note: A minimum of two
laundry bags per person and six spare laundry bags per location will be provided by the
Contractor.
1.3.1.8 The Contractor shall provide triplicate copies of service tickets. The Contractor shall assure
that the customer has a copy to keep until clothing is returned.
1.3.1.9 The Contractor shall provide all instructions, fixtures, bags, hangers, tags, pins, and any other
materials necessary for the operation and performance of this contract.
1.3.1.10 Loss/Damage claim forms will be provided by the Contractor along with specific instructions
on how they will be used and submitted. In the event of a claim for loss, the facility will be
required to provide a legible copy of the service ticket.
1.3.1.11 The Contractor shall properly check and tag all articles of clothing. Contractor shall provide a
method to positively identify each article of clothing and match with its owner.
1.3.1.12 The Contractor shall write the return date and tag number on the top left of each service
ticket.
1.3.1.13 Items laundered shall be starched in proper amounts for item being processed to provide for
good appearance, durability and workability. Individual preference(s) may be noted on the
service ticket.
1.3.1.14 Items shall be laundered according to the manufacturer’s instructions.
1.3.1.15 All uniform shirts shall have clearly defined military crease(s) pressed into the shirt, to be
complete. After contract award, and before the start of services, the Contractor’s Customer
Service Representative (CSR) and the designated DPS contract representative shall work
together to determine a standard for a proper military crease(s).
1.3.1.16 The repair of items shall be made and priced separately according to the list of items priced
on the Price Schedule. Items billed at hourly rates shall be individually documented.
1.3.1.17 If buttons and zippers are damaged, lost, or missing, the Contractor shall replace them at no
additional charge:
1.3.1.17.1 Regular buttons and zippers shall be supplied by the Contractor.
1.3.1.17.2 Insignia type buttons shall be supplied by the OSHP, because they are available
only from the OSHP.
1.3.1.18 The Contractor shall, sort returned clothing by last name and place on the racks by the
associated letter.
1.3.1.19 The Contractor shall use a sequential numbering system on all service tickets to assist in
tracking items.
1.3.1.20 The Contractor shall indicate on the return service ticket any difficulties cleaning the article
or future dry-cleaning instructions.
1.3.1.21 All items must be delivered on hangers in plastic bags.
1.3.1.22 After delivery, items found to be unclean or improperly pressed shall be redone at the
Contractor's expense.
1.3.1.23 The Contractor shall accept full responsibility for items lost, stolen, destroyed, or damaged
while in its possession. The Contractor shall reimburse the Owner of the item(s) (either the
State of Ohio Department of Public Safely, Division of the Ohio State Highway Patrol, or its
employee), the replacement cost for any items lost, stolen, destroyed, damaged, or missing.
The replacement cost will be the fair market value, as determined by the current American
National Standard Fair Claims Guide for Consumer Textile Products price of the item(s) at
the day of loss. Complaints regarding loss, damage, or unsatisfactory service will be
responded to and resolved within ten (10) business days after receiving a written complaint
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from the Owner. Reimbursement of the replacement cost will be made to the Owner within
five (5) business days after complaint has been resolved.
1.3.1.24 For any miscellaneous items picked-up, which are not listed in the Price Schedule, the fee
will be the same as the closest item match listed on the Price Schedule, based on size, type
of item, and service requested. Such miscellaneous items should be infrequent. The
Contractor may determine the closest match, and the determination must be deemed
reasonable by the customer.
1.3.1.25 The Contractor shall invoice the Department of Public Safety and Ohio State Highway Patrol
as indicated, below.
1.3.1.25.1 Fully itemized proper invoices for each employee are to be presented to the
officer in charge or designee at each of the locations listed in Attachment A.
1.3.1.25.2 The Contractor shall bill each of the locations, listed in Attachment A, for services
provided on a monthly basis.
1.3.1.26 Due to the many detailed, logistical coordination requirements between the State and the
Contractor, the State requires that the Contractor designate a highly capable employee to
serve as a project manager and liaison between the parties to inquire, research and follow-
up on any issues that require the Contractor’s attention. This Customer Service
Representative (CSR) will regularly report (at least monthly) with the designated DPS contract
representative to discuss open issues between the parties and coordinate the delivery of
reports at the agreed upon time intervals.
1.3.1.27 The Contractor will be required to attend a kick-off meeting prior to the first day of service at
a date and time to be determined. The kick-off meeting will be used to review the facilities’
detailed expectations of the Contractor. Such a meeting may be in-person or conduction via
conference call or other virtual meeting resources.
1.3.1.28 As a minimum standard and in an effort to assure quality control, the Ohio State Highway
Patrol may require monthly meetings with the Contractor’s CSR. The primary purpose of
these meetings is to facilitate the evaluation of the standards of performance of the Contractor
and to provide a forum for open discussion and the resolution of problems that may develop
regarding the delivery of services under the contract.
1.3.1.29 After contract award, and before the start of services, the Contractor shall meet with the
OSHP’s contact persons to develop written procedures for maintaining control and
accountability of clothing and services under this Contract, and to discuss service tickets,
procedures, and expectations. Such a meeting may be in-person or conducted via conference
call or other virtual meeting resources. Military crease requirements will be discussed during
this meeting.
1.3.1.30 Each individual employee will be responsible for filling out and completing their own service
ticket which will indicate the quantity and specific items to be cleaned. The service ticket will
also specify “special instructions” and/or previous damage to the garment (if applicable)
before it is submitted to the Contractor. The individual employee or designee will ensure their
items are dropped off and picked up at their appropriate locations. Such a meeting may be
in-person or conduction via conference call or other virtual meeting resources.
1.3.2 Maintain the following conditions:
1.3.2.1
Contractor must maintain sufficient equipment, capacity, facilities, and reliable vehicles in
safe and secure operating condition. Contractor’s facilities and vehicles must be secure and
locked to prevent the loss or theft of OSHP uniforms. Doors and windows must be secured,
and all uniforms must be stored as not to be accessible to the public. The facilities in which
cleaning of clothing is performed, stored and transported shall be non-smoking environments.
1.3.2.2
Contractor shall have access to redundant facilities and systems, should its primary facilities
or systems become unavailable. Contractor shall have an effective contingency plan in place
to assure no interruption of services to the State of Ohio is experienced during such event.
The contingency plan may be discussed during the *kick-off meeting.
*Denotes correction of administrative error
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1.3.2.3 Contractor shall operate a minimum of two delivery vehicles.
1.3.2.4 The Contractor shall not subcontract any of the services defined in this bid without the written
consent of the agency. The Contractor must be capable of delivering all of the services
defined in this bid.
1.3.2.5 The Contractor’s cleaning facilities shall be located within a fifty (50) mile radius of the
intersection of Broad and High Streets, Columbus, Ohio.
1.3.2.6 The Contractor agrees to add any future OSHP or BMV locations within a fifty (50) mile radius
of the intersection of Broad and high Streets, Columbus, Ohio, at current contract prices and
terms, should OSHP or BMV expand its services or locations.
1.3.2.7 Any adjustments in scheduling or pickup points must be approved by each facility.
1.3.2.8
Contractor’s facility(ies) must comply and conform with all applicable laws, rules, regulations,
including but not limited to those which fall under US Environmental Protection Agency, Ohio
EPA, and Code of Federal Regulations Title 40. Contractor will also make every effort to
conform to industry best practices.
1.3.2.9 The Contractor shall complete a DPS Facility Access Request form for all individuals who will
be entering DPS facilities, prior to initial delivery or pick-up at the locations specified in
Attachment A.
*
*Denotes change to move facility list to Attachment A. per Lot 1 Round 2.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
