State of Ohio
Department of Administrative Services
General Services Division
Office of Procurement Services
The Original Signed Bid must be submitted to the Office of
Procurement Services to receive consideration for award.
OPENING DATE (1:00 p.m.)
Check if remit address is different and list on separate sheet
June 19, 2020
General Services Division
Office of Procurement Services
4200 Surface Road
Columbus, OH 43228-1395
Attn: Bid Desk
BID NOTICE DATE
May 27, 2020
CONTRACTOR’S E-MAIL ADDRESS
MBE/EDGE CERTIFICATE NUMBER
TOLL FREE NO.
SELECT YOUR PREFERRED METHOD OF RECEIVING PURCHASE ORDERS AND ENTER THE E-MAIL OR FAX NUMBER INFORMATION (ONLY SELECT ONE METHOD)
In addition to the standard terms for payment, the payment terms for state agency(ies) will be 2%,10 Days, Net 30 Days unless
otherwise stated in the following space. If no discount is offered, bidder should circle “Net 30 Days”. _____%, ____Days, Net 30
PARTICIPATING AGENCY(IES): Ohio Department of Rehabilitation and Corrections
MINORITY SET-ASIDE BID IN ACCORDANCE WITH ORC CH1.25.081
THE DEPARTMENT OF ADMINISTRATIVE SERVICES, OFFICE OF PROCUREMENT SERVICES, IS SOLICITING BIDS FOR:
PACKAGING AND PRODUCTS FOR OHIO PENAL INDUSTRIES (OPI) JANITORIAL, LAUNDRY AND PERSONAL CARE PRODUCT
TERM OF CONTRACT: This Invitation to Bid is to establish a requirements contract to procure the described supplies or services on behalf of the
above participating agency(ies). The agency(ies) may place orders against the Contract beginning 06/01/2020 or upon the date when DAS signs the
Contract, whichever is later in time. The Contract will expire 01/31/2023 unless DAS terminates the Contract based upon reasons set forth in the
Standard Contract Terms and Conditions. No agencies may place purchase orders against the Contract beyond the expiration date unless DAS
renews the Contract by amendment. The Contractor may begin performance under the Contract only upon receipt of a valid order from a participating
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.
INSTRUCTIONS TO BIDDERS and STANDARD TERMS AND CONDITIONS, Revised 05/29/19, are a part of this Invitation to Bid. Copies may be
downloaded by clicking the link above. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and void.
Contract Components. Once awarded, the Contract will consist of: the complete Invitation to Bid, including the Instructions to Bidders, the Standard
Contract Terms and Conditions, any Special Contract Terms and Conditions, the bid specifications and any written addenda or amendments to the
Invitation to Bid or Contract; the completed competitive sealed bid, including proper modifications, clarifications and samples; and applicable, valid
State of Ohio purchase orders or other ordering documents (“Contract”).
INQUIRIES: All inquiries should be submitted a minimum of five (5) working days prior to the bid opening date through the Procurement website,
http://procure.ohio.gov/. Locate the “Quick Links” menu on the right, select “Bid Opportunities Search”; Step 1, enter the “Bid Number; Step 2, click
“Search”; Step 3, click the “Document/Bid Number.” The “Submit Inquiry” button is at the bottom right of the Opportunity Detail page. Bidders will not
receive a personalized e-mail response to their question, nor will they receive notification when the question is answered. Responses may be viewed
by clicking the “View Q & A” button located beneath the “Submit Inquiry” button.
AUTHORIZED SIGNATURE (ORIGINAL SIGNATURE ONLY) (Please sign in blue ink)
The ORIGINAL signed Bid must be submitted to the Office of Procurement Services by 1:00 o'clock p.m., on the above listed opening date to receive
consideration for award. It is requested that the Bidder NOT sign their bid in BLACK ink. BIDDER CERTIFIES, by signature affixed to its bid, that the
information provided by it in its bid including the certified statements, is accurate and complete. Bidder declares to have read and understood and
agrees to be bound by all of the instructions, terms, conditions and specifications of this Invitation to Bid and agrees to fulfill the requirements of any
awarded contract at the prices bid.
Bidders claiming preference for Domestic Source End Products, the Ohio preference, and/or the Veteran Friendly Business
Enterprise (VBE) must complete the following information. Any bidder who intentionally submits false or misleading
information in an attempt to receive a bid preference will be immediately disqualified and may be subject to legal
action up to and including debarment. The state reserves the right to clarify any information during the evaluation process.
***BIDDERS MUST COMPLETE THE APPROPRIATE CERTIFICATION BELOW TO RECEIVE THE PREFERENCE.***
A. DOMESTIC PREFERENCE (BUY AMERICAN): Revised Code 125:11 and Administrative Code 123:5-1(K)
[Not applicable to “Excepted Products”]
1. Where is each product/services being offered mined, raised, grown, produced or manufactured?
(Go to B-1)
Other: (Specify Country)
(Go to A-2)
2. End product is manufactured outside the United States and at least 50% of the cost of its components are produced,
mined, raised, grown or manufactured within the United States. The cost of components may include transportation
costs to the place of manufacture and, in the case of components of foreign origin, duty whether or not a duty free
entry certificate is issued. Yes (Go to Section B-1)
No (Go to Section A-3)
3. The Bidder hereby certifies that each end product, except the products listed below, is a domestic source end
product as defined in the Buy American Act and that components of unknown origin have been considered to have
been mined, produced, grown or manufactured outside the United States.
(Country of Origin)
(Country of Origin)
B. OHIO PREFERENCE (BUY OHIO): Revised Code 125:09 and Administrative Code 123:5-1-06
1. The products/services being offered are raised, grown, produced, mined or manufactured in Ohio.
No (Go to B-2)
2. Bidder has significant economic presence within the state of Ohio. Yes (Answer a, b, c, d below) No (Go to B-3)
a) Bidder has paid the required taxes due the state of Ohio Yes
b) Bidder is registered with the Ohio Secretary of State
Yes (Charter/Registration No.:
Questions regarding registration should be directed to (614) 466-3910 or visit their web site at:
h ttp ://s o s .s tate.o h .us /
c) Bidder has ten or more employees based in Ohio or border state.
Yes No (Go to B-2d)
d) Bidder has seventy-five percent or more employees based in Ohio or border state. Yes No (Go to B-3)
3. Border state bidder: (Except products mined in Michigan)
Yes (Specify which state then go to B-2c): KY MI NY PA IN
No (Go to B-4)
4. Border state bidder: mined products mined in respective border state (Except for products mined in Michigan)
C. VETERANS PREFERENCE (BUY VETERAN): Revised Code 9.318 and Administrative Code 123:5-1-16
Is the bidder a certified Veteran Friendly Business Enterprise as defined in Administrative Code 123:5-1-01(KK)
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Page No. 3
SPECIAL TERMS AND CONDITIONS
AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do
hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment
SUPPLEMENTAL BID: Any award made as a result of this bid will become a part of Contract No. OT904620 effective 06/01/20 or
upon the date when DAS signs the Contract, whichever is later in time.
DESCRIPTIVE LITERATURE: The Bidder may be required to submit descriptive literature of the supplies or services being offered.
If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not
provided as part of the bid response, the Bidder must provide said literature within three (3) calendar days after request/notification
by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the
terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any
contract and will be disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid
response or within the time specified herein will deem the bidder not responsive.
PRODUCT SAMPLES: The Bidder(s) may be required to submit samples of the supplies being offered. The samples will be used
in the evaluation process to determine the lowest responsive and responsible Bidder. If not included as part of their Bid Response,
the Bidder will be required to provide the samples within three (3) calendar days after notification. Failure to provide the samples
within the stated time period will result in the Bidder being deemed not responsive. After award of the Contract, the samples will be
used as a basis of comparison with actual product delivered under Contract. Any variation between the samples and product being
delivered will be considered as an event of default. Any variations between the samples and actual product being delivered that are
due to manufacturer changes may be acceptable and shall require prior written approval from DAS.
EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the State will:
Multiply the Unit Price by the Estimated Annual Usage listed in the Bid Price Page and then add each of the Total costs together to
arrive at an Annual Total for all Items. Failure to Bid all items may result in the Bidder being deemed not responsive.
CONTRACT AWARD: The Contract will be awarded to the lowest responsive and responsible Bidder by low lot total. The items
listed are being bid as Brand Name or Approved Equal in accordance with Ohio Administrative Code 123:5-1-10(I). Bidders who
offer alternate items to the Brand Names listed must provide detailed written justification with their Bid, describing how the alternate
items offered meet or exceed the Brand Name items specified. The specifications for the Brand Names listed are considered
necessary only to establish functional requirements. Proprietary design, exact dimensions, capacities, or restrictive features will not
preclude acceptance of other recognized alternates meeting comparable performance requirements as determined by the State.
Bidder signifies compliance or non-compliance with specifications by listing and outlining all deviations from specifications on
company letterhead and returning it with the bid. Failure to provide this information may deem the bid not responsive.
PERCENT OFF LIST: Bidder shall submit, as part of their bid response for each manufacturer identified a percent off Manufacturers
list price, in percentage form. Percent off list is for other products that are not included in the price page but may be added due to
customer request or item redesign. Failure of the bidder to furnish a percent off list as part of their bid response may deem the
bidder not responsive.
FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The Contract prices(s) will remain firm for the first six (6) months duration of the
Contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after
acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from
his suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting
shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective
date of the price increase.
The price increase must be supported by a general price increase in the cost of the finished supplies, due to increases in the cost of
raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a
comparison list of the Contract items and proposed price increases, must be submitted to support the req uested increase. Supportive
documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate
the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the
Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase
in such areas as raw materials, freight, fuel or labor, etc.
Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the
Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the Contract an d will
be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease,
such should be noted on the invoice. In the event that the temporary decrease is revoked, the Contract pricing will be returned to the
pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the
effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to I.C.
“Termination / Suspension” and Provision II. of the “Contract Remedies:” of the “Standard Contract Terms and Conditions”.
SPECIAL TERMS AND CONDITIONS (CONTINUED)
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Page No. 4
MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE: The State is committed to making more State contracts and opportunities
available to minority business enterprises (MBE) certified by the Ohio Department of Administrative Services (DAS) pursuant to
Sectio n 123.151 o f th e Oh io Revised Co d e an d Rule 123:2-15-01 o f th e Oh io Ad min istrative Co de. Th is RFP/ITB is bein g issued as
a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All bidders must be an Ohio certified
MBE as of the Bid due/opening date. If a certification application has been submitted that needs to be expedited to meet the
solicitation due/opening date, contact the DAS Equal Opportunity Division at 614-466-8380. For more information regarding Ohio
MBE certification requirements, including a list of Ohio certified MBE businesses, please visit the DAS Equal Opportunity Division
web site at: http://das.ohio.gov/Divisions/EqualOpportunity.aspx
BID AUTOMOBILE LIABILITY CHECKLIST: Contractor will indicate, by checking the appropriate box(es) below, which mode of
transportation will apply to this contract.
Bidder/Broker (“The Contractor”) or their Sub Contractor will make delivery or be performing services using a vehicle that
is owned, leased or rented. Provide Certificate of Insurance documenting automobile liability with a Combined Single
Limit of $500,000.00.
Goods/Services will be delivered via common carrier.
No employee or representative of the contractor will have cause to be on state property to make deliveries or to perform
DISCLOSURE OF SUBCONTRACTORS / JOINT VENTURES: List names of subcontractors who will be performing work under
By the signature affixed to Page 1 of this Bid, Bidder hereby certifies that the above information is true and accurate. The Bidder
agrees that no changes will be made to this list of subcontractors or locations where work will be performed or data will be stored
without prior written approval of DAS. Any attempt by the Bidder/Contractor to change or otherwise alter subcontractors or
locations where work will be performed or locations where data will be stored, without prior written approval of DAS, will be deemed
as a default. If a default should occur, DAS will seek all legal remedies as set forth in the Terms and Conditions which may include
immediate cancellation of the Contract. Failure to complete this page may deem your bid not responsive.
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Ohio Penal Industries (OPI)’s mission is to produce quality goods and offer superior services, while providing
offenders with marketable job skills and training that contributes to future employment opportunities. OPI began this
work in 1948. Southeastern Correctional Institution (SCI) is a Level 1 correctional facility in operation since 1980.
Experience provided with the Janitorial, Laundry and Personal Care Products operation includes: material handling,
inventory management, manufacturing, packaging, equipment operation and pro duct labeling.
The purpose of this contract is to supply packaging and products for the OPI Janitorial, Laundry and Personal Care
Products manufacturing operation at SCI, Lancaster Ohio. Items purchased in reference to this contract will be used
to package a wide variety of finished goods as well as provide ancillary items for OPI customers.
5900 B.I.S. Road
Lancaster, OH 43130
2. Hours: Delivery shall occur Monday through Friday, except state holidays, between the hours of 8:00 am and
3. Appointment: Delivery shall occur by appointment only. Contact Tracy Congrove (740) 994-0806 and/or James
Haynes (740) 994-0812 for appointment. OPI Purchasing may also be contacted (614) 752-1053.
4. Delivery Exception: Security and safety considerations (i.e. lockdown, inclement weather) may result in
abnormal delay or refusal of delivery. If such an exception occurs, Contractor shall reattempt delivery as
i n s truc ted .
B. Product Management
1. Product Information. Contractor shall provide OPI with updates on new and improved products as they become
2. Additional Products. New or redesigned products may be required as determined by OPI.
a. Items identified may be added, by amendment, and shall become part of this Contract under the same
Terms and Conditions.
b. Pricing for such items subject to percent off list as appears on bid price page.