State of Ohio
Department of Developmental
REQUEST FOR QUOTE
The signed document must be submitted to receive consideration for
BID NUMBER: DMR-RFQ-WDC-77
OPENING DATE/TIME: JUNE 2, 2020 AT 1:00 PM EST
STREET ADDRESS ☐Check if remit address is different and list on separate sheet
Ohio Department of Developmental Disabilities
Warrensville Developmental Center
Email to: DMRProcurement@dodd.ohio.gov
Subject Line of Email: “WDC Floor Mats”
TOLL FREE NO.
Warrensville Developmental Center
4325 Green Road
Highland Hills, Ohio 44128
BIDDER’S E-MAIL ADDRESS
Warrensville Developmental Center
4325 Green Road
Highland Hills, Ohio 44128
THIS REQUEST IS FOR:
The rental and laundry services for various sized floor mats throughout the campus of Warrensville Developmental Center.
The services will cover one hundred thirteen (113) various sized floor mats among eleven (11) buildings at the facility as
identified below. All soiled floor mats will be picked up by the supplier and clean and dry mats delivered and placed by the
Contractor’s delivery driver or service representative at the location within the facility designated by the facility manager.
TIME OF PERFORMANCE: This contract will become effective on 7/1/2020, or the date of the signature by the State of Ohio
on this contract, whichever is later. This contract shall remain in effect thru 6/30/2021, or until terminated as provided in this
All floor mat sizes, colors, and quantities are identified in the table below, all are carpeted with a rubber backing with the
exception of one (1) scraper mat which is all rubber with grooves. Pickup and delivery services for all mats shall occur once
a week for the period of October thru March and shall occur once a month for the period of April thru September.
The signed request and quote must be submitted by 1:00 pm on 6/2/2020 to receive consideration for award.
INQUIRES: Inquiries should be submitted a minimum of two (2) working days prior to the opening date through the State
of Ohio Procurement website, www.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
email response to their question, nor will they receive notification when the quest is answered. Responses may be
reviewed by clicking the “View Q & A” button located beneath the “Submit Inquiry” button.
Contractor shall provide their bid based on the spreadsheet below, identifying costs per change of each mat, Oct-March
weekly totals, April-Sept monthly totals, and total annual costs per each mat size/type. (The attached “mat spreadsheet”
below should be completed and attached to your proposal when submitting).
Oct - March
April - Sept
Style Quantity Maint A/C CC H1 H2 H3 H4 H5 H7 H8 H9
3 x 10
5 411333 3 33
4 x 6 Black
55488 8 78
2 x 3 Black
3 x 5 Scraper*
*Scraper - all rubber with grooves
(Oct - March) Serviced Once a Week
(April - Sept) Serviced Once a Month
The contract will be awarded to the lowest responsive and responsible bidder as determined by the agency.
The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be
determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals
together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.
I. 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:
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:
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 Yes
No Not Applicable
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)
SPECIAL CONTRACT TERMS AND CONDITIONS
Amendments to Contract Standard Terms and Conditions. If the contract involves Supplies and/or Services, the following
Amendments to the Standard Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment
conflicts with the Standard Contract Terms and Conditions, the Amendment will prevail.
Delivery & Acceptance: Services will be performed as set forth in the Contract and in accordance with paragraphs S-7, S-8, and S-9
of the Supplemental Contract Terms and Conditions. The location of performance will be noted on the purchase ordered issued by the
agency. Payment for services rendered will occur upon the inspection and written confirmation by the agency that the services provided
conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, payment shall be conclusive except for
latent defects, fraud, or such gross mistakes as amount to fraud.
Evaluation. The contract will be awarded to the lowest responsive and responsible bidder as determined by the State.
CONTRACTOR DISCLOSURE CERTIFICATION
Disclosure of Subcontractors / Joint Ventures (See Standard Contract Terms and Conditions, Section (roman numeral) V.
General Provisions:, Paragraph P,).
List names of subcontractors who will be performing work under the Contract.
The Bidder agrees that no changes will be made to this list of subcontractors without prior written approval of the State. Any attempt by
the Bidder/Contractor to change or otherwise alter subcontractors without prior written approval of the State, will be deemed as a
default. If a default should occur, the State will seek all legal remedies as set forth in the Terms and Conditions which may include
immediate cancellation of the Contract.
Sweatshop Free: If the contract involves Supplies, Bidder/Offeror certifies that all facilities used for the production of the supplies or
performance of services offered in the contract is in compliance with applicable domestic labor, employment, health and safety,
environmental and building laws. This certification applies to any and all suppliers and/or subcontractors used by the Contractor in
furnishing the supplies or services described in the Contract. If the State receives a complaint alleging non-compliance with sweatshop
free requirements, the State may enlist the services of an independent monitor to investigate allegations of such non-compliance on the
part of the Contractor, any sub-contractors or suppliers used by the Contractor in performance of the Contract. If allegations are proven
to be accurate, the Contractor will be advised by the State of the next course of action to resolve the complaint and the Contractor will
be responsible for any costs associated with the investigation. Items that will be considered in an investigation include, but are not
limited to standards for wages, occupational safety and work hours.
STATE OF OHIO
INSTRUCTIONS, TERMS AND CONDITIONS
I-1. Bids are a Public Record. Once bids have been opened they may be considered public record as defined in Ohio Revised Code
(“O.R.C.”) Section 149.43 and are subject to inspection and copying. Bidder may request that certain information, such as trade secrets
or proprietary data, be designated as confidential and not considered as public records. Such requests must be accompanied by the
statutory exemption from Ohio’s Public Records Act, Chapter 149 of the O.R.C. Any confidential material shall accompany the bid in a
sealed container marked “confidential”, and shall be readily separable from the bid in order to facilitate public inspection of non-
confidential portion. Prices, makes, models, catalog numbers of items offered, deliveries and terms of payment shall not be considered
as confidential. The decision as to whether or not such trade secrets or proprietary data shall be disclosed at the bid opening rests
solely with the State.
I-2. Bids are Firm for 90 Days. Unless stated otherwise, once opened all Bids are irrevocable for ninety (90) days. Beyond ninety
(90) days, bidder will have the option to honor their Bid or make a written request to withdraw their Bid from consideration.
I-3. Bid Preparation. The State of Ohio assumes no responsibility for costs incurred by the Bidder prior to the award of any Contract
resulting from this Bid. Total liability of the State is limited to the terms and conditions of a resulting Contract.
I-4. Suspension and Debarments. The State will not award a contract for supplies or services, funded in whole or in part with Federal
funds, to a person who has been suspended or debarred from doing business with the State of Ohio or who appears on the Federal List
of Excluded Parties Listing System https://www.sam.gov/portal/public/SAM/
I-5. Registration with the Secretary of State. The Bidder certifies that the Bidder is:
(A) an Ohio corporation that is properly registered with the Ohio Secretary of State; or
(B) a foreign corporation, not incorporated under the laws of the State of Ohio, but is registered with the Ohio Secretary of State
pursuant to O.R.C. Sections 1703.01 to 1703.31, as applicable.
Any foreign corporation required to be licensed under O.R.C. Sections 1703.01 to 1703.31, which transacts business in the State of
Ohio, without being so licensed, or when its license has expired or been canceled, shall forfeit not less than $250 nor more than ten
thousand dollars. No officer of a foreign corporation shall transact business in the State of Ohio, if such corporation is required by
O.R.C. Sections 1703.01 to 1703.31 to procure and maintain a license, but has not done so. Whoever violates this is guilty of a
misdemeanor of the fourth degree.
I-6. Certification Regarding Contract Eligibility With Other Governmental Entities. The Bidder certifies that Bidder has not, within
the last seven (7) years been the subject of any government action to limit the Bidder's right to do business with the government. If the
Bidder cannot so certify, the Bidder must provide a written explanation with the bid response.
I-7. Non-Collusion Certification. The Bidder certifies that he/she is (sole owner, partner, president, secretary, etc.) of the party
making the forgoing bid; that such bid is genuine and not collusive or sham; that bidder has not colluded, conspired or agreed, directly
or indirectly, with any bidder or person, to put in a sham bid; or colluded or conspired to have another not bid and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person to fix the bid price of
its bid or any other bidder, or to fix any overhead, profit or cost element of the bid price, or of that of any other bidder, or to secure any
advantage against any bidder or any person or persons interested in the proposed contract and that all statements contained in the bid
are true; and further, that the Bidder has not, directly or indirectly, submitted this bid, or the contents thereof, or divulged any related
information or data to any association or to any member or agent of any association.
I-8. Electronic Commerce Program. The State of Ohio is an active participant in E-Commerce to include Electronic Data Interchange
(EDI). This program will benefit both the State and the Contractor by reducing time delays in receiving invoices and making payments
that are associated with the existing manual processes. The Contractor is encouraged to move toward compliance with electronic
commerce technologies, as this will be the preferred method of doing business with the State of Ohio. Information regarding E-
Commerce is available on the Office of Budget and Management’s website at http://obm.ohio.gov/StateAccounting/edi/default.aspx
I-9. Use of Social Security Numbers as Federal Tax Identification Numbers. The State requires vendors and contractors wishing
to do business with the State to provide their Federal Taxpayer Identification Number to the Department. The Department does this so
that it can perform statutorily required “responsibility” analyses on those vendors and contractors doing business with the State and,
under limited circumstances, for tax reporting purposes. If you are a vendor or contractor using your Social Security Number as your
Federal Taxpayer Identification Number, please be aware that the information you submit is a public record, and the Department may
be compelled by Ohio law to release Federal Taxpayer Identification Numbers as a public record. If you do not want to have your Social
Security Number potentially disclosed as a Federal Taxpayer Identification Number, the Department encourages you to use a separate
Employer Identification Number (EIN) obtained from the United States Internal Revenue Service’s to serve as your Federal Taxpayer