Specialized Medical Laundry Services

expired opportunity(Expired)
From: Health and Human Services(Healthcare)
30-23252-1

Basic Details

started - 17 Mar, 2023 (12 months ago)

Start Date

17 Mar, 2023 (12 months ago)
due - 04 Apr, 2023 (11 months ago)

Due Date

04 Apr, 2023 (11 months ago)
Bid Notification

Type

Bid Notification
30-23252-1

Identifier

30-23252-1
Health and Human Services

Customer / Agency

Health and Human Services
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STATE OF NORTH CAROLINA Department of Health and Human Services Division of Public Health Invitation for Bid #: 30-23252-1 Specialized Medical Biohazard Laundry Services Date of Issue: March 17, 2023 Bid Opening Date: March 30, 2023 At 2:00 PM ET Direct all inquiries concerning this IFB to: Katrina Smith Procurement Specialist II Email: Katrina.Smith@dhhs.nc.gov Phone: 919-855-4085 Ver: 11/2021 STATE OF NORTH CAROLINA Invitation for Bid # 30-23252-1 ______________________________________________________ For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection. This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# Note: For your bid to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 1 Refer ALL Inquiries regarding this IFB to: Katrina Smith Katrina.Smith@dhhs.nc.gov 919-855-4085 Invitation for Bid #: 30-23252-1 Bids will be publicly opened: March 30, 2023 at 2:00 PM ET Using Agency: Division of Public Health Commodity No. and Description: 761016 – Hazardous material decontamination services Requisition No.: PR12459232 EXECUTION In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:  this bid is submitted competitively and without collusion (G.S. 143-54),  none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and  it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:  it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the ATTACHMENTS page within this document. Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: STATE OF NORTH CAROLINA Department of Health and Human Services mailto:Katrina.Smith@dhhs.nc.gov Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 2 VALIDITY PERIOD Offer shall be valid for at least 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB. ACCEPTANCE OF BIDS If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of DHHS) Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 3 Contents 1.0 PURPOSE AND BACKGROUND .............................................................................................. 5 1.1 CONTRACT TERM.................................................................................................................... 5 2.0 GENERAL INFORMATION ........................................................................................................ 5 2.1 INVITATION FOR BID DOCUMENT ......................................................................................... 5 2.2 E-PROCUREMENT FEE ........................................................................................................... 5 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 5 2.4 IFB SCHEDULE ........................................................................................................................ 6 2.5 BID QUESTIONS....................................................................................................................... 6 2.6 BID SUBMITTAL ....................................................................................................................... 6 2.7 BID CONTENTS ........................................................................................................................ 7 2.8 ALTERNATE BIDS.................................................................................................................... 7 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................. 8 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ..................................................... 8 3.1 METHOD OF AWARD............................................................................................................... 8 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ........ 8 3.3 BID EVALUATION PROCESS .................................................................................................. 8 3.4 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................ 9 3.5 INTERPRETATION OF TERMS AND PHRASES ..................................................................... 9 4.0 REQUIREMENTS ....................................................................................................................... 9 4.1 PRICING .................................................................................................................................... 9 4.2 ESTIMATED QUANTITIES (VOLUME) ..................................................................................... 9 4.3 INVOICES ................................................................................................................................ 10 4.4 FINANCIAL STABILITY .......................................................................................................... 10 4.5 HUB PARTICIPATION ............................................................................................................ 10 4.6 REFERENCES ........................................................................................................................ 10 4.7 BACKGROUND CHECKS ...................................................................................................... 10 4.8 PERSONNEL .......................................................................................................................... 10 4.9 VENDOR’S REPRESENTATIONS .......................................................................................... 11 4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION .................................................. 11 5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................... 11 5.1 SPECIFICATIONS ................................................................................................................... 11 5.2 DELIVERY REQUIREMENTS ................................................................................................. 12 5.3 SERVICE/PERFORMANCE REQUIREMENTS ...................................................................... 12 Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 4 5.4 TASKS/DELIVERABLES .............................................................. Error! Bookmark not defined. 5.5 DEVIATIONS ............................................................................................................................... 15 6.0 CONTRACT ADMINISTRATION .............................................................................................. 16 6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................. 16 6.2 POST AWARD PROJECT REVIEW MEETINGS ................................................................... 16 6.3 CONTINUOUS IMPROVEMENT ............................................................................................. 16 6.4 ACCEPTANCE OF WORK ...................................................................................................... 16 6.5 FAITHFUL PERFORMANCE .................................................................................................. 16 6.6 TRANSITION ASSISTANCE ................................................................................................... 16 6.7 DISPUTE RESOLUTION ......................................................................................................... 17 6.8 PRICE ADJUSTMENTS .......................................................................................................... 17 6.9 CONTRACT CHANGES .......................................................................................................... 17 7.0 ATTACHMENTS ....................................................................................................................... 18 ATTACHMENT A: PRICING ............................................................................................................... 18 ATTACHMENT H: STATE CERTIFICATIONS .................................................................................... 19 Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 5 1.0 PURPOSE AND BACKGROUND PURPOSE: The State of North Carolina, Department of Health and Human Services, Division of Public Health (hereinafter referred to as the DEPARTMENT) has issue this Invitation for Bids (IFB) to obtain fair, reasonable, and acceptable pricing with a qualified Vendor(s) for specialized, medical laundry services for the Office of the Chief Medical Examiner (OCME) located in Raleigh, NC. Services include pick-up, delivery and laundering services in accordance with OSHA and CDC Infection Control Policy. BACKGROUND: The Division of Public Health, Office of the Chief Medical Examiner (OCME) is the statewide agency designated by law to investigate deaths from injury, homicide, suicide, under unusual or suspicious circumstances, or when a person is not attended by a physician. Along with the medicolegal responsibility to determine cause and manner of death, OCME serves a critical public health role by identifying injury trends or potential infectious diseases that may pose risk to North Carolinians. All quantities (weight) listed in this IFB are estimates based on the State’s historical and anticipated needs. Quantities set forth in this solicitation are estimates only and the State reserves the right to increase or decrease quantities as needed throughout the contract period. The State shall not be obligated to purchase the amount represented by the estimated quantities contained herein or any other quantities. The intent of this solicitation is to award an Agency Specific Term Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the “Effective Date”). The Vendor shall begin work under the Contract within ten (10) business days of the Effective Date. At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 INVITATION FOR BID DOCUMENT This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: The E-Procurement does not apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. However, in order to receive a purchase order, vendor must be registered in the E-Procurement System. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. http://eprocurement.nc.gov/ Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 6 Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above). By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive. The State may exercise its discretion to consider Vendor proposed modifications. 2.4 IFB SCHEDULE The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue IFB State March 17, 2023 Submit Written Questions Vendor March 23, 2023 at 2:00 PM ET Provide Response to Questions State March 24, 2023 Submit Bids Vendor March 30, 2023 at 2:00 PM ET Contract Award State TBD Contract Effective Date State TBD 2.5 BID QUESTIONS Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum. Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “IFB # 30-23252-1 – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received. Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET. Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB. 2.6 BID SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 7 Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST. Tips for Using the Sourcing Tool 1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk. 2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response. 3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted. 4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted. 2.7 BID CONTENTS Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion. Vendors shall upload the following items and attachments in the Sourcing Tool: a) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number. b) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB. c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned. d) Vendor’s Response. e) Completed version of ATTACHMENT A: PRICING f) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION g) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION j) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL 2.8 ALTERNATE BIDS Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool. https://eprocurement.nc.gov/training/vendor-training Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 8 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found attached which are incorporated herein by this reference. 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein. While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in bids received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Confidential Information. 3.3 BID EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct an evaluation of responsive Bids, as follows: Bids will be received according to the method stated in the Bid Submittal section above. All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification. Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD. Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 9 merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. Only responsive submissions will be evaluated. 3.4 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.5 INTERPRETATION OF TERMS AND PHRASES This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above. 4.1 PRICING Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and upload in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 ESTIMATED QUANTITIES (VOLUME) All quantities listed in this IFB are estimates based on the State’s historical and anticipated needs. Quantities set forth in this solicitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such quantities are more or less than those shown in the bid solicitation. The State shall not be obligated to purchase the amount represented by the estimated quantities contained herein or any other quantities. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 10 4.3 INVOICES Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant: Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure. INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED. 4.4 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability. 4.5 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.6 REFERENCES Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Bid. 4.7 BACKGROUND CHECKS Any personnel or agent of Vendor performing Services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State. 4.8 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 11 recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.9 VENDOR’S REPRESENTATIONS If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. 4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation: ☐ Small Purchases ☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00 ☐ Contract value in excess of $1,000,000.00 5.0 SPECIFICATIONS AND SCOPE OF WORK 5.1 SPECIFICATIONS The OCME laundry is “contaminated textiles and fabrics” exposed to biohazardous material such as body substances, including blood, body tissues and fluids. OCME laundry must be processed independently to prevent mixing with other facilities due to the specialized nature of its condition. All items shall be washed, extracted, tumbled, ironed and folded, as required, using only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean. The Vendor will be required to rewash all stained laundry returned to the Vendor by the OCME at no additional cost to the OCME. I. Biohazard Laundry bags – Must be provided by awarded Vendor. Orders for bags will be called in as needed by OCME authorized personnel: 1. Small biohazard laundry bags, 28x39x1.5 water soluble 1.5 mil thickness (36 cases) 2. Large biohazard laundry bags, 60x60x1.5 water soluble 1.5 mil thickness (24 cases) II. OCME Laundry Specifications: This section provides a detailed description of the OCME laundry and linen items to be washed. a. Flat Sheet: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Sheets purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned b. Fitted Sheet: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Sheets purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 12 c. Blanket: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Blankets purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned. d. Hand Towel: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Hand Towels purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned. e. Large Towel: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Towels purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned. f. Washcloth: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. Washcloths purchased by OCME are never or rarely laundered since they are used to wrap decedents and are sent out, not to be returned. g. Lab Coat: Sizes run Small, Medium, Large and X-Large. h. Mop Head: Cotton, standard mop head. i. Cut Resistant Gloves and Sleeves: Kevlar/Polyester/ Sizes run Small, Medium, Large and X-Large j. Reusable Pad: Size/color/material/weight cannot be reliably tracked or determined since the source of these materials comes from decedents being transported to the OCME. k. Scrub Top: Cotton/Polyester blend/Sizes run Small, Medium, Large and X-Large l. Scrub Pant: Cotton/Polyester blend/Sizes run Small, Medium, Large and X-Large 5.2 DELIVERY REQUIREMENTS a. Pick-up of dirty laundry and delivery of clean/folded laundry will be on Tuesdays and Thursdays on or before 10:00 AM ET. b. The OCME prefers at least two (2) pick-ups and deliveries on a weekly basis. No deliveries shall be made on Thanksgiving and Christmas Days. c. Vendor must provide a Contingency plan in the event of strikes, floods, fires and any other natural or unnatural cause. d. Cycle of laundry processing should not be greater than one (1) week from pick-up. e. Vendor shall not transport soiled items and clean items in the same vehicle. All clean items must be protected from contamination during transport to the OCME. f. Vendor will provide packing slips/receipts listing specific weights per carton upon delivery. g. Pick- up and Delivery location: 4312 District Drive, Raleigh, NC 27607 5.3 SERVICE/PERFORMANCE REQUIREMENTS a. Vendor will provide linen transportation cart(s) and cart(s) covers for the use of storage of dirty laundry and the delivery of clean laundry. Cart dimensions should be able to handle a minimum of 200 lbs. of laundry. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 13 b. Linen carts must be able to contain wet or soiled linen, preventing contamination and must be impervious to eliminate microbial contamination onto the environment. Linen carts should have solid bottoms and cart covers. Vendor must replace transportation carts as they become unusable. Vendor shall ensure delivery carts are clean, sanitized and mechanically functional (wheels functional with two wheels lockable or stationary). c. Vendor will separate laundry prior to laundering. Scrubs must be washed separately from towels, sheets and all other linens. d. Vendor will separate all extremely torn or worn items. All torn/worn items must be documented in a written log by the Vendor to be returned to the OCME. e. Vendor shall wash all laundry items using only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean and within OSHA and CDC Infection Control Policy. All linens must be treated to a point where the biological contaminants have been removed and are free of pathogens that could cause human illness. All stains should be visibly removed. f. Vendor will be required to rewash all stained laundry at no additional cost to the OCME. g. Vendor will dry, iron, and fold all laundry items as specified herein. Vendor will ensure all flat work (scrubs, sheets, blankets, towels, and reusable under pads) are neatly pressed, folded and packed per the below instructions: i. Scrub Tops: All scrub tops shall be folded so that the color-coded size indicator at the neckline is visible. Each top shall be folded in half length, with sleeves folded inward, then folded in half width, and again widthwise. ii. Scrub Pants: All scrub pants shall be folded so that the color-coded size indicator at the drawstring of the pants is visible. Each pant shall be folded in half length, then folded widthwise, and folded again widthwise. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 14 iii. Large towels, hand towels, wash cloths, flat and fitted sheets, blankets, and reusable under pads: Will be individually folded so that they are both compact and stackable when stored. Bundles of individually folded items should be secured in stacks during transport so that they do not unfold. iv. Lab coats: The smooth nature of the material does not hold its shape when folded. Therefore, lab coats may be bundled and placed in a clean bag for transport. v. Mop heads must be bundled separately in a clean bag for transport. vi. Cut Resistant Gloves and sleeves must be bundled separately in a clean bag for transport. h. Vendor will assist in linen inventory counts as needed, providing written count to OCME as requested. i. Laundry will be bundled as listed below: i. Scrub Tops should be bundled together according to size (Small, Medium, Large, X-Large, and XX-Large) ii. Scrub Pants should be bundled together according to size (Small, Medium, Medium-Long, Large, Large-Long, X-Large, XX large, and XXX-Large) iii. Large towels should be individually folded and bundled separately. iv. Hand towels should be individually folded and bundled separately v. Sheets should be individually folded and bundled separately. vi. Blankets should be individually folded and bundled separately. vii. Reusable pads should be individually folded and bundled separately. viii. Lab coats should be bundled and bagged separately. Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 15 ix. Mop heads should be bundled and bagged separately. x. Cut-resistant gloves should be bundled and bagged separately. 5.4 DEVIATIONS The nature of all deviations from the Specifications listed herein shall be clearly described by the Vendor. Otherwise, it will be considered that items offered by the Vendor are in strict compliance with the Specifications provided herein, and the successful Vendor shall be required to supply conforming goods. Deviations shall be explained in detail below or on an attached sheet. However, no implication is made or intended by the State that any deviation will be acceptable. Do not list objections to the North Carolina General Terms and Conditions in this section. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 16 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service. Name and phone 24 hour phone number: Contact Name: ______________________________ Phone Number: _________________________________ 6.2 POST AWARD PROJECT REVIEW MEETINGS The Vendor, at the request of the State, shall be required to meet within five business days after award of contract on site and periodically (monthly) with the State for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and State performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses. 6.4 ACCEPTANCE OF WORK Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator. The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina. 6.5 FAITHFUL PERFORMANCE Any Contract may include terms ensuring a Vendor's performance such as: (1) a bond, or similar assurance; (2) liquidated damages; (3) a percentage of the Contract value held as a retainage; (4) withholding final payment contingent on acceptance of the final deliverable; and (5) any other provision that assures performance of the Vendor. The parties agree that the Vendor shall be subject to the following faithful performance requirements: 6.6 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the State, at the option of the State, for up to 120 days (four (4) months) to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 17 that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.7 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.8 PRICE ADJUSTMENTS Prices proposed by the Vendor shall be firm against any increase for twelve (12) months from the effective date of the Contract. Price increase requests shall be submitted in writing to the Contract Lead, which shall include the reason(s) for the request and contain supporting documentation for the need. Price increases will be negotiated and agreed to by both the State and Vendor in advance of any price increase going into effect. The State is not obligated to accept pricing adjustments or increases and reserves the right to accept or reject them in part or in whole. Price de-escalation or decreases may be requested by the State at any time. It is understood and agreed that orders will be shipped at the established Contract prices in effect on the date an order is placed. Invoicing that deviates from this provision may result in Contract to cancellation. 6.9 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 18 7.0 ATTACHMENT ATTACHMENT A: PRICING FURNISH AND DELIVER: Quantities set forth in this solicitation are estimates for one (1) year and the State reserves the right to increase or decrease quantities as needed throughout the contract period. The State shall not be obligated to purchase the amount represented by the estimated quantities contained herein or any other quantities. ITEM # DESCRIPTION QTY UNIT PRICE EXTENDED PRICE 1 Scrub Tops 3,200 each $ _____________ $ ________________ 2 Scrub Pants (Cargo) 3,296 each $ _____________ $ _________________ 3 Large Towels 43,372 each $ _____________ $ _________________ 4 Hand Towels 26,740 each $ _____________ $ _________________ 5 Sheets 5,352 each $ _____________ $ _________________ 6 Blankets 2,476 each $ _____________ $ ________________ 7 Reusable Pads 1,084 each $ _____________ $ ________________ 8 Lab Coats 288 each $ _____________ $ ________________ 9 Mop Heads 512 each $ _____________ $ ________________ 10 Cut-Resistant Gloves 24 each $ _____________ $ _________________ 11 Linen Carts 52 each $ _____________ $ ________________ 12 Small biohazard laundry bags (28x29x1.5) water soluble 1.5 mil thickness 36 cases $ _____________ $ ________________ 13 Large biohazard laundry bags (60x60x1.5) water soluble 1.5 mil thickness 24 cases $ _____________ $ ________________ 14 Transportation/Freight Lot (1 Year) $ ____________ $ _________________ Total Extended Price: ____________________ Bid Number: 30-23252-1 Vendor: __________________________________________ Ver: 11/2021 19 ATTACHMENT H: STATE CERTIFICATIONS State Certifications Contractor Certifications Required by North Carolina Law Instructions: The person who signs this document should read the text of the statutes and Executive Order listed below and consult with counsel and other knowledgeable persons before signing. The text of each North Carolina General Statutes and of the Executive Order can be found online at: • Article 2 of Chapter 64: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/PDF/ByArticle/Chapter_64/Article_2.pdf • G.S. 133-32: http://www.ncga.state.nc.us/gascripts/statutes/statutelookup.pl?statute=133-32 • Executive Order No. 24 (Perdue, Gov., Oct. 1, 2009): http://www.ethicscommission.nc.gov/library/pdfs/Laws/EO24.pdf • G.S. 105-164.8(b): http://www.ncga.state.nc.us/EnactedLegislation/Statutes/PDF/BySection/Chapter_105/GS_105-164.8.pdf • G.S. 143-48.5: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-48.5.html • G.S. 143-59.1: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-59.1.pdf • G.S. 143-59.2: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-59.2.pdf • G.S. 143-133.3: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-133.3.html • G.S. 143B-139.6C: http://www.ncga.state.nc.us/EnactedLegislation/Statutes/PDF/BySection/Chapter_143B/GS_143B-139.6C.pdf Certifications (1) Pursuant to G.S. 133-32 and Executive Order No. 24 (Perdue, Gov., Oct. 1, 2009), the undersigned hereby certifies that the Contractor named below is in compliance with, and has not violated, the provisions of either said statute or Executive Order. (2) Pursuant to G.S. 143-48.5 and G.S. 143-133.3, the undersigned hereby certifies that the Contractor named below, and the Contractor’s subcontractors, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system." E- Verify System Link: www.uscis.gov (3) Pursuant to G.S. 143-59.1(b), the undersigned hereby certifies that the Contractor named below is not an “ineligible Contractor” as set forth in G.S. 143-59.1(a) because: (a) Neither the Contractor nor any of its affiliates has refused to collect the use tax levied under Article 5 of Chapter 105 of the General Statutes on its sales delivered to North Carolina when the sales met one or more of the conditions of G.S. 105-164.8(b); and (b) [check one of the following boxes] ☐ Neither the Contractor nor any of its affiliates has incorporated or reincorporated in a “tax haven country” as set forth in G.S. 143- 59.1(c)(2) after December 31, 2001; or ☐ The Contractor or one of its affiliates has incorporated or reincorporated in a “tax haven country” as set forth in G.S. 143-59.1(c)(2) after December 31, 2001 but the United States is not the principal market for the public trading of the stock of the corporation incorporated in the tax haven country. (4) Pursuant to G.S. 143-59.2(b), the undersigned hereby certifies that none of the Contractor’s officers, directors, or owners (if the Contractor is an unincorporated business entity) has been convicted of any violation of Chapter 78A of the General Statutes or the Securities Act of 1933 or the Securities Exchange Act of 1934 within 10 years immediately prior to the date of the bid solicitation. (5) Pursuant to G.S. 143B-139.6C, the undersigned hereby certifies that the Contractor will not use a former employee, as defined by G.S. 143B-139.6C(d)(2), of the North Carolina Department of Health and Human Services in the administration of a contract with the Department in violation of G.S. 143B-139.6C and that a violation of that statute shall void the Agreement. (6) The undersigned hereby certifies further that: (a) He or she is a duly authorized representative of the Contractor named below; (b) He or she is authorized to make, and does hereby make, the foregoing certifications on behalf of the Contractor; and (c) He or she understands that any person who knowingly submits a false certification in response to the requirements of G.S. 143-59.1and -59.2 shall be guilty of a Class I felony. Contractor’s Name: Contractor’s Authorized Agent: Signature Date Printed Name Title Witness: Signature Date Printed Name Title The witness should be present when the Contractor’s Authorized Agent signs this certification and should sign and date this document immediately thereafter.

2 W Edenton St, Raleigh, NC 27601, USALocation

Address: 2 W Edenton St, Raleigh, NC 27601, USA

Country : United StatesState : North Carolina

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