Bid Specification Number STATE OF CALIFORNIA Bid specification Personal Care Supply Kits 1. SCOPE This document establishes minimum requirements for Personal Care Supply Kit items for purchase by the California Department of Corrections and Rehabilitation (CDCR). 2. APPLICABLE SPECIFICATIONS/STANDARDS Specifications and standards referenced in this document in effect on the opening of the Invitation for Bid form a part of this specification. 3. GENERAL REQUIREMENTS All cosmetic items, including but not limited to, hair care products, deodorants, and soaps, must be transparent or translucent (both substance and the container). Individual item packaging must be constructed of a durable material that resists perforation to prevent spills and shall allow for viewing of contents. The following containers and ingredients are prohibited: Aerosol containers. Metal or metallic containers. Alcohol-based products. Products containing phosphates. Animal contents. Note: All of the products defined below shall be safe for use at CDCR Institutions (i.e. products shall not be easily made into weapon(s)). Line Item # Description UOM QTY 1 PERSONAL CARE KIT, MALE ch Personal Care kit to include the following items at a minimum. Kit KIT BAG: Paper, 4 W x 8 H. Labeled with kit title (label size 2 1 H x 3 W); MALE BASIC/AD SEG APPROVED KIT. Label shall seal paper bag closed. CONTENTS ENVELOPES: Standard # 10 blank, White paper, windowless, 4 unmetered, manufactured and certified to be process chlorine free (PCF). Envelope shall be folded in-half, end-to-end. Envelopes shall be manufactured with paper which has at least 30% of post consumer materials per Public Contract Code (PCC) 12161, December 31, 1998. STATIONARY: Standard White Paper, lined 8½ x 11, folded in quarters, manufactured and certified to be process chlorine free (PCF). Stationary shall be manufactured with paper which has at least 30% of post consumer materials per Public Contract Code (PCC) 12161, December 31, 1998. 4 Hinchman, R Page 1 of 5 September 2009
Bid Specification Number 2 FLOSSER PICKS: Flexible plastic in perforated bags (30 per bag) no curvature at the end is allowed. 2.75-inches long (±.25-inches). Bags shall have at least one hole, completely PEN FILLER: 4-inch length, maximum (±.25-inches). Plastic only, no metal spring, constructed of flexible, clear plastic (5.7 grams or less). Ink can be black or blue. (No plastic or rubberized sleeves). SOAP, NON-DEODORANT: Translucent (bar). ch bar weighs 2-ounces (+/- 5 grams). Soap shall be 100% pure and contain no animal products. TOOTH POWDER: Density 1:55, insoluble in water, characteristic smell, no animal products, WHITE COLOR WILL NOT BE ACCEPTED. 2-ounce per individual, paper bag or paper envelope. Ingredients shall be listed on the outside of the package. A Material Safety Data Sheet (MSDS) shall accompany each lot. PERSONAL CARE SUPPLY KIT, FEMALE ch Personal Care kit to include the following items at a minimum. CONTENTS KIT BAG: paper, 4 W x 8 H. Labeled with kit title (label size 2 H x 3 W); "FEMALE BASIC/AD SEG APPROVED KIT". Label shall seal paper bag closed. ENVELOPES: Standard # 10 blank, White paper, windowless, unmetered, manufactured and certified to be process chlorine free (PCF). Envelope shall be folded in-half, end-to-end. Envelopes shall be manufactured with paper which has at least 30% of post consumer materials per Public Contract Code (PCC) 12161, December 31, 1998. STATIONARY: Standard White Paper, lined 8½ x 11, folded in quarters, manufactured and certified to be process chlorine free (PCF). Stationary shall be manufactured with paper which has at least 30% of post consumer materials per Public Contract Code (PCC) 12161, December 31, 1998. FLOSSER PICKS: Flexible plastic in perforated bags (30 per bag) no curvature at the end is allowed. 2.75-inches long (±.25-inches). Bags shall have at least one hole, completely PETROLEUM JELLY: Size 4-ounce packaged in a translucent, pliable plastic labeled container and contain 100% petroleum jelly. APPEARANCE AND ODOR: Opaque or yellowish in color translucent mass with no odor. Ingredients must be listed on outside of container. PENCIL: 3-inch length (±.25-inches), golf type, pre-sharpened, non-mechanical. SOAP, DEODORANT: Translucent (bar). ch bar weighs 2- ounces (+/- 5 grams) and shall not contain any animal products. A Material Safety Data Sheet (MSDS) shall accompany each lot. Bag 1 1 2 Bag 2 Kit 1 4 4 Bag 1 1 1 Bar 2 Hinchman, R Page 2 of 5 September 2009
Bid Specification Number TOOTHPASTE: Size 1.75-ounce in transparent tube. Toothpaste Tube 1 shall be fluoridated in regular white, gel, or clear form. It shall be smooth and free from lumps or particles, palpable in mouth as separate and discrete particles, and extrudes in a homogenous mass with application of normal force. Acceptance by the American Dental Association (ADA) shall be indicated by the ADA Seal of Acceptance on the toothpaste tube. Ingredients shall be listed on the outside of the tube. A Material Safety Data Sheet (MSDS) shall accompany each lot. INDIVIDUAL ITEMS 3 SOAP, DEODORANT: Translucent (bar). ch bar weighs 2- Bar ounces (+/- 5 grams) and shall not contain any animal products. A Material Safety Data Sheet (MSDS) shall accompany each lot. (Optional/Non-mandatory purchase) 4 SOAP, NON-DEODORANT: Translucent (bar). ch bar weighs Bar 2-ounces (+/- 5 grams). Soap shall be 100% pure and contain no animal products. (Optional/Non-mandatory purchase) 5 TOOTH POWDER: Density 1:55, insoluble in water, Bag characteristic smell, no animal products, WHITE COLOR WILL NOT BE ACCEPTED. 2-ounce per individual, paper bag or paper envelope. Ingredients shall be listed on the outside of the package. A Material Safety Data Sheet (MSDS) shall accompany each lot. 6 TOOTHPASTE: Size 4.6-ounce (±.15) in transparent tube. Tube Toothpaste shall be fluoridated in regular white, gel, or clear form. It shall be smooth and free from lumps or particles, palpable in mouth as separate and discrete particles and extrudes in a homogenous mass with application of normal force. Acceptance by the American Dental Association (ADA) shall be indicated by the ADA Seal of Acceptance on the toothpaste tube. Ingredients shall be listed on the outside of the tube. A Material Safety Data Sheet (MSDS) shall accompany each lot. 7 PETROLEUM JELLY: Size 4-ounce packaged in a translucent, pliable plastic labeled container and contain 100% petroleum jelly. APPEARANCE AND ODOR: Opaque or yellowish in color translucent mass with no odor. Ingredients must be listed on outside of container. 8 RAZOR: Single blade of super stainless steel with 5 weakening (break) points to reduce access to the blade, 2¼-inch handle, made with the minimum amount of plastic. 9 SHAMPOO/CONDITIONER Size 4-ounce in clear, plastic container translucent substance, hypoallergenic and shall contain no animal products. A Material Safety Data Sheet (MSDS) shall accompany each lot. 10 SHAMPOO/CONDITIONER: Size 14-ounce in clear, plastic container translucent substance, hypoallergenic and shall contain no animal products. A Material Safety Data Sheet (MSDS) shall accompany each lot. 11 FLOSSER PICKS: Flexible plastic in perforated bags (30 per bag) no curvature at the end is allowed. 2.75-inches long (±.25-inches). Bags shall have at least one hole, completely Bag Hinchman, R Page 3 of 5 September 2009
Bid Specification Number 12 PEN FILLER: 4-inch length, maximum (±.25-inches). Plastic only, no metal spring, constructed of flexible, clear plastic (5.7 grams or less). Ink can be black or blue. (No plastic or rubberized sleeves). 13 COMB: Non-metallic, 5 6-inches in length, no handle, unbreakable, black in color. 14 DEODORANT: Translucent Stick (ROLL-ON TYPE WILL NOT BE ACCEPTED) 3.25 oz. to 4 oz. size and shall contain no animal products. A Material Safety Data Sheet (MSDS) shall accompany each lot. 15 HAIRBRUSH: Soft Bristle, non-metallic, 6.5-inches minimum and 8-inches maximum in length including handle. 16 HAIRFOOD: Size 4-ounce in translucent, plastic container, conditioner, moisturizer. Shall contain no animal products. Ingredients must be listed on outside of container. A Material Safety Data Sheet (MSDS) shall accompany each lot. 17 LOTION: Size 8-ounce in clear, plastic container. Non-Greasy, dries to touch. Lotion shall contain no animal products. (Ref Brand Fresh Scent or equivalent). Ingredients must be listed on outside of container. A Material Safety Data Sheet (MSDS) shall accompany each lot. 4. SAMPLE REQUIREMENT: The State may require samples of offered products. The bidder shall provide three (3) samples of each line item bid at no cost to the State, within ten (10) working days from receipt of notice from the State. Notice may be made by phone, fax, e- mail, or commercial overnight carrier. If required, the bidder will be given one opportunity to submit the samples. Failure to submit requested samples will result in your bid being considered non-responsive. 5. PRODUCT TEST DATA REPORTS: The State may require manufacturer s toxicology test data reports of offered products. Test data shall include a chemical analysis of all ingredients in the offered product. The bidder shall provide the test data within ten (10) working days from receipt of notice from the State. Notice may be made by phone, fax, e-mail, or commercial overnight carrier. Test data reports shall be provided at no cost to the State. 6. HEALTH & SAFETY CERTIFICATION: All bidders are required to provide certification that the items supplied meet or exceed all applicable requirements for health and safety criteria, including but not limited to those specified in Proposition 65, Federal Food, Drug, and Cosmetic Act, and those pertaining to lead and lead based substances. 7. PRODUCT LABELING: Personal Care Kits shall be labeled as follows: MALE BASIC/AD SEG APPROVED KIT FEMALE BASIC/AD SEG APPROVED KIT Product labeling for individual items can not excessively obscure the product or the contents. All labeling must comply with the following Federal Labeling Guidelines, Laws and Regulations; Fair Packaging and Labeling Act, Title 15, Chapter 39 Commerce & Trade. http://www.fda.gov/regulatoryinformation/legislation/ucm148722.htm Hinchman, R Page 4 of 5 September 2009
Bid Specification Number Federal Food, Drug and Cosmetic Act (21U.S.C. 301-401). Federal Hazardous Substance Labeling Act (15 U.S.C 1261). Code of Federal Regulations (CFR) Title 21, Vol. 5 Revision 4/08, Section 355.50 [21CFR355] Labeling. (Dental). Deodorants, Deodorant Soap s, Toothpastes, Lotions, toothpowder, Hairfood, and Shampoo s must be accompanied by a Material Safety Data Sheet (MSDS). 8. PACKAGING: The top of the Personal Care Kit paper bag shall be folded closed and sealed using the intended (male/female) product label as described in this specification. 9. PALLETIZATION: All pallets employed in the delivery of goods must comply with the State of California Wooden Pallet Specification 3990-01A-01, dated January 2001. All pallets shall be of sturdy construction and adequate condition to assure delivery of the goods without damage to the goods or safety hazards. Exchange pallets may be available; however, the State assumes no responsibility for the availability to exchange pallets. Delivery drivers shall not remove more pallets from the facility than delivering at time of delivery. 10. APPLICABLE STANDARDS AND CODES: All products shall at a minimum, conform to the following Standards and Codes: California Code of Regulations, Title 8, 339 Health and Safety Code Chapter 7 of Part 5 Division 104 per the California Safe Cosmetics Act of 2005 California Code of Regulations, Title 17, Division 3, Chapter 1 Air Resources Board, Subchapter 8.5 Consumer Products, Article 2 Consumer Products, 94507 to, 94517 11. QUALITY ASSURANCE: All kits and individual items shall be new, of good material and workmanship, suitable for the intended use and delivered free of any physical damages. Hinchman, R Page 5 of 5 September 2009