1-Commercial Laundry Quick Quote - FE.pdf

COMMONWEALTH of VIRGINIA

DEPARTMENT OF MILITARY AFFAIRS

OFFICE OF THE ADJUTANT GENERAL

VIRGINIA NATIONAL GUARD

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TITLE

FORT BARFOOT

MTC LAUNDRY SERVICES

UNSEALED INVITATION FOR BID BPM051215

COMMODITY CODES 51000, 51022, 95400, 95405

CONTRACT ADMINISTRATORS JEANNE JETER & RUTH COLEMAN

ISSUE DATE May 10, 2024

QUESTIONS AND ANSWERS POSTED MAY 14, 2024, by 2:30 PM

DUE DATE/TIME MAY 17, 2024, at 2:30 PM

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS SOLICITATION.

ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA PROCUREMENT SITE WHICH

CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV.

ANY ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLELY TO

eVA SUPPORT/HELPDESK at 866-298-7367 or eVACustomerCare@dgs.virginia.gov .

• Your business must be eVA registered and in active status.

• Start by clicking the “Register Now” link on the eVA website (www.eva.virginia.gov).

https://eva.virginia.gov/ https://eva.virginia.gov/get-help-customer-care.html mailto:eVACustomerCare@dgs.virginia.gov https://eva.virginia.gov/index.html

Dept. of Military Affairs Fort Barfoot MTC Billeting Laundry

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TABLE OF CONTENTS

1. PURPOSE

2. BACKGROUND

3. PERIOD OF CONTRACT

4. LOCATION

5. SCOPE OF WORK

6. INSURANCE

7. BIDDER UNDERSTANDING OF REQUIREMENTS

8. BIDDER QUESTION REQUIREMENTS

9. METHOD OF PAYMENT AND INVOICING REQUIREMENTS

10. PRICING SCHEDULE

11. EXPECTATIONS OF PERFORMANCE

12. BASE ACCESS AND BUILDING SECURITY

13. GENERAL TERMS AND CONDITIONS

14. SPECIAL TERMS AND CONDITIONS

15. ATTACHMENTS

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1. PURPOSE

To establish a one (1) year contract with (2) optional renewal terms with one qualified commercial laundry service provider for Fort Barfoot’s Billeting located in Blackstone, Virginia.

2. BACKGROUND

The Department of Military Affairs’ (DMA hereinafter) Billeting on Fort Barfoot, an Army National Guard Base, is seeking to establish annual contracts for commercial laundry services. Virginia Correctional Enterprises, a mandatory source, currently provides the commercial laundry services to DMA; however, they recently announced closure of this service.

The Billeting program at Fort Barfoot operates on an annual basis with a varying peak season.

Historically the peak season was from March through September, but since COVID and recent missions, normal operations have decreased. We expect an increase in the next few years. Major training events happen approximately four times annually which will require more laundry pickup and deliveries. Annual usage of laundered bedding is approximately 10,000 pounds per year. The estimated weekly laundry services requirements usually range from 80 lbs. to 360 lbs. per week.

NOTE: 10,000 pounds annually and weekly requirements are an approximate, historical usage figure only and will vary depending upon planned and emergency global, country, state, and local events during the year. If your business has a maximum capacity per week, please note it on the pricing worksheet where indicated and attach a copy of your pricing worksheet when submitting the bid. (See Attachment A)

3. PERIOD OF CONTRACT

The period of this contract shall be from the date of a fully approved purchase order in eVA through June 30, 2025. This contract may be renewed at the expiration of its term by agreement of both parties for two

(2) additional one-year periods.

4. LOCATION

4.1. Regular business hours are from 7:30 a.m. to 4:00 p.m. Eastern Standard or Daylight Savings time.

4.2. MTC Billeting Offices are located at Building T0469, 469 Military Road, Ft. Barfoot, Blackstone, Virginia 23824.

4.3. Pickup and deliveries will be from/to Warehouse T0212, T0212 Bakers Row, Ft. Barfoot, Blackstone, Virginia 23824. See Attachment E for map to location.

4.3.1. A truck with liftgate is needed for pickup and deliveries.

4.3.2. Pickup and delivery hours are from 7:30 a.m. to 3:00 p.m. Eastern Standard or Daylight Savings time.

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5. SCOPE OF WORK

5.1. The contractor(s) shall provide all transportation, labor, equipment, tools, materials, and supplies necessary to provide bi-weekly pickup and deliveries of MTC Billeting owned bedding, bath, and kitchen items to be laundered off-site.

5.2. Off-site laundering services to include the following items:

Sheets (unfitted only) Pillowcases

Blankets Bedspreads

5.3. All items shall be returned cleaned, wrinkle-free, sanitized, and folded following good and acceptable sanitary practices and in compliance with all State and Federal codes.

5.4. Laundered items shall be packaged or adequately covered to provide protection from dust, dirt, and soiling.

5.5. Any bio-hazardous items identified will be separated by Billeting staff.

5.6. Detergents or cleaners used shall leave the garments odor free.

5.7. After laundering, items which retain dirt, soiling, and/or an offensive or residual odor will not be acceptable.

5.8. All items are to be bundled by individual item types.

5.9. Laundry carts used are owned and replaced by MTC Billeting.

5.10. The total usage may vary depending upon planned and unplanned/emergency events.

5.11. Pickup / Delivery Requirements

5.11.1. Pickup and load all laundry items.

5.11.2. Deliver and unload all laundered items.

5.11.3. One (1) to two (2) pickups/deliveries weekly.

5.11.4. Current pickup/delivery days are Tuesdays and Fridays, but days can be adjusted if needed.

5.11.5. Provide a job ticket with each pick-up and delivery to be signed by MTC Billeting personnel and driver.

5.11.6. Company vehicles must be properly insured with up-to-date tags and inspection stickers.

5.11.7. Vehicles with expired tags and/or inspection stickers are not allowed on base.

5.11.8. Drivers must have and present a valid driver’s license and identification of everyone in the vehicle to the security guard at the gate to be allowed on base.

6. INSURANCE

Before work may begin, the contractor selected shall provide a certificate of insurance to DMA in compliance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder further certifies that the contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. See Attachment B for Insurance clause in General Terms and Conditions.

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7. BIDDER UNDERSTANDING OF REQUIREMENTS

The bidder shall be fully responsible for understanding all aspects of the Quick Quote to include the Scope of Work, terms and conditions, and factors affecting contract performance before submitting a Bid. It shall be the Bidder’s sole responsibility to inquire and obtain clarification if the Bidder does not fully understand the solicitation requirements.

DMA shall accept no responsibility for a Bidder not receiving the solicitation, amendments and/or other solicitation notifications. Bidder shall be solely responsible for regularly checking the status of the solicitation in eVA’s Virginia Business Opportunities (VBO) for any updates, changes, amendments, award, or other information pertaining to the Quick Quote.

As used in this Solicitation, the terms “must,” “shall,” “should” and “may” identify the criticality of requirements. “Must” and “shall” indicate requirements whose absence will have a major negative impact on the suitability of the bid. Items labeled as “should” or “may” are highly desirable, although their absence will not have a substantial impact and would be useful but are not necessary.

8. BIDDER QUESTION REQUIREMENTS

DMA’s verbal responses to questions are not binding; therefore, no questions will be answered by phone.

Questions regarding the solicitation must be submitted in writing to Anna Hoye via e-mail at anna.m.hoye.nfg@army.mil no later than two (2) working days before the due date. Identify the email by noting the solicitation title “MTC Billeting Laundry” in the subject line of the email.

Official answers to all written questions may be posted in eVA’s VBO. The identity of a Bidder will not be published with the answers; however, the text of questions may be restated by DMA, and Bidder should not include language in questions that may reveal their firm’s identity. Formal changes to Quick Quote, including but not limited to contractual terms and procurement requirements, will only be changed by formal written amendments issued by DMA.

9. METHOD OF PAYMENT AND INVOICING REQUIREMENTS

See Payment clause in General Terms and Conditions on Attachment B, and Invoicing Requirements outlined in Attachment D.

10. PRICING SCHEDULE

Grand total for the bid to be calculated using the following method:

10.1. The unit price per pound for laundry services for all items multiplied by 10,000 lbs. plus,

10.2. The unit price for round trips for pickup and deliveries multiplied by an estimated 104 roundtrips during a 12-month period.

See Attachment A. If a bidder needs assistance with submitting an electronic response, the bidder must contact eVA Customer Care at 866-298-7367 or eVACustomerCare@dgs.virginia.gov .

mailto:anna.m.hoye.nfg@army.mil mailto:eVACustomerCare@dgs.virginia.gov

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11. EXPECTATIONS OF PERFORMANCE

11.1. Linen replacement should be 25% or less.

11.2. Minimize rewash and rejects to a target of 5% or less.

11.3. Delivery and pickup efficiency and timeliness.

11.4. Customer service response time and satisfaction.

12. BASE ACCESS AND BUILDING SECURITY

The contractor shall follow all of DMA’s requirements for security and operational constraints of its base and building access. Violation of any security related requirement(s) may be grounds for immediate termination of the contract for default. The contractor shall at once notify the Contract Administrator if a security breach is discovered.

13. GENERAL TERMS AND CONDITIONS

All applicable and needed Commonwealth of Virginia’s General Terms and Conditions are in Attachment B and incorporated herein. See Attachment B for General Terms and Conditions.

14. SPECIAL TERMS AND CONDITIONS

All applicable and needed Commonwealth of Virginia’s Special Terms and Conditions are on Attachment C and incorporated herein. See Attachment C for Special Terms and Conditions.

15. ATTACHMENTS

Attachment A, Pricing Worksheet Attachment B, General Terms and Conditions Attachment C, Special Terms and Conditions Attachment D, Invoicing Requirements Attachment E, Map of Location