3-SOW Residential Student Housing Laundry Services.pdf

Residential Student Housing Laundry Services

SCOPE OF SERVICES

BACKGROUND/GENERAL INFORMATION:

Florida Atlantic University (FAU) requests written proposals from qualified vendors to provide laundry services for on-campus residential units on the Boca Raton and Jupiter campuses. This will include washer and dryer unit leasing, preventative maintenance, and service call response.

BIDDERS QUESTIONS

All questions must be submitted using the Question & Answer (“Q&A”) Board in this electronic sourcing system.

OVERVIEW – STATEMENT OF OBJECTIVE

Florida Atlantic University welcomes bids for a fully operational laundry service program that will deliver, install, and maintain residence hall laundry facilities at both the Boca Raton and Jupiter campuses. In the residence hall buildings, this would include high volume laundry rooms accessed by the students living within that floor/building and for the apartment buildings, this includes in-unit washer/dryers. Florida Atlantic University Housing provides residence for 5,800 students.

This new service agreement would start on July 1, 2026.

PRIORITIES

• Supplying New washer and dryer units to all service areas o 152 - High-capacity Laundry Room units o 390 - Student and Staff Apartment units o Commercial grade, energy efficient washers and dryers (high capacity, low water usage) o Supply Stainless steel burst-proof flexible hoses for all units o ADA compliant machine availability in required locations

• Provide a service program that includes shipping, delivery, installation, venting, ongoing service/maintenance, parts, and liability insurance.

• Provide a designated account representative from contractor to work directly with the Housing Facilities leadership team to communicate needs/concerns, routing service calls/tickets, and provide updates on open items.

o This account representative should plan to meet at least monthly with Housing Facilities leadership team to review the program and provide repair/service updates.

• Provide dedicated on-site service technician(s) who will ensure all machines are maintained, repaired promptly, and available to complete general service requests within 1-2 business days.

o Technician(s) should have verified level 2 background checks on file.

• Perform annual vent cleaning (up to the wall) on all dryers.

• Complete preventive maintenance annually of all units during the June/July summer academic break.

• Provide equipment replacement as needed to avoid service disruptions.

• Maintain good public relations with FAU students, faculty, and staff.

• Responsible for reimbursement for damages to clothing due to contractor’s equipment malfunction. Any claim which cannot be resolved between the user and contractor would be referred to the FAU Department of Housing and Residential Education for resolution.

DELIVERABLES

• Minimum of a 5-year service agreement, with options to extend up to a maximum of 10 years, with an anticipated start date of July 1, 2026.

o Contract flexibility for adding new facilities/expansions

• New washer and dryer units o Installation/Removal of old equipment to be completed in summer 2026 o Ownership of all laundry equipment shall remain with the contractor o Power - Units are 120V and 240V in alignment with standardized washer/dryer voltages o Vent Sizes - standard sizes of 3" and 4" o Washers have hot and cold water hookups o Dryers are a mix of electric and gas. This breakdown of units by type and building can be found in the attached files, 2026-ITN-0001-BL Exhibit A Community Laundry Room Layouts and 2026-ITN-0001-BL Exhibit B Laundry Unit Distribution

• Included maintenance, parts, and service calls

• Removal and disposal of old equipment at no additional cost

• Built-in performance guarantees and penalty structure if service expectations are not met

• Compliance with all local/state building codes and university standards

PREFERENCES

• Technology system that allows for digital laundry room monitoring to check machine availability and receive cycle completion text messages or alerts for community access laundry facilities.

o Secure handling of student data o University retains ownership and access rights of student data/usage o Protection against cyber vulnerabilities in smart systems

• Provide weekly inspections of all equipment in shared community access laundry facilities.

• Access to track service tickets and completion status for any requests submitted for the FAU service areas.

• Provide user education tools (how-to signage, QR codes, app instructions)

REQUIRED INFORMATION TO BE SUBMITTED BY THE PROPOSER/ QUALIFICATIONS

• Proposer shall provide FAU with a summary of similar work experience, and reference list to be used during the initial vetting process.

• References from other universities or large housing communities.

• Proven record of high machine uptime.

• Disaster response and contingency plan.