5-SPECS.pdf
PDF 150 KB Posted
- Attached to
- Uniform and Lab Coat Rental and Laundry Service
- Solicitation number
- Bid 4007
- Issued by
- Rensselaer County, New York
About this file
This document is a Bid Specification for Uniform and Lab Coat Rental and Laundry Service issued by Hudson Valley Community College (HVCC) located in Troy, NY. The bid solicits proposals for uniform and lab coat rental, laundry, and maintenance services for facilities and health sciences departments, with an initial contract period from September 1, 2025, through August 31, 2026. The college reserves the option to renew the contract for two additional one-year terms through August 31, 2028. The bid covers approximately 68 facilities employees requiring 11 short-sleeved shirts and 11 pairs of pants each, with 10 employees needing flame-resistant clothing, and 228 lab coats for various health science departments in specific sizes and configurations.
The bid specification requires detailed uniform and lab coat specifications, including fabric composition, fit, and design requirements. The vendor must provide uniform samples, maintain garment lockers for employees at no additional cost, and perform weekly inspections and repairs. The bid requires a proactive maintenance system, with worn uniforms replaced at no charge, and includes specific delivery schedules avoiding college closure periods. Vendors must submit proposals by 2:00 pm on August 29, 2025, through the Bonfire portal or by mail, and are required to provide three references and pricing for each contract year. The successful vendor must complete a service and supply agreement found on the college's website, with the ability to terminate the service without penalty if unsatisfied.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 7-Addendum 1.pdf | ||
| 2-Insurance.pdf | ||
| 1-Non Collusive.pdf | ||
| 3-Bid Form.pdf | ||
| 6-Price List Bid 4007.xlsx | XLSX spreadsheet | |
| 4-Bid Legal Information.pdf |
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Text version
SPECIFICATIONS FOR BID NO. 4007
UNIFORM AND LAB COAT RENTAL AND LAUNDRY SERVICE
Hudson Valley Community College is seeking bids for rental and laundry service of uniforms and lab coats, based on the information and specifications that follow. These services will be needed for our main campus at 80 Vandenburgh Ave, Troy NY
Uniforms for HVCC Facilities
GENERAL
A. Initial Issuance of Uniforms
1. Vendor must submit uniform samples.
2. Vendor must be responsible for setting “fitting” schedule.
3. No general “one size fits all” will be accepted.
4. All garments must be manufactured by the uniform supplier to ensure consistency of size, fit, and appearance.
5. All shirts must be 65/35 poly-cotton fabric. Poplin weave shirts will not be accepted.
All pants must be 35/65 poly-cotton brushed fabric. Twill pants will not be accepted (with the exception of flame-resistant garments).
6. There are approximately sixty-eight (68) facilities employees at HVCC, eleven (11) short sleeved shirts and eleven (11) pairs of pants should be provided for each employee.
7. Ten (10) of the above-mentioned will require flame resistant clothing which meets NFPA 70E standard for electrical safety requirements for employee work places, 2000 Edition. Eleven (11) short sleeved shirts and eleven (11) pairs of pants should be provided for each of these employees.’
8. Provide pricing for the purchase of Winter coats and overalls and a Spring/three season jacket. Three (3) samples must be submitted one of which must include a jacket with a hood.
9. Department emblems are to be heat applied, not sewn on.
10. At the time of initial issue, the uniforms must be new.
11. Employees hired after the initial order will be furnished a full set of new uniforms within seven (7) calendar days after being measured.
12. The college reserves the right to increase or decrease the number of uniforms required.
13. The contract shall be required to furnish and maintain garment lockers for each employee under this contract at no additional cost to the college.
Locker service shall include:
a. Repair/replacement of damaged lockers.
b. Replacement of locker locks.
c. Pick up of unused lockers.
d. Provide locker keys to uniform recipients.
e. Provide a master uniform locker key to each department’s uniform representative.
f. Any locker location changes shall be coordinated through each department representative or the uniform coordinator.
14. Provide pricing for special orders such as large sizes.
Lab Coats for HVCC Health Sciences
1. Approximately 228 lab coats are needed for the Dental Hygiene, Mortuary Science, Tech Services, Bio Tech Lab, and Health Services Departments
2. Lab coats must be fluid resistant and OSHA compliant for blood borne pathogens
3. Lab coats must be knit cuff, snap closure, unisex size and about 38-40" in length
4. The sizes needed are 62S, 88M, 46L, 20XL, 12-7XL
B. Maintenance and Repair of Uniforms
1. The uniform supplier must demonstrate a proactive system for repairs and replacement performed via weekly inspections. Garments must be replaced as deemed necessary by the Director of Physical Plant, without regard to length of time in service.
2. Worn uniforms will be replaced by vendor at no charge.
3. Uniforms must be pressed and in professional condition.
C. Weekly Deliveries
1. Garment check sheets are to be left at each pickup and delivery location on a weekly basis.
a. The route driver must physically count all garments turned in and record the count, by employee, and leave a copy of the count at the time of pick up.
2. Deliveries should not be made during weeks that the college is closed.
The college will be closed from November 26-29th, 2025, December 24-January 1st 2026, and April 3-April 7th 2026.
D. Mops and Rags
1. Vendor must drop off and pick up soiled mops and rags on a weekly basis at various locations specified by Physical Plant except for when college is closed.
2. A minimum inventory which will be specified by Physical Plant must be maintained.
3. Rags used by Grounds, Maintenance, and Automotive shops must be managed as non-exempt hazardous waste per NYS Department of Environmental Conservation Policy DSH-HW-03-09. This policy requires that the rags are managed in containers meeting the applicable U.S. Department of Transportation hazardous materials packaging specifications for shipment of that type of material. Vendor must comply with all applicable Federal and State Department of Transportation Shipping Regulations.
E. Termination
1. The uniform supplier must have a service guarantee in their agreement which enables the customer to terminate the program at any time without penalty if dissatisfied. The customer must have the ability to set the time frame to correct any problems.
NOTE: Vendors are requested to submit proposals based upon information supplied.
The college will award the bid for an initial period of one (1) year, September 1, 2025 through August 31, 2026. HVCC reserves the option to renew for an additional two
(2) years: September 1, 2026 through August 31, 2027 and September 1, 2027 through August 31, 2028.
THE SUCCESSFUL VENDOR MUST FILL OUT AND SIGN THE SERVICE AND SUPPLY
AGREEMENT FOUND ON OUR WEBSITE AT WWW.HVCC.EDU/PURCHASING.
IF VENDOR CANNOT MEET SEPTEMBER 1, 2025 DEADLINE, PLEASE STATE
WHEN SERVICE CAN BEGIN.
PLEASE PROVIDE PRICING FOR EACH YEAR.
VENDOR SHOULD SUBMIT AT LEAST THREE (3) REFERENCES WITH THEIR
BID.
FOR QUESTION PLEASE CONTACT:
Dominic Herald- d.herald@hvcc.edu (Facilities) Kayla Koehler- k.koehler@hvcc.edu (Health Sciences)
Submission Deadline
All bids must be submitted by 2:00 pm on August 29, 2025. bids can be submitted through the Bonfire portal at the link below:
https://hvcc.bonfirehub.com/projects
Bids can also be mailed in or hand-delivered to:
Tabitha A. D’Attilio Director of Procurement Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Avenue, Troy, NY 12180
Late submissions will not be considered.
http://www.hvcc.edu/purchasing mailto:d.herald@hvcc.edu mailto:k.koehler@hvcc.edu https://hvcc.bonfirehub.com/projects
Submission Deadline
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