biddoc.pdf

Adams County Finance Department Purchasing Division

4430 South Adams County Parkway Brighton, Colorado 80601

REQUEST FOR PROPOSAL

COVER SHEET 2026.585

RFP Issue Date:

RFP Number:

RFP Title:

Pre-Bid Meeting:

Location:

RFP Questions Due:

Proposal will be received until:

Proposals will be received at:

August 12, 2026

RFP-RZA-2026.585

Inmate Laundry

MANDATORY August 27, 2026, 10:00 a.m.

Adams County Detention Facility 150 N. 19th Ave.

Brighton, CO 0601

September 14, 2026, at 3:00 p.m.

September 30, 2026, at 5:00 p.m.

https://www.bidnetdirect.com/colorado/adams-county

For additional information please contact: Rebekah Zamora-Arroyo Contract Specialist II

Email Address: rzamora-arroyo@adamscountyco.gov

Documents included in this package: Proposal Instructions

General Terms and Conditions

Scope of Work (SOW)/ Specifications

Pricing Form

Submission Check List

Contractor’s Statement

Reference Form

Term of Acceptance Form

Appendix A – Sample Agreement https://www.bidnetdirect.com/colorado/adams-county

4430 South Adams County Parkway Brighton, Colorado 80601

REQUEST FOR PROPOSAL

PROPOSAL INSTRUCTIONS

1. The Adams County Board of County Commissioners by and through its Purchasing Division of the Finance Department is accepting proposals for Inmate Laundry.

2. SUBMISSION OF PROPOSALS: The proposal must be received before the due date and time as specified in this solicitation. Adams County will only accept electronic submittals. Proposals can be submitted at https://www.bidnetdirect.com/colorado/adams-county.

3. All documents related to this RFP will be posted on the Bidnet System at:

3.1. Interested parties must register with this service to receive these documents.

4. TERM OF AGREEMENT: This is a three-year agreement with the option of two one-year renewals.

5. PRE-PROPOSAL MEETING AND WALK-THROUGH IS MANDATORY:

5.1. A mandatory pre-proposal meeting will be held on August 27, 2026, at 10:00AM at the Adams County Detention Facility, 150 N. 19th Ave, Brighton, CO 80601.To discuss the Scope of Work. A representative of the Contractor must attend this mandatory conference in order to qualify to respond to this Agreement.

5.2. Contractor shall take all necessary precautions with going through secure facility, i.e. tools, camera, etc. Late arrivals will not be accepted.

6. CONTRACTUAL OBLIGATIONS:

6.1. The successful Contractor will be required to sign an Agreement substantially similar to the Agreement form in Appendix A. The County reserves the right to add or delete provisions to the form prior to Agreement execution.

6.2. Issuance of this solicitation does not commit the County to award any Agreement or to procure or Agreement for any equipment, materials or services.

6.3. If a formal Agreement is required, the Contractor agrees and understands that a Notice of Award does not constitute an Agreement or create a property interest of any nature until an Agreement is signed by the Awardee and the Board of County Commissioners and/or their authorized designee.

6.4. Contractor is responsible for reviewing the form Agreement and understanding the terms and conditions contained therein, including, but not limited to, insurance requirements, indemnification, equal opportunity, non-appropriation, and termination.

6.5. Contractor’s Response must state its willingness to enter into the form Agreement or Contractor shall identify and include any proposed revisions they have for the form Agreement. Any proposed revisions made by the Contractor after the County Notice of Intent to Award the Solicitation may be grounds for rescinding said Notice. The identification of willingness to enter into the standard Agreement is for general purposes at this time, but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis that provide further clarification.

6.6. Incorrect Pricing/Invoicing. As part of any award resulting from this process, Contractor(s) will discount all transactions as agreed. In the event the County discovers, through its Agreement monitoring process or formal audit process, that material or services were priced/invoiced incorrectly, Contractor(s) agree to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.

6.7. The County may, during the term of the Agreement and any extensions, request additional work at other locations throughout Adams County by the successful Contractor.

7. METHOD OF AWARD - It is the intent of the County to award an Agreement to the

Contractor who provides the best value for Adams County.

7.1. Evaluation criteria, other than costs, are evaluated first. After rating the written Responses, costs are then considered against trade-offs such as satisfaction of requirements in the Solicitation, qualifications and financial condition of the Contractor, risk and incentives.

7.2. If it is in the best interest of the County, the Evaluation Committee may invite a limited number of Contractors to provide an oral presentation.

The County reserves the right to conduct negotiations with Contractors and to accept revisions of Responses. During this negotiation period, the County will not disclose any information derived from Responses submitted, or from discussions with other Contractors. Once an award is made, the Solicitation file and the Responses contained therein are in the public record.

8. Questions which arise during the Response preparation period regarding issues around this Solicitation, purchasing and/or award should be directed, via e-mail, to name and email stated within this solicitation The Contractor submitting the question(s) shall be responsible for ensuring the question(s) is received by the County by the date listed above in the schedule of activities for submitting the question(s) regardless of the method of delivery.

9. Any official interpretation of this RFP must be made by an agent of the County’s

Purchasing Division who is authorized to act on behalf of the County. The County shall not be responsible for interpretations offered by employees of the County who are not agents of the County’s Purchasing Division.

10. COOPERATIVE PURCHASING: Adams County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Contractor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Adams County in the current term or in any future terms.

11. The Contractor(s) must deal directly with any governmental agency concerning the placement of purchase orders/agreements, freight/delivery charges, Contractual disputes, invoices, and payments. Adams County shall not be liable for any costs or damages incurred by any other entity.

12. BUDGET: Budget will not be disclosed.

13. DEBARMENT: By submitting this proposal, the Contractor warrants and certifies they are eligible to submit a proposal because their company and/or subcontract(s) is/are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in a transaction by any Federal, State, or local department or agency.

14. TARIFFS:

14.1. Suppliers requesting price increases due to tariff changes must provide detailed cost breakdowns, including the original tariff rates and the new imposed rates, supplier invoices, and other supporting documentation. The County reserves the right to audit supplier records to verify tariff-related costs. Any unverified or excessive increases shall not be accepted.

14.2. Should tariffs be reduced or removed during the contract term, the contractor shall pass the cost savings on to the County through an equivalent price reduction. The contractor must notify the County within 30 days of any tariff

REMAINDER OF PAGE LEFT BLANK INTENTIONALLY

4430 South Adams County Parkway Brighton, Colorado 80601

GENERAL TERMS AND CONDITIONS

1. APPLICABILITY: These General Terms and Conditions apply, but are not limited, to all bids, proposals, qualifications and quotations (hereinafter referred to as “Proposal” or “Response”) made to Adams County (hereinafter referred to as "County") by all prospective Contractors, Contractors, bidders, firms, companies, publishers, consultants, or suppliers (herein after referred to as “Contractor” or "Contractors") in response, but not limited, to all Invitations to Bid, Requests for Proposals, Requests for Qualifications, and Requests for Quotations (hereinafter referred to as “Solicitation” or “Solicitations”).

2. CONTENTS OF PROPOSAL

2.1. GENERAL CONDITIONS: Contractors are required to submit their Proposals in accordance with the following expressed conditions:

2.1.1. Contractors shall make all investigations necessary to thoroughly inform themselves regarding the plant and facilities affected by the delivery of materials and equipment as required by the conditions of the Solicitation.

No plea of ignorance by the Contractor of conditions that exist or that may hereafter exist will be accepted as the basis for varying the requirements of the County or the compensation to the Contractor.

2.1.2. Contractors are advised that all County Solicitations and Agreements are subject to all requirements contained in the County’s Purchasing Division’s Policies and state and federal statutes. When conflicts occur, the highest authority will prevail.

2.1.3. Contractors are required to state exactly what they intend to furnish to the

County in their Proposal and must indicate any variances to the terms, conditions, and specifications of this Solicitation no matter how slight. If variations are not stated in a Contractor’s Proposal, it shall be construed that the Contractor’s Proposal fully complies with all conditions identified in this Solicitation.

3. Equal Opportunity: The County intends and expects that the Contracting processes of the County and its Contractors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability and that its Contractors make available equal opportunities to the extent third parties are engaged to provide goods and services to the County as Subcontractors, Contractors, or otherwise. Accordingly, the Contractor shall not discriminate on any of the foregoing grounds in the performance of any Agreement awarded to the Contractor, and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the Agreement. If submitting a joint venture proposal, or a proposal involving a partnership arrangement, articles of partnership stating each partner’s responsibilities shall be furnished and submitted with the Response.

4. Colorado Open Records Act: All documentation submitted in response to this solicitation will become the property of Adams County. All documentation maintained or kept by Adams County shall be subject to the Colorado Open Records Act. C.R.S.

24-72-201 et. seq. (“CORA”). Accordingly, respondents are discouraged from providing information that they consider confidential, privileged, and/or trade secrets as part of a response to this solicitation. Any portions of submissions that are reasonably considered confidential should be clearly marked as such. The County does not guarantee the confidentiality of any record(s).

Careful consideration should be given before submitting confidential information to the County. The Colorado Open Records Act permits public scrutiny of most materials collected in this solicitation process.

5. CLARIFICATION AND MODIFICATIONS IN TERMS AND CONDITIONS

5.1. Where there appears to be variances or conflicts between the General Terms and Conditions, any Special Terms and Conditions and the Scope of Work/Specifications outlined in this Solicitation, the Scope of Work/ Specifications, and then the Special Terms and Conditions, will prevail.

5.1.1. If any Contractor contemplating submitting a Proposal under this

Solicitation is in doubt as to the true meaning of the Scope of Work or any other portion of the Solicitation, the Contractor must submit a written request via email for clarification to the Point of Contact listed on the first page of this Solicitation. The Contractor submitting the request shall be responsible for ensuring that the request is received by the County prior to the deadline for submitting questions.

5.1.2. The County shall issue a written addendum if substantial changes which impact the technical submission of Proposals are required. A copy of such addenda will be available at the Bidnet System website. In the event of conflict with the original Solicitation documents, addenda shall supersede to the extent specified. Subsequent addenda shall supersede prior addenda only to the extent specified.

5.1.3. ADDENDA: CONTRACTOR IS RESPONSIBLE FOR OBTAINING AND

ACKNOWLEDGING ALL SUBSEQUENT ADDENDA VIA THE ROCKY

MOUNTAIN E-PURCHASING SYSTEM (BIDNET). FAILURE TO

SUBMIT ANY AND ALL SUBSEQUENT ADDENDUM/ADDENDA MAY

DEEM THE CONTRACTOR NON-RESPONSIVE. EACH AND EVERY

ADDENDUM TO BE SEPARATELY ACKNOWLEDGED.

5.2. PRICES CONTAINED IN PROPOSAL-DISCOUNTS, TAXES, COLLUSION

5.2.1. Contractor agrees to hold submitted prices up to 120 days after bid due date.

5.2.2. Contractors may offer a cash discount for prompt payment. Discounts will be considered in determining the lowest net cost for the evaluation of Proposals; discounts for periods of less than twenty days, however, will not be considered in making an award. If no prompt payment discount is being offered, the Contractor shall enter a zero (0) for the percentage discount to indicate net thirty days. If the Contractor does not enter a percentage discount, it is hereby understood and agreed that the payment terms shall be net thirty days, effective on the date that the County receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check.

5.2.3. Contractors shall not include federal, state, or local excise or sales taxes in prices offered, as the County is exempt from payment of such taxes.

5.2.3.1. Federal Identification Number: 84-6000732

5.2.3.2. State of Colorado Tax Exempt Number: 98-03569

6. SIGNING PROPOSAL

6.1. Contractor, by affixing its signature to this Solicitation, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations making a Proposal for the same items, or with the County. The Contractor also certifies that its Proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To insure integrity of the County’s public procurement process, all Contractors are hereby placed on notice that any and all Contractors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

7. PREPARATION AND SUBMISSION OF PROPOSAL

7.1. PREPARATION

7.1.1. The Proposal must be typed or legibly printed in ink. All corrections made by the Contractor must be initialed by the authorized agent of the Contractor.

7.1.2. Proposals must contain the signature of an authorized agent of the

Contractor in the space provided on the Contractor’s Statement page.

The Contractor’s Statement of this Solicitation must be included in Proposal response. If the Contractor’s authorized agent fails to sign and return the original Contractor’s Statement page of the Solicitation, its Proposal may be considered invalid.

7.1.3. Alternate Proposals will not be considered unless expressly permitted in the Scope of Work.

7.1.4. The accuracy of the Proposal is the sole responsibility of the Contractor.

No changes in the Proposal shall be allowed after the date and time that submission of the Proposals is due.

7.2. SUBMISSION

7.2.1. The Proposal shall be submitted via the Bidnet Direct System. The

County’s Pricing Form, which is attached to this Solicitation, must be used when the Contractor is submitting its Proposal. The Contractor shall not alter this form (e.g. add or modify categories for posting prices offered) unless expressly permitted in the Solicitation or in an addendum duly issued by the County. Only proposals received by the Purchasing Division of the Finance Department will be accepted; proposals submitted telephone, email, or facsimile machines are not acceptable.

7.2.2. Failure to provide any requested information may result in the rejection of the Proposal as non-responsive.

7.2.3. Proposal must be submitted in the format supplied and/or described by the County. Failure to submit in the format provided may be cause for rejection of the proposal. Proposals must be furnished exclusive of taxes.

7.2.5 Contractor is responsible for ensuring their Proposal is received by the

Purchasing Division prior to the deadline outlined in the solicitation regardless of the method of delivery. Contractors, which qualify their Proposal by requiring alternate Contractual terms and conditions as a stipulation for Agreement award, must include such alternate terms and conditions in their Response. The County reserves the right to declare a Contractor’s Proposal as non-responsive if any of these alternate terms and conditions is in conflict with the County’s terms and conditions, or if they are not in the best interests of the County.

8. LATE PROPOSALS

8.1. Proposals received after the date and time set for the opening shall be considered non-responsive and may be returned unopened to the Contractor.

8.2. Allow ample time to upload your proposals. The County assumes no responsibility for any IT related issues that occur.

8.3. The County assumes no responsibility for a Proposal being either opened early or improperly routed if not submitted into the Bidnet System properly.

9. MODIFICATION AND WITHDRAWAL OF PROPOSALS

9.1. MODIFICATIONS TO PROPOSALS. Proposals may only be modified in the form of a written notice on Contractor letterhead and must be received prior to the time and date set for the Proposals to be opened. If more than one modification is submitted, the modification bearing the latest date of receipt by the County’s Purchasing Division will be considered the valid modification.

9.2. WITHDRAWL OF PROPOSALS. Proposals may be withdrawn in the form of a written notice on Contractor letterhead and must be received prior to the time and date set for the opening of Proposals. Any withdrawal of a Proposal submitted to Adams County Purchasing Division must contain the Contractor’s name and contact information.

9.2.1. Proposals may not be withdrawn after the time and date set for the opening for a period of ninety calendar days. If a Proposal is withdrawn by the Contractor during this ninety-day period, the County may, at its option, suspend the Contractor and may not accept any Proposal from the Contractor for a six-month period following the withdrawal.

10. REJECTION OF PROPOSALS

10.1. REJECTION OF PROPOSALS. The County may, at its sole and absolute discretion:

10.1.1. Reject any and all, or parts of any or all, Proposals submitted by prospective Contractors;

10.1.2. Re-advertise this Solicitation;

10.1.3. Postpone or cancel the process;

10.1.4. Waive any irregularities in the Proposals received in conjunction with this Solicitation; and/or

10.2. REJECTION OF A PARTICULAR PROPOSAL. In addition to any reason identified above, the County may reject a Proposal under any of the following conditions:

10.2.1. The Contractor misstates or conceals any material fact in its Proposal;

10.2.2. The Contractor’s Proposal does not strictly conform to the law or the requirements of the Solicitation;

10.2.3. The Proposal expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Solicitation;

10.2.4. The Proposal does not include documents, including, but not limited to, certificates, licenses, and/or samples, which are required for submission with the Proposal in accordance with the Solicitation; and/or

10.2.5. The Proposal has not been executed by the Contractor through an authorized signature on the Contractor’s Statement.

10.3. The County reserves the right to waive any irregularities or informalities, and the right to accept or reject any and all proposals.

11. ELIMINATION FROM CONSIDERATION

11.1. A Proposal may not be accepted from, nor any Agreement be awarded to, any person or firm which is in arrears to the County upon any debt or Agreement or which is a defaulter as surety or otherwise upon any obligation to the County.

11.2. A Proposal may not be accepted from, nor any Agreement awarded to, any person or firm who has failed to perform faithfully any previous Agreement with the County or other governmental entity, for a minimum period of three years after the previous Agreement was terminated for cause.

11.3. Any communications in regards to this RFP must go through the Adams County

Purchasing Division only. Any contact with other County personnel or County Contractors may be cause for disqualification.

11.4. No damages shall be recoverable by any challenger as a result of the determinations listed in this Section or decisions by the County.

11.5. The Board of County Commissioners may rescind the award of any proposal within one week thereof or at its next regularly scheduled meeting; whichever is later, when the public interest will be served thereby.

12. QUALIFICATIONS OF CONTRACTOR: The County may make such investigations as deemed necessary to determine the ability of the Contractor to perform work, and the Contractor shall furnish all information and data for this purpose as the County requests. Such information includes, but is not limited to: current/maximum bonding capabilities, current licensing information, audited financial statements, history of the firm on assessments of liquidated damages, Agreements cancelled prior to completion and/or lawsuits and/or pending lawsuits against the firm and/or its principals. The County reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the County that such Contractor is properly qualified to carry out the obligations of the Agreement and to complete the work contemplated therein. Conditional Proposals will not be accepted.

13. AWARD OF SOLICITATION: The County shall award this Solicitation to the successful Contractor through the issuance of a Notice of Intent to Award. All Contractors that participated in the Solicitation process will be notified of Contractor selection. No services or goods shall be provided, and no compensation shall be paid, until and unless an Agreement has been signed by an authorized representative of the County and the Contractor.

14. Contractor confirms that the work performed under this Agreement shall fully conform with the State of Colorado Office of Information Technology Technical Standard TS-OEA-02 which requires that web content and applications meet the Web Content Accessibility Guidelines (“WCAG”) 2.1 level A and AA published by the World Wide Web Consortium (“W3C”)”

4430 South Adams County Parkway Brighton, Colorado 80601

PROPOSAL SUBMITTAL

1. INTRODUCTION

The Adams County Detention Facility seeks a qualified laundry service vendor. The Adams County Detention Facility is a 1620 bed County Jail Facility serving the County of Adams. Generally, the purpose of this agreement will be to provide laundry services for approximately 800-1000 inmates with their clothing exchanged twice per week including clothing exchange twice per week, the cleaning of bedding and linens and mop heads. This is a 7 day a week laundry operation.

The Response Format detailed below is intended to ensure consistency in format and content in the proposal prepared by the Consultant. The submittal must be clear and concise in the recommended format, and it should provide the County with an understanding of the Consultant’s ability to provide the requested services.

2. RESPONSE FORMAT

2.1. Failure to provide required information in the provided format may deem your submittal non-responsive.

2.2. Submissions via Bidnet (https://www.bidnetdirect.com/colorado/adams-county) is required.

2.3. The Proposal shall be combined into a single PDF document and should contain the following:

2.3.1. Cover Letter/Executive Summary (1 page limit)

2.3.2. Table of Contents – Optional

2.3.3. Vendor/Firm Information

2.3.4. Firm Capability and Assigned Personnel

2.3.5. Project understanding and Approach

2.3.6. Additional information

2.3.7. Contractor’s Statement (Signature required)

2.3.8. Reference Form (you may use your own or the one provided)

2.3.9. Pricing Form/Rate Sheet. Pricing (forms and rates) must be provided as a separate PDF document in a separate envelope. There must not be any pricing information within the Proposal document.

2.3.10. Your firm’s W-9

3. QUALIFICATIONS AND PROJECT APPROACH:

3.1.1. Cover Letter / Executive Summary-should include:

3.1.1.1. The name and number of the RFP to which you are responding.

3.1.1.2. Interest in the project.

3.1.1.3. Brief summation of the Proposal. Highlight points that show your firm is qualified for this engagement.

3.1.2. Vendor/Firm Information

3.1.2.1. Describe your firm’s business and background

3.1.2.2. Number of years in the business

3.1.2.3. Details about ownership

3.1.2.4. An overview of services offered and qualifications

3.1.2.5. Size of the firm

3.1.2.6. Location(s) of offices. If multiple, please identify which will be the primary for our account.

3.1.2.7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s).

3.1.3. Firm Capability and Assigned Personnel

3.1.3.1. Identify the key staff who will be involved in the project and their responsibilities. Include the following:

3.1.3.1.1. Qualifications and relevant individual experience of

Consultant and Subconsultant team members.

3.1.3.1.2. Unique knowledge of team members related to the project.

3.1.3.1.3. What position they will serve on the team.

3.1.3.1.4. Resumes of Key Personnel

3.1.3.2. Any other items you deem important.

3.1.4. References and Past Performance

3.1.4.1. Present information regarding how the team's qualifications and experience, and performance have proved successful on similar projects

3.1.4.2. Provide references (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five

(5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed and the project cost. *The Proposer authorizes County to verify any and all information contained in the Consultant’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give.

3.1.4.3. Provide any substantiated complaints against the firm in the last 3 years and any outstanding litigation.

3.1.5. Understanding of the Project and Project Approach:

3.1.5.1. Project Concept and Approach

3.1.5.1.1. Demonstrate a clear and concise understanding of the project based on the Scope of Work provided.

3.1.5.1.2. Briefly describe the plans of the project team to achieve the project goals and objective.

3.1.5.2. Schedule

3.1.5.2.1. Provide the proposed work of the laundry staff in detail to accommodate a 7 day per week laundry services operation.

3.1.5.2.2. Please provide proposed coverage plan for weekends and holidays if an alternative schedule is desired.

3.1.5.3. Project Management

3.1.5.3.1. List the names of staff members that will be involved in any transition if required.

3.2. Additional Information

3.2.1. Provide any information that distinguishes your firm from your competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal.

DETAILED SCOPE/SPECIFICATION/BACKGROUND

1. Qualifications

To be considered for award of this contract, the following minimum qualifications must be met:

1. The firm must be organized for the purpose of providing laundry service management and must have three (3) years previous experience with proven effectiveness in providing and maintaining high quality laundry services as described herein.

2. The firm must have a proven ability for a 30-day contract start-up as evidenced by past performance and current resources and personnel.

3. The contractor’s employees shall be subject to security clearances. Should any Contractor’s employee fail the clearance process, that individual shall be precluded from working at the Jail Division.

2. Method of Award

The award will be given to the firm whose proposal is determined to be most advantageous to Adams County based on price and all other proposal criteria provided herein.

The County reserves the right to award this contract not necessarily to the firm with the best price, but to the firm that demonstrates the best ability to fulfill the requirements of this project. The successful firm will be chosen based on the qualifications and selection criteria discussed.

The successful firm shall commence work only after execution of an acceptable contract. The successful firm will perform all services indicated in the proposal in compliance with the negotiated contract.

3. Minimum Requirements

At least twice per week inmates shall be provided with clean jail-issued clothing. At least once per week inmates shall be provided with two towels and one washcloth. Blankets shall be laundered at least once every week as per Colorado Jail Standards. The Contractor shall be responsible for the distribution of clean clothing and linens on a one for one exchange conducted in the housing units themselves. Laundry supervisors will have the inmates line up in an orderly fashion for exchange. The floor deputy will oversee the distribution in the housing units. The Contractor shall also launder blankets, linens, towels, jail-issued clothing and shoes upon the release of all inmates from the facility.

Additionally, inmate worker uniforms and mop heads will be laundered daily, and cleaning rags will be laundered on Monday, Wednesday, and Friday. The Contractor will be required to mend repairable clothing items in-house.

Inmates are held accountable for proper use and care of all linens and clothing. The Contractor shall report to a deputy when it is suspected that an inmate has abused or destroyed any issued items. The Contractor will provide a laundry schedule to provide for a 7 day a week laundry operation. Any proposed changes will need to be approved by the Administrative Commander or their designee prior to implementation.

The schedule should take into consideration the need for clean linen, towels, blankets, jail uniform clothing, and shoes for newly arriving inmates on a 24-hour basis. All laundry services shall occur for existing inmates during reasonable daytime hours. In the event of jail operations that conflict with the laundry services schedule, flexibility to adjust laundry services schedule may be necessary.

It should be noted that Work Release inmates are furnished only linens by the facility, and the laundering and distribution of these linens are the responsibility of the Contractor. These exchanges also need to be completed in the evenings and during weekends. (Washing machines are located in Work Release housing areas for inmates to launder their personal clothing.)

Should any of the medical/infirmary unit linen or inmate clothing items be soiled, the Medical Contractor will send them to the laundry in water soluble laundry bags or dispose of the items according to bio-hazard procedures.

4. Contractor’s Responsibilities – Staff Requirements

1. An on-site Laundry Manager and other adequate laundry staff necessary to operate the laundry seven days per week, including holidays shall be provided. It should be noted that this laundry contract and laundry contract employees are in no way subservient to or part of any other contract the provider may have to supply goods or services to the Adams County Sheriff’s Office. The decision to hire additional staff, beyond the minimum staffing identified in the Staffing Plan, is the sole decision of the Contractor and shall be done at no additional cost to Adams

County. The Contractor must ensure adequate staffing to satisfy all terms and conditions of this agreement.

2. Proposals should include a staffing plan that allows for the optimum number of employees at all times for the efficient operation of the Laundry. Proposers should have provision for relief coverage and holidays. The staffing plan shall include the following data:

a. The total number of Contractor employees necessary to perform the laundry services. The plan must show the number of the Contractor’s management, supervisory, or other employees scheduled to manage the laundry services.

b. In the preparation of the staffing plan, provide the following information: classification or position description, daily and weekly hours; and total weekly hours. For each classification position, provide a short description of daily duties for each position listed in the staffing plan.

c. The proposal should also include the range of hourly wages and benefits that the company will offer to qualified employees. The facility reserves the right to see documentation of salaries paid during the course of the contract.

5. Personnel

1. All prospective contract personnel will have an NCIC/CCIC clearance run by the Sheriff’s Office prior to being considered for employment. The Contractor will be asked to furnish a signed statement indicating that the company has completed a reasonable background on each applicant as well as well as provide Affirmation of Legal Work Status. The Contractor agrees to provide a digital copy of a “Yellow-tag” application along with a government issued driver’s license or ID for each employee requiring access at any point to the Adams County Detention Facility. These items will be submitted through an online portal that will commence the preliminary background process. The applicant will be required to sign a statement agreeing to abide by the rules of the facility upon passing the initial screening. Once approved, the prospective employee will check-in at the front desk with their government issued ID and they will receive an assigned “Yellow tag” to allow access to the facility. This must be returned upon leaving the facility each day. The contract employee must then complete the background package, that will need to be notarized, supplied by the Sheriff’s Office along with the supporting documentation including, but not limited to, copies of birth certificate, driver’s license, social security card, GED or high school diploma, professional licenses and military service if applicable within 30 days. The Sheriff’s Office, upon receipt of the completed background questionnaire, will review the information and schedule an integrity interview with the applicant. When this process is complete and the contract employee has successfully passed their background investigation, the Contractor will be advised that the contract employee may begin working as a permanent contract employee and a picture ID badge and a proxy card will be issued by the Sheriff’s Office. These items remain the property of the Adams County Sheriff’s Office. All Sheriff’s Office issued ID’s and proxy cards are to be collected prior to a Contract employee’s termination for delivery to the Contract Liaison or designee

2. The Contractor agrees to exercise security measures in compliance with ACSO’s Policies and Procedures.

3. If a contract employee is refused clearance the Contractor will be informed as soon as possible during the background process.

4. The proposing Contractor shall provide resumes, if available, from the individual(s) who will be considered for the Contractor’s position of Laundry Manager. It is requested that this individual has previous experience with correction/detention laundry services if possible. An interview with any proposed manager may be required prior to the award of the contract. The Sheriff’s Office will have the right of refusal of any proposed Laundry Manager.

The Sheriff’s Office shall be notified prior to the transfer/removal of any manager and approving their replacement. It is preferred that other contract laundry service employees have at least some laundry services experience.

5. The Laundry Service Manager or designee shall always be available to Sheriff’s Office personnel to handle personnel problems of contract employees or laundry service-related problems.

6. The Contractor shall consider the employment of the present laundry service employees, but only in such numbers as the Contractor deems necessary and with mutual concurrence with the Sheriff’s Office.

7. The Sheriff’s Office retains the right to withdraw the security clearance of any contract personnel at any time.

8. The Contractor may have to call upon outside services for short periods to assist in laundry services, in the event of emergencies or extraordinary circumstances.

9. The Contractor shall ensure that personnel assigned to perform work are able to understand and communicate in English to the extent necessary to safely perform the work, comply with safety requirements, respond to emergencies, and communicate with jail personnel regarding safety issues. If personnel assigned to perform work are not proficient in English, Contractor shall assign designated representatives who are proficient in English to be present with any personnel who are not proficient in English to ensure that all safety instructions, emergency communications, and work directives are effectively communicated to personnel performing the work.

6. Training

1. The Contractor shall submit a copy of the job descriptions for all laundry staff positions at the facility.

2. The proposing Contractor should include information on their laundry supervisor-training program to include length, topics and documentation.

Training on the operation and cleaning of laundry equipment is mandatory before an employee is released from training. The Contractor will be expected to supply documentation of employee training upon request.

3. Contractor employees will be required to attend mandatory facility training.

This training will include compliance with Colorado Jail Standards. The total classroom time for the training is approximately ten hours per year, and the Contractor shall be responsible for employee wages and/or overtime necessary to fulfill this requirement.

4. Laundry service training for employees shall be consistent with Best

Practices for Colorado Jails Policy and Procedures. There will be ten hours of training offered by the facility, but the Contractor will be ultimately held responsible for the total training.

5. Training shall include but not be limited to:

• Safety in the use of laundry chemicals

• Care and use of equipment

• Proper sorting of laundry loads

• Special clothing laundry needs

• Scheduling of laundry services

7. Equipment and Supplies

1. The Contractor shall supply all detergents, cleaning products, chemicals and supplies necessary for the provision of laundry services. An ongoing inventory shall be kept on these supplies and shall be subject to inspection at any time.

2. The Contractor shall provide and install product-dispensing equipment and maintain such equipment at no additional cost to the Sheriff’s Office.

Contractor’s personnel shall operate and maintain control over the dispensing equipment.

3. The Contractor also will be responsible for maintaining freight handling equipment necessary for loading and unloading laundry service supplies/inventory.

4. Contractor shall be financially responsible for repair of damaged equipment due to negligence of employees.

5. The Sheriff’s Office will provide the appropriate number of radios, however, due to the cost of the radios (in excess of $8000) the Contractor will be held responsible for and negligence or abuse to the radios.

6. The successful proposer and representatives of the Sheriff’s Office shall together inspect all equipment and agree upon the condition and working status of each piece of equipment, as well as any needed repairs. A report containing an equipment inventory and results of the inspection shall be generated, agreed upon and signed by both parties.

7. The Contractor shall arrange and coordinate the arrival and receipt of products scheduled for use under this contract at the loading dock consistent with the hours of operation of the dock, so as not to interfere with the operations at the dock area and not to interfere with the delivery of laundry services or the delivery of other services provided at the facility.

8. The Contractor will purchase and pay for all laundry products used during the term of this contract. Those laundry products will remain the property of the Contractor. Upon termination of this contract the Contractor shall coordinate the removal of all laundry products and dispensing equipment with the new service provider so that there will be no disruption of service resulting from the changeover. Nothing in this requirement prohibits or requires the continued use of the current dispensing equipment, which is provided by Ecolab.

9. The Contractor shall assure that facilities and equipment in the Contractor’s care are not used for purposes other than those delineated under this contract, without the advance written approval of the Sheriff’s Office.

10. As part of the contract start-up a representative of the facility and a representative of the Contractor shall jointly inventory and assess the condition of all laundry equipment. Written documentation of the inspection along with a written inventory shall be mutually agreed upon, signed by and provided to both parties.

8. Safety and Sanitation

1. Contractor employees will be responsible for routine cleaning and housekeeping in the laundry areas and laundry storage area and will on a continuing basis maintain sanitation during normal working hours, in compliance with all local and State health and safety code standards and laundry service requirements.

2. Contractor employees may be required to wear protective clothing as determined by either the Contractor or Sheriff’s Office personnel.

3. Rags used with chemicals shall not be washed or dried in the laundry facility under any circumstance. Cleaning rags that can be washed shall be stored in a properly marked metal container with lid provided by the Contractor until they can be laundered.

9. Uniforms

The Contractor employees shall be properly attired in a standard uniform that is always clean and neat and preferably bears the name of the company.

10. Security

1. The successful vendor shall, upon being awarded the contract, furnish to the Sheriff’s Office a list of names of employees who are to work inside the facility. The list of names will include date of birth and social security number. This list should be submitted in ample time for the entire background process to be completed prior to contract start-up if feasible.

2. When an employee resigns or is terminated by the Contractor, the Sheriff’s Office will be notified immediately. Terminated employees are required to return their ID badge and proxy card immediately. Employees giving notice must return their ID badge and proxy card prior to leaving the building on their last day.

3. The Contractor is responsible for control of all keys obtained from the

Sheriff’s Office. Keys will be issued to contract personnel at the beginning of their designated work period and individual workers will be required to turn in their assigned keys at the end of their work period. Any loss of keys during a specific work period by any contract personnel will be reported immediately to the Duty Sergeant. The Contractor shall be responsible for replacement of lost keys and the costs of re-keying and replacement of lock cylinders required as a result of negligence and/or loss of keys. Employees who mistakenly take keys home will be required to return the keys immediately upon discovery or notification no matter what time of day or night the situation happens. Inmates are not allowed to handle keys.

4. Staff personal items will be stored in a designated secure area. The

Sheriff’s Office reserves the right to inspect all personal effects and contents at any time of the day or night.

11. Employee Conduct Inside the Facility

Contract employees should familiarize themselves with the policies and procedures that affect their area. Of particular importance are the following policies:

1. Contract employees shall be advised of the possibility that a hostage taking incident could occur at any time.

2. Alcoholic beverages/drugs will not be brought into the facility, nor will anyone under the influence of alcoholic beverages or drugs or suspected to be under the influence of alcoholic beverages or drugs be admitted to the facility.

3. In the event of any disturbance inside the facility, the contract employee will immediately follow the orders of the Duty Sergeant or designee or comply with the policy regarding facility emergency procedures.

4. Employees shall not fraternize with, become involved with, or share personal information with inmates.

5. Employees shall not bring in food from their homes, stores or restaurants for inmates.

6. Employees shall not wear headphones, earbuds, play loud music, or perform any activity that compromises the safety and security of the facility.

12. Documentation

1. Contractor shall furnish the contract liaison or their designee, with a staffing schedule on the 10th of each month for the following month.

2. Contractor shall furnish contract liaison or their designee, with laundry statistics on the 5th of each month for the preceding month.

3. The Contractor shall keep full and accurate accounts and written records of laundry chemicals purchased and used amounts of laundry cleaned, and documentation of laundry services provided, in compliance with the requirements of the contract.

4. Contractor shall complete documentation and provide upon request, training of Contractor’s personnel who work in the Laundry.

5. The Contractor may also be asked to supply written documentation of other areas of compliance with the terms and conditions of the contract.

13. Finance

1. The Contractor shall obtain and pay for all applicable Federal, State and Local licenses and permits required for contracted services and pay all applicable taxes and fees.

2. Billing shall be submitted on a per inmate per day basis using actual daily populations supplied by the Sheriff’s Office.

3. The Contractor will submit a monthly invoice to the contract liaison no later than the 5th of each month, for the services performed in the preceding month. Payment will be made within thirty (30) days of receipt of each invoice unless other mutually agreeable arrangements have been made. If incorrect invoices are submitted, payment shall be within thirty (30) calendar days of receipt of a corrected invoice.

4. The Contractor shall participate in the preparation process of the Sheriff’s

Office budget, relating to laundry service equipment during each County Fiscal Year. The Contractor shall submit to the contract liaison an annual budget proposal for additional or replacement equipment by April 1 of each year.

14. Mending/Worn Clothing

The Contractor currently employs a seamstress to meet the sewing and mending needs of the laundry. The Laundry Manager shall work closely with the seamstress to determine clothing that can be mended as well as clothing that must be taken out of inventory. Items needing repair as well as items needing replacing shall be inventoried and, along with a copy of the inventory, be delivered to the Supply Technician of the facility. The Supply Technician shall replace items based on clothing exchange distribution needs and facility population. There will be no additional fees associated with mending worn clothing. The fees for this service will be included as “per inmate per day basis” listed earlier in this document.

15. Clothing and Linen Storage/Inventories

The facility reserve supply of inmate clothing and linens will be stored in the laundry facility. The laundry manager shall be responsible for the inventory of these items.

16. Independent Contractor

The Contractor and its employees, and agents shall be considered for purposes of this agreement to be an independent contractor. The Contractor, its employees, and agents are not and shall not be construed as or become employees of Adams County because of the performance of services as set under this agreement.

17. Terms and Assignment

The Contractor shall not assign or transfer its interest in the agreement without written consent of the County. Any unauthorized assignment or transfer shall render the agreement null, void and of no effect as to the County.

18. Adams County Responsibilities

1. Provide laundry equipment to include: washers, dryers, utility carts, folding tables, delivery carts, and storage shelving.

2. Provide preventive maintenance and repairs to all equipment except the Contractor provided and owned sewing machine utilized by their seamstress.

3. Provide heat, light, ventilation and all other utilities for the laundry service areas. Local and intercom business telephone service, to be used only for business related calls, will be provided to the Contractor at no charge.

4. The Sheriff’s Office will provide office space and the following furniture for the

Contractor in the Laundry: Desk, desk chair, filing cabinet, bulletin board and wastebasket. The Sheriff’s Office will also provide the appropriate number of radios and or distress buttons.

5. Provide general maintenance to the building structure including, but not limited to, the…