ESBD_544718_1785515264350_HHS0017762 - RFI Laundry Services Panhandle.pdf

RFI No. HHS0017762 Page 1 of 2

Stephanie Muth, Executive Commissioner

Request for Information (RFI) for

Laundry Services for Panhandle State Hospital

RFI No. HHS0017762

RFI Posted: July 31, 2026 RFI Responses Due: August 31, 2026

954-03 Cloth Towel Service 954-04 Laundry Services, Clothing, Hats and Uniforms 954-05 Laundry and Linen Service, (Not Otherwise Classified) 954-70 Shop Towels, Shop Aprons, Floor Mats, etc. Cleaning Services

RFI No. HHS0017762 Page 2 of 3

Table of Contents

1. Introduction

2. Purpose

3. Background

4. Scope

4.1 Regulations for Laundry Services

4.2 Pickup and Delivery

4.3 Additional Requirements

4.4 Cost Contributors

5. General Instructions and Response Requirements

5.1 General Information

5.2 Response Submission, Date, Time and Location

5.3 Designated Point of Contact

5.4 Response Format

5.5 Texas Public Information Act

5.6 Disclaimers

RFI No. HHS0017762 Page 3 of 4

1. Introduction This Request for Information (RFI) is issued solely for information and planning and does not constitute a Request for Proposal (RFP) or a commitment on the part of the Health and Human Services Commission (HHSC) to conduct a solicitation for services in the future. Respondents are advised that HHSC will not pay for information submitted in response to this RFI, nor will it compensate respondents for any costs incurred in the development/furnishing of a response.

HHSC is authorized to engage with vendors through this RFI by Texas Government Code Section 2155.090(b). HHSC will conduct this RFI and engage with the vendor community in accordance with the Health and Human Services (HHS) Vendor Interaction Policy, available on the HHS website at HHS Vendor Interaction Policy.

2. Purpose The purpose of this RFI is to determine the interest and capabilities of organizations to provide laundry services for Panhandle State Hospital, a new 75-bed inpatient facility currently under construction in Amarillo. In addition, HHSC is intending to gather pricing information for laundry services.

This document describes the components required to provide laundry services at Panhandle State Hospital and requests information regarding interest and ability to comply with all applicable federal and state laws, rules, regulations, standards, guidelines, and policies, as well as the expectations of HHSC. This RFI may be used to help HHSC gauge interest and capabilities to provide the services outlined in this RFI.

3. Background HHSC is responsible for overseeing and coordinating the planning and delivery of health and human services programs throughout the State of Texas. As part of its responsibilities, HHSC currently owns and operates state hospitals (“Texas State Hospitals” or “State Hospitals”) across the State of Texas that provide inpatient psychiatric care.

4. Scope The scope of work indicated by this RFI is to provide laundry services for Panhandle State Hospital, in accordance with applicable regulations and guidelines for laundry services in healthcare facilities.

Laundry services shall include the complete processing of all soiled laundry by a qualified commercial laundry service. Processing shall include, at a minimum, washing, drying, ironing, folding, and orderly placement of items into designated bins in a neat and consistent manner.

The Vendor shall also be responsible for the pickup of all soiled laundry and the delivery of clean, processed laundry to the facility in accordance with a predetermined schedule established by the State. All services shall be performed in compliance with applicable federal and state regulations, industry standards, and HHSC requirements.

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.090#:%7E:text=Sec.%202155.090.%20%20VENDOR,an%20existing%20contract.

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.090#:%7E:text=Sec.%202155.090.%20%20VENDOR,an%20existing%20contract.

https://hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/vendor-contract-information/vendor-interaction-policy.pdf

RFI No. HHS0017762 Page 4 of 5

4.1 Regulations for Laundry Services

a. Vendor will handle all soiled laundry at the facility using Universal Precautions.

b. Vendor will provide laundry services in a facility that is hygienically clean.

c. Facility will have a physical separation of dirty processing and clean processing.

d. Vendor will provide test results quarterly from a third party, to verify whiteness, tensile strength, presence of chlorine and excessive wrinkles. ALM is one example of vendors capable of providing such testing.

e. The vendor will provide monthly reports to the state that will include accuracy of pH measurements and/or titration of wash liquor.

f. All bins/carts containing soiled laundry are cleaned and sanitized after each use.

1. To ensure complete sanitation, the bin/cart is cleaned using steam or water greater than 200 degrees F and/or sprayed with a sanitizer agent.

4.2 Pickup and Delivery

a. Delivery of clean laundry and pickup of soiled laundry will occur twice weekly.

b. No deliveries on any State of Texas holiday. List to be provided.

c. Deliveries are to be made during hours of operation: 8:00am to 3:00 pm (except from noon to 1:00pm).

d. Deliveries will be made to a designated location at the Panhandle State Hospital.

e. Only clean sanitized enclosed trucks or trailers will be used to transport clean laundry in covered carts provided by the State (optional).

1. Vendor will provide documentation of process for sanitation.

f. All vehicle drivers must meet the minimum qualifications specified by state law before driving a vehicle onto a state facility.

1. Drivers must obey campus driving rules.

2. Trucks must be equipped with safety beepers that indicate that the truck is in reverse.

3. Keys must be removed from all unattended trucks and doors kept locked.

4. Drivers must follow local procedures for handling truck keys.

5. Drivers must follow all rules for entering facility.

6. No smoking.

7. Pedestrians have right of way.

8. Speed limits must always be followed.

RFI No. HHS0017762 Page 5 of 6

4.3 Additional Requirements

a. All soiled laundry will be placed in leak-proof bags and put into carts designated for soiled laundry only.

b. Heavily soiled laundry will be placed into yellow bags.

c. Standardized Linens purchased by the facility:

1. Blankets: Size 74” x 96”, 100 percent cotton, various colors, State of Texas stamp

2. Sheets, Flat: Size 72” x 105”, white with State of Texas stamp

3. Sheets, Fitted: Size 36” X 81”. blue color-coding strip, white, State of Texas stamp

4. Sheets, Fitted: Size 35” x 75”, red color-coding strip, white, State of Texas stamp

5. Pillowcases: 42” x 36”, white, State of Texas stamp

6. Bath Towels: 24” x 48” white, State of Texas stamp

7. Washcloths: 12-inch X 12 inch, white, no stamp

d. Additional patient specific purchases made by state facility that could potentially be processed by the laundry service include but are not limited to:

1. Cup Towels, Mattress Pads, Medical Towels. Pillowcases (Other Than Standard Size), Tablecloths/Cloth Napkins, Thermal Blankets

2. Personal clothing

3. Aprons, Bibs, Medical Scrub Tops & Bottoms, Medical Lab Coats, Medical Surgical

Wraps, Cloth Diapers, Cloth Bed pads, Blouses, Coats, Dresses, Gowns, Handkerchiefs, Jackets, Jumpsuits, Overalls, Pajama Tops & Bottoms, Pants – All, Robes, Shirts – All, Shoes, Shorts, Skirts, Slippers , Socks, Sweatpants, Sweatshirts/Sweaters, Swimsuits, Underwear – Bras, Underwear – Panties, Underwear – Shirts, Underwear – Shorts, Vests

4. Miscellaneous Items – Specialty Items such as medical confinement device.

5. Cloth Shower Curtains (all curtain hooks removed), Hamper Bags, Fleece/Sheepskin

6. Environmental Services – Bags/Nets, Drop Cloths

7. Environmental Services – Linens & Covers

8. Environmental Services /Food Service – Dry Mops, Wet Mops and Rags

e. Soiled linen will be held in designated areas in leak proof bags or covered containers until picked up by vendor.

f. Maintenance of linen usage records: linen quantities to be delivered and quantities to be picked up.

1. Vendor will provide a detailed description of their process for tracking quantities of soiled laundry being picked up.

2. Vendor will provide a detailed description of their process for tracking quantities of clean and processed laundry being delivered back to the facility.

g. Worn or unusable laundry items are to be kept separate but returned to the facility.

h. Interruption of Service Contingency Plan must be provided.

4.4 Cost Contributors

RFI No. HHS0017762 Page 6 of 7

a. Potential Volumes to be processed: quantities are estimated, not guaranteed.

1. Linens: sheets (flat and fitted), pillowcases, towels, washcloths, blankets

• 114,000 pounds annually

2. Clothing: personal patient clothing

• 1,300 pounds annually

3. Other: mops, rags, environmental services supplies, food service supplies

• 1,500 pounds annually Will there be an additional cost for heavily soiled linens?

Will there be an additional cost for contaminated linens:

• Lice, scabies, bed bugs

b. Standardized linens purchased by facility will be used.

c. Use of facility owned carts and covers.

d. Transportation costs:

1. Provide a detailed description of transportation costing methodology.

A. Fuel B. Cost per mile C. Vehicle maintenance

e. Deliveries and pickup twice a week, turnaround time of two (2) to three (3) days (delivery dates flexible due to holiday schedules).

f. No inventory management by vendor at the facility will be required.

1. Vendor to provide monthly reports:

A. Soiled poundage picked up at facility B. Cleaned/returned poundage delivered to the facility

• Breakdown of what is returned

g. All deliveries will be to one centralized location at the facility.

h. Independent, third-party QA testing required to determine:

1. Whiteness

2. Tensile strength

3. Chlorine retention

i. Documented plan in place to cover production outages

5. General Instructions and Response Requirements In response to the RFI, respondents must include the following.

a. Describe your experience with providing laundry services for healthcare facilities.

b. Describe your experience and familiarity with regulations, requirements and guidelines applicable to healthcare laundry services.

c. Describe your pricing methodology for the services described in this RFI.

HHSC may, but is not obligated to, respond to questions submitted to the designated point of contact provided in Section 5.3 – Designated Point of Contact, below.

5.1 General Information

HHSC is issuing this RFI for the sole purpose of obtaining information. HHSC encourages any party with direct experience in the subject matter of this RFI to submit a response.

RFI No. HHS0017762 Page 7 of 8

All materials received by HHSC become the property of HHSC and will not be returned to the sender. There will be no acknowledgment by HHSC of receipt of the information. Acceptance of responses to this RFI places no obligation of any kind upon HHSC. Any information or ideas received from respondents to the RFI in any form may be used by HHSC without restriction for any purpose determined by HHSC.

The descriptions presented in this RFI are tentative and may undergo change prior to actual release of any potential further RFI related to the scope of this RFI. It is not the intent of HHSC to provide answers, but if additional information is issued relating to the RFI, it will be made available on the Electronic State Business Daily (ESBD).

5.2 Response Submission, Date, Time and Location

HHSC welcomes written responses and comments related to this RFI by:

10: 30 a.m. Central Time

August 31, 2026

Responses must be submitted via e-mail to HHSC’s designated point-of-contact, as identified in Section 5.3 – Designated Point of Contact. Faxed responses or verbal inquiries will not be accepted. It is not the intent of HHSC to respond to comments or questions, but if additional information is issued relating to the RFI, it will be made available on the Electronic State Business Daily (ESBD).

5.3 Designated Point of Contact

HHSC’s official single point of contact for this RFI and the delivery point for all responses and correspondence is:

Irene Martinez HHSC Procurement and Contracting Services

Texas Health and Human Services Commission 1100 W. 49th St., Austin, Texas 78756

Mail Code 2020 e-mail: irene.martinez03@hhs.texas.gov

All communications relating to this RFI must be directed to the HHSC contact person named above. All communications between respondents and other HHSC staff members concerning this RFI are strictly prohibited.

5.4 Response Format

All responses must be:

a. Clearly legible;

b. Searchable pdf format;

c. Sequentially page-numbered and include the respondent’s name at the top of each page;

d. Correctly identified with the RFI number and submittal deadline;

e. In Times New Roman font, size 12 for normal text, no less than size 10 for tables, graphs and appendices;

https://www.txsmartbuy.gov/esbd https://www.txsmartbuy.gov/esbd https://www.txsmartbuy.gov/esbd

RFI No. HHS0017762 Page 8 of 9

f. The page limit for the RFI written response is 20 pages, this does NOT include attachments and/or reference material;

g. The respondents must respond by email;

h. HHSC will not accept any submission or portion of a submission containing a copyright.

All pages of the response should include the RFI title consistently in either the footer or header of each page. Respondents should submit supporting material, if any, as attachments along with RFI responses. All proposals become the property of HHSC after submission.

5.5 Texas Public Information Act

A response submitted to this RFI is subject to the Texas Public Information Act (the Act), located in Texas Government Code Chapter 552 and may be disclosed to the public upon request. Subject to the Act, respondents may protect trade secret and confidential information from public release. If the respondent asserts that information provided in the proposal contains trade secrets or other confidential information, it must be clearly marked such information in boldface type and include the words “confidential” or “trade secret” at top of the page. Furthermore, the respondent must identify trade secret or confidential information, and provide an explanation of why the information is excepted from public disclosure, on the Respondent Information and Disclosures form.

HHSC will process any request from a member of the public in accordance with the procedures outlined in the Act. Respondents should consult the Texas Attorney General’s website (www.oag.state.tx.us) for information concerning the Act’s application to documents submitted to public agencies and potential exceptions to disclosure.

https://statutes.capitol.texas.gov/docs/GV/htm/GV.552.htm http://www.oag.state.tx.us/

RFI No. HHS0017762 Page 9 of 9

5.6 Disclaimers

HHSC, at its sole discretion, may or may not issue a related solicitation or may issue multiple solicitations based on the responses to this RFI. Responding to this RFI is not a condition for eligibility to respond to any subsequent solicitation. Responses to this RFI will not have any bearing, positive or negative, on the evaluation and respondent selection resulting from any proposals that may be received in response to any subsequent solicitation.

Any information received from respondents to the RFI in any form may be used by HHSC without restriction for any purpose determined by HHSC.